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CITY OF FEDERAL WAY LAW DEPARTMENT ROUTING FORM
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❑ PUBLIC WORKS CONTRACT ❑ SMALL OR LIMITED PUBLIC WORKS CONTRACT
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LSONIVlENTS:
1/2018
W SOUNDTRANSiT
September 30, 2019
Tony Doucette
Sound Transit Liaison
Department of Public Works
City of Federal Way
33325 8th Avenue South
Federal Way, WA 98003
Concurrence Letter: Tacoma Dome Link Extension- South Federal Way Vision Framework
Dear Mr. Doucette:
Sound Transit requests the City of Federal Way's formal acknowledgement and concurrence with the mutually
developed approach to partnering on a station area visioning process for the future South Federal Way Station,to be
built as part of the Tacoma Dome Link Extension.This important work will support the City's concurrence on a
preferred location for the South Federal Way Station as well as lay the foundation for future planning efforts by the
City. To support both parties' interests,this letter of concurrence will establish key assumptions, roles and
responsibilities, and a scope of work for the partnership.
Exhibit A(South Federal Way Vision Framework), attached, lays out the process by which the City and Sound
Transit, supported by Sound Transit's consultant for the Tacoma Dome Link Extension,will mutually guide a
process to meaningfully engage a broad cross-section of the community in developing a vision for the future of the
South Federal Way station area. The key roles and responsibilities outlined in this approach are as follows:
- The City will serve as the host for this effort and will be the public point-of-contact. Staff will manage
interaction with City processes, including commissions and the City Council.
- Sound Transit will support the process with technical expertise and management of the consultant team.
- The Tacoma Dome Link Extension consultant team will support the City and Sound Transit in executing the
scope identified in Exhibit A, including developing a work plan,preparing for and executing public
engagement events, and preparing the Vision Framework document.
I ask that you review the attached information, and once you have determined that the proposed partnering
framework and process are to your satisfaction,please concur with your signature below and return a copy of this
letter to my attention.
Sincerely,
„VV;-� � Date 3 X01
Curvie Hawkins
Project Development Director,Tacoma Dome Link Extension
Planning, Environment, and Project Development
Sound Transit
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Date
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Ton Doucette
ound Transit Liaison
City of Federal Way
Central Puget Sound Regional Transit Authority•Union Station
401 S.Jackson St.,Seattle,WA 98104-2826•Reception:206-398-5000•FAX: 206-398-5499
www.soundtransit.org
Exhibit A: City of Federal Way & Sound Transit
South Federal Way Station Area Vision Framework
I. Objectives
The South Federal Way Station Area Vision Framework will be a seven month planning
partnership between the City of Federal Way and Sound Transit that will convene a community
visioning process in order to:
- Establish a community vision for the future of the area, in recognition of the future high-
capacity transit station being planned in Federal Way as part of the Tacoma Dome Link
Extension (TDLE). The framework will identify strategies to implement the vision;
- Articulate guiding principles and recommendations for how the area should evolve over
time in response to the arrival of high-capacity transit, including how to improve the
transit-supportiveness and transit-compatibility of the area; and
- Guide the City's future planning efforts and inform high-capacity transit station choices
in South Federal Way.
II. Deliverables/Outcomes/Goals
1. South Federal Way Vision Framework
Concise documentation of the study process, existing conditions, community-based
vision and goals, connections to Tacoma Dome Link Extension station alternatives under
consideration, and implementing actions.
2. City concurrence, e.g.:
a. City Council consideration and adoption of a concurrence resolution, or
b. City directors' concurrence letter (Public Works, Community Development).
III. Assumptions
Project scope, related TDLE project materials, and final deliverable:
• The vision will focus on a core study area west of I-5 and within %mile of the potential
station locations.
• This effort will draw on the technical work conducted as part of TDLE to inform vision
statements and implementation steps. Relevant TDLE Phase 2 technical work to be
developed concurrently will include:
o Development propensity analysis, including the assessment of alternative zoning
scenarios developed in conjunction with the City, as well as identification of
potential opportunity sites.
o Multimodal circulation assessment(including automobile,bicycle and pedestrian)
in the vicinity of the station alternatives.
o Station urban design concepts, focusing on the 1-3 block area surrounding the
station alternatives, which will situate the station facilities in the context of the
surrounding street network, pedestrian and bicycle access paths, and incorporation
of connecting transit service.
• The final deliverable ("Vision Framework") will address the topics of land use and urban
design, transportation, housing, and economic development. The deliverable will utilize
the following high-level outline:
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o Introduction, e.g.:
■ Purpose
■ Process and contributors
o Context, e.g.:
• Existing conditions
■ Planning context
o Vision and guiding principles, e.g.:
■ District vision statement
• Land use character
■ Building form and height
• Public realm character
■ Multimodal mobility(auto, bicycle, pedestrian circulation)
o The Vision and TDLE station alternatives
■ Opportunities and constraints for achieving the vision, by station
alternative
o Implementation
• Recommended actions and/or regulatory changes, e.g. zoning designations
■ Coordinated planning and implementation, e.g. identify next steps,
- responsibilities, timeframe
Planning partnership:
• The planning process will be co-led by the City and Sound Transit, with technical and
engagement assistance from Sound Transit's consultant team for the Tacoma Dome Link
Extension. The City and Sound Transit will agree on the scope and direction of the work,
ensuring it meets each party's goals.
• Sound Transit and the City will each identify a primary responsible party and point of
contact for this scope of work. These individuals will work with Sound Transit's
consultant to develop and execute the work program.
o The respective primary points of contact will work collaboratively to shape the
direction of the planning process.
■ The parties will maintain frequent communication regarding study
progress, including meetings in-person and via conference call on a
regular basis.
• The parties will also engage with the consultant team on a regular basis
via conference call and in-person meetings. The agenda for these meetings
will be set by the consultant team.
o The City and Sound Transit will work together to agree on how to advance the
work on a regular basis. Due to its existing contractual relationship with the
consultant team, Sound Transit alone will provide direction to the consultant team
related to scope implementation; however, both the City and Sound Transit may
engage directly with the consultant team to shape the work, and will copy the
other party on correspondence related to this work.
• This effort will be hosted by the City of Federal Way in tone and brand, with financial
support by Sound Transit. The City's responsible party will be a representative from the
Community Development department and will serve as the primary public point of
contact for the project.
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• The City will convene the community conversation and visioning process, contributing
significant effort to engaging a broad and diverse cross-section of residents, property
owners, and businesses. The City's specific responsibilities will include:
o Managing all interactions with City departments, commissions, the City Council,
and other public or private interest groups (such as the Chamber of Commerce).
o Taking the lead role in conducting any individual stakeholder interviews and/or
community and neighborhood briefings, as desired or requested by the
community.
o Maintaining a stakeholder email list (via the City's Constant Contact system or
equivalent) of interested parties, and send any electronic communications about
the project directly to interested parties.
o Providing demographic information and language needs for the study area that
will help shape engagement efforts, including translation services.
o Endeavoring to reach traditionally hard-to-reach populations (due to language
barrier or other), such as by utilizing existing community relationships or
programs such as community liaisons/partners.
o Managing and responding to all public inquiries received via phone, email or in-
person about the visioning process, and provide these comments and responses to
the consultant team, in order to inform the development of the vision and final
public involvement summary.
o Creating and hosting a project website dedicated to this planning process, for the
purpose of providing public information and status updates, hosting documents,
and connecting to specific online engagement activities as described in the scope
of work. The City's primary point of contact will be listed on the website,
including contact information including e-mail and mailing addresses, and phone
number(s).
o Printing and mailing community outreach materials or utilizing other existing
local avenues for communications to distribute project information. If the City
does not have the capacity or ability to execute such mailings or advertising,
Sound Transit's consultant is equipped to do so and will bill the City directly for
all external online or print advertising or servicing, including the cost of mailing.
• Sound Transit's consultant will support the City and Sound Transit in designing and
executing a public engagement strategy designed to articulate the community's vision for
the future of the study area. This will include:
o Working with the City and Sound Transit to convene, facilitate, and develop
materials for public workshops, including coordinating logistics, developing
materials, and facilitation of any public meetings.
o Recommending advertising techniques for public engagement consistent with best
practices, potential to reach audiences in the station area, and scoped engagement
methods.
o Documenting any input received during public workshops or other outreach
meetings.
o Preparing the final vision framework report that documents the community vision
and goals for the study area, draws conclusions about the various TDLE South
Federal Way station alternatives in relation to the vision, and recommends
implementation next steps.
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* Sound Transit will work with the consultant to execute the engagement and technical
analysis necessary to deliver the scope of work. To the extent practicable, work products
and effort conducted for the Tacoma Dome Link Extension will be leveraged to reduce
re-work and enrich the planning process. Limited additional technical work (e.g. analysis,
mapping, drawings) will be conducted by Sound Transit's consultant solely for the
purposes of developing the vision framework, and will be agreed to by the parties prior to
execution.
IV. Timeline
There are four main phases to the work:
1. Start up, work planning and engagement preparation (months 1-2)
2. Engagement to develop the draft vision (months 3-4)
a. City staff/commission kick-off workshop to develop initial ideas
b. Broad-based online open house and pop-up engagement to focus ideas
3. Develop vision and conduct follow-up outreach (months 5-6)
a. Use initial engagement feedback to hone vision statements
b. Broad-based online open house and public meeting to review the results
c. Agenda report-out to City commissions and/or City Council
4. Prepare final report (month 7)
Following the engagement and synthesis process, City staff will lead the effort to achieve final
concurrence from the appropriate City departments and legislative bodies.
V. Consultant Scope of Work
1, Project management
• Monthly in-person meetings between City, Sound Transit, Consultant (total 7)
+ Teleconference meetings between City, Sound Transit, Consultant on a bi-weekly
basis, with Skype and/or WebEx capabilities (total 14)
• Development of a public involvement strategic plan and schedule to finalize tactics
and timing to be used for this engagement effort, including anticipated steps to City
adoption of vision
• Consultant will maintain a public involvement action log
Deliverables:
• Public involvement strategic plan
• Public involvement action log
2. Developing the Vision Framework through Engagement
Development of the vision framework will be organized around three main engagement
events, as follows:
A. Vision Kick-off Workshop/Co-meeting with City stakeholders (e.g. staff, elected
officials, and commissions). Consultant will facilitate workshop with City staff to
identify an initial list of vision/goal statements and guiding principles. Materials will
include existing conditions information and topic areas/questions to discuss.
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Objectives:
• Launch effort, educate/set process
• Gain insights to established staff and commissioner ideas for vision, goals, and
guiding principles for the study area, particularly in light of a new high-capacity
transit station.
Deliverables:
• Workshop invitation (1)
• Workshop agenda
• Workshop materials (PowerPoint presentation and up to three visuals/displays)
• Workshop summary
B. Developing the Vision broad-based online open house/survey and pop-up outreach:
Based on feedback from the kick-off workshop, the Consultant will prepare an online
open house to capture public feedback on initial vision, goals, and guiding principle
ideas that reflect feedback from staff and commissioners. The materials will make use
of examples to help stakeholders choose preferences, identify what they'd like to see
in the future, and what they want to stay the same. Activities may be organized by
topic area(e.g. land use and community character; mobility; economic vitality). In-
person pop-up outreach at community gathering spaces and events will help drive
participation in the online open house.
Objectives_
• Easy-to-engage tactics
• Reduce barriers to participation by going where people already are (e.g. at key
businesses/gathering locations with existing activities)
Deliverables:
• Broad-based engagement invitation(1, e.g., postcard)
• Up to six additional formats of postcard (e.g., online advertisement, poster email
content)
• Visual materials (up to five displays)
• Online open house PDF archive
• Presence/tabling at up to four locations as "popup" outreach, using visual
materials
• Online open house/outreach summary
• Prepare technical synthesis of input gathered (such as mapping and visuals) to
support the further development of vision and goals
C. Develop the draft vision and conduct follow-up outreach - Online open house,public
meeting and agenda report out to commissions
Following the first round of engagement, the Consultant will work with the City and
Sound Transit to craft draft vision and goal statements from the ideas gathered and
will produce appropriate visual materials (e.g. maps, hand drawings, and precedent
imagery). The Consultant will analyze how each TDLE Phase 2 station alternative
presents opportunities to achieve the vision, or potentially constrains the ability to
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achieve it. The Consultant will then prepare materials for both an online open house
and public meeting to present the vision for feedback.
O_biectives:
• Circle back to show how input is being used and incorporated into a"draft vision"
• Gain feedback on the draft vision
Deliverables:
• Broad-based engagement invitation (1, e.g., postcard)
• Up to six additional formats of postcard (e.g., online advertisement, poster, email
content)
• Online open house PDF archive
Visual materials (up to 10 displays)
PowerPoint slide deck for City use in commission meetings (1)
• Online open house/public meeting summary
3. Vision Framework document
The Consultant will prepare the vision framework document as outlined in section III,
incorporating responses to feedback on the draft vision as directed by the City and Sound
Transit. The document will be compiled primarily from materials refined after the last
round of public engagement described above in section V, item 2.
A public involvement summary will be made available for the report, as summary within
it, and as an appendix archive.
Following preparation of the report, City staff will present the report to the appropriate
City commissions, Council committees, and full City Council. The goal will be passage
of a resolution by the City Council indicating concurrence with vision and stating
intention to pursue future planning work to achieve the vision(e.g. subarea planning
process).
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