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HomeMy WebLinkAboutCity Council Committees - Parks and Human Services - 02/20/2014 Parks and Human Services Committee Agenda \ Councilmembers: Deborah Ranniger, Chair • Dennis Higgins v RAN i February 20, 2014 - 5:00 p.m. Wn.,.111 cr oe Item Description Action Speaker Minutes Page 1. Minutes dated January 16, 2014 - Approve YES Council n/a 01 2. Thunderbirds Sports Foundation Donation - NO Lori Hogan 05 05 INFO ONLY 3. Consultant Agreement for the Green River YES Hope Gibson 10 07 Trail Projects from Veterans Drive to Three Jeff Watling Friends Fishing Hole - Authorize 4. Land O' Frost Donation Agreement - YES Lori Hogan 05 35 Authorize 5. 2014 Washington State Slo-Pitch Umpires YES Lori Hogan 05 39 Association Agreement - Authorize 6. Fire Station #74 Data Center Remodel YES Alex Ackley 05 55 Agreement with Dutton Electric Company, Inc. - Authorize 7. 2013 Consolidated Annual Performance YES Dinah Wilson 05 61 Evaluation Report - Approve 8. First Amendment to the 2013 - 2017 YES Dinah Wilson 05 87 Consolidated Plan for Housing and Community Development - Approve 9. First Amendment to the 2014 Community YES Dinah Wilson 05 99 Development Block Grant Annual Action Plan - Approve 10. 2013 Fourth Quarter Fee-in-Lieu Funds - YES Jeff Watling 05 107 Accept 11. 2013 Fourth Quarter Reports - INFO ONLY NO Jeff Watling 05 111 12. Director's Report - INFO ONLY NO Jeff Watling 05 133 Unless otherwise noted, the Parks Committee meets the 3rd Thursday of each month at 5:00 p.m. in Council Chambers East, Kent City Hall, 220 4th Avenue South, Kent, 98032. For information, please contact the Parks, Recreation, and Human Services Department at (253) 856-5100. Any person requiring a disability accommodation should contact the City Clerk's Office at (253) 856-5725 in advance. For TDD relay service call the Washington Telecommunications Relay Service at 1-800-833-6388. Page 1 KEN 1T w.sn Ln c.ox Parks and Human Services Committee Meeting January 16, 2014 Council members: Chair Debbie Ranniger, Dennis Higgins and Council President Dana Ralph attended the meeting for Ken Sharp 1. Minutes of November 21, 2013 - Approve Council member Higgins moved to approve the minutes dated November 21, 2013. Council member Ralph seconded. The motion passed 3-0. 2. Green Kent Partnership Agreement with Forterra - INFO ONLY Jeff Watling, Parks, Recreation and Community Services Director, stated that staff entered into a contract with Forterra in 2010 to develop a 20-Year Plan, and to help begin implementing the 20-Year Plan. The plan is based on a successful model developed by Cascade Land Conservancy (CLC) for mapping, restoring and maintaining urban forest lands and other natural areas. The Forterra contract is for continuing services in support of the Green Kent Partnership to manage the stewardship program. The Green Kent Partnership has shown great success with removal of invasives in our parks and helped us to be more focused and more intentional of our stewardship of our open spaces. The city has formed a great partnership with Forterra and Green Kent Partnership. The agreement amount changes each year and this year it does not require Council approval. However, Watling wanted to give the committee an update. In 2014-2015, Forterra will continue its function as a regional resource, hosting quarterly forums, quarterly trainings for Stewards, conducting outreach to support Green Kent Day, and hosting a shared website and calendar. Forterra staff will also attend Green Kent management team meetings quarterly and participate in steward orientations. The $13,594 contract is being underwritten by a grant from the King Conservation District, which was approved at the November 21, 2013 Parks Committee meeting. Committee member Higgins stated that, as a jogger through Clark Lake, he has noticed the impact of the Green Kent volunteer events at the lake. Thanks to this program, it is apparent that the blackberries are declining in number. Council member Ralph remarked on the fantastic ownership that goes along with this program, the residents, and their park spaces. 3. 2014 Major Work Items - INFO ONLY Watling presented the department Major Work Items for 2014: Parks Infrastructure - Existing park assets within our current parks system continue to age and fatigue at a rate faster than we can address them. Identifying a funding Page 1 Page 2 source to reinvest back into our parks system is a very high priority if we want to achieve our strategic vision of a safe, vibrant, and livable city. Green River Corridor - The Green River is an important natural asset within the city. This corridor has multiple functions and priorities - flood protection, ecological and recreation. Ongoing Levee work and the priorities of multiple agencies are vying to set a vision for that corridor that in some cases may conflict with the balanced approach that the city is striving to achieve. A common city vision is needed to ensure that the Green River is a safe and vibrant recreational asset for current and future generations. Riverbend Golf Complex - Seeking a sustainable model for this Enterprise continues to be a top priority. A great deal has been accomplished in 2013 (public outreach, financial analysis, the creation and exploration of options) that has set a framework for a policy decision in 2014. Recreation Facilities Planning - Like our current park infrastructure, our indoor Recreation Facilities are aging. Now is the time to begin setting a vision for what our current and future recreation facility needs are. A great deal has changed within the city (the size of the city, the demographics of the city, and the concentration of where our residents live, etc.) since the Kent Commons, the Senior Center and the Kent Pool was built. A public planning effort that helps to set a vision for the next 30-50 years would allow us to begin making important policy decisions that point us in that direction. Human Services Application Cycle for 2015-2016 Funding - A major work item for the Human Services Commission and Human Services staff. This application process occurs every two years and establishes the priorities and investments that the city makes through funding support for services performed by a variety of human services agencies throughout Kent. Resource Allocation and Cost Recovery Analysis Completed - As an action item coming out of the City Council Retreat this work has been taking a deeper look at Cost Recovery throughout the spectrum of programs and services provided by the department. Public workshops will be taking place in late January. This work is being performed by city staff and a consultant, GreenPlay. The finished product will include a model, philosophy, and policy for cost recovery that is based upon and aligned with the community's values for parks and recreation. This work is scheduled to be completed this spring. 2015-2016 Budget Process and Adoption - Work on our 2°1 Biennial Budget will kick-off in late spring and early summer, with adoption by the City Council in November or December. As part of this discussion, Watling asked for potential Parks and Human Services Committee agenda items for 2014. The committee members added: Create a Parks Commission. Page 2 Page 3 4. Director's Report - INFO ONLY Wilson Playfields The Wilson Playfield Turf Replacement Project is a critical Capital project that staff began last fall. The design consultant was hired and planning is underway. Staff is using this opportunity to make additional efficiency changes at the park. For example, the rubberized mat around the field will be removed and replaced with turf, and new east/west configurations will be reviewed to get the most use out of the fields. Parks Planning and Development staff is working with Park Operations staff, programming staff and user groups to optimize the field scheduling and timing for construction. The project will go to bid late February/early March and should be under construction in mid-May. Construction completion is set for June and the athletic fields will be closed during construction. Seven Oaks Park Seven Oaks Park is situated off 116th on East Hill and was one of our most tired parks, including very old play equipment. Staff conducted e-public workshops and through 70+ responses received a lot of feedback on renovation ideas from residents in the area. Since completion, many positive remarks have come through from the community. Accolades go to Parks Planning staff and Park Operations staff on completing such a successful project. Cultural Competency Another key area that staff has been working on is with EDGE on cultural competency and respect.training. Beginning last fall, the second phase of this initiative began with each department creating an action plan in order to move forward. To achieve this, a thirteen member team representing every level and every division in the department was created. It initiated a lot of good discussion, taking the base line of our training and asking some tough questions. Staff decided we were doing well, but have some areas to work on. Through many discussions, the group decided to focus our Action Plan on taking an honest and intentional look at accountability - how we want to define accountability and how we want to have our framework be the bedrock of our department culture. We call it Accountability 360 and it falls within four dimensions - accountability to: myself, my peers, the organization, and the community. True accountability doesn't happen unless all these themes are in unison. The core themes, as outlined in the graphic that Watling distributed, are outlined in the actual action plan that defines what it looks like to be accountable and how we would represent that in our leadership, attitude, and trust. Watling feels that it will help strengthen our culture as a group. And, if this becomes our active definition of accountability, we will become more productive and a more attractive agency to our customers, and with current and potential staff. Consequently we will be more inclusive and cultural competent group in all of our interactions. Page 3 Page 4 You Me We Watling reminded the committee of the annual You Me We event on Friday, January 24 from 6:00 p.m. to 9:00 p.m. This is the fourth year for this popular family event focused on youth and free for the community. Chair Ranniger adjourned the meeting at 5:30 p.m. Submitted by, Teri Petrol Teri Petrole City Council Committee Recorder Page 4 Page 5 PARKS, RECREATION AND COMMUNITY SERVICES Jeff Watling, Director Phone: 253-856-5100 ® Fax: 253-856-6050 KEN WASILNGT0 Address: 220 Fourth Avenue S. Kent, WA. 98032-5895 February 20, 2014 TO: Kent City Council Parks and Human Services Committee FROM: Lori Hogan, Recreation and Cultural Services Superintendent THROUGH: Jeff Watling, Director Parks, Recreation and Community Services SUBJECT: The Thunderbird Community Sports Foundation Donation - INFO ONLY MOTION: INFO ONLY SUMMARY: The Thunderbird Community Sports Foundation promotes good health, physical education, and academic achievement by providing scholarships and grants for amateur athletes in the Puget Sound Region to participate in athletic competitions in team and individual sports, as well as providing grants to local youth and amateur sports associations for equipment and facilities for use in our community. Foundation goals are: Encourage opportunity and advancement in sports development Foster growth of youth sports participation in the community Promote community involvement among youth In keeping with their goals, the Thunderbird Community Sports Foundation determined that one of the best ways to help kids in the Kent Community was to sponsor 8 Kent Parks youth sports teams in 2014 with a donation in the amount of $1,000. EXHIBITS: None YAY: NAY: BUDGET IMPACTS: None Page 6 Page 7 PARKS, RECREATION AND COMMUNITY SERVICES Jeff Watling, Director 440 Phone: 253-856-5100 • Fax: 253-856-6050 N.147KENT WASHING-ON Address: 220 Fourth Avenue S. Kent, WA. 98032-5895 February 18, 2014 TO: Kent City Council Parks and Human Services Committee FROM: Hope Gibson, Parks Planning and Development Manager THROUGH: Jeff Watling, Director Parks, Recreation and Community Services SUBJECT: Consultant Agreement for the Green River Trail Projects from Veterans Drive to Three Friends Fishing Hole — Authorize MOTION: Move to recommend authorizing the Mayor to sign the Consultant Agreement with the Berger Partnership P.S. for $161,555.00 to provide landscape architectural services for two projects along the Green River Trail, subject to final terms and conditions acceptable to the City Attorney and the Parks Director. SUMMARY: Two of the current Green River projects being undertaken by Public Works hold the potential to have long-term significant impacts to an important 2- mile stretch of the Green River Trail, as well as Van Doren's Landing Park and other public properties along the stretch of the Green River from approximately South 200th Avenue to South 231't Avenue. Public Works and our project partners (including King County and the Army Corps of Engineers) agree that master planning and park design are critical components that will help ensure that the projects address multiple important civic priorities and protect important civic assets. EXHIBITS: Draft Consultant Agreement, Sole Source Memo YAY: NAY: BUDGET IMPACTS: Budgeted in the Regional Trails Budget Page 8 �^ Page 9 KEN Wns„i"crou CONSULTANT SERVICES AGREEMENT between the City of Kent and Berger Partnership P.S. THIS AGREEMENT is made between the City of Kent, a Washington municipal corporation (hereinafter the "City"), and Berger Partnership P.S. organized under the laws of the State of Washington, located and doing business at 1721 8`' Avenue North, Seattle, WA 98109, Greg Brower 206-325-6877 (hereinafter the "Consultant"). I. DESCRIPTION OF WORK. Consultant shall perform the following service's for the.. City in accordance with the following described plans and/or specifications. , As described and attached herein as Exhibit ';: Van Doren's Landing Park/Lower Russell Rd/BoeiOg'Rock Master Plan " Consultant further, r0oresentS that the services furnished under this Agreement will be performed in accordance'with generally accepted professional practices within the Puget Sound region in effect at the time those services are performed. II. TIME OF; CO,►NPLETI N. Thee- partieS�% agree that work will begin on the tasks described in Section I above jmmedia,tely up6n,6e- effective date of this Agreement. Consultant shall complete°the work described in`Section I by`becember 31, 2014. III. COMOENSATION. A. The City shall pay the Consultant, based on time and materials, an amount not to exceed One Hundred Sixty One Thousand, Five Hundred and Fifty Five and no/100 ($161,555.00) including applicable Washington State sales tax,], for the services described in this Agreement. This is the maximum amount to be paid under this Agreement for the work described in Section I above, and shall not be exceeded without the prior written authorization of the City in the form of a negotiated and executed amendment to this agreement. The Consultant agrees that the hourly or flat rate charged by it for its services contracted for herein shall remain locked at the negotiated rate(s) for a period of one (1) year from the effective date of this Agreement. The Consultant's billing rates shall be as delineated in Exhibit A. B. The Consultant shall submit quarterly payment invoices to the City for work performed, and a final bill upon completion of all services described in this CONSULTANT SERVICES AGREEMENT - I (Over$10,000) Page 10 Agreement. The City shall provide payment within forty-five (45) days of receipt of an invoice, If the City objects to all or any portion of an invoice, it shall notify the Consultant and reserves the option to only pay that portion of the invoice not in dispute. In that event, the parties will immediately make every effort to settle the disputed portion. IV. INDEPENDENT CONTRACTOR. The parties intend that an Independent Contractor-Employer Relationship will be created by this Agreement. By their execution of this Agreement, and in accordance with Ch. 51.08 RCW, the parties make the following representations: A. The Consultant has the ability to control and direct the performance and details of its work, the City being interested only in the results obtained under this Agreement. B. The Consultant maintains and pays for its own place of business from which Consultant's services under this Agreement will be performed. C. The.Consultant has an established and independent business that is eligible for a business deduction for federal income tax purposes that existed before the City retained Consultant's services, or the Consultant is engaged in an independently established trade, occupation, profession, or business of the same nature as that involved under this Agreement. D. The Consultant is responsible for filing as they become due all necessary tax documents with appropriate federal and state agencies, including the Internal Revenue Service and the state Department of Revenue. E. The Consultant has registered its business and established an account with the state Department of Revenue and other state agencies as may be required by Consultant's business, and has obtained a Unified Business Identifier (UBI) number from the State of Washington. F. The Consultant maintains a set of books dedicated to the expenses and earnings of its business. V. TERMINATION. Either party may terminate this Agreement, with or without cause, upon providing the other party thirty (30) days written notice at its address set forth on the signature block of this Agreement. After termination, the City may take possession of all records and data within the Consultant's possession pertaining to this project, which may be used by the City without restriction. If the City's use of Consultant's records or data is not related to this project, it shall be without liability or legal exposure to the Consultant. VI. DISCRIMINATION. In the hiring of employees for the performance of work under this Agreement or any subcontract, the Consultant, its subcontractors, or any person acting on behalf of the Consultant or subcontractor shall not, by reason of race, religion, color, sex, age, sexual orientation, national origin, or the presence of any sensory, mental, or physical disability, discriminate against any person who is qualified and available to perform the work to which the employment relates. Consultant shall execute the attached City of Kent Equal Employment Opportunity Policy Declaration, Comply with City Administrative Policy 1.2, and upon completion of the contract work, file the attached Compliance Statement. CONSULTANT SERVICES AGREEMENT - 2 (Over$10,000) Page 11 VII. INDEMNIFICATION. Consultant shall defend, indemnify and hold the City, its officers, officials, employees, agents and volunteers harmless from any and all claims, injuries, damages, losses or suits, including all legal costs and attorney fees, arising out of or in connection with the Consultant's performance of this Agreement, except for that portion of the injuries and damages caused by the City's negligence. The City's inspection or acceptance of any of Consultant's work when completed shall not be grounds to avoid any of these covenants of indemnification. Should a court of competent jurisdiction determine that this,Agreement is subject to RCW 4.24.115, then, in the event of liability for damages arising out of bodily injury to persons or damages to property caused by or resulting from the concurrent negligence of the Consultant and the City, its officers, officials, employees, agents and volunteers, the Consultant's liability hereunder shall be only to the extent of the Consultant's negligence. IT IS FURTHER SPECIFICALLY AND EXPRESSLY UNDERSTOOD THAT THE INDEMNIFICATION PROVIDED HEREIN CONSTITUTES THE CONSULTANT'S WAIVER OF IMMUNITY UNDER INDUSTRIAL INSURANCE, TITLE 51 RCW, SOLELY FOR THE PURPOSES OF THIS INDEMNIFICATION. THE PARTIES FURTHER ACKNOWLEDGE THAT THEY HAVE MUTUALLY NEGOTIATED THIS WAIVER. In the event Consultant refuses tender of defense in any suit or any claim, if that tender was made pursuant to this indemnification clause, and if that refusal is subsequently determined by a court having jurisdiction (or other agreed tribunal) to have been a wrongful refusal on the Consultant's part, then Consultant shall pay all the City's costs for defense, including all reasonable expert witness fees and reasonable attorneys' fees, plus the City's legal costs and fees incurred because there was a wrongful refusal on the Consultant's part. The provisions of this section shall survive the expiration or termination of this Agreement. VIII. INSURANCE. The Consultant shall procure and maintain for the duration of the Agreement, insurance of the types and in the amounts described in Exhibit B attached and incorporated by this reference. IX. EXCHANGE OF INFORMATION. The City will provide its best efforts to provide reasonable accuracy of any information supplied by it to Consultant for the purpose of completion of the work under this Agreement. X. OWNERSHIP AND USE OF RECORDS AND DOCUMENTS. Original documents, drawings, designs, reports, or any other records developed or created under this Agreement shall belong to and become the property of the City. All records submitted by the City to the Consultant will be safeguarded by the Consultant. Consultant shall make such data, documents, and files available to the City upon the City's request. The City's use or reuse of any of the documents, data and files created by Consultant for this project by anyone other than Consultant on any other project shall be without liability or legal exposure to Consultant. XI. CITY'S RIGHT OF INSPECTION. Even though Consultant is an independent contractor with the authority to control and direct the performance and details of the work authorized under this Agreement, the work must meet the approval of the City and shall be subject to the City's general right of inspection to secure satisfactory completion. CONSULTANT SERVICES AGREEIMENT - 3 (Over$10,000) Page 12 XII. WORK PERFORMED AT CONSULTANT'S RISK. Consultant shall take all necessary precautions and shall be responsible for the safety of its employees, agents, and subcontractors in the performance of the contract work and shall utilize all protection necessary for that purpose. All work shall be done at Consultant's own risk, and Consultant shall be responsible for any loss of or damage to materials, tools, or other articles used or held for use in connection with the work. XIII. MISCELLANEOUS PROVISIONS. A. Recyclable Materials. Pursuant to Chapter 3.80 of the Kent City Code, the City requires its contractors and consultants to use recycled and recyclable products whenever practicable. A price preference may be available for any designated recycled product. B. Non-Waiver of Breach. The failure of the City to insist upon strict performance of any of the covenants and agreements contained in this Agreement, or to exercise any option conferred by this Agreement in one or more instances shall not be construed to be a waiver or relinquishment of those covenants, agreements or options, and the same shall be and remain in full force and effect. C. Resolution of Disputes and Governing Law. This Agreement shall be governed by and construed in accordance with the laws of the State of Washington. If the parties are unable to settle any dispute, difference or claim arising from the parties' performance of this Agreement, the exclusive means of resolving that dispute, difference or claim, shall only be by filing suit exclusively under the venue, rules and jurisdiction of the King County Superior Court, King County, Washington, unless the parties agree in writing to an alternative dispute resolution process. In any claim or lawsuit for damages arising from the parties' performance of this Agreement, each party shall pay all its legal costs and attorney's fees incurred in defending or bringing such claim or lawsuit, including all appeals, in addition to any other recovery or award provided by law; provided, however, nothing in this paragraph shall be construed to limit the City's right to indemnification under Section VII of this Agreement. i D. Written Notice. All communications regarding this Agreement shall be sent to the parties at. the addresses listed on the signature page of the Agreement, unless notified to the contrary. Any written notice hereunder shall become effective three (3) business days after the date of mailing by registered or certified mail, and shall be deemed sufficiently given if sent to the addressee at the address stated in this Agreement or such other address as may be hereafter specified in writing. E. Assignment. Any assignment of this Agreement by either party without the written consent of the non-assigning party shall be void. If the non-assigning party gives its consent to any assignment, the terms of this Agreement shall continue in full force and effect and no further assignment shall be made without additional written consent. F. Modification. No waiver, alteration, or modification of any of the provisions of this Agreement shall be binding unless in writing and signed by a duly authorized representative of the City and Consultant. G. Entire Agreement. The written provisions and terms of this Agreement, together with any Exhibits attached hereto, shall supersede all prior verbal statements of any officer or other representative of the City, and such statements shall not be effective or be construed as entering into or forming a part of or altering in any manner this Agreement. All of the above documents are hereby made a part of this Agreement. However, should any language in any of CONSULTANT SERVICES AGREEMENIT - 4 (Over$10,000) I I Page 13 the Exhibits to this Agreement conflict with any language contained in this Agreement, the terms of this Agreement shall prevail. H. Compliance with Laws. The Consultant agrees to comply with all federal, state, and municipal laws, rules, and regulations that are now effective or in the future become applicable to Consultant's business, equipment, and personnel engaged in operations covered by this Agreement or accruing out of the performance of those operations. I. City Business License Required. Prior to commencing the tasks described in Section I, Contractor agrees to provide proof of a current city of Kent business license pursuant to Chapter 5.01 of the Kent City Code. J. Counterparts. This Agreement may be executed in any number of counterparts, each of which shall constitute an original, and all of which will together constitute this one Agreement. IN WITNESS, the parties below execute this Agreement, which shall become effective on the last date entered below. CONSULTANT: CITY OF KENT: i By. (signature) By. (signature) Print Name: Print Name: Suzette Cooke Its Its Mayor (title) DATE; DATE: NOTICES TO BE SENT TO: NOTICES TO BE SENT TO: CONSULTANT: CITY OF KENT: Greg Brower Hope Gibson Berger Partnership P.S. City of Kent 1721 8th Ave. North 220 Fourth Avenue South Seattle, WA 98109 Kent, WA 98032 206-325-6877 (telephone) (253) 856-5112 (telephone) gregb@bergerpartnership.com hgibson@kentwa.gov APPROVED AS TO FORM: Kent Law Department CONSULTANT SERVICES AGREEMENT - 5 (Over $10,000) Page 14 DECLARATION CITY OF KENT EQUAL EMPLOYMENT OPPORTUNITY POLICY The City of Kent is committed to conform to Federal and State laws regarding equal opportunity. As such all contractors, subcontractors and suppliers who perform work with relation to this Agreement shall comply with the regulations of the City's equal employment opportunity policies. The following questions specifically identify the requirements the City deems necessary for any contractor, subcontractor or supplier on this specific Agreement to adhere to. An affirmative response is required on all of the following questions for this Agreement to be valid and binding. If any contractor, subcontractor or supplier willfully misrepresents themselves with regard to the directives outlines, it will be considered a breach of contract and it will be at the City's sole determination regarding suspension or termination for all or part of the Agreement; i The questions are as follows: �I 1. I have read the attached City of Kent administrative policy number 1.2. 2. During the time of this Agreement I will not discriminate in employment on the basis of i sex, race, color, national origin, age, or the presence of all sensory, mental or physical disability. 3. During the time of this Agreement the prime contractor will provide a written statement to all new employees and subcontractors indicating commitment as an equal opportunity employer. 4. During the time of the Agreement I, the prime contractor, will actively consider hiring and promotion of women and minorities. 5. Before acceptance of this Agreement, an adherence statement will be signed by me, the Prime Contractor, that the Prime Contractor complied with the requirements as set forth above. By signing below, I agree to fulfill the five requirements referenced above. By: For: Title: Date: EEO COMPLIANCE DOCUMENTS - 1 Page 15 CITY OF KENT ADMINISTRATIVE POLICY NUMBER: 1.2 EFFECTIVE DATE: January 1, 1998 SUBJECT: MINORITY AND WOMEN SUPERSEDES: April 1, 1996 CONTRACTORS APPROVED BY Jim White, Mayor POLICY: Equal employment opportunity requirements for the City of Kent will conform to federal and state laws. All contractors, subcontractors, consultants and suppliers of the City must guarantee equal employment opportunity within their organization and, if holding Agreements with the City amounting to $10,000 or more within any given year, must take the following affirmative steps: 1. Provide a written statement to all new employees and subcontractors indicating commitment as an equal opportunity employer. 2. Actively consider for promotion and advancement available minorities and women. Any contractor, subcontractor, consultant or supplier who willfully disregards the City's nondiscrimination and equal opportunity requirements shall be considered in breach of contract and subject to suspension or termination for all or part of the Agreement. I Contract Compliance Officers will be appointed by the Directors of Planning, Parks, and Public Works Departments to assume the following duties for their respective departments. 1. Ensuring that contractors, subcontractors, consultants, and suppliers subject to these regulations are familiar with the regulations and the City's equal employment opportunity policy. 2. Monitoring to assure adherence to federal, state and local laws, policies and guidelines. EEO COMPLIANCE DOCUMENTS 2 Page 16 CITY OF KENT EQUAL EMPLOYMENT OPPORTUNITY COMPLIANCE STATEMENT This form shall be filled out AFTER COMPLETION of this project by the Contractor awarded the Agreement. I, the undersigned, a duly represented agent of Company, hereby acknowledge and declare that the before-mentioned company was the prime contractor for the Agreement known as that was entered into on the (date), between the firm I represent and the City of Kent. I declare that I complied fully with all of the requirements and obligations as outlined in the City of Kent Administrative Policy 1.2 and the Declaration City of Kent Equal Employment Opportunity Policy that was part of the before-mentioned Agreement. By: For: Title: Date: EEO COMPLIANCE DOCUMENTS - 3 Pa b le 2,11.14 r Hope Gibson Park Planning and Development Manager City of Kent 220 Fourth Avenue South Kent, WA 98032 Proposal for Landscape Architectural Services—Green River Trail,Veterans Drive to Three Friends Fishing Hole Dear Hope: We are pleased to submit this proposal for the Green River Trail design and implementation. The area covered in this proposal is along the Green River from Veterans Drive to Three Friends Fishing Hole, within property controlled by the City of Kent. For the purposes of this proposal, the project consists of two areas: Van Doren's Landing Park/Russell Road: Veteran's Drive to S. 212"Street, and the Boeing property: S, 212t° Street to Three Friends Fishing Hole, The scope of work includes the design of the area outlined above followed by the construction of improvements on the Boeing property. The scope of work for Van Doren's Landing park/Russell Road includes visioning and conceptual design, public outreach, development of a preferred plan, and master plan. The scope of work for the Boeing property includes trail design, preparation of construction documents, permitting, bidding, and construction observation. Project goals are outlined in a document provided January 28, 2014. Van Doren's Landing Park/Russell Road We will participate In a collaborative effort to create a master plan for this length of the Green River Trail. The master plan will include the trail, drive lanes, setback levee, Van Doren's Landing Park, and the edge of the Green River Natural Resources Area.The city will provide the engineering support to lay out a preferred levee alignment and road or trail relocation. Vision and Conceptual Design In this phase we will work with the city, community and stakeholders to establish a vision and conceptual design for the trail and parks along the Green River corridor, • Project kick-off meeting:Attend and participate in a Ireeting with the stakeholders, parks, public works, King County, and others, as appropriate. • Conduct a site visit to review existing conditions. Record findings through photographs and plan notation. I r7i 1>..<r)c, tlittule. Berger Partnership rs 2063256877 17218th Ave bcryulpartncrshiRenm Seattle WA 98 109 Page 18 %§ PA R'iN P Rs IIIP 2.11.14 fI tz�.;Q �e Hope Gibson #z!; 9 City of Kent erge Proposal for Landscape Architectural Services—Green River Trail,Veterans Drive to Three Friends Fishing Hole Page 2 of 10 Prepare base plan from GIS provided by the city. Add and confirm information as necessary, • Establish design opportunities and constraints. • Prepare diagrams and concepts for trail alignment and park improvements. Support the concepts with images and sketches. • Attend (5) meetings to review design progress and obtain input. • Prepare a design narrative. Prepare a preliminary estimate of probable construction costs. Deliverables: Site analysis 2-3 Conceptual ideas Design narrative Preliminary estimate of probable construction costs Public Outreach Public outreach will occur throughout the process of establishing a master plan for the Van Dorm's/Russell Road corridor. Outreach will be conducted through virtual meetings conducted through the city's website. We will provide graphics, images, and text for use in the web based meetings. The public outreach will be conducted in three phases Conceptual, Preferred Plan, and Master Plan. For each outreach effort we will provide the following, • Plans, diagrams, and graphics that depict the design intent and illustrate the ideas up for input, • Support images, photos, sections, and sketches that further develop the design intent. • A written narrative to support the graphic material and provide additional information to aid the review, • Prepare a summary of virtual meeting Input. • Master Plan presentation to the city council, park board, and community. Deliverables: Plans and diagrams for virtual meetings Images, graphics, and photos Virtual meeting summary Presentation boards Page 19 2.11.14 frf' 1"N PA RT N E Rs r,IP Hope Gibson g�ic,9u City of Kent berger Proposal for Landscape Architectural Services—Green River Trail,Veterans Drive to Three Friends Fishing Hole Page 3 of 10 Preferred Plan In this phase we will refine the conceptual ideas into a preferred plan, The design will be based on the input received through the virtual meeting and meetings with stakeholders. Services we will provide during this phase include the following: • Address review comments and input, • Refine the conceptual designs into a single plan, • Prepare plan graphics, sections, and elevations. • Prepare conceptual grading, • Update the written narrative Attend (3) coordination meetings. Provide review of trail and road alignment work prepared by others. • Update the estimate of probable construction costs. Deliverables: Preferred plan graphic, sections, elevations Conceptual grading Written narrative Estimate of probable construction costs Master Plan In this phase we will refine the preferred plan into the master plan. The master plan will include Information to guide future planning along the Green River Trail including trail alignment, trail amenities, park improvements, trail access, and safety improvements. Services we will provide include the following: • Address review comments and input. • Refine and revise the plan graphics, sections, and support documents to reflect the comments and input. • Identify and prepare a list of possible permits and issuing agencies. • Compile master plan documents into a single, bound resource, Provide in digital and hardcopy format. • Attend (3) coordination meetings. • Update the written narrative, • Update the estimate of probable construction costs. Page 20 I 2.11.14 PSHTW RSHIP Hope Gibson City of Kent berger Proposal for Landscape Architectural Services—Green River Tra il,Veterans Drive to Three Friends Flsn i ng Hole Page 4 of 10 Deliverables: Master plan graphic List of permits and project requirements Written narrative update Estimate of probable construction costs update Master plan document Boeing Property This phase of work includes the design of the secondary trail along the Green River. We will work with the city, Corps of Engineers, and King County to prepare a design for the secondary trail within the Boeing Property. The secondary trail will be located between the Green River Trail and the Green River, This work also includes the design of parking for 10-20 cars and trail access. Design In this phase we will develop the trail alignment and amenities such as river overlooks, connecting paths, and planting.The work will be developed through a series of meetings and work sessions.The basis for the design is a concept plan prepared previously by others. • Prepare a base plan from a survey and site information provided by the city. The conceptual alignment provided will be incorporated. • Conduct a site visit to review existing conditions. Record findings through photographs and plan notation. • Review requirements for jurisdictional approvals and permits. • Attend a kick-off meeting. • Prepare a plan with the secondary trail, overlooks, existing trees, and parking located. • Prepare a concept planting plan for review and Integration with work by others. • Prepare a draft project manual including general conditions provided by the city and draft specifications. • Review work prepared by others and provide comments. • Refine the plan to reflect review comments, input and coordination. Attend (3) meetings to review progress and coordinate design efforts. • Attend (1) meeting to review project permitting requirements. Prepare an estimate of probable construction costs. • Provide plans to the city for review and comment at 30%complete. Page 21 2.11.14 fy;.fil enurneRSHle Hope Gibson kzA City of Kent berger Proposal for Landscape Architectural Services—Green River Trail,Veterans Drive to Three Friends Fishing Hole Page 5 of 10 Deliverables: Base plan Permit requirements Trail plan 30% submittal Draft project manual Estimate of probable construction costs Construction Documents In this phase we will prepare documents for the construction of the proposed improvements.The documents will include both plans and specifications, • Prepare construction documents based on the approved design documents. • Prepare site preparation plan,vegetation removal, erosion control, • Prepare layout and alignment plans, • Prepare grading plans with spot elevations and slope requirements. • Prepare drainage and stormwater controls plan for the parking lot. • Prepare irrigation plans for a temporary irrigation system, controller power, etc. • Prepare planting plans. • Prepare construction details • Prepare project manual with general conditions and specifications. • Prepare an update of the estimate of probable construction costs. • Review and comment on work prepared by others. • Attend (10) meetings to review progress and coordinate with work prepared by others. • Provide plans to the city for review and comment at 60%, 90%, and 100% complete, Deliverables: Construction Documents 60%, 90%, and 100%submittals Project manual Estimate of probable construction costs i Page 22 I 211.14 Nr,eTNeusr:IP Hope Gibson u- 3 City of Kent berger Proposal for Landscape Architectural Services—Green River Trail,Veterans Drive to Three Friends Fishing Hole Page 6 of 10 Permitting i In this phase we will prepare documents for permitting.This includes preparation of plans and forms for jurisdictional review.The permitting agency will be the City of Kent.The submittal for permits will take place during preparation of the construction documents at 60%complete. Required permits will be determined but are anticipated to include clearing, grading, and stormwater and erosion control, and possibly shorelines, and critical areas. • Research and define required permits, • Attend (1) pre-subn lttal meeting. This meeting may take place during the construction documents phase, • Add the necessary notations, and calculations to the plans for permitting. • Prepare forms for permitting as required. • Assemble the permit submittal and submit plans. • Review and respond to permit comments/questions. • Attend (1) meeting to review permit comments/questions. • Provide revisions to permit documents. Note: The permit process can vary so the allowance for revisions is limited to (8) hours. Deliverables: Permit requirements Permit documents Permit comment response and plan revisions Bid Administration We will provide support services to Parks during the bidding phase. Specific services include the following: • Prepare documents for bid • Attend pre-bid conference, • Prepare meeting minutes for the pre-bid conference. • Provide responses to bidder questions. • Prepare addenda as necessary. Deliverables: Meeting Iminutes Response to bidder questions Addenda Page 23 2,11,14 ix AR7'NFRSHIP �i�ei P Hope Gibson y,..;r,1E p� City of Kent 8 ger Proposal for Landscape Architectural Services—Green River Trail,Veterans Drive to Three Friends Fishing Hole Page 7 of 10 Construction Administration We will provide services during construction to review progress, check that contractor work is consistent with the construction documents, and note work needing correction. • Attend preconstruction meeting and prepare meeting notes. • Conduct (10) construction meetings (every otherweek) and prepare meeting notes. • Review submittals and shop drawings. • Prepare modification proposals and change orders as approved by the city, • Make interim site visits to review progress and work quality. • Attend walk through prior to project completion and prepare punchlist for work in need of correction. • Back check the punchlist and issue final completion. • Prepare and provide record drawings reflecting the as-built condition as recorded in the contractor's record drawings. • Obtain operating manuals, maintenance manuals, and equipment brochures. Provide to the city. Deliverables: Meeting notes and observation reports Shop drawing/submittal review Punchlist Record drawings Assumptions • Base plans will be prepared from surveys provided by the City of Kent. • The required permits, submittal requirements, and review process are not clearly defined at this time. Limited time has been included for permit administration. Additional services, if needed, will be identified and approved before providing service, • General conditions to the specifications will be provided by the city. Specifications will be provided In CSI format. • The city will administer the bid process, advertise bid, conduct meetings, and tabulate bids • The city will lead the construction observation, make field visits, and perform other related tasks, Page 24 2.11.14 )If's PA arw eas H IP Hope Gibson '„ _. City of Kent berger Proposal for Landscape Architectural Services—Green River Trail,Veterans Drive to Three Friends Fishing Hole !, Page 8of 10 Fees Based on the scope of services identified at this time, we have established a fee for landscape architectural services as follows: Van Doren's/Russell Road Vision and Conceptual Design $16,010.00 Public Outreach $6,220.00 Preferred Plan $15,390.00 Master Plan $13 955,00 Subtotal $51,575.00 i Boeing Property Design $20,870.00 Construction Documents $31,145.00 Permitting $9,485.00 Bid Administration $7,280.00 Construction Observation $18,100.00 Subtotal $86,880.00 Subconsultants Civil Engineer (Allowance w/10% mark-up) $16,500.00 Irrigation Design (Allowance w/10% mark-up) $6,600.00 Subtotal $23,100.00 Project Total $161,555.00 Fees will be billed monthly based upon the percentage of work completed. Services beyond those noted in this proposal will be billed as additional services on an hourly basis as follows, or lump sum fees can be negotiated: Principal $175.00 per hour Associate $130,00 per hour Project Manager $105,00 per hour Landscape Architectural Staff $90.00 per hour Administrative Staff $60.00 per hour Printing, reprographic expenses, CAD plots,travel costs, and other reimbursable expenses will be billed in addition to the above fees at cost plus a 10% administrative mark-up. All accounts are due in ten days. Invoices not paid within 30 days of invoice date will be subject to late charges of 1% per month. If payment for services 1s not received within 90 days of the invoice date, all subsequent services and/or issuance of documents may be Page 25 2.11.14 W Ij PAR` NE RSHIP Hope Gibson City of Kent berger Proposal for Landscape Architectural Services—Green River Trail,Veterans Drive to Three Friends Fishing Hole Page 9 of 10 postponed until receipt of payment, unless special arrangements are made prior to providing the services. Fees may be subject to renegotiation If the proposal is not accepted within 60 days. If the duration of the contract exceeds one year, hourly rates may be subject to annual adjustments at the anniversary date of the contract. Revisions&Additions To Proposal Once the design is approved, any substantive revision to the drawings resulting from owner/client directed changes (including program changes, scope of work changes, modifications to existing documents, construction and/or site and conditions change and adjustments to time frames) will be billed as an extra service. Billing will be hourly, unless a guaranteed maximum fee is requested for the revision.Written confirmation of the change/revision will be sent as an amendment to this contract. Revision work started at the direction of the owner/client,then subsequently terminated, will be billed as extra services through date of stop-work notification. Subconsultants Allowance for subconsultants' fees are included in the scope of work identified at this time. Subconsultants include the civil engineer and irrigation designer. Page 26 21114 trjm ff� P,f R IN F.R S HgI�P Hope Gibson nuitl W City of Kent Proposal for Landscape Architectural Services—Green River Trail,Veterans Drive to Three Friends Fishing Hole '.. Page 10 of 10 If this proposal meets with your approval, please sign one copy and return it to our office. If you have questions, would like more information, or wish to make any modifications, please do not hesitate to contact us.We look forward to working with you on the Green River Trail in Kent. Sincerely, Berger Partnership PS Greg Brower Principal APPROVED: Date Page 27 A .fN!'. rH If' berger Fee Estimate Worksheet Date, 2.11,14 PM Admin Project: Green River Trail $175 $130 $105 LAS$90 $60 Van Doren's Park/Russell Road Visioning and Conceptual Design 2 months Site survey review 1 $130.00 Base plan preparation 2 4 $620.00 Site visit 3 3 $915.00 Kick off meeting 3 3 $915.00 Site analysis 2 2 6 $1,150.00 Concerns and constraints 1 4 $695.00 Design concepts - 8 8 16 $3,880.00 Character images/sketches 2 4 8 $1,590.00 Design narrative 2 2 $470.00 Meetings (5) 15 9 $3,795.00 Estimate of probable consruction cost 2 8 $980.00 Project Administration 2 4 $870.00 Visioning Totals 38 42 0 42 2 $16,010.00 2 months Public and External Agency Outreach concurrent 1. Prepare concepts for input 1 2 8 $1,155,00 Input summary 1 $130,00 2. Prepare preferred plan for input 1 2 8 $1,155,00 Input summary 1 $130,00 3. Prepare master plan for input 2 2 16 $2,050,00 Master plan presentation 4 4 $1,220.00 Input summary 2 2 $380.00 Outreach Totals 8 14 0 32 2 $6,220.00 Preferred Plan 2 months Address input comments 2 $260.00 Concerns and constraints review 2 2 $610,00 Define permits 1 2 $435.00 Refine concepts into preferred plan 6 8 16 $3,530.00 Update narrative 2 2 $470.00 Prepare plans 4 16 $1,960.00 Prepare sections 2 8 $980.00 Conceptual grading 2 8 $1,070.00 Character images 4 4 $380.00 Meetings (3) 9 6 $2,355.00 Estimate of probable construction cost 1 2 4 $795.00 Review work by others 3 3 $915.00 Project Administration 2 6 $1,130.00 Preferred Plan Totals 28 41 0 56 2 $15,390.00 Master Plan 2 months Address input comments 2 $260.00 Prepare master plan graphics 4 8 24 $3,900.00 Update narravtive 2 2 $470.00 Identify permit issues 2 4 $870.00 Prepare master plan brochure 1 8 32 8 $4,575,00 Page 28 r�AzrN"n Hia berger Fee Estimate Worksheet Date: 2.11,14 PM Admin Project: Green River Trail $175 $130 $105 LAS$90 $60 Meetings (3) 6 9 $2,220.00 Estimate of probable construction cost 2 4 $620.00 Project aministration 8 $1,040.00 Master Plan Totals 15 41 0 60 10 $13,955.00 Van Doren's/Russell Road Subtotals 89 138 0 190 16 $51,575.00 Boeing Property Design 2 months Site survey review 1 2 $435.00 Base plan preparation 2 8 $980.00 Site visit 4 4 $1,220.00 Permit requirements 2 4 $870.00 Kick off meeting 4 4 $1,220.00 Site analysis 2 4 8 $1,590.00 Design concepts 8 4 16 $3,360.00 Planting concepts 4 4 8 $1,940.00 Draft project manual 2 2 4 $850.00 Review work by others 4 4 $1,220.00 Meetings (3) 9 9 $2,745.00 Meeting-permit requirements 3 3 $915.00 Estimate of probable consruction cost 1 4 8 $1,415.00 30%submittal 4 8 $1,240.00 Project Administration 2 4 $870.00 Design Totals 46 58 0 56 4 $20,870.00 Construction Documents 4 months Address input comments 2 2 $610.00 Site prep plan 2 4 12 $1,960.00 Layout plan 2 6 24 $3,290.00 Grading and drainage plan 2 6 16 $2,570.00 Irrigation plan and details 2 4 $620.00 Planting plan 4 6 24 $3,640.00 Construction details 4 4 16 $2,660.00 Specifications Boiler plate 2 2 $380.00 Edit 4 16 8 $3,260.00 Meetings (10) 9 30 $5,475.00 Estimate of probable construction cost 2 4 4 $1,230.00 600/.submittal 4 8 $1,240.00 90%submittal 4 8 $1,240,00 100%submittal 4 8 $1,240.00 Project administration 4 8 $1,740,00 Construction Documents Totals 35 102 0 124 10 $31,145.00 Permitting Concurrent Permit requirements 4 4 $1,220,00 Pre-submittal meeting 3 $390,00 Page 29 Ijfjl"�"It Ph t1u,.Ri HIP I rger Fee Estimate Worksheet Date: 2.11.14 PM Admin Project: Green River Trail $175 $130 $105 LAS$90 $60 Plan notations and calcs. 4 8 $1,240.00 Document preparation, notes,forms 2 4 8 $1,350.00 Submittal 4 $520.00 Meeting- permit review 3 3 $915.00 Respond to review comments 2 4 $870.00 Revise documents 4 8 $1,240.00 Project adminstration 4 8 $1,740,00 Peermitting Totals 15 38 0 16 8 $9,485.00 Bid Administration 2 months III Prepare documents for bid 4 a $1,240.00 Plans to bid house 2 $260.00 Pre bid meeting/site walk 4 $520.00 Respond to bidder questions 2 8 8 $2,1 10.00 Prepare addenda 4 8 $1,240.00 Issue addenda 4 $520.00 !I ProjectAdminstration 2 8 $1,390.00 Bid Adminstration Totals 4 34 0 24 0 $7,280,00 Construction Observation 5 months Pre construction meeting 4 $520.00 Construction meetings (10) 40 $5,200.00 Review submittals/shop drawings 8 8 $1,760.00 j Respond to RFI's 10 24 $3,460.00 Site visits in addition to wkly mtgs 8 6 $2,180.00 Punchlist walk and prep 6 $780.00 Substantial completion 4 $520.00 Punchlist follow up 4 $520.00 Final completion 4 $520.00 Record drawings 4 12 $1,600.00 Project Administration 8 $1,040.00 Construction Observation Totals 8 98 0 44 0 $18,100.00 Boeing Property Subtotals 108 330 0 - 264 22 $86,880.00 Van Doren/Boeing Subtotals 197 468 0 454 38 $138,455.00 Subconsultants I!�, Civil Engineer Allowance w/10%mark up $16,500.00 !! Irrigation Design Allowance w/100/.mark up $6,600.00 Subconsutlants Subtotal $23,100.00 Project Total - $161,555.00 Page 30 EXHIBIT S INSURANCE REQUIREMENTS FOR CONSULTANT SERVICES AGREEMENTS Insurance The Consultant shall procure and maintain for the duration of the Agreement, insurance against claims for injuries to persons or damage to property which may arise from or in connection with the performance of the work hereunder by the Consultant, their agents, representatives, employees or subcontractors. A. Minimum Scope of Insurance Consultant shall obtain insurance of the types described below: 1. Automobile Liability insurance covering all owned, non- owned, hired and leased vehicles. Coverage shall be written on Insurance Services Office (ISO) form CA 00 01 or a substitute form providing equivalent liability coverage. If necessary, the policy shall be endorsed to provide contractual liability coverage. 2. Commercial General Liability insurance shall be written on ISO occurrence form CG 00 01 and shall cover liability arising from premises, operations, independent contractors, products-completed operations, personal injury and advertising injury, and liability assumed under an insured contract. The City shall be named as an insured under the Consultant's Commercial General Liability insurance policy with respect to the work performed for the City using ISO additional insured endorsement CG 20 10 11 85 or a substitute endorsement providing equivalent coverage. 3. Workers' Compensation coverage as required by the Industrial Insurance laws of the State of Washington. 4. Professional Liability insurance appropriate to the Consultant's profession, B. Minimum Amounts of Insurance Consultant shall maintain the following insurance limits: 1. Automobile Liability insurance with a minimum combined single limit for bodily injury and property damage of $1,000,000 per accident. 2. Commercial General Liability insurance shall be written with limits no less than $1,000,000 each occurrence, $2,000,000 Page 31 general aggregate and a $1,000,000 products-completed operations aggregate limit. 3. Professional Liability insurance shall be written with limits no less than $1,000,000 per claim and $1,000,000 policy aggregate limit. C. Other Insurance Provisions The insurance policies are to contain, or be endorsed to contain, the following provisions for Automobile Liability and Commercial General Liability insurance: 1. The Consultant's insurance coverage shall be primary insurance as respect the City. Any Insurance, self-insurance, or insurance pool coverage maintained by the City shall be excess of the Consultant's insurance and shall not contribute with it. 2. The Consultant's insurance shall be endorsed to state that coverage shall not be cancelled by either party, except after thirty (30) days prior written notice by certified mail, return receipt requested, has been given to the City. 3. The City of Kent shall be named as an additional insured on all policies (except Professional Liability) as respects work performed by or on behalf of the Consultant and a copy of the endorsement naming the City as additional insured shall be attached to the Certificate of Insurance. The City reserves the right to receive a certified copy of all required insurance policies. The Consultant's Commercial General Liability insurance shall also contain a clause stating that coverage shall apply separately to each insured against whom claim is made or suit is brought, except with respects to the limits of the insurer's liability. D. Acceptability of Insurers Insurance is to be placed with insurers with a current A.M. Best rating of not less than ANII. E. Verification of Coverage Consultant shall furnish the City with original certificates and a copy of the amendatory endorsements, including but not necessarily limited to the additional insured endorsement, evidencing the insurance requirements of the Contractor before commencement of the work. F. Subcontractors Consultant shall include all subcontractors as insureds under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverages for subcontractors shall be subject to all of the same insurance requirements as stated herein for the Consultant. Page 32 Page 33 PARKS, RECREATION AND COMMUNITY SERVICES Jeff Watling, Director Phone: 253-856-5100 ® Fax: 253-856-6050 WASH I NGIC N Address: 220 Fourth Avenue S. '... Kent, WA. 98032-5895 February 11, 2014 TO: Mayor Cooke FROM: Hope Gibson, Parks Planning & Development Manager, Jeff Watling, Director of Parks, Recreation & Community Services SUBJECT: Request for Sole Source Procurement SUMMARY: Parks has been working over the past several months with Berger Partnership, a landscape architectural firm, on preparing the Kent Valley Loop Trail master plan. Berger was chosen for the project through an extensive selection process that involved staff from several departments as well as citizen representatives from the Arts Commission and Kent Parks Foundation. Berger Partnership has extensive experience in urban planning, trail and park design, and habitat restoration in an urban context. In addition to their professional expertise, they spent many, many hours becoming familiar with past city and county planning efforts that focused on the Green River. They also have made extensive site visits, thoroughly familiarizing themselves with the parks and trails in the valley. As well, they closely worked with staff on the public outreach, reading hundreds of citizen input comments and using those comments to inform the resulting plan. Currently, Public Works is working on a levee project with King County that will site, design and construct a one mile stretch of levee along Russell Road in the vicinity of Van Doren's Landing Park. This stretch of river corridor contains more public recreational opportunities than any other stretch of the Green River in Kent. The outcome of the levee project will impact recreation along the Green River for decades. This is an enormously important project, with long-term repercussions. In addition to this project, Public Works is partnering with the Corps of Engineers on an environmental restoration project on a one-mile stretch of park property directly north of the Van Doren's Landing stretch. Their project also has the potential for significant and long-term impacts to the recreational value of the Green River Trail and the adjacent Three Friends Park. Neither of the above projects is including a landscape architect on the project team. That means that neither project team is equipped to consider the recreational issues at stake for what amounts to a two mile, deeply significant stretch of the Green River. Parks is proposing to hire a landscape architect to help inform the two projects; and we are requesting authorization for sole source procurement for this contract. We believe that the situation provides very compelling reasons for proceeding with a Page 34 sole source contract. Both projects, particularly the ERP project (which is scheduled to go to bid this September), are on very aggressive schedules. There is not sufficient time to go through a standard procurement process and keep with the current schedules. In addition, if we went through a standard selection process, once a new consultant was selected selected, getting them up to date on the site, its features, its history, its opportunities and constraints and the public input to this point would require a considerable additional investment, both in time and money. Parks is currently negotiating the amount of the contract with Berger. While we've not yet reached an agreement on compensation, we expect the contract to be worth $155,000 to $165,000. Funding for this project will come from the King County Trails and Open Space Levy account. Should we receive authorization to proceed, Parks will be taking the contract with Berger Partnership to the Parks Committee prior to seeking approval from the full Council. AUTHORIZATION I, Mayor Suzette Cooke, authorize the Parks, Recreation and Human Services Department to proceed with sole source procurement to engage the services of the Berger Partnership for landscape architectural services associated with the levee work planning in the vicinity of Van Doren's Landing Park and the environmental restoration project design in the vicinity of the Boeing Rock property. Ma or u ette Cooke Dax4 ,f Page 35 Parks, Recreation and Community Services Jeff Watling, Director ® Phone: 253-856-5100 K N T Fax: 253-856-6050 WASHINGTOp '.. Address: 220 Fourth Avenue S. Kent, WA 98032-5895 February 20, 2014 TO: Kent City Council Parks and Human Services Committee FROM: Lori, Hogan, Recreation & Cultural Services Superintendent THROUGH: Jeff Watling, Director of Parks, Recreation and Community Services SUBJECT: Land O' Frost Donation Agreement - Authorize MOTION: Move to recommend accepting the $19,000 donation from Land O' Frost for the 2014 season of youth sports programs and authorizing the Mayor to sign the donation agreement, subject to final terms and conditions acceptable to the City Attorney and the Parks Director. SUMMARY: Land 0' Frost believes in the importance of families participating together in healthful, well-rounded experiences. They are grateful for the opportunity to give back to deserving communities and help keep children involved in positive character-building activities. The Land 0' Frost Youth Sports Program provides funds to local communities to help offset some of the costs associated with organizing and operating their youth sports programs for children up to 10 years old. Land 0' Frost Youth Sports began in 2002, and since that time, has grown to include more than 300 leagues, 12,500 teams, and 125,000 players. Since its inception, Land 0' Frost Youth Sports has sponsored over one million players. The $19,000 from Land '0 Frost will fund sponsorships for youth programs for the 2014 season. This is an increase of $1,000 from last year and means 10 more teams will be sponsored. EXHIBITS: Land 0' Frost Donation Agreement YAY: NAY: BUDGET IMPACT: Revenue to Youth Sponsorships Budget Page 36 Page 37 3426 ContractlD Great Tastiub Luimehmeat Kent Parks And Recreation /LAND O' FROST SPONSORSHIP 2014 The following will be included in the comprehensive 2014 Land O' Frost Youth Sponsorship Program for the Seattle area.The following is a sunnnary of the elements that will be included in the annual sponsorship agreement between Kent Parks And Recreation(KPR)and Land O'Frost(LOF). This agreement will commence on January 1,2014 and will terminate on December 31, 2014. Snonsorship Elements: This sponsorship will focus on approximately 190 teams in the winter/Spring/Fatl 14'season.Land O'Frost will sponsor teams under the age of 10. • Prominent Logo inclusion on the front or back of jerseys for 190 teams LOF will supply all necessary logo\ artwork and KPR will have the shirts printed. (The LOF logo will need to be a minimum of 2 '/z"H x 10"W. The phrase Great Tasting Lunchmeat will need to be placed underneath the Land O' Frost oval. Land O'Frost to be the exclusive jersey sponsor,no other corporate logos to be placed on jerseys.) • Coupon distribution in opening day packets, at tournaments, in mailings and other key functions throughout the year. (LOF will supply all coupons) • Announcements by team and league administration to parents/kids about sponsorship. Opportunity for mention/inclusion of Land O' Frost product message in any league/parent communication. • One approximately 4' x 8' banner(or similar signage)to be displayed where KPR teams,that LOP sponsors play. (LOF will give banner artwork and KPR will have banner printed) • Logo inclusion on KPR game schedules for teams sponsored, registration materials and newsletters if possible. • Land 0' Frost logo/youth sports link placed on the league web site htto://www.landof rest.com/youths Ports • A minimum of two(2)annual Email Blasts to all parents, if available,letting them know of the LOF Youth Sports Link for special offers. LOF will provide Email Blast Template. • Client will need Proof of Purchase (190 team pictures)by December 31,2014 The Land O' Frost logo will need to be clearly identified on the shirts in 190 team pictures. The pictures can be informal,taken with a digital camera or regular film. LAND O' FROST WILL DONATE: $19,000.00 Kent Parks And Recreation ltepresentitive Land O' Frost Representative Knox I Page 38 Page 39 PARKS, RECREATION AND COMMUNITY SERVICES Jeff Watling, Director r ® Phone: 253-856-5100 KEIV T Fax: 253-856-6050 Was HtN270N Address: 220 Fourth Avenue S. Kent, WA 98032-5895 February 20, 2014 TO: Kent City Council Parks and Human Services Committee FROM: Lori, Hogan, Superintendent of Recreation & Cultural Services THROUGH: Jeff Watling, Director of Parks, Recreation and Community Services SUBJECT: 2014 Washington State Slo-Pitch Umpires Association Agreement - Authorize MOTION: Move to recommend authorizing the Mayor to sign the Washington State Slo-pitch Softball Umpires Association Agreement for the 2014 season. SUMMARY: Participating teams in the City of Kent Adult Softball Program annually select their preferred umpires association to provide umpire coverage for league play. Each year, up to 180 teams will play in league games covered by the Washington State Slo-pitch Umpires Association Agreement. As a result, the 2014 contract will likely exceed $35,000,00. Participant fees cover all costs for this program. EXHIBITS: Agreement YAY: NAY: BUDGET IMPACT: Budgeted in the Recreation Operating Budget Page 40 Page 41 ENT w<s HiH T.I GOODS & SERVICES AGREEMENT between the City of Kent and Washington State Slo-pitch Umpires Association THIS AGREEMENT is made by and between the City of Kent, a Washington municipal corporation (hereinafter the "City"), and Washington State Slo-pitch Umpires Association organized under the laws of the State of Washington, King County, located and doing business at 19516 63rd PL NE, Kenmore, WA 98028 (hereinafter the "Vendor"). AGREEMENT I. DESCRIPTION OF WORK. Vendor shall provide the following goods and materials and/or perform the following services for the City: Description: Adult Slowpitch Softball Umpiring Start time/Duration/Stop Time: April 1, 2014 to September 30, 2014 Event Location: City of Kent and Kent School District Athletic Fields The vendor agrees to credit the City of Kent $20.00 and One (1) dozen approved softballs for failure to provide umpire services for a scheduled game, per occurrence. Vendor acknowledges and understands that it is not the City's exclusive provider of these goods, materials, or services and that the City maintains its unqualified right to obtain these goods, materials, and services through other sources. II. TIME OF COMPLETION. Upon the effective date of this Agreement, Vendor shall complete the work and provide all goods, materials, and services by completion of the Softball Season, September 30, 2013. III. COMPENSATION. The City shall pay the Vendor an amount not to exceed 1 person/multiple games-$33.00 per game; 2 person/multiple games-$56.00 per game, including applicable Washington State Sales Tax, for the goods, materials, and services contemplated in this Agreement. The City shall pay the Vendor the following amounts according to the following schedule: GOODS & SERVICES AGREEMENT - i (Over $10,000.00, including WSST) Pa e 42 Washington State Slo-pitch Umpire Association will submit an itemized invoice of games worked, umpires per game and fee incurred. Invoice may be divided into portions of the season, either on a monthly or bi-monthly schedule or one invoice for the entire program/season. If the City objects to all or any portion of an invoice, it shall notify Vendor and reserves the option to only pay that portion of the invoice not in dispute. In that event, the parties will immediately make every effort to settle the disputed portion. A. Defective or Unauthorized Work. The City reserves its right to withhold payment from Vendor for any defective or unauthorized goods, materials or services. If Vendor is unable, for any reason, to complete any part of this Agreement, the City may obtain the goods, materials or services from other sources, and Vendor shall be liable to the City for any additional costs incurred by the City. "Additional costs" shall mean all reasonable costs, including legal costs and attorney fees, incurred by the City beyond the maximum Agreement price specified above. The City further reserves its right to deduct these additional costs incurred to complete this Agreement with other sources, from any and all amounts due or to become due the Vendor. B. Final Payment: Waiver of Claims. VENDOR'S ACCEPTANCE OF FINAL PAYMENT SHALL CONSTITUTE A WAIVER OF CLAIMS, EXCEPT THOSE PREVIOUSLY AND PROPERLY MADE AND IDENTIFIED BY VENDOR AS UNSETTLED AT THE TIME REQUEST FOR FINAL PAYMENT IS MADE. IV. INDEPENDENT CONTRACTOR. The parties intend that an Independent Contractor-Employer Relationship will be created by this Agreement. By their execution of this Agreement, and in accordance with Ch. 51.08 RCW, the parties make the following representations: A. The Vendor has the ability to control and direct the performance and details of its work, the City being interested only in the results obtained under this Agreement. B. The Vendor maintains and pays for its own place of business from which Vendor's services under this Agreement will be performed. C. The Vendor has an established and independent business that is eligible for a business deduction for federal income tax purposes that existed before the City retained Vendor's services, or the Vendor is engaged in an independently established trade, occupation, profession, or business of the same nature as that involved under this Agreement. D. The Vendor is responsible for filing as they become due all necessary tax documents with appropriate federal and state agencies, including the Internal Revenue Service and the state Department of Revenue. GOODS & SERVICES AGREEMENT - 2 (Over $10,000.00, including WSST) Page 43 E. The Vendor has registered its business and established an account with the state Department of Revenue and other state agencies as may be required by Vendor's business, and has obtained a Unified Business Identifier (UBI) number from the State of Washington, F. The Vendor maintains a set of books dedicated to the expenses and earnings of its business. V. TERMINATION. Either party may terminate this Agreement, with or without cause, upon providing the other party thirty (30) days written notice at its address set forth on the signature block of this Agreement. VI. CHANGES. The City may issue a written amendment for any change in the goods, materials or services to be provided during the performance of this Agreement. If the Vendor determines, for any reason, that an amendment is necessary, Vendor must submit a written amendment request to the person listed in the notice provision section of this Agreement, section XIV(D), within fourteen (14) calendar days of the date Vendor knew or should have known of the facts and events giving rise to the requested change. If the City determines that the change increases or decreases the Vendor's costs or time for performance, the City will make an equitable adjustment. The City will attempt, in good faith, to reach agreement with the Vendor on all equitable adjustments. However, if the parties are unable to agree, the City will determine the equitable adjustment as it deems appropriate. The Vendor shall proceed with the amended work upon receiving either a written amendment from the City or an oral order from the City before actually receiving the written amendment. If the Vendor fails to require an amendment within the time allowed, the Vendor waives its right to make any claim or submit subsequent amendment requests for that portion of the contract work. If the Vendor disagrees with the equitable adjustment, the Vendor must complete the amended work; however, the Vendor may elect to protest the adjustment as provided in subsections A through E of Section VII, Claims, below. The Vendor accepts all requirements of an amendment by: (1) endorsing it, (2) writing a separate acceptance, or (3) not protesting in the way this section provides. An amendment that is accepted by Vendor as provided in this section shall constitute full payment and final settlement of all claims for contract time and for direct, indirect and consequential costs, including costs of delays related to any work, either covered or affected by the change. VII. CLAIMS. If the Vendor disagrees with anything required by an amendment, another written order, or an oral order from the City, including any direction, instruction, interpretation, or determination by the City, the Vendor may file a claim as provided in this section. The Vendor shall give written notice to the City of all claims within fourteen (14) calendar days of the occurrence of the events giving rise to the claims, or within fourteen (14) calendar days of the date the Vendor knew or should have known of the facts or events giving rise to the claim, whichever occurs first . Any claim for damages, additional payment for any reason, or extension of time, whether under this Agreement or otherwise, shall be conclusively deemed to have been waived by the Vendor unless a timely written claim is made in strict accordance with the applicable provisions of this Agreement. At a minimum, a Vendor's written claim shall include the information set forth in subsections A, items 1 through 5 below. FAILURE TO PROVIDE A COMPLETE, WRITTEN NOTIFICATION OF CLAIM WITHIN THE TIME ALLOWED SHALL BE AN ABSOLUTE WAIVER OF ANY GOODS & SERVICES AGREEhiENT - 3 (Over$10,000.00, including WSST) Page 44 CLAIMS ARISING IN ANY WAY FROM THE FACTS OR EVENTS SURROUNDING THAT CLAIM OR CAUSED BY THAT DELAY. A. Notice of Claim. Provide a signed written notice of claim that provides the following information: 1. The date of the Vendor's claim; 2. The nature and circumstances that caused the claim; 3. The provisions in this Agreement that support the claim; 4. The estimated dollar cost, if any, of the claimed work and how that estimate was determined; and 5. An analysis of the progress schedule showing the schedule change or disruption if the Vendor is asserting a schedule change or disruption. B. Records. The Vendor shall keep complete records of extra costs and time incurred as a result of the asserted events giving rise to the claim. The City shall have access to any of the Vendor's records needed for evaluating the protest. The City will evaluate all claims, provided the procedures in this section are followed. If the City determines that a claim is valid, the City will adjust payment for work or time by an equitable adjustment. No adjustment will be made for an invalid protest. C. Vendor's Duty to Complete Protested Work. In spite of any claim, the Vendor shall proceed promptly to provide the goods, materials and services required by the City under this Agreement. D. Failure to Protest Constitutes Waiver. By not protesting as this section provides, the Vendor also waives any additional entitlement and accepts from the City any written or oral order (including directions, instructions, interpretations, and determination). E. Failure to Follow Procedures Constitutes Waiver. By failing to follow the procedures of this section, the Vendor completely waives any claims for protested work and accepts from the City any written or oral order (including directions, instructions, interpretations, and determination). VIII. LIMITATION OF ACTIONS. VENDOR MUST, IN ANY EVENT, FILE ANY LAWSUIT ARISING FROM OR CONNECTED WITH THIS AGREEMENT WITHIN 120 CALENDAR DAYS FROM THE DATE THE CONTRACT WORK IS COMPLETE OR VENDOR'S ABILITY TO FILE THAT SUIT SHALL BE FOREVER BARRED. THIS SECTION FURTHER LIMITS ANY APPLICABLE STATUTORY LIMITATIONS PERIOD, IX. WARRANTY. This Agreement is subject to all warranty provisions established under the Uniform Commercial Code, Title 62A, Revised Code of Washington. Vendor warrants goods are merchantable, are fit for the particular purpose for which they were obtained, and will perform in accordance with their specifications and Vendor's representations to City. The Vendor shall correct all defects in workmanship and materials within one (1) year from the date of the City's acceptance of the Contract work. In the event any part of the goods are repaired, only original replacement parts shall be used—rebuilt or used parts will not be acceptable. When defects are corrected, the warranty for that portion of the work shall extend for one (1) year from the date such correction is completed and accepted by the City. The Vendor shall begin to GOODS & SERVICES AGREEMENT - 4 (Over$10,000.00, including WSST) i Page 45 correct any defects within seven (7) calendar days of its receipt of notice from the City of the defect. If the Vendor does not accomplish the corrections within a reasonable time as determined by the City, the City may complete the corrections and the Vendor shall pay all costs incurred by the City in order to accomplish the correction. X. DISCRIMINATION. In the hiring of employees for the performance of work under this Agreement or any sub-contract, the Vendor, its sub-contractors, or any person acting on behalf of the Vendor or sub-contractor shall not, by reason of race, religion, color, sex, age, sexual orientation, national origin, or the presence of any sensory, mental, or physical disability, discriminate against any person who is qualified and available to perform the work to which the employment relates. Vendor shall execute the attached City of Kent Equal Employment Opportunity Policy Declaration, Comply with City Administrative Policy 1.2, and upon completion of the contract work, file the attached Compliance Statement. XI. INDEMNIFICATION. Vendor shall defend, indemnify and hold the City, its officers, officials, employees, agents and volunteers harmless from any and all claims, injuries, damages, losses or suits, including all legal costs and attorney fees, arising out of or in connection with the Vendor's performance of this Agreement, except for that portion of the injuries and damages caused by the City's negligence. The City's inspection or acceptance of any of Vendor's work when completed shall not be grounds to avoid any of these covenants of indemnification. IT IS FURTHER SPECIFICALLY AND EXPRESSLY UNDERSTOOD THAT THE INDEMNIFICATION PROVIDED HEREIN CONSTITUTES THE VENDOR'S WAIVER OF IMMUNITY UNDER INDUSTRIAL INSURANCE, TITLE 51 RCW, SOLELY FOR THE PURPOSES OF THIS INDEMNIFICATION. THE PARTIES FURTHER ACKNOWLEDGE THAT THEY HAVE MUTUALLY NEGOTIATED THIS WAIVER. The provisions of this section shall survive the expiration or termination of this Agreement. XII. INSURANCE. The Vendor shall procure and maintain for the duration of the Agreement, insurance of the types and in the amounts described in Exhibit A attached and incorporated by this reference. XIII. WORK PERFORMED AT VENDOR'S RISK. Vendor shall take all necessary precautions and shall be responsible for the safety of its employees, agents, and subcontractors in the performance of the contract work and shall utilize all protection necessary for that purpose. All work shall be done at Vendor's own risk, and Vendor shall be responsible for any loss of or damage to materials, tools, or other articles used or held for use in connection with the work. XIV. MISCELLANEOUS PROVISIONS. A. Recyclable Materials. Pursuant to Chapter 3.80 of the Kent City Code, the City requires its contractors and consultants to use recycled and recyclable products whenever practicable, A price preference may be available for any designated recycled product. GOODS & SERVICES AGREEMENT - 5 (Over$10,000.00, including WSST) Page 46 B. Non-Waiver of Breach. The failure of the City to insist upon strict performance of any of the covenants and agreements contained in this Agreement, or to exercise any option conferred by this Agreement in one or more instances shall not be construed to be a waiver or relinquishment of those covenants, agreements or options, and the same shall be and remain in full force and effect. C. Resolution of Disputes and Governing Law. This Agreement shall be governed by and construed in accordance with the laws of the State of Washington. If the parties are unable to settle any dispute, difference or claim arising from the parties' performance of this Agreement, the exclusive means of resolving that dispute, difference or claim, shall only be by filing suit exclusively under the venue, rules and jurisdiction of the King County Superior Court, King County, Washington, unless the parties agree in writing to an alternative dispute resolution process. In any claim or lawsuit for damages arising from the parties' performance of this Agreement, each party shall pay all its legal costs and attorney's fees incurred in defending or bringing such claim or lawsuit, including all appeals, in addition to any other recovery or award provided by law; provided, however, nothing in this paragraph shall be construed to limit the City's right to indemnification under Section XI of this Agreement. D. Written Notice. All communications regarding this Agreement shall be sent to the parties at the addresses listed on the signature page of the Agreement, unless notified to the contrary. Any written notice hereunder shall become effective three (3) business days after the date of mailing by registered or certified mail, and shall be deemed sufficiently given if sent to the addressee at the address stated in this Agreement or such other address as may be hereafter specified in writing. E. Assignment. Any assignment of this Agreement by either party without the written consent of the non-assigning party shall be void. If the non-assigning party gives its consent to any assignment, the terms of this Agreement shall continue in full force and effect and no further assignment shall be made without additional written consent. F. Modification. No waiver, alteration, or modification of any of the provisions of this Agreement shall be binding unless in writing and signed by a duly authorized representative of the City and Vendor. G. Entire Agreement. The written provisions and terms of this Agreement, together with any Exhibits attached hereto, shall supersede all prior verbal statements of any officer or other representative of the City, and such statements shall not be effective or be construed as entering into or forming a part of or altering in any manner this Agreement. All of the above documents are hereby made a part of this Agreement. However, should any language in any of the Exhibits to this Agreement conflict with any language contained in this Agreement, the terms of this Agreement shall prevail. H. Compliance with Laws. The Vendor agrees to comply with all federal, state, and municipal laws, rules, and regulations that are now effective or in the future become applicable to Vendor's business, equipment, and personnel engaged in operations covered by this Agreement or accruing out of the performance of those operations. I. Counterparts. This Agreement may be executed in any number of counterparts, each of which shall constitute an original, and all of which will together constitute this one Agreement. GOODS & S[RViC[S PGREEMENT - u (Over$10,000.00, including WSST) Page 47 ', IN WITNESS, the parties below execute this Agreement, which shall become effective on the last date entered below. VENDOR: CITY OF KENT: By: By: (signature) (signature) Print Name: Print Name: Suzette Cooke Its Its Mayor (title) DATE: DATE: NOTICES TO BE SENT TO: NOTICES TO BE SENT TO: VENDOR: CITY OF KENT: Dale McGregor David E. Heldt/Kent Commons Washington State Slo-pitch Umpires City of Kent 19516 63rd PL NE 220 Fourth Avenue South Kenmore, WA 98028 Kent, WA 98032 425-481-2005 (telephone) (253) 856-5000 (telephone) 425-481-2005 (facsimile) (253) 856-6000 (facsimile) APPROVED AS TO FORM: Kent Law Department [In this Held,you may enter the eledronlc frepath where the contract has been saved] III I GOODS & SERVICES AGREEMENT ' (Over$10,000.00, including WSST) Page 48 DECLARATION CITY OF KENT EQUAL EMPLOYMENT OPPORTUNITY POLICY The City of Kent is committed to conform to Federal and State laws regarding equal opportunity. As such all contractors, subcontractors and suppliers who perform work with relation to this Agreement shall comply with the regulations of the City's equal employment opportunity policies. The following questions specifically identify the requirements the City deems necessary for any contractor, subcontractor or supplier on this specific Agreement to adhere to. An affirmative response is required on all of the following questions for this Agreement to be valid and binding. If any contractor, subcontractor or supplier willfully misrepresents themselves with regard to the directives outlines, it will be considered a breach of contract and it will be at the City's sole determination regarding suspension or termination for all or part of the Agreement; The questions are as follows: 1. I have read the attached City of Kent administrative policy number 1.2. 2. During the time of this Agreement I will not discriminate in employment on the basis of sex, race, color, national origin, age, or the presence of all sensory, mental or physical disability. 3. During the time of this Agreement the prime contractor will provide a written statement to all new employees and subcontractors indicating commitment as an equal opportunity employer. 4. During the time of the Agreement I, the prime contractor, will actively consider hiring and promotion of women and minorities. 5. Before acceptance of this Agreement, an adherence statement will be signed by me, the Prime Contractor, that the Prime Contractor complied with the requirements as set forth above. By signing below, I agree to fulfill the five requirements referenced above. Dated this day of 200. By: For: Title: Date: EEO COMPLIANCE DOCUMENTS - 1 of 3 -- I Page 49 ' CITY OF KENT ADMINISTRATIVE POLICY NUMBER: 1.2 EFFECTIVE DATE: January 1, 1998 Ili SUBJECT: MINORITY AND WOMEN SUPERSEDES: April 1, 1996 CONTRACTORS APPROVED BY Jim White, Mayor POLICY: i Equal employment opportunity requirements for the City of Kent will conform to federal and state laws. All contractors, subcontractors, consultants and suppliers of the City must guarantee equal employment opportunity within their organization and, if holding Agreements with the City amounting to $10,000 or more within any given year, must take the following affirmative steps: 1. Provide a written statement to all new employees and subcontractors indicating commitment as an equal opportunity employer. 2. Actively consider for promotion and advancement available minorities and women. Any contractor, subcontractor, consultant or supplier who willfully disregards the City's nondiscrimination and equal opportunity requirements shall be considered in breach of contract and subject to suspension or termination for all or part of the Agreement. Contract Compliance Officers will be appointed by the Directors of Planning, Parks, and Public Works Departments to assume the following duties for their respective departments. 1. Ensuring that contractors, subcontractors, consultants, and suppliers subject to these regulations are familiar with the regulations and the City's equal employment opportunity policy. 2. Monitoring to assure adherence to federal, state and local laws, policies and guidelines. EEO COMPLIANCE DOCUMENTS - 2 of 3 Page 50 CITY OF KENT EQUAL EMPLOYMENT OPPORTUNITY COMPLIANCE STATEMENT This form shall be filled out AFTER COMPLETION of this project by the Contractor awarded the Agreement. I, the undersigned, a duly represented agent of Company, hereby acknowledge and declare that the before-mentioned company was the prime contractor for the Agreement known as that was entered into on the_ (date) , between the firm I represent and the City of Kent. I declare that I complied fully with all of the requirements and obligations as outlined in the City of Kent Administrative Policy 1.2 and the Declaration City of Kent Equal Employment Opportunity Policy that was part of the before-mentioned Agreement. Dated this day of 200 . By: For: Title: Date: EEO COMPLIANCE DOCUMENTS - 3 of 3 Exhibit A Page 51 Insurance Requirements for Softball Agreement Insurance The Contractor shall procure and maintain for the duration of the Agreement, insurance against claims for injuries to persons or damage to property which may arise from or in connection with the performance of this Agreement by the Contractor, their agents, representatives, employees or subcontractors. A. Minimum Scope of Insurance Contractor shall obtain insurance of the types described below: 1. Commercial General Liability insurance shall be written on ISO occurrence form CGT 00 01 and shall cover liability arising from premises, operations, independent contractors, personal injury and advertising injury, and liability assumed under the insured contract. The Commercial General Liability insurance shall be endorsed to provide the Aggregate Per Project Endorsement ISO form CG 25 03 11 85. 2. Workers' Compensation coverage as required by the Industrial Insurance laws of the State of Washington. B. Minimum Amounts of Insurance Contractor shall maintain the following insurance limits: 1. Commercial General Liability insurance shall be written with the limits no less than $2,000,000 per each occurrence, 2,000,000 general aggregate. C. Other Insurance Provisions The insurance policies are to contain, or be endorsed to contain, the following provisions for Commercial General Liability insurance: 1. The Contractor's insurance coverage shall be primary insurance as respect the City. Any Insurance, self-insurance, insurance pool coverage maintained by the City shall be excess of the Contractor's insurance and shall not contribute with it. 2. The Contractor's insurance shall be endorsed to state that coverage shall not be cancelled by either party, except after thirty (30) days prior written notice by certified mail, return receipt requested, has been given to the City. 3. The City of Kent shall be named as an additional insured on all Page52 policies (except Professional Liability) as respects work performed by or on behalf of the contractor and a copy of the endorsement naming the City as additional insured shall be attached to the Certificate of Insurance. 4. City reserves the right to receive a certified copy of all required insurance policies. The Contractor's Commercial Liability insurance shall also contain a clause stating that coverage shall apply separately to each insured against whom claim is made or suit is brought, except with respects to the limits of the insurer's liability. D. Acceptability of Insurers Insurance is to be placed with insurers with a current A.M. Best rating of not less than A: VII. E. Verification of Coverage Contractor shall furnish the City with original certificates and a copy;of the amendatory endorsements, including but not necessarily limited to the additional insured;,endorsement, evidencing the insurance requirements of the Contractor before commencement of the Agreement. i F. Subcontractors Contractor shall include all subcontractors as insured under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverage's for the subcontractors shall be subject to all of the same insurance requirements as state herein for the Contractor. Exhibit A Page 53 Insurance Requirements for Softball Agreement Insurance The Contractor shall procure and maintain for the duration of the Agreement, insurance against claims for injuries to persons or damage to property which may arise from or in connection with the performance of this Agreement by the Contractor, their agents, representatives, employees or subcontractors. A. Minimum Scope of Insurance Contractor shall obtain insurance of the types described below: 1. Commercial General Liability insurance shall be written on ISO occurrence form CGT 00 01 and shall cover liability arising from premises, operations, independent contractors, personal injury and advertising injury, and liability assumed under the insured contract. The Commercial General Liability insurance shall be endorsed to provide the Aggregate Per Project Endorsement ISO form CG 25 03 1185. 2. Workers' Compensation coverage as required by the Industrial Insurance laws of the State of Washington. B. Minimum Amounts of Insurance Contractor shall maintain the following insurance limits: 1. Commercial General Liability insurance shall be written with the limits no less than $2,000,000 per each occurrence, 2,000,000 general aggregate. C. Other Insurance Provisions The insurance policies are to contain, or be endorsed to contain, the following provisions for Commercial General Liability insurance: 1. The Contractor's insurance coverage shall be primary insurance as respect the City. Any Insurance, self-insurance, insurance pool coverage maintained by the City shall be excess of the Contractor's insurance and shall not contribute with it. 2. The Contractor's insurance shall be endorsed to state that coverage shall not be cancelled by either party, except after thirty (30) days prior written notice by certified mail, return receipt requested, has been given to the City. 3. The City of Kent shall be named as an additional insured on all Page54 policies (except Professional Liability) as respects work performed by or on behalf of the contractor and a copy of the endorsement naming the City as additional insured shall be attached to the Certificate of Insurance. 4. City reserves the right to receive a certified copy of all required insurance policies. The Contractor's Commercial Liability insurance shall also contain a clause stating that coverage shall apply separately to each insured against whom claim is made or suit is brought, except with respects to the limits of the insurer's liability. D. Acceptability of Insurers Insurance is to be placed with insurers with a current A.M. Best rating of not less than A: VII. E. Verification of Coverage Contractor shall furnish the City with original certificates and a copy of the amendatory endorsements, including but not necessarily limited to the additional insured endorsement, evidencing the insurance requirements of the Contractor before commencement of the Agreement. F. Subcontractors Contractor shall include all subcontractors as insured under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverage's for the subcontractors shall be subject to all of the same insurance requirements as state herein for the Contractor. i i i Page 55 PARKS, RECREATION AND COMMUNITY SERVICES Jeff Watling, Director Phone: 253-856-5100 ® Fax: 253-856-6050 KENT WASHIuGTON Address: 220 Fourth Avenue S. '.. Kent, WA. 98032-5895 February 20 2014 TO: Kent City Council Parks and Human Services Committee FROM: Alex Ackley, Facilities Management Superintendent THROUGH: Jeff Watling, Director Parks, Recreation and Community Services SUBJECT: Fire Station #74 Data Center Remodel Agreement with Dutton Electric Company, Inc. - Authorize MOTION: Move to recommend authorizing the Mayor to sign the contract with Dutton Electric Company, Inc. to perform all work for the new city- wide Data Center at Fire Station #74 in the amount of $53,232.33, including WSST, subject to approval by the City Attorney and Parks Director. SUMMARY: This contract is to provide the electrical capacity to run an uninterrupted power supply unit that backs up power to the city-wide Data Center housed at Fire Station 74 in the event that main utility power is lost. The completion of this Data Center is a high priority project for the IT Department. EXHIBITS: Draft Agreement YAY: NAY: BUDGET IMPACTS: IT Data Center Upgrade Project Budget Page 56 Page 57 CONTRACT BETWEEN THE CITY OF !CENT AND DUTTON ELECTRIC COMPANY, INC. THIS AGREEMENT, made in duplicate, is entered into between the CITY OF KENT, a Washington municipal corporation ("City"), and Dutton Electric Company, Inc. organized under the laws of the State of Washington, located and doing business at 12407 Mukilteo Speedway, A170, Lynnwood, WA 98087, Bruce Deane, (425) 347- 7600 ("Contractor"). WITNESS: In consideration of the terms and conditions contained herein and attached and made a part of this Agreement, the parties agree as follows: 1. The Contractor shall do all work and furnish all tools, materials, and equipment for: City of Kent Fire Station 74 Electrical Improvements in accordance with and as described in the Contract and shall perform any alterations in or additions to the work provided under the Contract and every part thereof. The Contract shall include all project specifications, provisions, and plans; the City's general and special conditions; the 2012 Standard Specifications for Road, Bridge, and Municipal Construction, as prepared by the Washington State Department of Transportation and the Washington State Chapter of the American Public Works Association, including all published amendments issued by those organizations, if applicable ("Standard Specifications"); the City's bid documents; and the Contractor's response to the City's bid. The Contractor is responsible to obtain copies of the 2012 WSDOT Standard Specifications including the latest amendments issued by WSDOT as of the date of bid opening. Unless otherwise directed by the City, work shall start within ten (10) days after the City issues its Notice to Proceed and be completed within 45 days. The Contractor shall provide and bear all expense of all equipment, work, and labor of any sort whatsoever that may be required for the transfer of materials and for constructing and completing the work provided for in the Contract and every part thereof, except as mentioned in the specifications to be furnished by the City. 2. The City hereby promises and agrees with the Contractor to employ, and does employ, the Contractor to provide the materials and to do and cause to be done the above described work and to complete and finish the same according to the Contract and the terms and conditions herein contained and hereby contracts to pay for the same according to the Contract and the schedule of unit or itemized prices provided by Contractor in its response to the City's bid, at the time and in the manner and upon the conditions provided for in the Contract. 3. The Contractor for itself, and for its heirs, executors, administrators, successors, and assigns, does hereby agree to the full performance of all covenants herein contained upon the part of the Contractor. 4. It is further provided that no liability shall attach to the City by reason of entering into this contract, except as expressly provided herein. Page 58 5. Contractor shall defend, indemnify, and hold the City, its officers, officials, employees, agents, volunteers and assigns harmless from any and all claims, injuries, damages, losses or suits, including all legal costs and attorney fees, arising out of or in connection with the performance of this contract, except for injuries and damages caused by the sole negligence of the City. The City's inspection or acceptance of any of Contractor's work when completed shall not be grounds to avoid any of these covenants of indemnification. Should a court of competent jurisdiction determine that this contract is subject to RCW 4.24.115, then, in the event of liability for damages arising out of bodily injury to persons or damages to property caused by or resulting from the concurrent negligence of the Contractor and the City, its officers, officials, employees, agents and volunteers, the Contractor's liability hereunder shall be only to the extent of the Contractor's negligence. IT IS FURTHER SPECIFICALLY AND EXPRESSLY UNDERSTOOD THAT THE INDEMNIFICATION PROVIDED HEREIN CONSTITUTES THE CONTRACTOR'S WAIVER OF IMMUNITY UNDER INDUSTRIAL INSURANCE, TITLE 51 RCW, SOLELY FOR THE PURPOSES OF THIS INDEMNIFICATION. THE PARTIES FURTHER ACKNOWLEDGE THAT THEY HAVE MUTUALLY NEGOTIATED THIS WAIVER. The provisions of this section shall survive the expiration or termination of this contract. 6. Contractor agrees, upon the City's written demand, to make all books and records available to the City for inspection, review, photocopying, and audit in the event of a contract related dispute, claim, modification, or other contract related action at reasonable times (not to exceed three (3) business days) and at places designated by the City. 7. The Contractor shall procure and maintain, during the term of construction and throughout the specified term of maintenance, insurance of the types and in the amounts described in Exhibit A attached and incorporated by this reference. 8. Contractor is responsible for locating any underground utilities affected by the work and is deemed to be an excavator for purposes of RCW Ch. 19.122, as amended. Contractor shall be responsible for compliance with RCW Ch. 19.122, including utilization of the "one call" locator service before commencing any excavation activities. 9. Contractor shall fully cover any and all loads of loose construction materials, including but not limited to sand, dirt, gravel, asphalt, excavated materials, construction debris, etc, to protect said materials from air exposure and to minimize emission of airborne particles to the ambient air environment within the City. ------------- Page 59 CITY OF KENT BY: SUZETTE COOKE, MAYOR DATE: ATTEST: RONALD F. MOORE, CITY CLERK APPROVED AS TO FORM: KENT LAW DEPARTMENT CONTRACTOR BY: PRINT NAME: TITLE: DATE: Page 60 Page 61 PARKS, RECREATION AND COMMUNITY SERVICES Jeff Watling, Director Phone: 253-856-5100 ® Fax: 253-856-6050 KENT WASH ING7ON Address: 220 Fourth Avenue S. Kent, WA. 98032-5895 February 20, 2014 TO: Kent City Council Parks and Human Services Committee FROM: Dinah Wilson, Community Development Block Grant Coordinator THROUGH: Jeff Watling, Director Parks, Recreation and Community Services SUBJECT: 2013 Consolidated Annual Performance Evaluation Report - Approve MOTION: Move to recommend approving the 2013 Consolidated Annual Performance and Evaluation Report and authorizing the Mayor to submit the report to the Department of Housing and Urban Development. SUMMARY: The 2013 Consolidated Annual Performance and Evaluation Report (CAPER) for the City of Kent, Washington is a report to the U.S. Department of Housing and Urban Development (HUD) on the City's activities and accomplishments using Community Development Block Grant (CDBG) and other funds. The report is required by HUD annually and must be submitted by March 31st of each year. The report includes information on how CDBG funds were used to further the goals and strategies of the Consolidated Plan, as well as other activities executed by the City. EXHIBITS: 2013 CAPER YAY: NAY: BUDGET IMPACTS: None Page 62 I Page 63 uj f® / f o V j SOD LL. .+ Z F ZLU > Lu IN LLI f AF If m 0 a v n ti 0 0 N O Z O C O U m 0 0 Page 64 m c 3 m E m w a m c v 3 a c m m v r W N N yC.r N CD '.. a N C C O UCLV w �nayy 'A u o o ff a > m ,� m L m = Ch m m cmi m a •�• `n 'u' u aEi — chi E ou m e O .p ai n •- L c c C c 'O p r. m y m ` an d N m +m+ �' 'p '^ n alai •� N > cf(. u r v u m r v N Cjr`"• ,, ,y "�- v s • u +`' « , c w t co tiD c o £ `'^° H •> > u L c v .m L a ❑ v c ou •v m E v m '^ a, C h(Q e6 N > m y j@ u w •n aL+ N > v C d > L DUI C Y Y y r1 S { rc�o o ru -a v v u -c eco u 'a E 0 v m v E c m o m 0 XXXmFo v E a� w ` Y v vn Ht v 0 v, c m c a a c z tL� c ° m aui ao s mF6v a N O C .cC �,,•1q' N p ,� C. v E �. E w ;F„'s v v .o a c '>_ a c c > a L w ', ? 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X a) U ° E U 3 v ` CL a ° f v a o O ° ac a Q ° v Qj W ° m w c m > a F ° a, Q o 0 3 c > �O r' � Y v, Y L v ++ C O U c 3 Y v v o 6 = v E Y '3 o @ > vQj ° Y v a o O iA ° Q C Q) a, U rn v m a u o u a ..a„ o a n a `n oo f0 Y N d f6 ti ri• .:`pp U fix{ O aJ C fa U aJ 4 .° r CO m , '•;�° o o of u m a a o .N f o m c 1,Q 3 U U U C L a5 > "@. FN 'fit' ° N s. co u f c > Y C7 a,;j• R +_'' T h to N 'gin' al '•�, � L M /F• L C N N C G O 9 a] C C > c L a v u o o o so Q n 3 v y Q a, a, w u to �, a, V1 L fa to Y U V f6 O u N o N c Y ° ai ° O C O O " a W� hD O 0° L to o u c ° L. LU o a m 3 m .> o c m 3 a r a` v Ya •� C al al O N C ° L -O C 3 ap 7 U ba n d t U 3 Q C ++ a] •Y N Y C Y a N Y f6 p L — C E Y 6 c a c ° y Y m N f0 o u C a 3 E o o a ° Y bCD -O C C C C N E O N a-• C H a) Yo N c ai '� a • e • e • • • O o m o m E 3 L m 'a ° > 3 0 0 0" c ° o = m o Q 'pp Q L L F- u U aL C L 0 U 3 0 Page 69 CR-10 - Racial and Ethnic composition of families assisted Describe the families assisted (including the racial and ethnic status of families assisted). 91.5Z0(a) Data to be entered CDBG HOME HOPWA White 0 0 0 Black or African American A.'0 0 0 Asian f`0 0 0 r American Indian or American Native r:4 0 0 Native Hawaiian or Other Pacific Islander Qy 0 0 Hispanic A5, 0 0 0 Not Hispanic 0 0 0 Total 0 0 0 Table 1—Table of assistance to racial and ethnic populations by source of funds Narrative fr 5 ✓1IiS' f� { I r r r � � t F•F f .fF# .�F r f f tF{ J f X, l 'F CAPER 7 OMB Control No:<^SOG-0117(exp.07/31/2015) I, I Page 70 CR-15 - Resources and Investments 91.520(a) Identify the resources made available Source of Funds Source Expected Actual Amount Available Amount Expended Program Year X CDBG $914,499.00 $607,578.46 Table 2—Resources Made Available Narrative f; f Identify the geographic distribution and location of investments Target Area Planned Percentage of Acinj ,):Peft tage of Narrative Description Allocation �Allocatiott;, City of Kent 100% 00% Funds were distributed to programs serving ',Kent residents or fr businesses located in f:- Table 3—Identify the geo raP� „hic distributwn and location of investments''' r r: Narrative The City distributed CDBG fundsrto prograrrls serving K fifresldents'or to business owners with businesses located in Kent. frfro , ;f i r rg.. f ; * X f� CAPER 8 OMB Control No:2506-0117(azp.07/31J2015) Page 71 Leveraging Explain how federal funds leveraged additional resources (private, state and local funds), including a description of how matching requirements were satisfied, as well as how any publicly owned land or property located within the jurisdiction that were used to address the needs identified in the plan. In addition to allocating$914,499 in CDBG funds,the City leveraged $848,320 in resources from General Funds. The Kent Cultural Diversity Initiative Group also received a $5,000 grant to support the Refugee Employment Summit. The fiscal sponsor of the grant was World Relief- Seattle. N/A-The City does not allocate HOME funds. err ; Fiscal Year Summary—Hb1VIE Match 1. Excess match from prior Federal fiscal year 2. Match contributed during current Federal fiscal yevr` 3 .Total match available for current Federal fiscal year(Line 1 plus Line 2ULL 4. Match liability for current Federal fiscal year s 5. Excess match carried over to next Federal fiscal year(Line 3 minus Line 4) Table 4—Fiscal Year Summary?ROMF Match Report f n { i � I Jr • x .r r '- CAPER 9 OMB Control No:2506-0117(exp.07/3112015) Page 72 Y- t ° u cry 0 C Y p a s b�^ c 0 0 C a m @ m � m li L A d JF CL x m c V W Y c 7 L i W r ° m i -o c LL lL ,! a o d @ ZC u_ c a•r� c Y CL 41 G W - Y c .L.d @ F W � C �" O � � M �AF 6. ...,v c a o p H cH � a C C Y Lp ~ li L d W L m u@U m a 'CU 0 bp a V m wr o �°+ m o m � o oE r' Q o c N n ° m GtxQ s O N Y C o C C N c@ v Q m W m i O ° n E c c in o p p m c U c CL z° c ' Z m E m _0 T, z w , mm •� lb o H o m w Q a` z O o` Z S 0 I Page 73 i Minority Business Enterprises and Women Business Enterprises—Indicate the number and dollar value of contracts for HOME projects completed during the reporting period N/A Total Minority Business Enterprises White Non- Alaskan Asian or Black Non- Hispanic Hispanic Native or Pacific Hispanic American Islander Indian Contracts Number Dollar Amount Sub-Contracts Number Dollar Amount { Total Women Male Business K Enterprises �/ �" Contracts ' r f Number n Dollar r" Amount Sub-Contracts Number Dollar Amount Table 7—Minority Business a`ntl,Women Business Enterpr s Minority Q:`"Hers of RBntal Pro(fe ty—Indicate the nuPi bbr of HOME assisted rental property owners and the to al amount d DOME fui ds;in these rental properties assisted IN .. Total ?{,_ Minority Property Owners White Non- Alaskan Asian or Black Non- Hispanic Hispanic Native'pr /Pacific Hispanic r American Islander Indian*' Number Dollar Amount Table 8—Minority Owners of Rental Property CAPER 11 OMB control No:25OB-011;(exp.07/31/2015) Page 74 Relocation and Real Property Acquisition— Indicate the number of persons displaced, the cost of relocation payments,the number of parcels acquired,and the cost of acquisition N/A Parcels Acquired Businesses Displaced Nonprofit Organizations Displaced Households Temporarily Relocated, not Displaced Households Total Minority Property Enterprises White Non- Displaced Alaskan Asian or Black Non- Hispanic Hispanic Native or Pacific Hispanic American Islander Indian Number Cost Table 9—Relocation andAbal Property Acquisition IK f f t, r yr I F fS CAPER 12 CM B Control No:2506-0117(exp.(37;31;2015) Page 75 CR-20 - Affordable Housing 91.520(b) Evaluation of the jurisdiction's progress in providing affordable housing, including the number and types of families served,the number of extremely low-income, low-income, moderate-income, and middle-income persons served. One-Year Goal Actual Number of homeless households to be 0 provided affordable housing units Number of non-homeless households to 122* r 143 be provided affordable housing units Number of special-needs households to 'f be provided affordable housing units Total 122 3.43 Table 10-Numberpf Households *One year goal in 2013 Annual Action Plan should have"been 122. w, f rope-Yeargoal Actual Number of households supported 42 147 KI through rental assistance Number of households supported {_ " 0 0 through the production of new units Number of households supported rf 80 111 through the rehab of existm g Number of households'Supporte l 0 "' 0 through the acqulsitl6n f existing utijts ' r Total fS 122 o-_ 258 Table 1 Nurpber of households supported Discuss thp;'djfferencw betweert'goals an"iJ,o tcomOsrand problems encountered in meeting these Outcomes exceeded goals, ,,City#he wa'.extremelyFpleased with the performance of its sub- recipients; i.e j organizations tat the Citycontracted with to provided services. f , thes Discuss how e outcomes will,jmpact future annual action plans. The City estimates tha"f �t will receive level funding in 2014;therefore, it will negotiate similar outcomes with organizatiots delivering services after factoring in cost of living adjustments. CAPER 13 OMB Control No.2506-0117(exp.07/31/2015) Page 76 Include the number of extremely low-income, low-income, and moderate-income persons served by each activity where information on income by family size is required to determine the eligibility of the activity. Data to be entered Number of Persons Served CDBG Actual HOME Actual Extremely Low-income 0 0 Low-income 0 0 i Moderate-income 0 0 Total 0 0 Table 12—Number of Persons ser4ed Narrative Information �r A t{ P f f l r+ { CAPER 14 01M6 Control No:250G-0M(exp.07/31112M) Page 77 CR-25 - Homeless and Other Special Needs 91.220(d, e); 91.320(d, e); 91.520(c) Evaluate the jurisdiction's progress in meeting its specific objectives for reducing and ending homelessness through: Reaching out to homeless persons (especially unsheltered persons) and assessing their individual needs The HealthPoint Healthcare for the Homeless Project included an outreach component to ensure that the homeless are aware of healthcare services. TfSe;City also invested in outreach to the homeless through a General Fund-supported proiec "f f Addressing the emergency shelter and transitionalhousing needsof homeless persons Two programs funded by the City addressed emergency shelter and ttansitional housing needs of homeless persons: YWCA: Anita Vista Transitional Housing Program and Catholic Community Services-Katherine's House (CCC). Anita Vista proviClgd transitional housmg�for domestic violence survivors and their families end CCS provided shelter and case management services to X single women in recovery. Helping homeless persons (especially ch. Ically} omeless individuals and families, families f. with children, veterans and their families,etwd unaccompanied out make the transition to permanent housing 3&0 independent living, mclu ing shortet irig the period of time that individuals and familiesxperience;homelessness, facilitating access for homeless individuals and families to affordable housing tiCfrts and preveiting individuals and families who were recently hom less from becoming homeless again r . r Through its•.„homeless continuum,`which was funded by General Funds and CDBG, Multi-Service Center (M5C),-provided responsive services to target the needs of homeless individuals. Services provided along the cofiPouum consisted of shelter with supportive services, a hotel s voucher, a referral to>.permane �h,ousing, etc. The YWCA and Refugee Women's Alliance (ReWA) provided case rXf2nag ehle'nt services to the homeless and helped them find permanent housing. Helping low-income individuals and families avoid becoming homeless, especially extremely low-income individuals and families and those who are: likely to become homeless after being discharged from publicly funded institutions and systems of care (such as health care facilities, mental health facilities,foster care and other youth facilities, and corrections programs and institutions); and, receiving assistance from public or private agencies that address housing, health, social services, employment, education, or youth needs CAPER 15 OMB Control No:2506-0117 iexp.07/31/2015) Page 78 Rental assistance to prevent homelessness was provided by MSC and ReWA. Most of the women that received shelter through CCS were women who were released from the King County Regional Justice Center. XX j, f l „ N' Ff f` x,, fr f ,f r� rr f r� f � Gi! CAPER 16 OMB Control No:2506-0117(exp.07/31/2015) Page 79 CR-30 - Public Housing 91.220(h); 91.320(j) I Actions taken to address the needs of public housing The City worked collaboratively to address the needs of public housing by advocating for and investing in affordable housing stock, providing supportive services to prevent homelessness (this kept additional people off the King County Housing Authority waitlist rolls), and sitting on a number of committees and application review teams that directed funds to organizations managing affordable housing stock Actions taken to encourage public housing residents to become more involved in management and participate in homeownership 1. The King County Housing Authority (KCHA) Increaseci'resident it oIVement through a number of mechanisms; e.g., the Resident Advisory Council was created as a fo`rgjm for residents to provide feedback to assist KCHA with the development of policies and procedures that impact Housing Authority residents, etc. The City was rarely In a position to have direct impact on resident involvement. f's Actions taken to provide assistance to,jroubf d PHAs �,r r The KCHA is not considered a troubled"`i?HA %f{ `{, W fr i CAPER 17 OMS Control No:2506-011;(exp.07/31(2015) Page 80 i CR-35 - Other Actions 91.220(j)-(k); 91.320(i)-(j) Actions taken to remove or ameliorate the negative effects of public policies that serve as barriers to affordable housing such as land use controls,tax policies affecting land, zoning ordinances, building codes, fees and charges,growth limitations,and policies affecting the return on residential investment. 91.220 0); 91.320 (1) The City of Kent is committed to maintaining the affordable housing stock in our community. Using CDBG funds for the Home Repair Program allowed home owners to maintain their homes and preserve housing stock. F The City also provides limited assistance to individuals aild fafYSrhes that are behind on utility payments due to circumstances like temporaryjpjy' ss due to Illness, reduced income due to a financial emergency, etc. �� Actions taken to address obstacles to meeting uglerserved heeds. 91 220(k); 91.320(j) 4,0 Several planning meetings with provider nd representatives who specialize in providing services to refugee and immigrant clients were Convened tof(evelop an action plan to locate a facility in which to co-locate services. lnue working on this issue in 2014. Actions taken to red lead Based paint hazards 'r91 220(k); 91.320(j) /rt No actions were taken. Actions taken to reduce the'umber of poverty-level.,families. 91.220(k); 91.320(j) The CO of Kent continuedto worift,6 reduce the number of families in poverty. Through its Kent Micro enterprise Initiativo.(Washiington CASH was the sub-recipient), the City provided business training classes to low=income individuals, especially women, People of Color, and disabled individuals..The City al,So'worked to increase jobs to individuals and families by G . sponsoring and investing In th".Re' ugee Employment Summit and encouraging businesses to hire low-income residentst: { In addition, the City maintained relationships with local training schools and community colleges that work to reduce poverty through education and training programs. CAPER 18 OYIB Control No:2506-0117(exp.07/31/2015) Page 81 Actions taken to develop institutional structure. 91.22O(k); 91.32O(j) The City continued to work with King County, suburban cities, the City of Seattle, United Way of King County and other entities to develop Family Housing Connection, a countywide program committed to the goal of reducing the burden on families experiencing homelessness in King County by providing a single access point for shelter and housing resources. The change in the definition of homelessness led to an increase in the number of families that needed housing, and the City is worked to mitigate the effect on the homeless by developing programs and mechanisms to assist people while they waited for permanentfio_using. Staff also joined The Seattle Foundation Center for Communl#y Partnerships Advisory Committee. The purpose of the Center is to advance dol(d'horative, systemic change to achieve greater economic and racial equity in King County This will be adcotnplished by working across various interconnected issues with diverse partners including coin unfity members, government representatives, funders and busmt ss,leaders, It is anticipated that this work will have a positive impact on institutional structure Actions taken to enhance coordination between publiaandFprivate housing and social service agencies. 91.22O(k);91.32O(j) *J The City was instrumental in developing re)ationshii between th s2 entities and continued to foster and participate to these colla orations, Inclul-ling the Homeless Forum, a monthly f k/8 meeting of housing art'd support se&ice prove rs, South King Council of Human Services, South King County Housing Development r4up, and t1' King County Housing Development Consortiurp Identrfy`actlons taken to oVercomethe effects of any impediments identified in the jurisdictions analysis of Impediments"to.fair housing choice. 91.52O(a) Recommendationsfrom the GC "s Analysis of Impediments to Fair Housing Choice included: ):: Recommendation ! Expand qdr ent education and outreach efforts The City continued to work on this recommendation by: • Posting fair housing materials on its website ; • Providing fair housing articles/information/notices in electronic communications to the Kent Cultural Diversity Initiative Group; • Providing fair housing materials to apartment complexes through its police department; and • Distributing a Fair Housing Equity Assessment Survey to protected groups. CAPER 19 OMB Control No:2506-0117(exp.0"31/2015) Page 82 I Recommendation 11: Continue ongoing enforcement activities The City does not have enforcement authority; the Washington State Human Rights Commission and the King County Office of Civil Rights investigates complaints. Recommendation 111:Target homeownership and lending marketing to African Americans and Hispanics households The City used Neighborhood Stabilization to purchase and rehabilitate three foreclosed homes, which were then sold to income-eligible homebuyers. The homebuyers were families of African American descent that had been on the Habitat for Humanity{waitlist for an extended period of time; the families received zero-interest loans. A fifteen-year Covenant of affordability was signed by each homebuyer. f " Mortgage payments received from the homebuyers were entered into'a fund that will allow Z Habitat for Humanity to purchase, rehabilitate, andtell additional houses These payments will allow the City and Habitat for Humanity to target additional homeownership`to African American and Hispanic households nX, _ I ,.r r� f F aye r �f ft _ +f CAPER 20 OMB Control No:2506-0117(exp.07/31/2015) Page 83 CR-40 - Monitoring 91.220 and 91.230 Description of the standards and procedures used to monitor activities carried out in furtherance of the plan and used to ensure long-term compliance with requirements of the programs involved, including minority business outreach and the comprehensive planning requirements Standards and Procedures for Monitoring The City monitored its CDBG program throughout the year. Programs funded by the City were expected to maintain high standards. Organizations were'406rmed that the failure to comply with contractual requirements and regulations could res.kin`remedial actions and/or the termination of funding. Quarterly performance reports were reviewed bythe Human Services Commission. Standards and procedures are furtheroutlined below The City funded one new project in 2013, he Emerge,Pcy Feeding Program, Food for all Around Kent. The CDBG Program Coordinatortrlpt vljth project staff before and during the contract year. In addition,tie"Coordinator tnt with sites that expressed interest in distributing food through the Food ject to review income- ffXX . eligibility guidelines and answer CDBG ehgibIll. uestiot�s., • All projects wer?rtionitored closely to ensure tha#ftaff has a'good understanding of program admmisfration,program perfo iYlejice standards, fiscal administration, contractual requirements, and recordkeepng and reporting. Issues that needed clarification were ac�lre ed r, • Projectsrece)ved quarterly monitb'rmg Prdgramsthat needed guidance in achieving fpefformance measures orfadhering to contractual requirements received technical ass)$t.nce, were required to attend a meeting with City staff, and/or received an on-site monitoring visit • Monitonng`cconcerns/firSding were reviewed with agency staff and documented in N;. writing. • When applicable,timely corrective action was required. • Agencies were required to provide supporting documentation or written communication verifying that deficiencies were corrected. • Agencies were informed that failure to take corrective action could lead to the withholding or the loss of funding. Citizen Participation Plan 91.105(d); 91.115(d) The Kent community, including regional stakeholders, received a 30-day period to review and comment on the CAPER. Notices were provided via the following mechanisms: CAPER 21 OMB Control No:25OG-0117(up.07/31/2015) ! I mrw • A Public Notice was posted on theaya Gm webs& on Thursday, EBm,91a3g. & link»the website was provided enon-profits, South King Dui Planners, and Awhaam in the Kent area. In addition, G#to the electronic nka was provided to participants ¥the Kent Cultural Diversity Initiative Group and other npn.m, that have zAq withethnic/racial minorities, non-English speaking persons, and People withmew. • # copy of the Public Notice and the CAPER were Pmk in the Housing and Human Services office and m City Hall. • The Kent community and stakeholders were invited to,prpvide comments nape, hearing held m the Kent Hume Services @mw2o Qs on February 2n214 . . �/ _ . :.> . ^ i CAPER 2 a.Control No: m„o 9 . Page 85 CR-45 - CDBG 91.520(c) Specify the nature of, and reasons for, any changes in the jurisdiction's program objectives and indications of how the jurisdiction would change its programs as a result of its experiences. There were no changes in the City's program objectives. The City does not anticipate major changes in programs. Does this Jurisdiction have any open Brownfields Economic,Uevelopment Initiative (BEDI) r grants? f F } No. r f , F �✓ r r rr f. f fFf, Oyr, r , jar � Yff,t F �X� r �{ f✓ F {y f it f CAPER 23 OMB Control No:2506-0117(exp.07/31/2015) Page 86 Page 87 PARKS, RECREATION AND COMMUNITY SERVICES Jeff Watling, Director 440 Phone: 253-856-5100 • Fax: 253-856-6050 N.147KENT WASHING-ON Address: 220 Fourth Avenue S. Kent, WA. 98032-5895 February 20, 2014 TO: Kent City Council Parks and Human Services Committee FROM: Dinah R. Wilson, CDBG Coordinator THROUGH: Jeff Watling, Director Parks, Recreation and Community Services SUBJECT: First Amendment to the 2013-2017 Consolidated Plan for Housing and Community Development - Approve MOTION: Move to recommend approving the proposed First Amendment of the 2013-2017 Community Development Block Grant Consolidated Plan for Housing and Community Development, including funding allocations. SUMMARY: The 2013-2017 CDBG Consolidated Plan for Housing and Community Development was submitted to HUD via an online template that did not allow the City to include a substantive Community Participation Process specifying what circumstances would constitute a substantial amendment of the Consolidated Plan and Annual Action Plan. The City wishes to amend to amend its 2013-2017 Consolidated Plan so that it can add a Community Participation Guide that includes a definition for substantial amendment. In addition, the City originally allocated $100,000 in funding to the City of Kent- Grow Kent Fund to provide below-market rate financing to grow small businesses in Kent through the City of Kent's 2013-2017 CDBG Consolidated Plan for Housing and Community Development. When this project was not launched in 2013 and funds were recaptured, the City of Kent Economic Development Division asked the CDBG Program to re-purpose the funds and invest in a downtown storefront facade rehabilitation project. The City wishes to reallocate funds for this purpose. Pursuant to HUD regulations, the City of Kent proposes to amend the 2013-2017 CDBG Consolidated Plan for Housing and Community Development to include the following provisions: Page 88 Page 89 1. Amend the 2013-2017 Annual Action Plan to allow for the addition of a Community Participation Guide, which states that a substantial amendment is defined as: a) any proposed change in the use of CDBG funds that exceeds 10% of the total annual entitlement; b) any change in the purpose, a major change in the scope of an activity, or a change in the beneficiaries; or c) the addition of a new activity or deletion of an approved activity. 2. Amend the 2013-2017 Consolidated Plan (the 2013 Annual Action Plan Section) to allow for the reallocation of $100,000 in CDBG funds; funds shall be awarded as follows: a) Award $100,000 to the City of Kent Storefront Facade Rehabilitation Project. Funds shall be used to rehabilitate storefront building facades in a designated downtown area of Kent. The Public was notified of this amendment through a public notice and provided an opportunity to comment on the amendment. EXHIBITS: • The First Amendment of the 2013-2017 CDBG Consolidated Plan for Housing and Community Development • City of Kent 2013-2017 Consolidated Plan for Housing and Community Development: Community Participation Guide YAY: NAY: BUDGET IMPACTS: Budgeted: City of Kent Grow Kent Fund: $100,000 City of Kent Storefront Facade Rehabilitation Project: $100,000 Page 90 I Page 91 CITY OF KENT Parks, Recreation & Community Services Housing and Human Services Division FIRST AMENDMENT of the 2013 — 2017 CDBG CONSOLIDATED PLAN for HOUSING and COMMUNITY DEVELOPMENT A. BACKGROUND 1. The 2013-2017 Consolidated Plan e r.Housing and,,Community Development provides a framework for implem ending,„„housing, human services and community development activities from '20�3-2017. 2. Each year the City of Kent executes specific=!actions to implement the objectives and strategies of the five-year,Consolidated Plan;,which are outlined in an Annual Action,_Plan. 3. The 2013-2017 Consolidated Pled was submitted via an online template , . that was mandated by HUD; 4. This template djd not allow fihe City tg-jiiclude a substantive Community Participation Procoss specifying,.whaY circumstances would constitute a substantial amendment of the Consolidated Plan and Annual Action Plan. 5. The City wishes to a,rnend its 201372017 Consolidated Plan so that it can add a.Community;Pirti,(ipo.t,ion Guide. 6, -The 201 2„017 Consolidated; Plan also included the 2013 Annual Action Plan 7: ,In the 2013 Ar�qual Actlpr; Plan, the City allocated $100,000 of CDBG to thie City of Kent-Grow Kehl Fund to provide below-market rate financing to grow small bus6osses in Kent. 8. The City did not launch this project in 2013; therefore, funds were recaptured.' 9. Instead of using th5ese funds as initially allocated, the City has decided to invest in a downtown storefront fagade rehabilitation project. i B. AMENDMENT 1. Amend the 2013-2017 Annual Action Plan to allow for the addition of a i Community Participation Guide, which states that a substantial amendment is defined as: any proposed change in the use of CDBG funds that exceeds 10% of the total annual entitlement; ill " Amendment of 2013 - 2017 Consolidated Plan Page 92 • any change in the purpose, a major change in the scope of an activity, or a change in the beneficiaries; or • the addition of a new activity or deletion of an approved activity. 2. Amend the 2013-2017 Consolidated Plan (the 2013 Annual Action Plan Section) to allow for the reallocation of $100,000 in CDBG funds. 3. Funds shall be awarded as follows: • Award $100,000 to the City of Kent Storefront Facade Rehabilitation Project. Funds shall be used to rehabilitate storefront building facades in a designated downtown area of Kent. 2013 CDBG Funds Awarded Amount: $100,900 Award to: Capital Projects Awarded Fgnds Change City of Kent: Grow Kent <$100,000> " $ibi ,000 Fund City of Kent: Storefront $100,000 +$100,00,61 Facade Rehabilitation Project Total: $1001000-. , $100,000 I I 2 1 " Amendment of 2013 - 2017 Consolidated Plan Page 93 CITY OF KENT 2013 -2017 CONSOLIDATED PLAN for HOUSING AND COMMUNITY DEVELOPMENT COMMUNITY PARTICIPATION GUIDE I Working to Improve Ynur Community Through the Use of Community Development;Block Grant Funds HUD refers to this as the Citizen Participation Process -..._.. .. _ .. .. ... .._ . . ..... Page 94 COMMUNITY PARTICIPATION GUIDE The City's Role The City of Kent receives an annual allocation of Community Block Grant funds through the U.S. Department of Housing and Urban Development (HUD). CDBG funds are administered through the City's Department of Parks, Recreation and Community Services,Housing and Human Services Division. In accordance with federal guidelines, CDBG funds are provided to projects that meet a national objective and carry out an eligible activity. The amount available for allocation is based on'a federally mandated formula;therefore, the amount varies from year to year. After funds are allocated by HUD, the CiVs ten-memberHuman.$o�vices Commission evaluates and makes recommendations on funding requests. The Commission was established in 1986 to serve as an advisory orgai*ation to the City Council. In addition to making recommendations on funding requests,it helps set priorities, evaluates and reviews funded human services agencies and responds to tha City's actions effecting the availability and quality of human services in Kent This Cowmmnithj Participation Guide includes information rnr?how residents can assist the City with the process of distributing CD`BGfunds and also contpfis information about the role of the Housing and Human Services Division in administering funds. SOURCES, USE AND ADMINISTRATION'OF FEDERAL AND LOCAL FUNDS Funding Sources • CDBG: CDBG rs a federal program that is`adrninistered by HUD. • General Funds In add tiort tot DEGfunds,the City uses local funds;i.e, general funds,to address human services needs. General Funds are administered tliiough the Cis Housing and Human Services Division, How CDBG lss Used CDBG applications are received from the community and subjected to a screening process, After ascreening'process, the City uses the following three-prong analysis to determine which ptOgratts receive CDBG funding: 1. Does the service or need fall within a City of Kent funding target? The City has five (5) funding targets,which are as follows: • Meeting Community Basics: Ensuring that people facing hardship have access to resources to help meet immediate basic needs. • Increasing Self-Reliance: Helping individuals break out of the cycle of poverty by improving access to services and removing barriers to employment. • Strengthening Children and Families:Providing children,youth and families with community resources needed to support their positive development,including early intervention&prevention services. Page 95 • Building a Safer Community:Providing resources and services that reduce violence, crime, and neglect in our conurrunity. • Improving Health and Well-Being: Providing access to services that allow individuals to improve their mental and physical health, overall well-being, and ability to live independently. • Improving and Integrating Systems: Leading efforts to ensure that human services systems meet demands and expectations by increasing capacity, utilizing technology,coordinating efforts, and sharing resources. 2. In addition, the City ensures that projects meeting one of the five funding targets address one of the following CDBG objectives: (1) provide,a suitable living environment; (2) provide decent housing; and (3) provide ecoi}ornic opportunity. 3. Is the service or need an eligible activity? 4. Does the service or need meet a national objective2Thefihree national objectives are activities benefiting low/moderate-income persons, activities which aid in preventing or elim nating slums or blight, or activities meeting community development needs that have a particular urgency because existing conditions pose a serious and inunediate threat to th'e health or,welfare of the.community and other financial resources do not exist to meet sflCh needs. Over the five-year period of the Consolidated Plan, all CDBG funds were used exclusively to meet the national objective of benefiting low/moderate-income persons. CDBG has been used for a myriad of act vit'iOs-t,o benefit tozv/moderate-income members of the Kent community. The City resetrveS.the full 20%that is legally allowed for planning and administration and15%for publrc sOruice projects. The remainder is spent on capital projects,'T ro ect examples include the following: • Providing nursing services to homeless individuals who reside in Kent-area transitional and domestic'violence shelters;: • Providing shelter and case management services to homeless single women who formerly residednn Kent • PrevehLinghontelessness by providing rent assistance grants to individuals facing eviction +" C,austructing a wheel chair-ramp in the home of a disabled senior • Corrstructing a new Wall on'a public facility that provides mental health services to youth-and their families • Offermgbusiness classes and training to low-income women,people with disabilities, and other under-served Kent residents to provide the skills to start a micro-enterprise business OPPORTUNITIES FOR COMMUNITY PARTICIPATION Several opportunities exist for Kent residents,community members and stakeholders to partner with the City to help it decide how to invest CDBG funds. Community participation falls within the following five categories: 1. Planning The City has written plans that outline its housing and community development needs,priorities, and which programs it intends to invest in to address those needs. i Page 96 ! i i The plans are updated periodically; Kent residents and stakeholders are invited to participate in their development. This Guide contains information on who to contact to request a free copy of the plans. 2. Public Meetings In developing the Consolidated Plan and Annual Action Plane (hereinafter referred to as the Plan,the City holds a series of meetings to discuss and solicit input from the public. People of Color and organizations working with or who have contacts with ethnic/racial minorities,non-English speaking persons, Limited English-speaking persons (LEPs), and people with disabilities are encouraged to participate. in addition,focus groups and/or surveys are conducted with these groups. 3. The Application Process If sufficient funding is available to open up the application process,workshops are held each spring to generate funding proposals and to inform non-profit and public organizations that they may subnrit funding proposals to the City. City staff offer technical assistance workshops to help organizations m the development of their applications. 4. -Public Hearings on Proposed Projects After applications are reviewed by the Hixmail Services,Commission,projects are selected and the Commission makes funding recoknxriendations to the City Council. An initial draft of funding recommendations is released to the public. In addition, the Plan is posted on the City's weligite along with a public notice inviting Kent residents and stakeholders to comment on the proposed plan. The public is given at least 30 days to comment on the Plan, The 011arrjs,posted In the City Clerk's Office, and in the Housing & Human Services,Office.'Publie hea`rings are held in the Fall and both oral and written comments ort proposed projects that are submitted within the 30-day cormnetit perinc(=sre considered prior to final City Council approval. 5. Substantial Amen',lments Substantial amendments to tfie plan will be published and distributed in the same manner as outlined above: A"substantial=amendment" is defined as: • any proposed change, in the use of CDBG funds that exceeds 10% of the total annual entitlement; any change in the purpose;'a major change in the scope of in activity,or a `change in the beneficiaries; and • the addition of anew activity or deletion of an approved activity. It is left to the disc netionof the Human Services Commission and Human Services Division staff to decide whether a change constitutes a substantial aniendrnent. 6. Annual Performance Report to the Community The City continuously reviews the performance of funded projects and makes an annual report to the City on these projects. In addition, the City reports on its overall progress in meeting the goals and strategies outlined in its five-year Consolidated Plan. CDBG CALENDAR-ESTIMATED DATES 2 The City also follows the Community Participation Guide when developing its Fain Housing Plans. Page 97 i March CDBG&General Fund application workshop April Release applications April Technical assistance April Applications due June Commission recommendations July Applicants notified that they've been recommended for funding September Public Notice/Draft Action Plan or Consolidated Plan released3 September- October 30-Day public comment period October Public hearing November City Council Adoption of the Action/Consolidatid' ,- Plan Action Plan is released annually and the Consolidated Plan is released every five years. Page 98 COMMUNITY PARTICIPATION GUIDE CONTACT INFORMATION Mailing Address: City of Kent Parks, Recreation &Community Services Department Division of Housing and Human Services 220 Second Ave. South Kent,WA 98032 Physical Address: Kent City Hall,3rd Floor 220 40, Ave. South Kent,WA 98032 Katherin Johnson,Housing and Human Services Maxlagel`' Dinah Wilson,CDBG Coordinator Christine Cain, Home Repair Program Assistant Contact Number: 253-856-5070 Page 99 PARKS, RECREATION AND COMMUNITY SERVICES Jeff Watling, Director 440 Phone: 253-856-5100 • Fax: 253-856-6050 N'147KENT WASHING-ON Address: 220 Fourth Avenue S. Kent, WA. 98032-5895 February 20, 2014 TO: Kent City Council Parks and Human Services Committee FROM: Dinah R. Wilson, Community Development Block Grant Coordinator THROUGH: Jeff Watling, Director Parks, Recreation and Community Services SUBJECT: First Amendment to the 2014 Community Development Block Grant Annual Action Plan - Approve MOTION: Move to recommend approving the proposed First Amendment of the 2014 Community Development Block Grant Annual Action Plan. SUMMARY: The 2014 CDBG Annual Action Plan was approved by City Council on November 5, 2013. The deadline for submitting the Plan to the Department of Housing and Urban Development (HUD) was November 15th. However, HUD issued new guidance mandating that the City delay submission of the Plan to HUD for approval up to 60 days after HUD announces FY 2014 formula allocations, or until August 16, 2014 (whichever comes first). This guidance also requires the following amendments: a) A statement that the CDBG allocation listed in the 2014 Annual Action Plan is an estimate; b) A statement that once HUD announces FY 2014 CDBG formula allocations, the City will post its actual CDBG allocation on the City of Kent Parks Department, Human Services Division website, and electronically notify the public of this posting (this will include an update in allocations among projects); c) A statement that in the event the City receives an increase or decrease in funds, funds will be allocated as follows: Page 100 Page 101 Public Services • In the event of a funding increase, funds will be allocated proportionally among projects • In the event of a funding decrease, funds will be deducted proportionally among projects-all projects will receive at least $10,000 Capital • In the event of a funding increase, funds will be allocated proportionally among projects • In the event of a funding decrease, the Home Repair Program will receive a $69,424 decrease, which will leave its allocation at $500,000 d) A statement that the City will incur pre-award costs necessary to develop the Action Plan and administer the CDBG Program; e) Incurred pre-award costs could impact the 2014 grant in the event the City does not receive the estimated Planning and Administration allocation and has to limit its P &A activities; in the event this happens it should have a minimum or zero impact on future grants; f) A statement that the City will take advantage of a waiver of the provisions of 24 CFR 570.200(h) and will treat the effective date of the grant agreement as the program year start date (January 1, 2014); g) A statement that the City will keep written documentation of the conditions requiring a waiver of 24 CFR 570.200(h); and h) A statement that this waiver allows funded projects to begin services retroactive to 1/1/2014, although projects are prohibited from receiving CDBG funds until the City signs its contract with HUD. The Public was notified of this amendment through a public notice and provided an opportunity to comment on the amendment. EXHIBITS: The First Amendment of the 2014 Annual Action Plan YAY: NAY: BUDGET IMPACTS: None Page 102 Page 103 CITY OF KENT Parks, Recreation & Community Services Housing and Human Services Division FIRST AMENDMENT of the 2014 ANNUAL ACTION PLAN A. BACKGROUND 1. The 2013-2017 CDBG Consolidated Plan for'.Housing and Community Development provides a framework for Implementing housing, human services and community development activities from 2013-2017. 2. Each year the City of Kent executes specific-actions tp implement the objectives and strategies of the five-year Consolidated Plan, which are outlined in an Annual Action Plan: .: 3. The City's Annual Action Plan is due tq HUD on November 15` of each year; this deadline is'usually before HU4D issues fiscal year allocations based on the Congressional budget, 4. The City projected a CDBG allocation; of $914y499 for 2014. 5. The 2014 Annual Action Plaii.was approved by {Cent City Council on November 5; ,201�,,? 6. Although.CDBG regulations m6nd4te a November 15th submission date, the local HUD office.65ked the Cityjo delay submission pending further notice. . Z.. On Decdmber 13; 2aO13, the City, received notice that the HUD national office issued new guidance for submitting the 2014 Annual Action Plan. 8:. The thrust of this guidance is to require that jurisdictions delay submission of th 2014 Annual Action Plan until up to 60 days after HUD announces FY 2014-.formula' allocations, or until August 16, 2014 (whichever comes first). This will ensure that Annual Action Plans submitted,fo HUD.lnclude the City's actual CDBG allocation. 9. The City wifl ensure that the public is also notified of its actual allocation. 10,HUD guidance'`states that a citizen participation process conducted before formula allocations are announced, should include a contingency provision explaining how the City will adjust its funding among projects if there is an increase or decrease in estimated funding; the City's draft Action Plan did not include a contingency plan. 11.13ecause HUD is extending the period for submission of Action Plans, jurisdictions are granted a waiver of the provisions of 24 CFR 570.200(h) and may treat the effective date of the grant agreement as the program fa min of an a; nk of 2014 AnnuaaI A <^;? ran P" aan Page 104 ', year start date (January 1, 2014), or the date that the Action Plan is received by HUD (whichever is earlier). 12.This waiver allows agencies that the City funds to begin services 1/1/2014, although they cannot receive payment until the City signs its contract with HUD. 13. Jurisdictions using this waiver must keep written documentation of the conditions requiring such a waiver. 14.The activity for which pre-award costs are being incurred must be included in the draft Action Plan prior to the costs being incurred and the public must be informed of how these costs Wilt"affect future grants. B. AMENDMENT 1. Amend the 2014 Annual Action Plpn'.pursuant to HUD guidance issued on December 13, 2014. 2. The amendment shall include the following provisions: a) A statement that the CDBG allocation listed in the 201; Annual Action Plan is an estimate b) A statement that once HUD announces FY 2014 CDBG formula allocations, the City Will post its actual CDBG allocation on the City of Kent Parks Department,, Humaln,Service"s bivision website, and electronically, notify the public of this posting'(this will include an update in;allodations among projects); c) A statement that an the event the City receives an increase or decrease,in funds, funds will be allocated as follows: �.. ;Public<Services • Irf,the event of a funding, increase, funds will be allocated proportionally:arnong projects • In the event of'a funding decrease, funds will be deducted proportionally am Ong projects-all projects will receive at least $101006;;­ ,; Capital • In the event of a funding increase, funds will be allocated proportionally among projects • In the event of a funding decrease, the Home Repair Program will receive a $69,424 decrease, which will leave its allocation at $500,000 d) A statement that the City will incur pre-award costs necessary to develop the Action Plan and administer the CDBG Program; e) Incurred pre-award costs could impact the 2014 grant in the event the City does not receive the estimated Planning and Administration 21 .1 A III w n d m c n 2 0f 2, 0 .1A AnetnaI € ca 1aan P B a n Page 105 allocation and has to limit its P & A activities; in the event this happens it should have a minimum or zero impact on future grants; f) A statement that the City will take advantage of a waiver of the provisions of 24 CFR 570.200(h) and will treat the effective date of the grant agreement as the program year start date (January 1, 2014); g) A statement that the City will keep written documentation of the conditions requiring a waiver of 24 CFR 570.200(h); and h) A statement that this waiver allows funded projects to begin services retroactive to 1/1/2014, although projects are prohibited from receiving CDBG funds until the City signs its"contract with HUD. 3i1 A end msni of 2 0 14 A s^o ¢e aa1 A iG PHa .sa. . _.. Page 106 Page 107 PARKS, RECREATION AND COMMUNITY SERVICES Jeff Watling, Director Phone: 253-856-5100 ® Fax: 253-856-6050 K E N T WAS HINGTON Address: 220 Fourth Avenue S. Kent, WA. 98032-5895 February 20, 2014 TO: Kent City Council Parks and Human Services Committee FROM: Jeff Watling, Director of Parks, Recreation, and Community Services SUBJECT: 2013 Fourth Quarter Fee-in-Lieu Funds — Accept MOTION: Move to recommend accepting $7,875.00 for fourth quarter 2013 fee-in-lieu funds and authorizing the expenditure of funds in the Garrison Creek Park Budget. SUMMARY: Between October and December 2013, the City of Kent received a total of $7,875.00 from HS Construction developer of the property at 22415 94th Avenue South, who voluntarily paid fees in lieu of dedicating park land to mitigate the development of single family homes in one subdivision: a Garrison Creek Park for $7,875.00 from HS Construction Ordinance 2975 requires developers to dedicate park and open space land in proximity to new construction sites or to pay "fee-in-lieu" funds. The fee is based on assessed land values. EXHIBITS: Copy of Finance Revenue Report YAY: NAY: BUDGET IMPACT: Garrison Creek Park budget Page 108 m Page 109II� v 0 2' N d QQ va � a o m i m c:i a v E 0 N � U O G 9 C I O O C O O ` 1 y N O 1 V E O I O Z � I � v O I O a y T c� a J L O O a O i N c no a c c c u NI s r A v m N I O ik O U M O C � Y _ � m m � � o o c ~ pN p O m V Q (If V O N N � � a 0 N L ' N M O N O N a n E �O V N Z � O � 0 o ❑ 0Im a> D ¢ Page 110 Page 111 PARKS, RECREATION AND COMMUNITY SERVICES Jeff Watling, Director Phone: 253-856-5100 7 • Fax: 253-856-6050 I�FE 1V WASHINGTON Address: 220 Fourth Avenue S. Kent, WA. 98032-5895 I February 20, 2014 TO: Kent City Council Parks and Human Services Committee FROM: Jeff Watling, Director of Parks, Recreation & Community Services SUBJECT: 2013 Fourth Quarter Reports - INFO ONLY MOTION:-INFO SUMMARY: Jeff Watling, Director of Parks, Recreation and Community Services, will highlight division programs and services, as well as in-kind, and/or cash contributions received during the fourth quarter of 2013. EXHIBITS: None YAY: n a NAY: n a BUDGET IMPACT: None Page 112 Page 113 Parks, Recreation, and Community Services 2013 Fourth Quarter Report Facilities Program/Service Highlights Filled Custodial Lead position with Tyler Busik. • Interviewed for open Custodial Position. • Nate Harper attended Certified Facility Locksmith class put on by the National Locksmithing Institute. • Assisting Parks Maintenance with payroll and bill pay until Accounting Technician position is filled. • Negotiated new Lease Agreement with New Connections. • Normal HVAC building maintenance: • Preventative Maintenance • Filter changes • Trouble calls • Alarms • Emergencies and call outs • Completed fire confidence testing - various buildings. • Completed underground storage tank inspections - various buildings. • Participated in the Great Shake Out event - all buildings. • Completed fire walkthrough - all buildings. • Insurance inspections - all buildings. • Setup fueling for generators - Centennial, Corrections. • Completed employee parking survey through Survey Monkey - Centennial, City Hall. Met with Dave Clark Architects to work on redesign of parking lots - Centennial, City Hall. • Contracted with Wayne's Roofing to furnish and install (2) new roof hatches - Centennial. • Refinished brick and vinyl floors - Centennial, City Hall. • Repair and cleanup of broken pipes due to freezing weather - Centennial Roof, Station 74. • Provided assistance and cleanup for the Giving Campaign event - City Hall. • Installed LED lamps - City Hall, Senior Center. • Started repairs to generator - City Hall Complex. • Installed 21 new fluorescent fixtures and LED lamps - Commons. • Siemens upgrade with two days training for HVAC crew - Corrections. • Corrected red tag situation, repaired fire alarm and sprinkler system - Corrections. • Installed exterior lampposts and lamps - Court • RFI Communications completed access control upgrades - PD, Annex, Shops. • Started work on heat pump replacement, recalculation for permit project - PD. Page 1 Page 114 • Installed two new exterior lights - PD Bullpen. • Installed new store front doorposts and exit crashbar devices - Pool. • EPA inspections at Stations 73,74,75,76. • Installed 11 new electrical circuits - Station 76 Maintenance Shop. • Office repaint and carpet install - Station 76. • Electrical circuit install for Hazmat Unit - Station 76. • Interior painting - KMP. • Carpets cleaned - Centennial Lobby, City Hall, PD, Shops, Station 74. • Completed work requests city-wide. Performance Outcomes 1. How much did we do? Number of Work Orders. 307 2. How well did we do it? Number of Work Requests Closed. 260 Percent of Work Requests Closed. 85% 3. Is anyone better off? Well maintained City assets 100% Inviting and comfortable Buildings for Citizens and Employees. Recreation - Kent Commons Program/Service Highlights As a metropolitan inner-city community center the Kent Commons continues to create connections and meeting space for residents. This popularity also shows in web site visits as the Kent Commons made the City of Kent Top 10 most visited sites this quarter. The Kent Commons Community Center had 66,663 visitors in the 41h quarter with a grand total of 235,056 visitors for 2013. The emphasis in the Recreation Division for Youth Sport Programs is to provide community based opportunities that unite residents and neighborhoods while at the same time creating lasting memories. Kent Parks Youth Basketball, Soccer, Volleyball and Flag Football programs with 212 teams and 2,250 participants provides the outlet that helps promote inclusiveness and community involvement, A program that universally promotes community pride, unity, and true holiday spirit in everyone is the annual Kent Parks Youth Holiday Dance Recital. Good cheer, inclusiveness, and support were present when the 241 youth dancers performed for 2 sold out performances with over 350 people in attendance for each show. We have observed over the years that the parents are often more nervous than the dancers. Page 2 Page 115 Volunteer work is the strength of youth sport programming. Their role provides an important connection with residents and neighbors. This quarter our volunteers logged in over 4,200 hours in volunteer services. Many programs could not happen without the support and dedication. Volunteer mentors are parents, teachers, business owners, grandparents, aunts, uncles, and interested citizens from all corners of our City. Performance Outcomes 1. How much did we do? Number of Recreational/Cultural Educational Programs. 530 Hours worked by Recreation Volunteers. 4,200 Youth Sport Sponsorship. $9,475 Quarterly Kent Commons Visitor Count. 66,663 2. How well did we do it? Percent of classes, programs at or above enrollment target. 90% Percent of participants that reported the content and quality of the 85% program was excellent, very ood, or good Percent of participants that reported the staff and instructors were 90% excellent, very good, or good. 3.Is anyone better off? Percent of participants that rated their expectations for this program 95% were fulfilled. Senior Center Program / Service Highlights October's featured program was "Oldies at the Place" with a workshop on the Affordable Care Act. Entertainment was by Mark Stern. This sold out event co- sponsored by SHAG housing attracted many of the area's baby boomers seeking information on Obamacare and some good rock 'n roll music. Snacks, workshop, dinner and music were included in the $5.00 ticket price. The 27th annual Holiday Craft Market was held the first weekend in November. This show had over 70 vendor booths, the Figgy Pudding Cafe Bake Sale and lunch. Over 2,000 shoppers attended and vendor sales were excellent. The Kent Senior Center's ReadersTheater troupe, the "Knot Quite Write Players", presented the play "The Pie Ladies Make Bail". Both morning and afternoon performances were standing room only. Both Thanksgiving and Christmas luncheons were sold out. Members of the Kent Police Department helped set up, serve and clean up at Thanksgiving and the Kent Page 3 Page 116 Firefighters Foundation subsidized and worked the Christmas luncheon which honored Senior Center volunteers. Performance Outcomes 1. How much did we do? Number of duplicated visits to the facility. 23,386 Number of classes, workshops, trips. 81 Number of registered participants. 18,630 2. How well did we do it? Percent of classes, workshops at or above enrollment target. 91% Percent of trips at or above enrollment target. 102% Percent of classes/trips completed. 90% 3. Is anyone better off? Percent of participants reported a quality of life benefit. 93% "My mother, Rose, age 90, has been a client of (fitness trainer John Dineen) for several years. Her weekly sessions have made a big difference in her quality of life and in turn in mine. She has developed good muscle strength and good balance, key to preventing falls and injuries. John's patience and caring is very evident. He is greatly appreciated." Marie Adaptive Recreation and Youth/Teen Services Program/Service Highlights Studio 315 participants enjoyed Wacky Hair Night, a Halloween Party, Seahawks Football Party, Box Dinner Bingo, a Fall Ball and our annual Holiday Party that was sponsored and hosted by Quota International of Kent Valley. With 12 service days, 120 participants registered. Teen Studio 315 had 12 participants. 10 community outings this fall included a visit to the Washington State Fair, Point Defiance Zoo and Aquarium, Pacific Science Center, Maris Farm Pumpkin, Auntie Anne's Pretzel Tour, Snoqualmie Valley Railroad Tour etc. Creative ArtSpace classes on Tuesday and Thursdays had 24 students. Adult cooking 14 registered participants, with 9 sessions. Teen Lunch Bunch cooking class for teens teaches quick and simple lunch menus for 12 KM teens in transition from school to a community setting. Page 4 Page 117 ',. Bowling had 53 registered participant and 10 sessions. Special Olympic athletes brought home 15 gold's, 10 silvers and 6 bronze medals. Swimming remains very popular with over 30 swimmers. Access the Future Computer Classes held 2 full rosters of 7 registered participants each class, 10 services days. Tennis had 9 services days, 4 registered participants. Zumba Gold and Zumba Toning had 13 participants over 10 sessions. Flexi Fit and Fun had 2 full classes with 12 students per class. Performance Outcomes 1. How much did we do? Number of duplicated visits to the facility. 2,184 Number of classes, workshops, trips 27 Number of registered participants. 379 2. How well did we do it? Percent of classes, workshops, trips at or above enrollment tar et: 95% Percent of classes completed. 100% 3. Is anyone better off? Percent of participants reported a quality of life benefit. 95% Afterschool All Stars focuses on healthy eating and exercise. Our sports activities are inclusive and varied from traditional to non-traditional. Our healthy cooking portion of the program focuses on preparing meals from scratch as well as being lower calorie. Nike Manor All-Stars will end in December due to low enrollment. This program will move over to Appian Way Apartments in January and Kent Parks will partner with Mercy Housing. World Wide Day of Play encourages families to Get Outside and Play. This year over 180 youth, teens and parents participated. Totem Late Night which runs on the West Hill of Kent and serves teens 6`h-9"' grades averaged 70-80 per Friday night. Meridian Latenight on Tuesdays continues to be a big draw for basketball players. Page 5 Page 118 KPCC continues to be very popular offering mentoring, sports, volunteering, girls groups and special events. The Thanksgiving and Holiday parties were appreciated by the 150 teens that showed up each night. Staff put together a clothing bank for teens and many items from jeans, shoes and coats were handed out to very appreciative teens. After School Energy and our C-21 sites have parents raving that we are encouraging their children to be physically active; many have mentioned their child rarely gets up and active outside of the time they spend at After School Energy. The kids often express it is their favorite thing to do every week & look forward to learning and playing new games every week. We have played Pac Man Tag, Watch Your Back, Danish Rounders, Shipwreck, Star Wars, Ice Man, Living Forest, Human Pinball, Capture the Flag, and Car Keys. Holiday camp has been a small yet energetic group this year. We are located at the Kent Commons during the Kent School District break and have enjoyed playing group games (Mushroom Ball and Watch Your Back have been the favorite so far) and being artistic during arts and crafts. Performance Outcomes 1. How much did we do? Number of duplicated visits to the facility 28,497 Number of classes workshops, trips, service days. 255 2. How well did we do it? Percent of classes, workshops, trips at or above enrollment 85% target. Percent of classes com feted. 100% 3. Is anyone better off? Percent of participants re orted a quality of life benefit. 95% Cultural Programs Division Program/Service Highlights Performing Arts Lavay Smith and Her Red Hot Skillet Lickers performed "Crazy in Love with Patsy Cline" on Friday, October 11 at K-M Performing Arts Center. The show received rave reviews from the crowd of 162. Spotlight Series continued on Thursday, October 24 with Malama Ko Aloha, featuring Keola Beamer, R. Carlos Nakai, Geoffrey Keezer and Moanalani Beamer. 241 people attended the evening performance at Kentwood Performing Arts Center. Page 6 Page 119 The performers also conducted a community outreach performance at the Kent Senior Activity Center. 83 seniors enjoyed music, stories and aloha spirit over lunch. The 27th annual Kent Magical Strings Celtic Yuletide Concert took place on Sunday, December 8 at Kent-Meridian Performing Arts Center. The performance is a wonderful holiday tradition - 270 attended this year (up from 2012). The performances help us meet the City Council goals of creating urban centers, fostering inclusiveness, and creating connections between people and places. Visual Arts Digital Drawings, gouache paintings, and collages by Mauricio Robalino were on display in the Centennial Center Gallery during September and October. Adele Eustis' oil paintings and mixed media drawings were displayed during November and December. Ellen Sollod completed and submitted a draft of the Kent Valley Loop Trail Art Plan. Through the Public Art Program and Centennial Center Gallery, we address City Council's goals of creating connections for people and places, and beautifying Kent. Christmas Rush Fun Run The 31't annual Christmas Rush Fun Run was a great success on Saturday, December 7. 2,256 people participated in the event. More than 600 kids under the age of 13 ran free courtesy of a sponsorship from Tab Wizard. Long-time sponsor Tab Wizard distributed 1,000 candy canes and 625 stuffed animal toys to children participants. Approximately 850 runners and walkers took advantage of the early packet pick up that was offered at Road Runner Sports prior to event day. The Christmas Rush Fun Run creates connections for people and places and, as a revenue generating event, works toward sustainable funding. Give Me Culture Grant Program $1,000 was awarded to Neely O'Brien Elementary School for their production of The Aristocats. Kent Arts Commission Mayor Cooke appointed new Arts Commissioners Kathleen Morelli and Elena Luna (Youth Commissioner). Performance Outcomes 1. How much did we do? Number of events 5 Combined attendance at events. 3,160 Number of educational outreach activities. 1 Attendance at educational outreach activities. 83 Page 7 Page 120 2. How well did we do it? Percent of people attending performances that agreed or strongly 94% agreed that the cost/value of the performance was good, Percent of people attending performances that agreed or strongly 91% agreed that the quality/content of the performance was good. Percent of people attending performances that reported they would 98% recommend Spotlight Series to others. 3. Is anyone better off? Percent of Spotlight Series audience members that agreed or strongly 78% agreed the performance they had just attended broadened their cultural horizons. Percent of Spotlight Series audience members that agreed or strongly 66% agreed the performance they had just attended provided an opportunity for social connection. Percent of Spotlight Series audience members that agreed or strongly 74% agreed the performance they had just attended helped them relieve stress. Housing and Human Services Program/Service Highlights Severe Weather Shelter The cold front in December necessitated the opening of the Severe Weather Shelter for four nights (the 4th through the 7th). A partnership with two local Starbucks was established to provide donations of hot coffee and food items. Bus tickets, hand warmers, coats, blankets and shoes were also available. The shelter was utilized by between 20 and 23 individuals each evening: Thursday: 17 men and 6 women Friday: 18 men, 2 women and 2 children Saturday: 19 men, 2 women and 2 children Sunday: 16 men, 2 women and 2 children CDBG Staff completed the 2014 CDBG Annual Action Plan; however, HUD issued a directive delaying submission of the Plan until further notice. This directive will allow jurisdictions to submit plans with accurate CDBG allocation amounts. Parks Department Action Team Staff participated on the Parks Department Culture of Respect Action Team. A team of staff members from several divisions of the Parks Department is developing a work plan focusing on accountability to self, peers, organization and community. Page 8 Page 121 Kent Cultural Diversity Initiative Group On October 8, 2013, 83 people representing business and community partners gathered on the Kent Campus of Green River Community College for the area's first ever Refugee Employment Summit, which was sponsored by the Kent Cultural Diversity Initiative Group (KC-DIG). The event was open to representatives from businesses that hire or are interested in hiring Kent residents. Summit planners included a collaboration of City of Kent staff, nonprofit employment specialists, public organizations and refugee leaders, including KC-DIG stakeholders. The Summit was made possible by funding provided by the City of Kent and The Seattle Foundation, Neighbor to Neighbor Small Grants Fund, In November, KC-DIG collaborated with Mother Africa and co-sponsored a cultural gathering and employment conversation with African women. Regional Work Staff is participating on a new Advisory Committee of The Seattle Foundation called the Center for Community Partnerships. The purpose of the Center is to advance collaborative, systemic change to achieve greater economic and racial equity in King County. This will be accomplished by working across various interconnected issues with diverse partners including community members, government representatives, funders and business leaders. Staff participated on an education technical work group called the Race to the Top Deep Dive Three. This work group developed the criteria for the Request for Proposals for the Race to the Top education funding application. Staff attended the Building a Healthier King County: A Forum at the Intersection of Community Development, Health and Human Services conference in December. The event was co-sponsored by the Federal Reserve Bank of San Francisco and King County, and was a step forward in the new health and human services Transformation Plan for the King County region. Partners from across the fields of community development, housing, health care, public health, human services, philanthropy, and government gathered to explore how we can collaborate to help King County's neighborhoods and communities thrive and reach their full potential. For more information and to view the summary of the meeting visit: http•//www kingcountygov/exec/HHStransformation aspxx Staff attended a joint subregional Planning Directors/Human Services meeting to exchange information with other South King County planners about Comprehensive Plan updates, specifically the Housing Element and Human Services Element updates. A follow-up meeting will be scheduled in February of 2014. Homelessness continues to be a major work item for Human Services staff. There continues to be a growing homeless population visible in the downtown core. The current population is very different from the groups in the past. Based on information from homeless providers in Kent this population is not seeking or open to receiving services. Kent Human Services staff have been advised by homeless Page 9 Page 122 outreach workers that the people they are encountering are more difficult to work with than the typical homeless population. Anecdotal information indicates a higher usage of street drugs, mental illness and aggressive behavior. Home Repair Home Repair served 12 unduplicated households in the fourth quarter. New staff are acclimating and building a positive rapport with clients. Home Repair continues to partner with the CARES program in connecting our more vulnerable citizens with services. Through the partnership Home Repair has referred 8 clients to the CARES program and acquired 6 new clients by referral from CARES. Responding to referral from the CARES Program, Home Repair was able to qualify and assist a gentleman and his 50 pets (48 tortoises and 2 turtles). The home was without running water due to a leak that had forced him to shut his water off. He was making daily trips to the Green River to collect water for his "family" as a result. Thanks to Home Repair's quick response, the leak was fixed and water service was returned to the home. The client and his 50 pound best friend (Angel the tortoise) were very happy for the assistance. Performance Outcomes Home Repair Program 1. How much did we do? Number of homes receiving Home Repair Services. 12 Number of resident households receiving Housing Stability assistance. 45 YTD Number of residents assisted by Safety Net Service. 21353 Number of cases handled by Indigent Counsel Services. 557 2. How well did we do it? Percentage of residents accessing Indigent Counsel Services. 100% 3. Is anyone better off? Percentage of Home Repair clients rating program good or better. 100% Percentage of resident households receiving Housing Stability assistance 100% still housed after six months. Percentage of residents using Safety Net Services that increase family 100% self-reliance. Percentage of residents satisfied with Indigent Counsel Services. 1000/0 Human Services 1. How much did we do? Number of human service providers/ rog ram__that received funding. 29/29 Number of human service providers that received training and/or 10 technical assistance. Number of funded agencies meeting performance targets 29 Page 10 Page 123 2. How well did we do it? Percentage of human service providers/program that received funding. 100% Percentage of human service providers that received training and/or 100% -technical assistance. _ Percentage of funded agencies meeting performance targets 100% 3. Is anyone better off? Percentage of funded human service providers/program that were 1000/0 satisfied with contractual relationship with the city. Parks Operations Program / Service Highlights Downtown core The quick arrival of fall signals the start of the holiday season and preparing for a variety of events including Winterfest at Town Square plaza and the Holiday parade. Installation of the City Christmas tree went smoothly with our partners, the Lions club providing the tree and delivery as in the past. Holiday lighting is up again and crews continue to transition to LED lights to both conserve power consumption and allow an expansion of the number of lights. Issues with litter and garbage continue in the downtown core requiring continuous attention by staff. Green Kent/Community/Volunteer events The Christmas rush was a chilly morning but set up, support and take down went smoothly thanks to great coordination with Cultural staff. Staff provided support for many successful volunteer and Green Kent Steward events at East Hill, Morrill Meadows, West Fenwick, Lake Fenwick, Clark Lake and Campus parks. The second annual Green Kent day was hosted at Morrill Meadows with a great turnout from the community and the Green Kent steward group. Athletic complexes The athletic complexes are hibernating for the winter but already looking ahead to the start of 2014. Plans are being prepared for re-lamping of ball field lighting at KMP and Wilson playfield. The preliminary operational plans are in place to accommodate the closure of Wilson playfield for renovation/replacement of the turf surface. Neighborhood and Community Parks Completion of the 7 Oaks park renovation highlighted the fall with replacement of a very old playground and renovation of the rest of the park. At reopening the improvements were well received by the community with much more activity in the park than has been observed in recent years. The continued effort to improve park frontage is reflected by clean up and replacement of fencing at Clark Lake park near the 248th Ave entrance. Due to vandalism and age the large slide at Springwood Page 11 Page 124 has been removed. There are no current plans for replacement of the slide however as part of the removal the landscaping will receive some much needed attention. Maintenance Highlights Thus far the fall/winter has brought only mild storms causing minimal damage and clean up. Evaluation and addressing hazard trees remains an ongoing effort resulting in numerous removals through the quarter. General maintenance, preventative maintenance and assessment continued through the quarter. Winterizing of plumbing and irrigation was timely with the recent long stretch of sub-freezing temperatures resulting in only two issues of damage. Inspections and inventory efforts are underway in preparation for maintenance work. As part of this effort, Operations is working with Facilities staff to evaluate security at parks and park facilities starting with assessment of all sites. Performance Outcomes 1. How much did we do? Hazard tree evaluations for the 4tn quarter. 23 2. How well did we do it? As part of an ongoing effort to manage the urban forest Evaluation information is still being collected to do a comprehensive underway evaluation of the condition of the City urban forest. 3. Is anyone better off? Inspections resulting in the removal of hazard trees prior to 100% issues or damage occurring. 12 removals/52% of trees inspected Parks Planning & Development Program Highlights Parks hosted 19 events this quarter, attracting 435 volunteers (who donated a total of 2012 hours) and benefitting several parks. In addition, we oversaw 3 Eagle Scout projects. We also oversaw in-house crews who neared completion of the Seven Oaks Renovation construction project. In addition, we made planning progress on the Kent Valley Loop Trail Master Plan, and design progress on the Wilson Playfields Renovation project and the Greentree Neighborhood Park Renovation project. We also coordinated with Public Works and the Corps of Engineers on planning and design work related to levees and ecological restoration up and down the Green River. Page 12 ........ - Page 125 Performance Outcomes 1. How much did we do? Park renovation in desi n - at Wilson Pla fields and Greentree 2 Park renovation (at Seven Oaks Park - almost complete and 1 reopened) _. Coordination with Public Works on levee projects at or near parks 5 Coordination with Army Corps on environmental restoration projects 2 at or near parks Planning projects (Kent Valley Loop Trail Master Plan) 1 Number of volunteer events 19 Total number of volunteers 435 Total number of volunteer hours_ 2012 Number of Eagle Scout projects complete 3 2. How well did we do it? New trails constructed- linear feet 388 Newsquare footage cleared at Green Kent events 44639 Cubic yds. of debris removed at events 55 Cubic yards of chips spread 64.5 Number of trees/shrubs planted 991 Green Kent e-newsletters: Current distribution: 2,133 Green Kent Facebook page: 115 followers 3. Is anyone better off? _ From emails received shortly after Seven Oaks was reopened: "I just wanted to say how beautiful the park is looking... kids are really excited to be able to play at the park." And, "Congratulations the Seven Oaks park was super busy all weekend with families of all ages and ethnicities. This photo only shows a fraction of the people in the park at that moment. I've never seen it so active and the kids were from babies in strollers up through middle school and lots of parents and grandparents. What a big hit". Riverbend Golf Complex Program Highlights Weather played a major role in the fourth quarter, from the fog in October, the rain in November to the below freezing temperatures for two straight weeks in December. Rounds of golf at the 18 hole course were down slightly (66 rounds) compared to the fourth quarter of 2012. However, rounds of golf were up 10% at the Par 3 course (252 rounds) for the quarter compared to 2012. Page 13 Page 126 Driving range and merchandise sales were impacted greatly by the below freezing temperatures the first two weeks of December, including our Winter Demo Day on Saturday December 7th. Driving range sales were down 15.2% and merchandise sales were down 24.6% for the fourth quarter compared to 2012. Performance Outcomes 1. How much did we do? Rounds of Golf at the 18 hole golf course 8,057 Rounds of Golf at the Par 3 golf course 2,760 Driving Range sales $91,599 Merchandise Center retail sales $56,014 2. How well did we do it? Compared to 2011 Rounds of golf at the 18 hole golf course -0.8% Rounds of qolf at the Par 3 golf course +10.0% Driving Range sales -15.2% Merchandise Center retail sales -24.6% 3. Is anyone better off? Yes The single most important factor in the golf industry is weather. Page 14 Page 127 City of Kent Parks, Recreation and Community Services 2013 Fourth Quarter Contributions Report i Page 128 Page 129 z: O N m Q) N Q) 7 n O _ Q) Q) Y U — Y U U C Y p_ Q] Y U Ln C +' N N N Q) +� 10 C Q) Y L Y C +' 0- O. E a .o a Q C 'L �O T a Q) N a lfl qll 3 o E o Ln L L to N ro w Y - aj °c .o L ° (n c Ln c Q) L- w U v U +� Q) (U Cl o v U) a Y n o 0 o L U) > v o c 0- v o` { E O N '�' Y ro y Y Y Y Ln O N UI L- O YO (a y w N Y (0 L. Y d Y U a L L U L U tN Y (n L L L U d U Y C Lo a) N N O Q) O N N N Y C +-' Q) i- N Q) m U > f0 N Q. Q. 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M ro II rl 7 M O N Ln .y O O O O O O y; N N Y Y Y Y o Y ami ami v 0 m (V O' I I w L L L L L L L L L L L L L L L L L a) v a) m u m Q) Q] v ci w 0U U U U U L Y Y Y Y Y Y Y Y Y Y Y Y m 0 N N N a) a am' Qa_ y a al al ) C -0O UUUVUVUUUUU j j j j j j a L L L L 0 no. Q cl e .00 _ 000 m m m m L nCC rn n ¢ c7 Page 132 Page 133 PARKS, RECREATION AND COMMUNITY SERVICES Jeff Watling, Director Phone: 253-856-5100 • Fax: 253-856-6050 KENT° WASHINGTON Address: 220 Fourth Avenue S. Kent, WA. 98032-5895 February 20, 2014 TO: Kent City Council Parks and Human Services Committee FROM: Jeff Watling, Director of Parks, Recreation & Community Services SUBJECT: Director's Report - INFO ONLY MOTION: INFO ONLY SUMMARY: Jeff Watling, Director of Parks, Recreation and Community Services, will inform the committee of noteworthy information and upcoming events. EXHIBITS: None YAY: n a NAY: n a BUDGET IMPACT: None I I Parks and Human Services Committee Agenda \ Councilmembers: Deborah Ranniger, Chair • Dennis Higgins v RAN i February 20, 2014 - 5:00 p.m. Wn.,.111 cr oe Item Description Action Speaker Minutes Page 1. Minutes dated January 16, 2014 - Approve YES Council n/a 01 2. Thunderbirds Sports Foundation Donation - NO Lori Hogan 05 05 INFO ONLY 3. Consultant Agreement for the Green River YES Hope Gibson 10 07 Trail Projects from Veterans Drive to Three Jeff Watling Friends Fishing Hole - Authorize 4. Land O' Frost Donation Agreement - YES Lori Hogan 05 35 Authorize 5. 2014 Washington State Slo-Pitch Umpires YES Lori Hogan 05 39 Association Agreement - Authorize 6. Fire Station #74 Data Center Remodel YES Alex Ackley 05 55 Agreement with Dutton Electric Company, Inc. - Authorize 7. 2013 Consolidated Annual Performance YES Dinah Wilson 05 61 Evaluation Report - Approve 8. First Amendment to the 2013 - 2017 YES Dinah Wilson 05 87 Consolidated Plan for Housing and Community Development - Approve 9. First Amendment to the 2014 Community YES Dinah Wilson 05 99 Development Block Grant Annual Action Plan - Approve 10. 2013 Fourth Quarter Fee-in-Lieu Funds - YES Jeff Watling 05 107 Accept 11. 2013 Fourth Quarter Reports - INFO ONLY NO Jeff Watling 05 111 12. Director's Report - INFO ONLY NO Jeff Watling 05 133 Unless otherwise noted, the Parks Committee meets the 3rd Thursday of each month at 5:00 p.m. in Council Chambers East, Kent City Hall, 220 4th Avenue South, Kent, 98032. For information, please contact the Parks, Recreation, and Human Services Department at (253) 856-5100. Any person requiring a disability accommodation should contact the City Clerk's Office at (253) 856-5725 in advance. For TDD relay service call the Washington Telecommunications Relay Service at 1-800-833-6388. �NMumuiAmnxq��� �.....o,.....ol"'� KENT Parks and Human Services Committee Meeting January 16, 2014 Council members: Chair Debbie Ranniger, Dennis Higgins, and Council President Dana Ralph 1. Minutes of November 21, 2013 — Approve Council member Higgins moved to approve the minutes dated November 21, 2013. Council member Ralph seconded. The motion passed 3-0. 2. Green Kent Partnership Agreement with Forterra - INFO ONLY Jeff Watling, Parks, Recreation and Community Services Director, stated that staff entered into a contract with Forterra in 2010 to develop a 20-Year Plan, and to help begin implementing the 20-Year Plan. The plan is based on a successful model developed by Cascade Land Conservancy (CLC) for mapping, restoring and maintaining urban forest lands and other natural areas. The Forterra contract is for continuing services in support of the Green Kent Partnership to manage the stewardship program. The Green Kent Partnership has shown great success with removal of invasives in our parks and helped us to be more focused and more intentional of our stewardship of our open spaces. The city has formed a great partnership with Forterra and Green Kent Partnership. The agreement amount changes each year and this year it does not require Council approval. However, Watling wanted to give the committee an update. In 2014-2015, Forterra will continue its function as a regional resource, hosting quarterly forums, quarterly trainings for Stewards, conducting outreach to support Green Kent Day, and hosting a shared website and calendar. Forterra staff will also attend Green Kent management team meetings quarterly and participate in steward orientations. The $13,594 contract is being underwritten by a grant from the King Conservation District, which was approved at the November 21, 2013 Parks Committee meeting. Committee member Higgins stated that, as a jogger through Clark Lake, he has noticed the impact of the Green Kent volunteer events at the lake. Thanks to this program, it is apparent that the blackberries are declining in number. Council member Ralph remarked on the fantastic ownership that goes along with this program, the residents, and their park spaces. 3. 2014 Maior Work Items — INFO ONLY Watling presented the department Major Work Items for 2014: Parks Infrastructure — Existing park assets within our current parks system continue to age and fatigue at a rate faster than we can address them. Identifying a funding Page 1 Page 2 source to reinvest back into our parks system is a very high priority if we want to achieve our strategic vision of a safe, vibrant, and livable city. Green River Corridor - The Green River is an important natural asset within the city. This corridor has multiple functions and priorities - flood protection, ecological and recreation. Ongoing Levee work and the priorities of multiple agencies are vying to set a vision for that corridor that in some cases may conflict with the balanced approach that the city is striving to achieve. A common city vision is needed to ensure that the Green River is a safe and vibrant recreational asset for current and future generations. Riverbend Golf Complex - Seeking a sustainable model for this Enterprise continues to be a top priority. A great deal has been accomplished in 2013 (public outreach, financial analysis, the creation and exploration of options) that has set a framework for a policy decision in 2014. Recreation Facilities Planning - Like our current park infrastructure, our indoor Recreation Facilities are aging. Now is the time to begin setting a vision for what our current and future recreation facility needs are. A great deal has changed within the city (the size of the city, the demographics of the city, and the concentration of where our residents live, etc.) since the Kent Commons, the Senior Center and the Kent Pool was built. A public planning effort that helps to set a vision for the next 30-50 years would allow us to begin making important policy decisions that point us in that direction. Human Services Application Cycle for 2015-2016 Funding - A major work item for the Human Services Commission and Human Services staff. This application process occurs every two years and establishes the priorities and investments that the city makes through funding support for services performed by a variety of human services agencies throughout Kent. Resource Allocation and Cost Recovery Analysis Completed - As an action item coming out of the City Council Retreat this work has been taking a deeper look at Cost Recovery throughout the spectrum of programs and services provided by the department. Public workshops will be taking place in late January. This work is being performed by city staff and a consultant, GreenPlay. The finished product will include a model, philosophy, and policy for cost recovery that is based upon and aligned with the community's values for parks and recreation. This work is scheduled to be completed this spring. 2015-2016 Budget Process and Adoption - Work on our 2°1 Biennial Budget will kick-off in late spring and early summer, with adoption by the City Council in November or December. As part of this discussion, Watling asked for potential Parks and Human Services Committee agenda items for 2014. The committee members added: Create a Parks Commission. Page 2 Page 3 4. Director's Report - INFO ONLY Wilson Playfields The Wilson Playfield Turf Replacement Project is a critical Capital project that staff began last fall. The design consultant was hired and planning is underway. Staff is using this opportunity to make additional efficiency changes at the park. For example, the rubberized mat around the field will be removed and replaced with turf, and new east/west configurations will be reviewed to get the most use out of the fields. Parks Planning and Development staff is working with Park Operations staff, programming staff and user groups to optimize the field scheduling and timing for construction. The project will go to bid late February/early March and should be under construction in mid-May. Construction completion is set for June and the athletic fields will be closed during construction. Seven Oaks Park Seven Oaks Park is situated off 116th on East Hill and was one of our most tired parks, including very old play equipment. Staff conducted e-public workshops and through 70+ responses received a lot of feedback on renovation ideas from residents in the area. Since completion, many positive remarks have come through from the community. Accolades go to Parks Planning staff and Park Operations staff on completing such a successful project. Cultural Competency Another key area that staff has been working on is with EDGE on cultural competency and respect.training. Beginning last fall, the second phase of this initiative began with each department creating an action plan in order to move forward. To achieve this, a thirteen member team representing every level and every division in the department was created. It initiated a lot of good discussion, taking the base line of our training and asking some tough questions. Staff decided we were doing well, but have some areas to work on. Through many discussions, the group decided to focus our Action Plan on taking an honest and intentional look at accountability - how we want to define accountability and how we want to have our framework be the bedrock of our department culture. We call it Accountability 360 and it falls within four dimensions - accountability to: myself, my peers, the organization, and the community. True accountability doesn't happen unless all these themes are in unison. The core themes, as outlined in the graphic that Watling distributed, are outlined in the actual action plan that defines what it looks like to be accountable and how we would represent that in our leadership, attitude, and trust. Watling feels that it will help strengthen our culture as a group. And, if this becomes our active definition of accountability, we will become more productive and a more attractive agency to our customers, and with current and potential staff. Consequently we will be more inclusive and cultural competent group in all of our interactions. Page 3 Page 4 You Me We Watling reminded the committee of the annual You Me We event on Friday, January 24 from 6:00 p.m. to 9:00 p.m. This is the fourth year for this popular family event focused on youth and free for the community. Chair Ranniger adjourned the meeting at 5:30 p.m. Submitted by, Teri Petrol Teri Petrole City Council Committee Recorder Page 4 Page 5 PARKS, RECREATION AND COMMUNITY SERVICES Jeff Watling, Director Phone: 253-856-5100 ® Fax: 253-856-6050 KEN WASILNGT0 Address: 220 Fourth Avenue S. Kent, WA. 98032-5895 February 20, 2014 TO: Kent City Council Parks and Human Services Committee FROM: Lori Hogan, Recreation and Cultural Services Superintendent THROUGH: Jeff Watling, Director Parks, Recreation and Community Services SUBJECT: The Thunderbird Community Sports Foundation Donation - INFO ONLY MOTION: INFO ONLY SUMMARY: The Thunderbird Community Sports Foundation promotes good health, physical education, and academic achievement by providing scholarships and grants for amateur athletes in the Puget Sound Region to participate in athletic competitions in team and individual sports, as well as providing grants to local youth and amateur sports associations for equipment and facilities for use in our community. Foundation goals are: Encourage opportunity and advancement in sports development Foster growth of youth sports participation in the community Promote community involvement among youth In keeping with their goals, the Thunderbird Community Sports Foundation determined that one of the best ways to help kids in the Kent Community was to sponsor 8 Kent Parks youth sports teams in 2014 with a donation in the amount of $1,000. EXHIBITS: None YAY: NAY: BUDGET IMPACTS: None Page 6 Page 7 PARKS, RECREATION AND COMMUNITY SERVICES Jeff Watling, Director 440 Phone: 253-856-5100 • Fax: 253-856-6050 N.147KENT WASHING-ON Address: 220 Fourth Avenue S. Kent, WA. 98032-5895 February 18, 2014 TO: Kent City Council Parks and Human Services Committee FROM: Hope Gibson, Parks Planning and Development Manager THROUGH: Jeff Watling, Director Parks, Recreation and Community Services SUBJECT: Consultant Agreement for the Green River Trail Projects from Veterans Drive to Three Friends Fishing Hole — Authorize MOTION: Move to recommend authorizing the Mayor to sign the Consultant Agreement with the Berger Partnership P.S. for $161,555.00 to provide landscape architectural services for two projects along the Green River Trail, subject to final terms and conditions acceptable to the City Attorney and the Parks Director. SUMMARY: Two of the current Green River projects being undertaken by Public Works hold the potential to have long-term significant impacts to an important 2- mile stretch of the Green River Trail, as well as Van Doren's Landing Park and other public properties along the stretch of the Green River from approximately South 200th Avenue to South 231't Avenue. Public Works and our project partners (including King County and the Army Corps of Engineers) agree that master planning and park design are critical components that will help ensure that the projects address multiple important civic priorities and protect important civic assets. EXHIBITS: Draft Consultant Agreement, Sole Source Memo YAY: NAY: BUDGET IMPACTS: Budgeted in the Regional Trails Budget Page 8 �^ Page 9 KEN Wns„i"crou CONSULTANT SERVICES AGREEMENT between the City of Kent and Berger Partnership P.S. THIS AGREEMENT is made between the City of Kent, a Washington municipal corporation (hereinafter the "City"), and Berger Partnership P.S. organized under the laws of the State of Washington, located and doing business at 1721 8`' Avenue North, Seattle, WA 98109, Greg Brower 206-325-6877 (hereinafter the "Consultant"). I. DESCRIPTION OF WORK. Consultant shall perform the following service's for the.. City in accordance with the following described plans and/or specifications. , As described and attached herein as Exhibit ';: Van Doren's Landing Park/Lower Russell Rd/BoeiOg'Rock Master Plan " Consultant further, r0oresentS that the services furnished under this Agreement will be performed in accordance'with generally accepted professional practices within the Puget Sound region in effect at the time those services are performed. II. TIME OF; CO,►NPLETI N. Thee- partieS�% agree that work will begin on the tasks described in Section I above jmmedia,tely up6n,6e- effective date of this Agreement. Consultant shall complete°the work described in`Section I by`becember 31, 2014. III. COMOENSATION. A. The City shall pay the Consultant, based on time and materials, an amount not to exceed One Hundred Sixty One Thousand, Five Hundred and Fifty Five and no/100 ($161,555.00) including applicable Washington State sales tax,], for the services described in this Agreement. This is the maximum amount to be paid under this Agreement for the work described in Section I above, and shall not be exceeded without the prior written authorization of the City in the form of a negotiated and executed amendment to this agreement. The Consultant agrees that the hourly or flat rate charged by it for its services contracted for herein shall remain locked at the negotiated rate(s) for a period of one (1) year from the effective date of this Agreement. The Consultant's billing rates shall be as delineated in Exhibit A. B. The Consultant shall submit quarterly payment invoices to the City for work performed, and a final bill upon completion of all services described in this CONSULTANT SERVICES AGREEMENT - I (Over$10,000) Page 10 Agreement. The City shall provide payment within forty-five (45) days of receipt of an invoice, If the City objects to all or any portion of an invoice, it shall notify the Consultant and reserves the option to only pay that portion of the invoice not in dispute. In that event, the parties will immediately make every effort to settle the disputed portion. IV. INDEPENDENT CONTRACTOR. The parties intend that an Independent Contractor-Employer Relationship will be created by this Agreement. By their execution of this Agreement, and in accordance with Ch. 51.08 RCW, the parties make the following representations: A. The Consultant has the ability to control and direct the performance and details of its work, the City being interested only in the results obtained under this Agreement. B. The Consultant maintains and pays for its own place of business from which Consultant's services under this Agreement will be performed. C. The.Consultant has an established and independent business that is eligible for a business deduction for federal income tax purposes that existed before the City retained Consultant's services, or the Consultant is engaged in an independently established trade, occupation, profession, or business of the same nature as that involved under this Agreement. D. The Consultant is responsible for filing as they become due all necessary tax documents with appropriate federal and state agencies, including the Internal Revenue Service and the state Department of Revenue. E. The Consultant has registered its business and established an account with the state Department of Revenue and other state agencies as may be required by Consultant's business, and has obtained a Unified Business Identifier (UBI) number from the State of Washington. F. The Consultant maintains a set of books dedicated to the expenses and earnings of its business. V. TERMINATION. Either party may terminate this Agreement, with or without cause, upon providing the other party thirty (30) days written notice at its address set forth on the signature block of this Agreement. After termination, the City may take possession of all records and data within the Consultant's possession pertaining to this project, which may be used by the City without restriction. If the City's use of Consultant's records or data is not related to this project, it shall be without liability or legal exposure to the Consultant. VI. DISCRIMINATION. In the hiring of employees for the performance of work under this Agreement or any subcontract, the Consultant, its subcontractors, or any person acting on behalf of the Consultant or subcontractor shall not, by reason of race, religion, color, sex, age, sexual orientation, national origin, or the presence of any sensory, mental, or physical disability, discriminate against any person who is qualified and available to perform the work to which the employment relates. Consultant shall execute the attached City of Kent Equal Employment Opportunity Policy Declaration, Comply with City Administrative Policy 1.2, and upon completion of the contract work, file the attached Compliance Statement. CONSULTANT SERVICES AGREEMENT - 2 (Over$10,000) Page 11 VII. INDEMNIFICATION. Consultant shall defend, indemnify and hold the City, its officers, officials, employees, agents and volunteers harmless from any and all claims, injuries, damages, losses or suits, including all legal costs and attorney fees, arising out of or in connection with the Consultant's performance of this Agreement, except for that portion of the injuries and damages caused by the City's negligence. The City's inspection or acceptance of any of Consultant's work when completed shall not be grounds to avoid any of these covenants of indemnification. Should a court of competent jurisdiction determine that this,Agreement is subject to RCW 4.24.115, then, in the event of liability for damages arising out of bodily injury to persons or damages to property caused by or resulting from the concurrent negligence of the Consultant and the City, its officers, officials, employees, agents and volunteers, the Consultant's liability hereunder shall be only to the extent of the Consultant's negligence. IT IS FURTHER SPECIFICALLY AND EXPRESSLY UNDERSTOOD THAT THE INDEMNIFICATION PROVIDED HEREIN CONSTITUTES THE CONSULTANT'S WAIVER OF IMMUNITY UNDER INDUSTRIAL INSURANCE, TITLE 51 RCW, SOLELY FOR THE PURPOSES OF THIS INDEMNIFICATION. THE PARTIES FURTHER ACKNOWLEDGE THAT THEY HAVE MUTUALLY NEGOTIATED THIS WAIVER. In the event Consultant refuses tender of defense in any suit or any claim, if that tender was made pursuant to this indemnification clause, and if that refusal is subsequently determined by a court having jurisdiction (or other agreed tribunal) to have been a wrongful refusal on the Consultant's part, then Consultant shall pay all the City's costs for defense, including all reasonable expert witness fees and reasonable attorneys' fees, plus the City's legal costs and fees incurred because there was a wrongful refusal on the Consultant's part. The provisions of this section shall survive the expiration or termination of this Agreement. VIII. INSURANCE. The Consultant shall procure and maintain for the duration of the Agreement, insurance of the types and in the amounts described in Exhibit B attached and incorporated by this reference. IX. EXCHANGE OF INFORMATION. The City will provide its best efforts to provide reasonable accuracy of any information supplied by it to Consultant for the purpose of completion of the work under this Agreement. X. OWNERSHIP AND USE OF RECORDS AND DOCUMENTS. Original documents, drawings, designs, reports, or any other records developed or created under this Agreement shall belong to and become the property of the City. All records submitted by the City to the Consultant will be safeguarded by the Consultant. Consultant shall make such data, documents, and files available to the City upon the City's request. The City's use or reuse of any of the documents, data and files created by Consultant for this project by anyone other than Consultant on any other project shall be without liability or legal exposure to Consultant. XI. CITY'S RIGHT OF INSPECTION. Even though Consultant is an independent contractor with the authority to control and direct the performance and details of the work authorized under this Agreement, the work must meet the approval of the City and shall be subject to the City's general right of inspection to secure satisfactory completion. CONSULTANT SERVICES AGREEIMENT - 3 (Over$10,000) Page 12 XII. WORK PERFORMED AT CONSULTANT'S RISK. Consultant shall take all necessary precautions and shall be responsible for the safety of its employees, agents, and subcontractors in the performance of the contract work and shall utilize all protection necessary for that purpose. All work shall be done at Consultant's own risk, and Consultant shall be responsible for any loss of or damage to materials, tools, or other articles used or held for use in connection with the work. XIII. MISCELLANEOUS PROVISIONS. A. Recyclable Materials. Pursuant to Chapter 3.80 of the Kent City Code, the City requires its contractors and consultants to use recycled and recyclable products whenever practicable. A price preference may be available for any designated recycled product. B. Non-Waiver of Breach. The failure of the City to insist upon strict performance of any of the covenants and agreements contained in this Agreement, or to exercise any option conferred by this Agreement in one or more instances shall not be construed to be a waiver or relinquishment of those covenants, agreements or options, and the same shall be and remain in full force and effect. C. Resolution of Disputes and Governing Law. This Agreement shall be governed by and construed in accordance with the laws of the State of Washington. If the parties are unable to settle any dispute, difference or claim arising from the parties' performance of this Agreement, the exclusive means of resolving that dispute, difference or claim, shall only be by filing suit exclusively under the venue, rules and jurisdiction of the King County Superior Court, King County, Washington, unless the parties agree in writing to an alternative dispute resolution process. In any claim or lawsuit for damages arising from the parties' performance of this Agreement, each party shall pay all its legal costs and attorney's fees incurred in defending or bringing such claim or lawsuit, including all appeals, in addition to any other recovery or award provided by law; provided, however, nothing in this paragraph shall be construed to limit the City's right to indemnification under Section VII of this Agreement. i D. Written Notice. All communications regarding this Agreement shall be sent to the parties at. the addresses listed on the signature page of the Agreement, unless notified to the contrary. Any written notice hereunder shall become effective three (3) business days after the date of mailing by registered or certified mail, and shall be deemed sufficiently given if sent to the addressee at the address stated in this Agreement or such other address as may be hereafter specified in writing. E. Assignment. Any assignment of this Agreement by either party without the written consent of the non-assigning party shall be void. If the non-assigning party gives its consent to any assignment, the terms of this Agreement shall continue in full force and effect and no further assignment shall be made without additional written consent. F. Modification. No waiver, alteration, or modification of any of the provisions of this Agreement shall be binding unless in writing and signed by a duly authorized representative of the City and Consultant. G. Entire Agreement. The written provisions and terms of this Agreement, together with any Exhibits attached hereto, shall supersede all prior verbal statements of any officer or other representative of the City, and such statements shall not be effective or be construed as entering into or forming a part of or altering in any manner this Agreement. All of the above documents are hereby made a part of this Agreement. However, should any language in any of CONSULTANT SERVICES AGREEMENIT - 4 (Over$10,000) I I Page 13 the Exhibits to this Agreement conflict with any language contained in this Agreement, the terms of this Agreement shall prevail. H. Compliance with Laws. The Consultant agrees to comply with all federal, state, and municipal laws, rules, and regulations that are now effective or in the future become applicable to Consultant's business, equipment, and personnel engaged in operations covered by this Agreement or accruing out of the performance of those operations. I. City Business License Required. Prior to commencing the tasks described in Section I, Contractor agrees to provide proof of a current city of Kent business license pursuant to Chapter 5.01 of the Kent City Code. J. Counterparts. This Agreement may be executed in any number of counterparts, each of which shall constitute an original, and all of which will together constitute this one Agreement. IN WITNESS, the parties below execute this Agreement, which shall become effective on the last date entered below. CONSULTANT: CITY OF KENT: i By. (signature) By. (signature) Print Name: Print Name: Suzette Cooke Its Its Mayor (title) DATE; DATE: NOTICES TO BE SENT TO: NOTICES TO BE SENT TO: CONSULTANT: CITY OF KENT: Greg Brower Hope Gibson Berger Partnership P.S. City of Kent 1721 8th Ave. North 220 Fourth Avenue South Seattle, WA 98109 Kent, WA 98032 206-325-6877 (telephone) (253) 856-5112 (telephone) gregb@bergerpartnership.com hgibson@kentwa.gov APPROVED AS TO FORM: Kent Law Department CONSULTANT SERVICES AGREEMENT - 5 (Over $10,000) Page 14 DECLARATION CITY OF KENT EQUAL EMPLOYMENT OPPORTUNITY POLICY The City of Kent is committed to conform to Federal and State laws regarding equal opportunity. As such all contractors, subcontractors and suppliers who perform work with relation to this Agreement shall comply with the regulations of the City's equal employment opportunity policies. The following questions specifically identify the requirements the City deems necessary for any contractor, subcontractor or supplier on this specific Agreement to adhere to. An affirmative response is required on all of the following questions for this Agreement to be valid and binding. If any contractor, subcontractor or supplier willfully misrepresents themselves with regard to the directives outlines, it will be considered a breach of contract and it will be at the City's sole determination regarding suspension or termination for all or part of the Agreement; i The questions are as follows: �I 1. I have read the attached City of Kent administrative policy number 1.2. 2. During the time of this Agreement I will not discriminate in employment on the basis of i sex, race, color, national origin, age, or the presence of all sensory, mental or physical disability. 3. During the time of this Agreement the prime contractor will provide a written statement to all new employees and subcontractors indicating commitment as an equal opportunity employer. 4. During the time of the Agreement I, the prime contractor, will actively consider hiring and promotion of women and minorities. 5. Before acceptance of this Agreement, an adherence statement will be signed by me, the Prime Contractor, that the Prime Contractor complied with the requirements as set forth above. By signing below, I agree to fulfill the five requirements referenced above. By: For: Title: Date: EEO COMPLIANCE DOCUMENTS - 1 Page 15 CITY OF KENT ADMINISTRATIVE POLICY NUMBER: 1.2 EFFECTIVE DATE: January 1, 1998 SUBJECT: MINORITY AND WOMEN SUPERSEDES: April 1, 1996 CONTRACTORS APPROVED BY Jim White, Mayor POLICY: Equal employment opportunity requirements for the City of Kent will conform to federal and state laws. All contractors, subcontractors, consultants and suppliers of the City must guarantee equal employment opportunity within their organization and, if holding Agreements with the City amounting to $10,000 or more within any given year, must take the following affirmative steps: 1. Provide a written statement to all new employees and subcontractors indicating commitment as an equal opportunity employer. 2. Actively consider for promotion and advancement available minorities and women. Any contractor, subcontractor, consultant or supplier who willfully disregards the City's nondiscrimination and equal opportunity requirements shall be considered in breach of contract and subject to suspension or termination for all or part of the Agreement. I Contract Compliance Officers will be appointed by the Directors of Planning, Parks, and Public Works Departments to assume the following duties for their respective departments. 1. Ensuring that contractors, subcontractors, consultants, and suppliers subject to these regulations are familiar with the regulations and the City's equal employment opportunity policy. 2. Monitoring to assure adherence to federal, state and local laws, policies and guidelines. EEO COMPLIANCE DOCUMENTS 2 Page 16 CITY OF KENT EQUAL EMPLOYMENT OPPORTUNITY COMPLIANCE STATEMENT This form shall be filled out AFTER COMPLETION of this project by the Contractor awarded the Agreement. I, the undersigned, a duly represented agent of Company, hereby acknowledge and declare that the before-mentioned company was the prime contractor for the Agreement known as that was entered into on the (date), between the firm I represent and the City of Kent. I declare that I complied fully with all of the requirements and obligations as outlined in the City of Kent Administrative Policy 1.2 and the Declaration City of Kent Equal Employment Opportunity Policy that was part of the before-mentioned Agreement. By: For: Title: Date: EEO COMPLIANCE DOCUMENTS - 3 Pa b le 2,11.14 r Hope Gibson Park Planning and Development Manager City of Kent 220 Fourth Avenue South Kent, WA 98032 Proposal for Landscape Architectural Services—Green River Trail,Veterans Drive to Three Friends Fishing Hole Dear Hope: We are pleased to submit this proposal for the Green River Trail design and implementation. The area covered in this proposal is along the Green River from Veterans Drive to Three Friends Fishing Hole, within property controlled by the City of Kent. For the purposes of this proposal, the project consists of two areas: Van Doren's Landing Park/Russell Road: Veteran's Drive to S. 212"Street, and the Boeing property: S, 212t° Street to Three Friends Fishing Hole, The scope of work includes the design of the area outlined above followed by the construction of improvements on the Boeing property. The scope of work for Van Doren's Landing park/Russell Road includes visioning and conceptual design, public outreach, development of a preferred plan, and master plan. The scope of work for the Boeing property includes trail design, preparation of construction documents, permitting, bidding, and construction observation. Project goals are outlined in a document provided January 28, 2014. Van Doren's Landing Park/Russell Road We will participate In a collaborative effort to create a master plan for this length of the Green River Trail. The master plan will include the trail, drive lanes, setback levee, Van Doren's Landing Park, and the edge of the Green River Natural Resources Area.The city will provide the engineering support to lay out a preferred levee alignment and road or trail relocation. Vision and Conceptual Design In this phase we will work with the city, community and stakeholders to establish a vision and conceptual design for the trail and parks along the Green River corridor, • Project kick-off meeting:Attend and participate in a Ireeting with the stakeholders, parks, public works, King County, and others, as appropriate. • Conduct a site visit to review existing conditions. Record findings through photographs and plan notation. I r7i 1>..<r)c, tlittule. Berger Partnership rs 2063256877 17218th Ave bcryulpartncrshiRenm Seattle WA 98 109 Page 18 %§ PA R'iN P Rs IIIP 2.11.14 fI tz�.;Q �e Hope Gibson #z!; 9 City of Kent erge Proposal for Landscape Architectural Services—Green River Trail,Veterans Drive to Three Friends Fishing Hole Page 2 of 10 Prepare base plan from GIS provided by the city. Add and confirm information as necessary, • Establish design opportunities and constraints. • Prepare diagrams and concepts for trail alignment and park improvements. Support the concepts with images and sketches. • Attend (5) meetings to review design progress and obtain input. • Prepare a design narrative. Prepare a preliminary estimate of probable construction costs. Deliverables: Site analysis 2-3 Conceptual ideas Design narrative Preliminary estimate of probable construction costs Public Outreach Public outreach will occur throughout the process of establishing a master plan for the Van Dorm's/Russell Road corridor. Outreach will be conducted through virtual meetings conducted through the city's website. We will provide graphics, images, and text for use in the web based meetings. The public outreach will be conducted in three phases Conceptual, Preferred Plan, and Master Plan. For each outreach effort we will provide the following, • Plans, diagrams, and graphics that depict the design intent and illustrate the ideas up for input, • Support images, photos, sections, and sketches that further develop the design intent. • A written narrative to support the graphic material and provide additional information to aid the review, • Prepare a summary of virtual meeting Input. • Master Plan presentation to the city council, park board, and community. Deliverables: Plans and diagrams for virtual meetings Images, graphics, and photos Virtual meeting summary Presentation boards Page 19 2.11.14 frf' 1"N PA RT N E Rs r,IP Hope Gibson g�ic,9u City of Kent berger Proposal for Landscape Architectural Services—Green River Trail,Veterans Drive to Three Friends Fishing Hole Page 3 of 10 Preferred Plan In this phase we will refine the conceptual ideas into a preferred plan, The design will be based on the input received through the virtual meeting and meetings with stakeholders. Services we will provide during this phase include the following: • Address review comments and input, • Refine the conceptual designs into a single plan, • Prepare plan graphics, sections, and elevations. • Prepare conceptual grading, • Update the written narrative Attend (3) coordination meetings. Provide review of trail and road alignment work prepared by others. • Update the estimate of probable construction costs. Deliverables: Preferred plan graphic, sections, elevations Conceptual grading Written narrative Estimate of probable construction costs Master Plan In this phase we will refine the preferred plan into the master plan. The master plan will include Information to guide future planning along the Green River Trail including trail alignment, trail amenities, park improvements, trail access, and safety improvements. Services we will provide include the following: • Address review comments and input. • Refine and revise the plan graphics, sections, and support documents to reflect the comments and input. • Identify and prepare a list of possible permits and issuing agencies. • Compile master plan documents into a single, bound resource, Provide in digital and hardcopy format. • Attend (3) coordination meetings. • Update the written narrative, • Update the estimate of probable construction costs. Page 20 I 2.11.14 PSHTW RSHIP Hope Gibson City of Kent berger Proposal for Landscape Architectural Services—Green River Tra il,Veterans Drive to Three Friends Flsn i ng Hole Page 4 of 10 Deliverables: Master plan graphic List of permits and project requirements Written narrative update Estimate of probable construction costs update Master plan document Boeing Property This phase of work includes the design of the secondary trail along the Green River. We will work with the city, Corps of Engineers, and King County to prepare a design for the secondary trail within the Boeing Property. The secondary trail will be located between the Green River Trail and the Green River, This work also includes the design of parking for 10-20 cars and trail access. Design In this phase we will develop the trail alignment and amenities such as river overlooks, connecting paths, and planting.The work will be developed through a series of meetings and work sessions.The basis for the design is a concept plan prepared previously by others. • Prepare a base plan from a survey and site information provided by the city. The conceptual alignment provided will be incorporated. • Conduct a site visit to review existing conditions. Record findings through photographs and plan notation. • Review requirements for jurisdictional approvals and permits. • Attend a kick-off meeting. • Prepare a plan with the secondary trail, overlooks, existing trees, and parking located. • Prepare a concept planting plan for review and Integration with work by others. • Prepare a draft project manual including general conditions provided by the city and draft specifications. • Review work prepared by others and provide comments. • Refine the plan to reflect review comments, input and coordination. Attend (3) meetings to review progress and coordinate design efforts. • Attend (1) meeting to review project permitting requirements. Prepare an estimate of probable construction costs. • Provide plans to the city for review and comment at 30%complete. Page 21 2.11.14 fy;.fil enurneRSHle Hope Gibson kzA City of Kent berger Proposal for Landscape Architectural Services—Green River Trail,Veterans Drive to Three Friends Fishing Hole Page 5 of 10 Deliverables: Base plan Permit requirements Trail plan 30% submittal Draft project manual Estimate of probable construction costs Construction Documents In this phase we will prepare documents for the construction of the proposed improvements.The documents will include both plans and specifications, • Prepare construction documents based on the approved design documents. • Prepare site preparation plan,vegetation removal, erosion control, • Prepare layout and alignment plans, • Prepare grading plans with spot elevations and slope requirements. • Prepare drainage and stormwater controls plan for the parking lot. • Prepare irrigation plans for a temporary irrigation system, controller power, etc. • Prepare planting plans. • Prepare construction details • Prepare project manual with general conditions and specifications. • Prepare an update of the estimate of probable construction costs. • Review and comment on work prepared by others. • Attend (10) meetings to review progress and coordinate with work prepared by others. • Provide plans to the city for review and comment at 60%, 90%, and 100% complete, Deliverables: Construction Documents 60%, 90%, and 100%submittals Project manual Estimate of probable construction costs i Page 22 I 211.14 Nr,eTNeusr:IP Hope Gibson u- 3 City of Kent berger Proposal for Landscape Architectural Services—Green River Trail,Veterans Drive to Three Friends Fishing Hole Page 6 of 10 Permitting i In this phase we will prepare documents for permitting.This includes preparation of plans and forms for jurisdictional review.The permitting agency will be the City of Kent.The submittal for permits will take place during preparation of the construction documents at 60%complete. Required permits will be determined but are anticipated to include clearing, grading, and stormwater and erosion control, and possibly shorelines, and critical areas. • Research and define required permits, • Attend (1) pre-subn lttal meeting. This meeting may take place during the construction documents phase, • Add the necessary notations, and calculations to the plans for permitting. • Prepare forms for permitting as required. • Assemble the permit submittal and submit plans. • Review and respond to permit comments/questions. • Attend (1) meeting to review permit comments/questions. • Provide revisions to permit documents. Note: The permit process can vary so the allowance for revisions is limited to (8) hours. Deliverables: Permit requirements Permit documents Permit comment response and plan revisions Bid Administration We will provide support services to Parks during the bidding phase. Specific services include the following: • Prepare documents for bid • Attend pre-bid conference, • Prepare meeting minutes for the pre-bid conference. • Provide responses to bidder questions. • Prepare addenda as necessary. Deliverables: Meeting Iminutes Response to bidder questions Addenda Page 23 2,11,14 ix AR7'NFRSHIP �i�ei P Hope Gibson y,..;r,1E p� City of Kent 8 ger Proposal for Landscape Architectural Services—Green River Trail,Veterans Drive to Three Friends Fishing Hole Page 7 of 10 Construction Administration We will provide services during construction to review progress, check that contractor work is consistent with the construction documents, and note work needing correction. • Attend preconstruction meeting and prepare meeting notes. • Conduct (10) construction meetings (every otherweek) and prepare meeting notes. • Review submittals and shop drawings. • Prepare modification proposals and change orders as approved by the city, • Make interim site visits to review progress and work quality. • Attend walk through prior to project completion and prepare punchlist for work in need of correction. • Back check the punchlist and issue final completion. • Prepare and provide record drawings reflecting the as-built condition as recorded in the contractor's record drawings. • Obtain operating manuals, maintenance manuals, and equipment brochures. Provide to the city. Deliverables: Meeting notes and observation reports Shop drawing/submittal review Punchlist Record drawings Assumptions • Base plans will be prepared from surveys provided by the City of Kent. • The required permits, submittal requirements, and review process are not clearly defined at this time. Limited time has been included for permit administration. Additional services, if needed, will be identified and approved before providing service, • General conditions to the specifications will be provided by the city. Specifications will be provided In CSI format. • The city will administer the bid process, advertise bid, conduct meetings, and tabulate bids • The city will lead the construction observation, make field visits, and perform other related tasks, Page 24 2.11.14 )If's PA arw eas H IP Hope Gibson '„ _. City of Kent berger Proposal for Landscape Architectural Services—Green River Trail,Veterans Drive to Three Friends Fishing Hole !, Page 8of 10 Fees Based on the scope of services identified at this time, we have established a fee for landscape architectural services as follows: Van Doren's/Russell Road Vision and Conceptual Design $16,010.00 Public Outreach $6,220.00 Preferred Plan $15,390.00 Master Plan $13 955,00 Subtotal $51,575.00 i Boeing Property Design $20,870.00 Construction Documents $31,145.00 Permitting $9,485.00 Bid Administration $7,280.00 Construction Observation $18,100.00 Subtotal $86,880.00 Subconsultants Civil Engineer (Allowance w/10% mark-up) $16,500.00 Irrigation Design (Allowance w/10% mark-up) $6,600.00 Subtotal $23,100.00 Project Total $161,555.00 Fees will be billed monthly based upon the percentage of work completed. Services beyond those noted in this proposal will be billed as additional services on an hourly basis as follows, or lump sum fees can be negotiated: Principal $175.00 per hour Associate $130,00 per hour Project Manager $105,00 per hour Landscape Architectural Staff $90.00 per hour Administrative Staff $60.00 per hour Printing, reprographic expenses, CAD plots,travel costs, and other reimbursable expenses will be billed in addition to the above fees at cost plus a 10% administrative mark-up. All accounts are due in ten days. Invoices not paid within 30 days of invoice date will be subject to late charges of 1% per month. If payment for services 1s not received within 90 days of the invoice date, all subsequent services and/or issuance of documents may be Page 25 2.11.14 W Ij PAR` NE RSHIP Hope Gibson City of Kent berger Proposal for Landscape Architectural Services—Green River Trail,Veterans Drive to Three Friends Fishing Hole Page 9 of 10 postponed until receipt of payment, unless special arrangements are made prior to providing the services. Fees may be subject to renegotiation If the proposal is not accepted within 60 days. If the duration of the contract exceeds one year, hourly rates may be subject to annual adjustments at the anniversary date of the contract. Revisions&Additions To Proposal Once the design is approved, any substantive revision to the drawings resulting from owner/client directed changes (including program changes, scope of work changes, modifications to existing documents, construction and/or site and conditions change and adjustments to time frames) will be billed as an extra service. Billing will be hourly, unless a guaranteed maximum fee is requested for the revision.Written confirmation of the change/revision will be sent as an amendment to this contract. Revision work started at the direction of the owner/client,then subsequently terminated, will be billed as extra services through date of stop-work notification. Subconsultants Allowance for subconsultants' fees are included in the scope of work identified at this time. Subconsultants include the civil engineer and irrigation designer. Page 26 21114 trjm ff� P,f R IN F.R S HgI�P Hope Gibson nuitl W City of Kent Proposal for Landscape Architectural Services—Green River Trail,Veterans Drive to Three Friends Fishing Hole '.. Page 10 of 10 If this proposal meets with your approval, please sign one copy and return it to our office. If you have questions, would like more information, or wish to make any modifications, please do not hesitate to contact us.We look forward to working with you on the Green River Trail in Kent. Sincerely, Berger Partnership PS Greg Brower Principal APPROVED: Date Page 27 A .fN!'. rH If' berger Fee Estimate Worksheet Date, 2.11,14 PM Admin Project: Green River Trail $175 $130 $105 LAS$90 $60 Van Doren's Park/Russell Road Visioning and Conceptual Design 2 months Site survey review 1 $130.00 Base plan preparation 2 4 $620.00 Site visit 3 3 $915.00 Kick off meeting 3 3 $915.00 Site analysis 2 2 6 $1,150.00 Concerns and constraints 1 4 $695.00 Design concepts - 8 8 16 $3,880.00 Character images/sketches 2 4 8 $1,590.00 Design narrative 2 2 $470.00 Meetings (5) 15 9 $3,795.00 Estimate of probable consruction cost 2 8 $980.00 Project Administration 2 4 $870.00 Visioning Totals 38 42 0 42 2 $16,010.00 2 months Public and External Agency Outreach concurrent 1. Prepare concepts for input 1 2 8 $1,155,00 Input summary 1 $130,00 2. Prepare preferred plan for input 1 2 8 $1,155,00 Input summary 1 $130,00 3. Prepare master plan for input 2 2 16 $2,050,00 Master plan presentation 4 4 $1,220.00 Input summary 2 2 $380.00 Outreach Totals 8 14 0 32 2 $6,220.00 Preferred Plan 2 months Address input comments 2 $260.00 Concerns and constraints review 2 2 $610,00 Define permits 1 2 $435.00 Refine concepts into preferred plan 6 8 16 $3,530.00 Update narrative 2 2 $470.00 Prepare plans 4 16 $1,960.00 Prepare sections 2 8 $980.00 Conceptual grading 2 8 $1,070.00 Character images 4 4 $380.00 Meetings (3) 9 6 $2,355.00 Estimate of probable construction cost 1 2 4 $795.00 Review work by others 3 3 $915.00 Project Administration 2 6 $1,130.00 Preferred Plan Totals 28 41 0 56 2 $15,390.00 Master Plan 2 months Address input comments 2 $260.00 Prepare master plan graphics 4 8 24 $3,900.00 Update narravtive 2 2 $470.00 Identify permit issues 2 4 $870.00 Prepare master plan brochure 1 8 32 8 $4,575,00 Page 28 r�AzrN"n Hia berger Fee Estimate Worksheet Date: 2.11,14 PM Admin Project: Green River Trail $175 $130 $105 LAS$90 $60 Meetings (3) 6 9 $2,220.00 Estimate of probable construction cost 2 4 $620.00 Project aministration 8 $1,040.00 Master Plan Totals 15 41 0 60 10 $13,955.00 Van Doren's/Russell Road Subtotals 89 138 0 190 16 $51,575.00 Boeing Property Design 2 months Site survey review 1 2 $435.00 Base plan preparation 2 8 $980.00 Site visit 4 4 $1,220.00 Permit requirements 2 4 $870.00 Kick off meeting 4 4 $1,220.00 Site analysis 2 4 8 $1,590.00 Design concepts 8 4 16 $3,360.00 Planting concepts 4 4 8 $1,940.00 Draft project manual 2 2 4 $850.00 Review work by others 4 4 $1,220.00 Meetings (3) 9 9 $2,745.00 Meeting-permit requirements 3 3 $915.00 Estimate of probable consruction cost 1 4 8 $1,415.00 30%submittal 4 8 $1,240.00 Project Administration 2 4 $870.00 Design Totals 46 58 0 56 4 $20,870.00 Construction Documents 4 months Address input comments 2 2 $610.00 Site prep plan 2 4 12 $1,960.00 Layout plan 2 6 24 $3,290.00 Grading and drainage plan 2 6 16 $2,570.00 Irrigation plan and details 2 4 $620.00 Planting plan 4 6 24 $3,640.00 Construction details 4 4 16 $2,660.00 Specifications Boiler plate 2 2 $380.00 Edit 4 16 8 $3,260.00 Meetings (10) 9 30 $5,475.00 Estimate of probable construction cost 2 4 4 $1,230.00 600/.submittal 4 8 $1,240.00 90%submittal 4 8 $1,240,00 100%submittal 4 8 $1,240.00 Project administration 4 8 $1,740,00 Construction Documents Totals 35 102 0 124 10 $31,145.00 Permitting Concurrent Permit requirements 4 4 $1,220,00 Pre-submittal meeting 3 $390,00 Page 29 Ijfjl"�"It Ph t1u,.Ri HIP I rger Fee Estimate Worksheet Date: 2.11.14 PM Admin Project: Green River Trail $175 $130 $105 LAS$90 $60 Plan notations and calcs. 4 8 $1,240.00 Document preparation, notes,forms 2 4 8 $1,350.00 Submittal 4 $520.00 Meeting- permit review 3 3 $915.00 Respond to review comments 2 4 $870.00 Revise documents 4 8 $1,240.00 Project adminstration 4 8 $1,740,00 Peermitting Totals 15 38 0 16 8 $9,485.00 Bid Administration 2 months III Prepare documents for bid 4 a $1,240.00 Plans to bid house 2 $260.00 Pre bid meeting/site walk 4 $520.00 Respond to bidder questions 2 8 8 $2,1 10.00 Prepare addenda 4 8 $1,240.00 Issue addenda 4 $520.00 !I ProjectAdminstration 2 8 $1,390.00 Bid Adminstration Totals 4 34 0 24 0 $7,280,00 Construction Observation 5 months Pre construction meeting 4 $520.00 Construction meetings (10) 40 $5,200.00 Review submittals/shop drawings 8 8 $1,760.00 j Respond to RFI's 10 24 $3,460.00 Site visits in addition to wkly mtgs 8 6 $2,180.00 Punchlist walk and prep 6 $780.00 Substantial completion 4 $520.00 Punchlist follow up 4 $520.00 Final completion 4 $520.00 Record drawings 4 12 $1,600.00 Project Administration 8 $1,040.00 Construction Observation Totals 8 98 0 44 0 $18,100.00 Boeing Property Subtotals 108 330 0 - 264 22 $86,880.00 Van Doren/Boeing Subtotals 197 468 0 454 38 $138,455.00 Subconsultants I!�, Civil Engineer Allowance w/10%mark up $16,500.00 !! Irrigation Design Allowance w/100/.mark up $6,600.00 Subconsutlants Subtotal $23,100.00 Project Total - $161,555.00 Page 30 EXHIBIT S INSURANCE REQUIREMENTS FOR CONSULTANT SERVICES AGREEMENTS Insurance The Consultant shall procure and maintain for the duration of the Agreement, insurance against claims for injuries to persons or damage to property which may arise from or in connection with the performance of the work hereunder by the Consultant, their agents, representatives, employees or subcontractors. A. Minimum Scope of Insurance Consultant shall obtain insurance of the types described below: 1. Automobile Liability insurance covering all owned, non- owned, hired and leased vehicles. Coverage shall be written on Insurance Services Office (ISO) form CA 00 01 or a substitute form providing equivalent liability coverage. If necessary, the policy shall be endorsed to provide contractual liability coverage. 2. Commercial General Liability insurance shall be written on ISO occurrence form CG 00 01 and shall cover liability arising from premises, operations, independent contractors, products-completed operations, personal injury and advertising injury, and liability assumed under an insured contract. The City shall be named as an insured under the Consultant's Commercial General Liability insurance policy with respect to the work performed for the City using ISO additional insured endorsement CG 20 10 11 85 or a substitute endorsement providing equivalent coverage. 3. Workers' Compensation coverage as required by the Industrial Insurance laws of the State of Washington. 4. Professional Liability insurance appropriate to the Consultant's profession, B. Minimum Amounts of Insurance Consultant shall maintain the following insurance limits: 1. Automobile Liability insurance with a minimum combined single limit for bodily injury and property damage of $1,000,000 per accident. 2. Commercial General Liability insurance shall be written with limits no less than $1,000,000 each occurrence, $2,000,000 Page 31 general aggregate and a $1,000,000 products-completed operations aggregate limit. 3. Professional Liability insurance shall be written with limits no less than $1,000,000 per claim and $1,000,000 policy aggregate limit. C. Other Insurance Provisions The insurance policies are to contain, or be endorsed to contain, the following provisions for Automobile Liability and Commercial General Liability insurance: 1. The Consultant's insurance coverage shall be primary insurance as respect the City. Any Insurance, self-insurance, or insurance pool coverage maintained by the City shall be excess of the Consultant's insurance and shall not contribute with it. 2. The Consultant's insurance shall be endorsed to state that coverage shall not be cancelled by either party, except after thirty (30) days prior written notice by certified mail, return receipt requested, has been given to the City. 3. The City of Kent shall be named as an additional insured on all policies (except Professional Liability) as respects work performed by or on behalf of the Consultant and a copy of the endorsement naming the City as additional insured shall be attached to the Certificate of Insurance. The City reserves the right to receive a certified copy of all required insurance policies. The Consultant's Commercial General Liability insurance shall also contain a clause stating that coverage shall apply separately to each insured against whom claim is made or suit is brought, except with respects to the limits of the insurer's liability. D. Acceptability of Insurers Insurance is to be placed with insurers with a current A.M. Best rating of not less than ANII. E. Verification of Coverage Consultant shall furnish the City with original certificates and a copy of the amendatory endorsements, including but not necessarily limited to the additional insured endorsement, evidencing the insurance requirements of the Contractor before commencement of the work. F. Subcontractors Consultant shall include all subcontractors as insureds under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverages for subcontractors shall be subject to all of the same insurance requirements as stated herein for the Consultant. Page 32 Page 33 PARKS, RECREATION AND COMMUNITY SERVICES Jeff Watling, Director Phone: 253-856-5100 ® Fax: 253-856-6050 WASH I NGIC N Address: 220 Fourth Avenue S. '... Kent, WA. 98032-5895 February 11, 2014 TO: Mayor Cooke FROM: Hope Gibson, Parks Planning & Development Manager, Jeff Watling, Director of Parks, Recreation & Community Services SUBJECT: Request for Sole Source Procurement SUMMARY: Parks has been working over the past several months with Berger Partnership, a landscape architectural firm, on preparing the Kent Valley Loop Trail master plan. Berger was chosen for the project through an extensive selection process that involved staff from several departments as well as citizen representatives from the Arts Commission and Kent Parks Foundation. Berger Partnership has extensive experience in urban planning, trail and park design, and habitat restoration in an urban context. In addition to their professional expertise, they spent many, many hours becoming familiar with past city and county planning efforts that focused on the Green River. They also have made extensive site visits, thoroughly familiarizing themselves with the parks and trails in the valley. As well, they closely worked with staff on the public outreach, reading hundreds of citizen input comments and using those comments to inform the resulting plan. Currently, Public Works is working on a levee project with King County that will site, design and construct a one mile stretch of levee along Russell Road in the vicinity of Van Doren's Landing Park. This stretch of river corridor contains more public recreational opportunities than any other stretch of the Green River in Kent. The outcome of the levee project will impact recreation along the Green River for decades. This is an enormously important project, with long-term repercussions. In addition to this project, Public Works is partnering with the Corps of Engineers on an environmental restoration project on a one-mile stretch of park property directly north of the Van Doren's Landing stretch. Their project also has the potential for significant and long-term impacts to the recreational value of the Green River Trail and the adjacent Three Friends Park. Neither of the above projects is including a landscape architect on the project team. That means that neither project team is equipped to consider the recreational issues at stake for what amounts to a two mile, deeply significant stretch of the Green River. Parks is proposing to hire a landscape architect to help inform the two projects; and we are requesting authorization for sole source procurement for this contract. We believe that the situation provides very compelling reasons for proceeding with a Page 34 sole source contract. Both projects, particularly the ERP project (which is scheduled to go to bid this September), are on very aggressive schedules. There is not sufficient time to go through a standard procurement process and keep with the current schedules. In addition, if we went through a standard selection process, once a new consultant was selected selected, getting them up to date on the site, its features, its history, its opportunities and constraints and the public input to this point would require a considerable additional investment, both in time and money. Parks is currently negotiating the amount of the contract with Berger. While we've not yet reached an agreement on compensation, we expect the contract to be worth $155,000 to $165,000. Funding for this project will come from the King County Trails and Open Space Levy account. Should we receive authorization to proceed, Parks will be taking the contract with Berger Partnership to the Parks Committee prior to seeking approval from the full Council. AUTHORIZATION I, Mayor Suzette Cooke, authorize the Parks, Recreation and Human Services Department to proceed with sole source procurement to engage the services of the Berger Partnership for landscape architectural services associated with the levee work planning in the vicinity of Van Doren's Landing Park and the environmental restoration project design in the vicinity of the Boeing Rock property. Ma or u ette Cooke Dax4 ,f Page 35 Parks, Recreation and Community Services Jeff Watling, Director ® Phone: 253-856-5100 K N T Fax: 253-856-6050 WASHINGTOp '.. Address: 220 Fourth Avenue S. Kent, WA 98032-5895 February 20, 2014 TO: Kent City Council Parks and Human Services Committee FROM: Lori, Hogan, Recreation & Cultural Services Superintendent THROUGH: Jeff Watling, Director of Parks, Recreation and Community Services SUBJECT: Land O' Frost Donation Agreement - Authorize MOTION: Move to recommend accepting the $19,000 donation from Land O' Frost for the 2014 season of youth sports programs and authorizing the Mayor to sign the donation agreement, subject to final terms and conditions acceptable to the City Attorney and the Parks Director. SUMMARY: Land 0' Frost believes in the importance of families participating together in healthful, well-rounded experiences. They are grateful for the opportunity to give back to deserving communities and help keep children involved in positive character-building activities. The Land 0' Frost Youth Sports Program provides funds to local communities to help offset some of the costs associated with organizing and operating their youth sports programs for children up to 10 years old. Land 0' Frost Youth Sports began in 2002, and since that time, has grown to include more than 300 leagues, 12,500 teams, and 125,000 players. Since its inception, Land 0' Frost Youth Sports has sponsored over one million players. The $19,000 from Land '0 Frost will fund sponsorships for youth programs for the 2014 season. This is an increase of $1,000 from last year and means 10 more teams will be sponsored. EXHIBITS: Land 0' Frost Donation Agreement YAY: NAY: BUDGET IMPACT: Revenue to Youth Sponsorships Budget Page 36 Page 37 3426 ContractlD Great Tastiub Luimehmeat Kent Parks And Recreation /LAND O' FROST SPONSORSHIP 2014 The following will be included in the comprehensive 2014 Land O' Frost Youth Sponsorship Program for the Seattle area.The following is a sunnnary of the elements that will be included in the annual sponsorship agreement between Kent Parks And Recreation(KPR)and Land O'Frost(LOF). This agreement will commence on January 1,2014 and will terminate on December 31, 2014. Snonsorship Elements: This sponsorship will focus on approximately 190 teams in the winter/Spring/Fatl 14'season.Land O'Frost will sponsor teams under the age of 10. • Prominent Logo inclusion on the front or back of jerseys for 190 teams LOF will supply all necessary logo\ artwork and KPR will have the shirts printed. (The LOF logo will need to be a minimum of 2 '/z"H x 10"W. The phrase Great Tasting Lunchmeat will need to be placed underneath the Land O' Frost oval. Land O'Frost to be the exclusive jersey sponsor,no other corporate logos to be placed on jerseys.) • Coupon distribution in opening day packets, at tournaments, in mailings and other key functions throughout the year. (LOF will supply all coupons) • Announcements by team and league administration to parents/kids about sponsorship. Opportunity for mention/inclusion of Land O' Frost product message in any league/parent communication. • One approximately 4' x 8' banner(or similar signage)to be displayed where KPR teams,that LOP sponsors play. (LOF will give banner artwork and KPR will have banner printed) • Logo inclusion on KPR game schedules for teams sponsored, registration materials and newsletters if possible. • Land 0' Frost logo/youth sports link placed on the league web site htto://www.landof rest.com/youths Ports • A minimum of two(2)annual Email Blasts to all parents, if available,letting them know of the LOF Youth Sports Link for special offers. LOF will provide Email Blast Template. • Client will need Proof of Purchase (190 team pictures)by December 31,2014 The Land O' Frost logo will need to be clearly identified on the shirts in 190 team pictures. The pictures can be informal,taken with a digital camera or regular film. LAND O' FROST WILL DONATE: $19,000.00 Kent Parks And Recreation ltepresentitive Land O' Frost Representative Knox I Page 38 Page 39 PARKS, RECREATION AND COMMUNITY SERVICES Jeff Watling, Director r ® Phone: 253-856-5100 KEIV T Fax: 253-856-6050 Was HtN270N Address: 220 Fourth Avenue S. Kent, WA 98032-5895 February 20, 2014 TO: Kent City Council Parks and Human Services Committee FROM: Lori, Hogan, Superintendent of Recreation & Cultural Services THROUGH: Jeff Watling, Director of Parks, Recreation and Community Services SUBJECT: 2014 Washington State Slo-Pitch Umpires Association Agreement - Authorize MOTION: Move to recommend authorizing the Mayor to sign the Washington State Slo-pitch Softball Umpires Association Agreement for the 2014 season. SUMMARY: Participating teams in the City of Kent Adult Softball Program annually select their preferred umpires association to provide umpire coverage for league play. Each year, up to 180 teams will play in league games covered by the Washington State Slo-pitch Umpires Association Agreement. As a result, the 2014 contract will likely exceed $35,000,00. Participant fees cover all costs for this program. EXHIBITS: Agreement YAY: NAY: BUDGET IMPACT: Budgeted in the Recreation Operating Budget Page 40 Page 41 ENT w<s HiH T.I GOODS & SERVICES AGREEMENT between the City of Kent and Washington State Slo-pitch Umpires Association THIS AGREEMENT is made by and between the City of Kent, a Washington municipal corporation (hereinafter the "City"), and Washington State Slo-pitch Umpires Association organized under the laws of the State of Washington, King County, located and doing business at 19516 63rd PL NE, Kenmore, WA 98028 (hereinafter the "Vendor"). AGREEMENT I. DESCRIPTION OF WORK. Vendor shall provide the following goods and materials and/or perform the following services for the City: Description: Adult Slowpitch Softball Umpiring Start time/Duration/Stop Time: April 1, 2014 to September 30, 2014 Event Location: City of Kent and Kent School District Athletic Fields The vendor agrees to credit the City of Kent $20.00 and One (1) dozen approved softballs for failure to provide umpire services for a scheduled game, per occurrence. Vendor acknowledges and understands that it is not the City's exclusive provider of these goods, materials, or services and that the City maintains its unqualified right to obtain these goods, materials, and services through other sources. II. TIME OF COMPLETION. Upon the effective date of this Agreement, Vendor shall complete the work and provide all goods, materials, and services by completion of the Softball Season, September 30, 2013. III. COMPENSATION. The City shall pay the Vendor an amount not to exceed 1 person/multiple games-$33.00 per game; 2 person/multiple games-$56.00 per game, including applicable Washington State Sales Tax, for the goods, materials, and services contemplated in this Agreement. The City shall pay the Vendor the following amounts according to the following schedule: GOODS & SERVICES AGREEMENT - i (Over $10,000.00, including WSST) Pa e 42 Washington State Slo-pitch Umpire Association will submit an itemized invoice of games worked, umpires per game and fee incurred. Invoice may be divided into portions of the season, either on a monthly or bi-monthly schedule or one invoice for the entire program/season. If the City objects to all or any portion of an invoice, it shall notify Vendor and reserves the option to only pay that portion of the invoice not in dispute. In that event, the parties will immediately make every effort to settle the disputed portion. A. Defective or Unauthorized Work. The City reserves its right to withhold payment from Vendor for any defective or unauthorized goods, materials or services. If Vendor is unable, for any reason, to complete any part of this Agreement, the City may obtain the goods, materials or services from other sources, and Vendor shall be liable to the City for any additional costs incurred by the City. "Additional costs" shall mean all reasonable costs, including legal costs and attorney fees, incurred by the City beyond the maximum Agreement price specified above. The City further reserves its right to deduct these additional costs incurred to complete this Agreement with other sources, from any and all amounts due or to become due the Vendor. B. Final Payment: Waiver of Claims. VENDOR'S ACCEPTANCE OF FINAL PAYMENT SHALL CONSTITUTE A WAIVER OF CLAIMS, EXCEPT THOSE PREVIOUSLY AND PROPERLY MADE AND IDENTIFIED BY VENDOR AS UNSETTLED AT THE TIME REQUEST FOR FINAL PAYMENT IS MADE. IV. INDEPENDENT CONTRACTOR. The parties intend that an Independent Contractor-Employer Relationship will be created by this Agreement. By their execution of this Agreement, and in accordance with Ch. 51.08 RCW, the parties make the following representations: A. The Vendor has the ability to control and direct the performance and details of its work, the City being interested only in the results obtained under this Agreement. B. The Vendor maintains and pays for its own place of business from which Vendor's services under this Agreement will be performed. C. The Vendor has an established and independent business that is eligible for a business deduction for federal income tax purposes that existed before the City retained Vendor's services, or the Vendor is engaged in an independently established trade, occupation, profession, or business of the same nature as that involved under this Agreement. D. The Vendor is responsible for filing as they become due all necessary tax documents with appropriate federal and state agencies, including the Internal Revenue Service and the state Department of Revenue. GOODS & SERVICES AGREEMENT - 2 (Over $10,000.00, including WSST) Page 43 E. The Vendor has registered its business and established an account with the state Department of Revenue and other state agencies as may be required by Vendor's business, and has obtained a Unified Business Identifier (UBI) number from the State of Washington, F. The Vendor maintains a set of books dedicated to the expenses and earnings of its business. V. TERMINATION. Either party may terminate this Agreement, with or without cause, upon providing the other party thirty (30) days written notice at its address set forth on the signature block of this Agreement. VI. CHANGES. The City may issue a written amendment for any change in the goods, materials or services to be provided during the performance of this Agreement. If the Vendor determines, for any reason, that an amendment is necessary, Vendor must submit a written amendment request to the person listed in the notice provision section of this Agreement, section XIV(D), within fourteen (14) calendar days of the date Vendor knew or should have known of the facts and events giving rise to the requested change. If the City determines that the change increases or decreases the Vendor's costs or time for performance, the City will make an equitable adjustment. The City will attempt, in good faith, to reach agreement with the Vendor on all equitable adjustments. However, if the parties are unable to agree, the City will determine the equitable adjustment as it deems appropriate. The Vendor shall proceed with the amended work upon receiving either a written amendment from the City or an oral order from the City before actually receiving the written amendment. If the Vendor fails to require an amendment within the time allowed, the Vendor waives its right to make any claim or submit subsequent amendment requests for that portion of the contract work. If the Vendor disagrees with the equitable adjustment, the Vendor must complete the amended work; however, the Vendor may elect to protest the adjustment as provided in subsections A through E of Section VII, Claims, below. The Vendor accepts all requirements of an amendment by: (1) endorsing it, (2) writing a separate acceptance, or (3) not protesting in the way this section provides. An amendment that is accepted by Vendor as provided in this section shall constitute full payment and final settlement of all claims for contract time and for direct, indirect and consequential costs, including costs of delays related to any work, either covered or affected by the change. VII. CLAIMS. If the Vendor disagrees with anything required by an amendment, another written order, or an oral order from the City, including any direction, instruction, interpretation, or determination by the City, the Vendor may file a claim as provided in this section. The Vendor shall give written notice to the City of all claims within fourteen (14) calendar days of the occurrence of the events giving rise to the claims, or within fourteen (14) calendar days of the date the Vendor knew or should have known of the facts or events giving rise to the claim, whichever occurs first . Any claim for damages, additional payment for any reason, or extension of time, whether under this Agreement or otherwise, shall be conclusively deemed to have been waived by the Vendor unless a timely written claim is made in strict accordance with the applicable provisions of this Agreement. At a minimum, a Vendor's written claim shall include the information set forth in subsections A, items 1 through 5 below. FAILURE TO PROVIDE A COMPLETE, WRITTEN NOTIFICATION OF CLAIM WITHIN THE TIME ALLOWED SHALL BE AN ABSOLUTE WAIVER OF ANY GOODS & SERVICES AGREEhiENT - 3 (Over$10,000.00, including WSST) Page 44 CLAIMS ARISING IN ANY WAY FROM THE FACTS OR EVENTS SURROUNDING THAT CLAIM OR CAUSED BY THAT DELAY. A. Notice of Claim. Provide a signed written notice of claim that provides the following information: 1. The date of the Vendor's claim; 2. The nature and circumstances that caused the claim; 3. The provisions in this Agreement that support the claim; 4. The estimated dollar cost, if any, of the claimed work and how that estimate was determined; and 5. An analysis of the progress schedule showing the schedule change or disruption if the Vendor is asserting a schedule change or disruption. B. Records. The Vendor shall keep complete records of extra costs and time incurred as a result of the asserted events giving rise to the claim. The City shall have access to any of the Vendor's records needed for evaluating the protest. The City will evaluate all claims, provided the procedures in this section are followed. If the City determines that a claim is valid, the City will adjust payment for work or time by an equitable adjustment. No adjustment will be made for an invalid protest. C. Vendor's Duty to Complete Protested Work. In spite of any claim, the Vendor shall proceed promptly to provide the goods, materials and services required by the City under this Agreement. D. Failure to Protest Constitutes Waiver. By not protesting as this section provides, the Vendor also waives any additional entitlement and accepts from the City any written or oral order (including directions, instructions, interpretations, and determination). E. Failure to Follow Procedures Constitutes Waiver. By failing to follow the procedures of this section, the Vendor completely waives any claims for protested work and accepts from the City any written or oral order (including directions, instructions, interpretations, and determination). VIII. LIMITATION OF ACTIONS. VENDOR MUST, IN ANY EVENT, FILE ANY LAWSUIT ARISING FROM OR CONNECTED WITH THIS AGREEMENT WITHIN 120 CALENDAR DAYS FROM THE DATE THE CONTRACT WORK IS COMPLETE OR VENDOR'S ABILITY TO FILE THAT SUIT SHALL BE FOREVER BARRED. THIS SECTION FURTHER LIMITS ANY APPLICABLE STATUTORY LIMITATIONS PERIOD, IX. WARRANTY. This Agreement is subject to all warranty provisions established under the Uniform Commercial Code, Title 62A, Revised Code of Washington. Vendor warrants goods are merchantable, are fit for the particular purpose for which they were obtained, and will perform in accordance with their specifications and Vendor's representations to City. The Vendor shall correct all defects in workmanship and materials within one (1) year from the date of the City's acceptance of the Contract work. In the event any part of the goods are repaired, only original replacement parts shall be used—rebuilt or used parts will not be acceptable. When defects are corrected, the warranty for that portion of the work shall extend for one (1) year from the date such correction is completed and accepted by the City. The Vendor shall begin to GOODS & SERVICES AGREEMENT - 4 (Over$10,000.00, including WSST) i Page 45 correct any defects within seven (7) calendar days of its receipt of notice from the City of the defect. If the Vendor does not accomplish the corrections within a reasonable time as determined by the City, the City may complete the corrections and the Vendor shall pay all costs incurred by the City in order to accomplish the correction. X. DISCRIMINATION. In the hiring of employees for the performance of work under this Agreement or any sub-contract, the Vendor, its sub-contractors, or any person acting on behalf of the Vendor or sub-contractor shall not, by reason of race, religion, color, sex, age, sexual orientation, national origin, or the presence of any sensory, mental, or physical disability, discriminate against any person who is qualified and available to perform the work to which the employment relates. Vendor shall execute the attached City of Kent Equal Employment Opportunity Policy Declaration, Comply with City Administrative Policy 1.2, and upon completion of the contract work, file the attached Compliance Statement. XI. INDEMNIFICATION. Vendor shall defend, indemnify and hold the City, its officers, officials, employees, agents and volunteers harmless from any and all claims, injuries, damages, losses or suits, including all legal costs and attorney fees, arising out of or in connection with the Vendor's performance of this Agreement, except for that portion of the injuries and damages caused by the City's negligence. The City's inspection or acceptance of any of Vendor's work when completed shall not be grounds to avoid any of these covenants of indemnification. IT IS FURTHER SPECIFICALLY AND EXPRESSLY UNDERSTOOD THAT THE INDEMNIFICATION PROVIDED HEREIN CONSTITUTES THE VENDOR'S WAIVER OF IMMUNITY UNDER INDUSTRIAL INSURANCE, TITLE 51 RCW, SOLELY FOR THE PURPOSES OF THIS INDEMNIFICATION. THE PARTIES FURTHER ACKNOWLEDGE THAT THEY HAVE MUTUALLY NEGOTIATED THIS WAIVER. The provisions of this section shall survive the expiration or termination of this Agreement. XII. INSURANCE. The Vendor shall procure and maintain for the duration of the Agreement, insurance of the types and in the amounts described in Exhibit A attached and incorporated by this reference. XIII. WORK PERFORMED AT VENDOR'S RISK. Vendor shall take all necessary precautions and shall be responsible for the safety of its employees, agents, and subcontractors in the performance of the contract work and shall utilize all protection necessary for that purpose. All work shall be done at Vendor's own risk, and Vendor shall be responsible for any loss of or damage to materials, tools, or other articles used or held for use in connection with the work. XIV. MISCELLANEOUS PROVISIONS. A. Recyclable Materials. Pursuant to Chapter 3.80 of the Kent City Code, the City requires its contractors and consultants to use recycled and recyclable products whenever practicable, A price preference may be available for any designated recycled product. GOODS & SERVICES AGREEMENT - 5 (Over$10,000.00, including WSST) Page 46 B. Non-Waiver of Breach. The failure of the City to insist upon strict performance of any of the covenants and agreements contained in this Agreement, or to exercise any option conferred by this Agreement in one or more instances shall not be construed to be a waiver or relinquishment of those covenants, agreements or options, and the same shall be and remain in full force and effect. C. Resolution of Disputes and Governing Law. This Agreement shall be governed by and construed in accordance with the laws of the State of Washington. If the parties are unable to settle any dispute, difference or claim arising from the parties' performance of this Agreement, the exclusive means of resolving that dispute, difference or claim, shall only be by filing suit exclusively under the venue, rules and jurisdiction of the King County Superior Court, King County, Washington, unless the parties agree in writing to an alternative dispute resolution process. In any claim or lawsuit for damages arising from the parties' performance of this Agreement, each party shall pay all its legal costs and attorney's fees incurred in defending or bringing such claim or lawsuit, including all appeals, in addition to any other recovery or award provided by law; provided, however, nothing in this paragraph shall be construed to limit the City's right to indemnification under Section XI of this Agreement. D. Written Notice. All communications regarding this Agreement shall be sent to the parties at the addresses listed on the signature page of the Agreement, unless notified to the contrary. Any written notice hereunder shall become effective three (3) business days after the date of mailing by registered or certified mail, and shall be deemed sufficiently given if sent to the addressee at the address stated in this Agreement or such other address as may be hereafter specified in writing. E. Assignment. Any assignment of this Agreement by either party without the written consent of the non-assigning party shall be void. If the non-assigning party gives its consent to any assignment, the terms of this Agreement shall continue in full force and effect and no further assignment shall be made without additional written consent. F. Modification. No waiver, alteration, or modification of any of the provisions of this Agreement shall be binding unless in writing and signed by a duly authorized representative of the City and Vendor. G. Entire Agreement. The written provisions and terms of this Agreement, together with any Exhibits attached hereto, shall supersede all prior verbal statements of any officer or other representative of the City, and such statements shall not be effective or be construed as entering into or forming a part of or altering in any manner this Agreement. All of the above documents are hereby made a part of this Agreement. However, should any language in any of the Exhibits to this Agreement conflict with any language contained in this Agreement, the terms of this Agreement shall prevail. H. Compliance with Laws. The Vendor agrees to comply with all federal, state, and municipal laws, rules, and regulations that are now effective or in the future become applicable to Vendor's business, equipment, and personnel engaged in operations covered by this Agreement or accruing out of the performance of those operations. I. Counterparts. This Agreement may be executed in any number of counterparts, each of which shall constitute an original, and all of which will together constitute this one Agreement. GOODS & S[RViC[S PGREEMENT - u (Over$10,000.00, including WSST) Page 47 ', IN WITNESS, the parties below execute this Agreement, which shall become effective on the last date entered below. VENDOR: CITY OF KENT: By: By: (signature) (signature) Print Name: Print Name: Suzette Cooke Its Its Mayor (title) DATE: DATE: NOTICES TO BE SENT TO: NOTICES TO BE SENT TO: VENDOR: CITY OF KENT: Dale McGregor David E. Heldt/Kent Commons Washington State Slo-pitch Umpires City of Kent 19516 63rd PL NE 220 Fourth Avenue South Kenmore, WA 98028 Kent, WA 98032 425-481-2005 (telephone) (253) 856-5000 (telephone) 425-481-2005 (facsimile) (253) 856-6000 (facsimile) APPROVED AS TO FORM: Kent Law Department [In this Held,you may enter the eledronlc frepath where the contract has been saved] III I GOODS & SERVICES AGREEMENT ' (Over$10,000.00, including WSST) Page 48 DECLARATION CITY OF KENT EQUAL EMPLOYMENT OPPORTUNITY POLICY The City of Kent is committed to conform to Federal and State laws regarding equal opportunity. As such all contractors, subcontractors and suppliers who perform work with relation to this Agreement shall comply with the regulations of the City's equal employment opportunity policies. The following questions specifically identify the requirements the City deems necessary for any contractor, subcontractor or supplier on this specific Agreement to adhere to. An affirmative response is required on all of the following questions for this Agreement to be valid and binding. If any contractor, subcontractor or supplier willfully misrepresents themselves with regard to the directives outlines, it will be considered a breach of contract and it will be at the City's sole determination regarding suspension or termination for all or part of the Agreement; The questions are as follows: 1. I have read the attached City of Kent administrative policy number 1.2. 2. During the time of this Agreement I will not discriminate in employment on the basis of sex, race, color, national origin, age, or the presence of all sensory, mental or physical disability. 3. During the time of this Agreement the prime contractor will provide a written statement to all new employees and subcontractors indicating commitment as an equal opportunity employer. 4. During the time of the Agreement I, the prime contractor, will actively consider hiring and promotion of women and minorities. 5. Before acceptance of this Agreement, an adherence statement will be signed by me, the Prime Contractor, that the Prime Contractor complied with the requirements as set forth above. By signing below, I agree to fulfill the five requirements referenced above. Dated this day of 200. By: For: Title: Date: EEO COMPLIANCE DOCUMENTS - 1 of 3 -- I Page 49 ' CITY OF KENT ADMINISTRATIVE POLICY NUMBER: 1.2 EFFECTIVE DATE: January 1, 1998 Ili SUBJECT: MINORITY AND WOMEN SUPERSEDES: April 1, 1996 CONTRACTORS APPROVED BY Jim White, Mayor POLICY: i Equal employment opportunity requirements for the City of Kent will conform to federal and state laws. All contractors, subcontractors, consultants and suppliers of the City must guarantee equal employment opportunity within their organization and, if holding Agreements with the City amounting to $10,000 or more within any given year, must take the following affirmative steps: 1. Provide a written statement to all new employees and subcontractors indicating commitment as an equal opportunity employer. 2. Actively consider for promotion and advancement available minorities and women. Any contractor, subcontractor, consultant or supplier who willfully disregards the City's nondiscrimination and equal opportunity requirements shall be considered in breach of contract and subject to suspension or termination for all or part of the Agreement. Contract Compliance Officers will be appointed by the Directors of Planning, Parks, and Public Works Departments to assume the following duties for their respective departments. 1. Ensuring that contractors, subcontractors, consultants, and suppliers subject to these regulations are familiar with the regulations and the City's equal employment opportunity policy. 2. Monitoring to assure adherence to federal, state and local laws, policies and guidelines. EEO COMPLIANCE DOCUMENTS - 2 of 3 Page 50 CITY OF KENT EQUAL EMPLOYMENT OPPORTUNITY COMPLIANCE STATEMENT This form shall be filled out AFTER COMPLETION of this project by the Contractor awarded the Agreement. I, the undersigned, a duly represented agent of Company, hereby acknowledge and declare that the before-mentioned company was the prime contractor for the Agreement known as that was entered into on the_ (date) , between the firm I represent and the City of Kent. I declare that I complied fully with all of the requirements and obligations as outlined in the City of Kent Administrative Policy 1.2 and the Declaration City of Kent Equal Employment Opportunity Policy that was part of the before-mentioned Agreement. Dated this day of 200 . By: For: Title: Date: EEO COMPLIANCE DOCUMENTS - 3 of 3 Exhibit A Page 51 Insurance Requirements for Softball Agreement Insurance The Contractor shall procure and maintain for the duration of the Agreement, insurance against claims for injuries to persons or damage to property which may arise from or in connection with the performance of this Agreement by the Contractor, their agents, representatives, employees or subcontractors. A. Minimum Scope of Insurance Contractor shall obtain insurance of the types described below: 1. Commercial General Liability insurance shall be written on ISO occurrence form CGT 00 01 and shall cover liability arising from premises, operations, independent contractors, personal injury and advertising injury, and liability assumed under the insured contract. The Commercial General Liability insurance shall be endorsed to provide the Aggregate Per Project Endorsement ISO form CG 25 03 11 85. 2. Workers' Compensation coverage as required by the Industrial Insurance laws of the State of Washington. B. Minimum Amounts of Insurance Contractor shall maintain the following insurance limits: 1. Commercial General Liability insurance shall be written with the limits no less than $2,000,000 per each occurrence, 2,000,000 general aggregate. C. Other Insurance Provisions The insurance policies are to contain, or be endorsed to contain, the following provisions for Commercial General Liability insurance: 1. The Contractor's insurance coverage shall be primary insurance as respect the City. Any Insurance, self-insurance, insurance pool coverage maintained by the City shall be excess of the Contractor's insurance and shall not contribute with it. 2. The Contractor's insurance shall be endorsed to state that coverage shall not be cancelled by either party, except after thirty (30) days prior written notice by certified mail, return receipt requested, has been given to the City. 3. The City of Kent shall be named as an additional insured on all Page52 policies (except Professional Liability) as respects work performed by or on behalf of the contractor and a copy of the endorsement naming the City as additional insured shall be attached to the Certificate of Insurance. 4. City reserves the right to receive a certified copy of all required insurance policies. The Contractor's Commercial Liability insurance shall also contain a clause stating that coverage shall apply separately to each insured against whom claim is made or suit is brought, except with respects to the limits of the insurer's liability. D. Acceptability of Insurers Insurance is to be placed with insurers with a current A.M. Best rating of not less than A: VII. E. Verification of Coverage Contractor shall furnish the City with original certificates and a copy;of the amendatory endorsements, including but not necessarily limited to the additional insured;,endorsement, evidencing the insurance requirements of the Contractor before commencement of the Agreement. i F. Subcontractors Contractor shall include all subcontractors as insured under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverage's for the subcontractors shall be subject to all of the same insurance requirements as state herein for the Contractor. Exhibit A Page 53 Insurance Requirements for Softball Agreement Insurance The Contractor shall procure and maintain for the duration of the Agreement, insurance against claims for injuries to persons or damage to property which may arise from or in connection with the performance of this Agreement by the Contractor, their agents, representatives, employees or subcontractors. A. Minimum Scope of Insurance Contractor shall obtain insurance of the types described below: 1. Commercial General Liability insurance shall be written on ISO occurrence form CGT 00 01 and shall cover liability arising from premises, operations, independent contractors, personal injury and advertising injury, and liability assumed under the insured contract. The Commercial General Liability insurance shall be endorsed to provide the Aggregate Per Project Endorsement ISO form CG 25 03 1185. 2. Workers' Compensation coverage as required by the Industrial Insurance laws of the State of Washington. B. Minimum Amounts of Insurance Contractor shall maintain the following insurance limits: 1. Commercial General Liability insurance shall be written with the limits no less than $2,000,000 per each occurrence, 2,000,000 general aggregate. C. Other Insurance Provisions The insurance policies are to contain, or be endorsed to contain, the following provisions for Commercial General Liability insurance: 1. The Contractor's insurance coverage shall be primary insurance as respect the City. Any Insurance, self-insurance, insurance pool coverage maintained by the City shall be excess of the Contractor's insurance and shall not contribute with it. 2. The Contractor's insurance shall be endorsed to state that coverage shall not be cancelled by either party, except after thirty (30) days prior written notice by certified mail, return receipt requested, has been given to the City. 3. The City of Kent shall be named as an additional insured on all Page54 policies (except Professional Liability) as respects work performed by or on behalf of the contractor and a copy of the endorsement naming the City as additional insured shall be attached to the Certificate of Insurance. 4. City reserves the right to receive a certified copy of all required insurance policies. The Contractor's Commercial Liability insurance shall also contain a clause stating that coverage shall apply separately to each insured against whom claim is made or suit is brought, except with respects to the limits of the insurer's liability. D. Acceptability of Insurers Insurance is to be placed with insurers with a current A.M. Best rating of not less than A: VII. E. Verification of Coverage Contractor shall furnish the City with original certificates and a copy of the amendatory endorsements, including but not necessarily limited to the additional insured endorsement, evidencing the insurance requirements of the Contractor before commencement of the Agreement. F. Subcontractors Contractor shall include all subcontractors as insured under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverage's for the subcontractors shall be subject to all of the same insurance requirements as state herein for the Contractor. i i i Page 55 PARKS, RECREATION AND COMMUNITY SERVICES Jeff Watling, Director Phone: 253-856-5100 ® Fax: 253-856-6050 KENT WASHIuGTON Address: 220 Fourth Avenue S. '.. Kent, WA. 98032-5895 February 20 2014 TO: Kent City Council Parks and Human Services Committee FROM: Alex Ackley, Facilities Management Superintendent THROUGH: Jeff Watling, Director Parks, Recreation and Community Services SUBJECT: Fire Station #74 Data Center Remodel Agreement with Dutton Electric Company, Inc. - Authorize MOTION: Move to recommend authorizing the Mayor to sign the contract with Dutton Electric Company, Inc. to perform all work for the new city- wide Data Center at Fire Station #74 in the amount of $53,232.33, including WSST, subject to approval by the City Attorney and Parks Director. SUMMARY: This contract is to provide the electrical capacity to run an uninterrupted power supply unit that backs up power to the city-wide Data Center housed at Fire Station 74 in the event that main utility power is lost. The completion of this Data Center is a high priority project for the IT Department. EXHIBITS: Draft Agreement YAY: NAY: BUDGET IMPACTS: IT Data Center Upgrade Project Budget Page 56 Page 57 CONTRACT BETWEEN THE CITY OF !CENT AND DUTTON ELECTRIC COMPANY, INC. THIS AGREEMENT, made in duplicate, is entered into between the CITY OF KENT, a Washington municipal corporation ("City"), and Dutton Electric Company, Inc. organized under the laws of the State of Washington, located and doing business at 12407 Mukilteo Speedway, A170, Lynnwood, WA 98087, Bruce Deane, (425) 347- 7600 ("Contractor"). WITNESS: In consideration of the terms and conditions contained herein and attached and made a part of this Agreement, the parties agree as follows: 1. The Contractor shall do all work and furnish all tools, materials, and equipment for: City of Kent Fire Station 74 Electrical Improvements in accordance with and as described in the Contract and shall perform any alterations in or additions to the work provided under the Contract and every part thereof. The Contract shall include all project specifications, provisions, and plans; the City's general and special conditions; the 2012 Standard Specifications for Road, Bridge, and Municipal Construction, as prepared by the Washington State Department of Transportation and the Washington State Chapter of the American Public Works Association, including all published amendments issued by those organizations, if applicable ("Standard Specifications"); the City's bid documents; and the Contractor's response to the City's bid. The Contractor is responsible to obtain copies of the 2012 WSDOT Standard Specifications including the latest amendments issued by WSDOT as of the date of bid opening. Unless otherwise directed by the City, work shall start within ten (10) days after the City issues its Notice to Proceed and be completed within 45 days. The Contractor shall provide and bear all expense of all equipment, work, and labor of any sort whatsoever that may be required for the transfer of materials and for constructing and completing the work provided for in the Contract and every part thereof, except as mentioned in the specifications to be furnished by the City. 2. The City hereby promises and agrees with the Contractor to employ, and does employ, the Contractor to provide the materials and to do and cause to be done the above described work and to complete and finish the same according to the Contract and the terms and conditions herein contained and hereby contracts to pay for the same according to the Contract and the schedule of unit or itemized prices provided by Contractor in its response to the City's bid, at the time and in the manner and upon the conditions provided for in the Contract. 3. The Contractor for itself, and for its heirs, executors, administrators, successors, and assigns, does hereby agree to the full performance of all covenants herein contained upon the part of the Contractor. 4. It is further provided that no liability shall attach to the City by reason of entering into this contract, except as expressly provided herein. Page 58 5. Contractor shall defend, indemnify, and hold the City, its officers, officials, employees, agents, volunteers and assigns harmless from any and all claims, injuries, damages, losses or suits, including all legal costs and attorney fees, arising out of or in connection with the performance of this contract, except for injuries and damages caused by the sole negligence of the City. The City's inspection or acceptance of any of Contractor's work when completed shall not be grounds to avoid any of these covenants of indemnification. Should a court of competent jurisdiction determine that this contract is subject to RCW 4.24.115, then, in the event of liability for damages arising out of bodily injury to persons or damages to property caused by or resulting from the concurrent negligence of the Contractor and the City, its officers, officials, employees, agents and volunteers, the Contractor's liability hereunder shall be only to the extent of the Contractor's negligence. IT IS FURTHER SPECIFICALLY AND EXPRESSLY UNDERSTOOD THAT THE INDEMNIFICATION PROVIDED HEREIN CONSTITUTES THE CONTRACTOR'S WAIVER OF IMMUNITY UNDER INDUSTRIAL INSURANCE, TITLE 51 RCW, SOLELY FOR THE PURPOSES OF THIS INDEMNIFICATION. THE PARTIES FURTHER ACKNOWLEDGE THAT THEY HAVE MUTUALLY NEGOTIATED THIS WAIVER. The provisions of this section shall survive the expiration or termination of this contract. 6. Contractor agrees, upon the City's written demand, to make all books and records available to the City for inspection, review, photocopying, and audit in the event of a contract related dispute, claim, modification, or other contract related action at reasonable times (not to exceed three (3) business days) and at places designated by the City. 7. The Contractor shall procure and maintain, during the term of construction and throughout the specified term of maintenance, insurance of the types and in the amounts described in Exhibit A attached and incorporated by this reference. 8. Contractor is responsible for locating any underground utilities affected by the work and is deemed to be an excavator for purposes of RCW Ch. 19.122, as amended. Contractor shall be responsible for compliance with RCW Ch. 19.122, including utilization of the "one call" locator service before commencing any excavation activities. 9. Contractor shall fully cover any and all loads of loose construction materials, including but not limited to sand, dirt, gravel, asphalt, excavated materials, construction debris, etc, to protect said materials from air exposure and to minimize emission of airborne particles to the ambient air environment within the City. ------------- Page 59 CITY OF KENT BY: SUZETTE COOKE, MAYOR DATE: ATTEST: RONALD F. MOORE, CITY CLERK APPROVED AS TO FORM: KENT LAW DEPARTMENT CONTRACTOR BY: PRINT NAME: TITLE: DATE: Page 60 Page 61 PARKS, RECREATION AND COMMUNITY SERVICES Jeff Watling, Director Phone: 253-856-5100 ® Fax: 253-856-6050 KENT WASH ING7ON Address: 220 Fourth Avenue S. Kent, WA. 98032-5895 February 20, 2014 TO: Kent City Council Parks and Human Services Committee FROM: Dinah Wilson, Community Development Block Grant Coordinator THROUGH: Jeff Watling, Director Parks, Recreation and Community Services SUBJECT: 2013 Consolidated Annual Performance Evaluation Report - Approve MOTION: Move to recommend approving the 2013 Consolidated Annual Performance and Evaluation Report and authorizing the Mayor to submit the report to the Department of Housing and Urban Development. SUMMARY: The 2013 Consolidated Annual Performance and Evaluation Report (CAPER) for the City of Kent, Washington is a report to the U.S. Department of Housing and Urban Development (HUD) on the City's activities and accomplishments using Community Development Block Grant (CDBG) and other funds. The report is required by HUD annually and must be submitted by March 31st of each year. The report includes information on how CDBG funds were used to further the goals and strategies of the Consolidated Plan, as well as other activities executed by the City. EXHIBITS: 2013 CAPER YAY: NAY: BUDGET IMPACTS: None Page 62 I Page 63 uj f® / f o V j SOD LL. .+ Z F ZLU > Lu IN LLI f AF If m 0 a v n ti 0 0 N O Z O C O U m 0 0 Page 64 m c 3 m E m w a m c v 3 a c m m v r W N N yC.r N CD '.. a N C C O UCLV w �nayy 'A u o o ff a > m ,� m L m = Ch m m cmi m a •�• `n 'u' u aEi — chi E ou m e O .p ai n •- L c c C c 'O p r. m y m ` an d N m +m+ �' 'p '^ n alai •� N > cf(. u r v u m r v N Cjr`"• ,, ,y "�- v s • u +`' « , c w t co tiD c o £ `'^° H •> > u L c v .m L a ❑ v c ou •v m E v m '^ a, C h(Q e6 N > m y j@ u w •n aL+ N > v C d > L DUI C Y Y y r1 S { rc�o o ru -a v v u -c eco u 'a E 0 v m v E c m o m 0 XXXmFo v E a� w ` Y v vn Ht v 0 v, c m c a a c z tL� c ° m aui ao s mF6v a N O C .cC �,,•1q' N p ,� C. v E �. E w ;F„'s v v .o a c '>_ a c c > a L w ', ? 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X a) U ° E U 3 v ` CL a ° f v a o O ° ac a Q ° v Qj W ° m w c m > a F ° a, Q o 0 3 c > �O r' � Y v, Y L v ++ C O U c 3 Y v v o 6 = v E Y '3 o @ > vQj ° Y v a o O iA ° Q C Q) a, U rn v m a u o u a ..a„ o a n a `n oo f0 Y N d f6 ti ri• .:`pp U fix{ O aJ C fa U aJ 4 .° r CO m , '•;�° o o of u m a a o .N f o m c 1,Q 3 U U U C L a5 > "@. FN 'fit' ° N s. co u f c > Y C7 a,;j• R +_'' T h to N 'gin' al '•�, � L M /F• L C N N C G O 9 a] C C > c L a v u o o o so Q n 3 v y Q a, a, w u to �, a, V1 L fa to Y U V f6 O u N o N c Y ° ai ° O C O O " a W� hD O 0° L to o u c ° L. LU o a m 3 m .> o c m 3 a r a` v Ya •� C al al O N C ° L -O C 3 ap 7 U ba n d t U 3 Q C ++ a] •Y N Y C Y a N Y f6 p L — C E Y 6 c a c ° y Y m N f0 o u C a 3 E o o a ° Y bCD -O C C C C N E O N a-• C H a) Yo N c ai '� a • e • e • • • O o m o m E 3 L m 'a ° > 3 0 0 0" c ° o = m o Q 'pp Q L L F- u U aL C L 0 U 3 0 Page 69 CR-10 - Racial and Ethnic composition of families assisted Describe the families assisted (including the racial and ethnic status of families assisted). 91.5Z0(a) Data to be entered CDBG HOME HOPWA White 0 0 0 Black or African American A.'0 0 0 Asian f`0 0 0 r American Indian or American Native r:4 0 0 Native Hawaiian or Other Pacific Islander Qy 0 0 Hispanic A5, 0 0 0 Not Hispanic 0 0 0 Total 0 0 0 Table 1—Table of assistance to racial and ethnic populations by source of funds Narrative fr 5 ✓1IiS' f� { I r r r � � t F•F f .fF# .�F r f f tF{ J f X, l 'F CAPER 7 OMB Control No:<^SOG-0117(exp.07/31/2015) I, I Page 70 CR-15 - Resources and Investments 91.520(a) Identify the resources made available Source of Funds Source Expected Actual Amount Available Amount Expended Program Year X CDBG $914,499.00 $607,578.46 Table 2—Resources Made Available Narrative f; f Identify the geographic distribution and location of investments Target Area Planned Percentage of Acinj ,):Peft tage of Narrative Description Allocation �Allocatiott;, City of Kent 100% 00% Funds were distributed to programs serving ',Kent residents or fr businesses located in f:- Table 3—Identify the geo raP� „hic distributwn and location of investments''' r r: Narrative The City distributed CDBG fundsrto prograrrls serving K fifresldents'or to business owners with businesses located in Kent. frfro , ;f i r rg.. f ; * X f� CAPER 8 OMB Control No:2506-0117(azp.07/31J2015) Page 71 Leveraging Explain how federal funds leveraged additional resources (private, state and local funds), including a description of how matching requirements were satisfied, as well as how any publicly owned land or property located within the jurisdiction that were used to address the needs identified in the plan. In addition to allocating$914,499 in CDBG funds,the City leveraged $848,320 in resources from General Funds. The Kent Cultural Diversity Initiative Group also received a $5,000 grant to support the Refugee Employment Summit. The fiscal sponsor of the grant was World Relief- Seattle. N/A-The City does not allocate HOME funds. err ; Fiscal Year Summary—Hb1VIE Match 1. Excess match from prior Federal fiscal year 2. Match contributed during current Federal fiscal yevr` 3 .Total match available for current Federal fiscal year(Line 1 plus Line 2ULL 4. Match liability for current Federal fiscal year s 5. Excess match carried over to next Federal fiscal year(Line 3 minus Line 4) Table 4—Fiscal Year Summary?ROMF Match Report f n { i � I Jr • x .r r '- CAPER 9 OMB Control No:2506-0117(exp.07/3112015) Page 72 Y- t ° u cry 0 C Y p a s b�^ c 0 0 C a m @ m � m li L A d JF CL x m c V W Y c 7 L i W r ° m i -o c LL lL ,! a o d @ ZC u_ c a•r� c Y CL 41 G W - Y c .L.d @ F W � C �" O � � M �AF 6. ...,v c a o p H cH � a C C Y Lp ~ li L d W L m u@U m a 'CU 0 bp a V m wr o �°+ m o m � o oE r' Q o c N n ° m GtxQ s O N Y C o C C N c@ v Q m W m i O ° n E c c in o p p m c U c CL z° c ' Z m E m _0 T, z w , mm •� lb o H o m w Q a` z O o` Z S 0 I Page 73 i Minority Business Enterprises and Women Business Enterprises—Indicate the number and dollar value of contracts for HOME projects completed during the reporting period N/A Total Minority Business Enterprises White Non- Alaskan Asian or Black Non- Hispanic Hispanic Native or Pacific Hispanic American Islander Indian Contracts Number Dollar Amount Sub-Contracts Number Dollar Amount { Total Women Male Business K Enterprises �/ �" Contracts ' r f Number n Dollar r" Amount Sub-Contracts Number Dollar Amount Table 7—Minority Business a`ntl,Women Business Enterpr s Minority Q:`"Hers of RBntal Pro(fe ty—Indicate the nuPi bbr of HOME assisted rental property owners and the to al amount d DOME fui ds;in these rental properties assisted IN .. Total ?{,_ Minority Property Owners White Non- Alaskan Asian or Black Non- Hispanic Hispanic Native'pr /Pacific Hispanic r American Islander Indian*' Number Dollar Amount Table 8—Minority Owners of Rental Property CAPER 11 OMB control No:25OB-011;(exp.07/31/2015) Page 74 Relocation and Real Property Acquisition— Indicate the number of persons displaced, the cost of relocation payments,the number of parcels acquired,and the cost of acquisition N/A Parcels Acquired Businesses Displaced Nonprofit Organizations Displaced Households Temporarily Relocated, not Displaced Households Total Minority Property Enterprises White Non- Displaced Alaskan Asian or Black Non- Hispanic Hispanic Native or Pacific Hispanic American Islander Indian Number Cost Table 9—Relocation andAbal Property Acquisition IK f f t, r yr I F fS CAPER 12 CM B Control No:2506-0117(exp.(37;31;2015) Page 75 CR-20 - Affordable Housing 91.520(b) Evaluation of the jurisdiction's progress in providing affordable housing, including the number and types of families served,the number of extremely low-income, low-income, moderate-income, and middle-income persons served. One-Year Goal Actual Number of homeless households to be 0 provided affordable housing units Number of non-homeless households to 122* r 143 be provided affordable housing units Number of special-needs households to 'f be provided affordable housing units Total 122 3.43 Table 10-Numberpf Households *One year goal in 2013 Annual Action Plan should have"been 122. w, f rope-Yeargoal Actual Number of households supported 42 147 KI through rental assistance Number of households supported {_ " 0 0 through the production of new units Number of households supported rf 80 111 through the rehab of existm g Number of households'Supporte l 0 "' 0 through the acqulsitl6n f existing utijts ' r Total fS 122 o-_ 258 Table 1 Nurpber of households supported Discuss thp;'djfferencw betweert'goals an"iJ,o tcomOsrand problems encountered in meeting these Outcomes exceeded goals, ,,City#he wa'.extremelyFpleased with the performance of its sub- recipients; i.e j organizations tat the Citycontracted with to provided services. f , thes Discuss how e outcomes will,jmpact future annual action plans. The City estimates tha"f �t will receive level funding in 2014;therefore, it will negotiate similar outcomes with organizatiots delivering services after factoring in cost of living adjustments. CAPER 13 OMB Control No.2506-0117(exp.07/31/2015) Page 76 Include the number of extremely low-income, low-income, and moderate-income persons served by each activity where information on income by family size is required to determine the eligibility of the activity. Data to be entered Number of Persons Served CDBG Actual HOME Actual Extremely Low-income 0 0 Low-income 0 0 i Moderate-income 0 0 Total 0 0 Table 12—Number of Persons ser4ed Narrative Information �r A t{ P f f l r+ { CAPER 14 01M6 Control No:250G-0M(exp.07/31112M) Page 77 CR-25 - Homeless and Other Special Needs 91.220(d, e); 91.320(d, e); 91.520(c) Evaluate the jurisdiction's progress in meeting its specific objectives for reducing and ending homelessness through: Reaching out to homeless persons (especially unsheltered persons) and assessing their individual needs The HealthPoint Healthcare for the Homeless Project included an outreach component to ensure that the homeless are aware of healthcare services. TfSe;City also invested in outreach to the homeless through a General Fund-supported proiec "f f Addressing the emergency shelter and transitionalhousing needsof homeless persons Two programs funded by the City addressed emergency shelter and ttansitional housing needs of homeless persons: YWCA: Anita Vista Transitional Housing Program and Catholic Community Services-Katherine's House (CCC). Anita Vista proviClgd transitional housmg�for domestic violence survivors and their families end CCS provided shelter and case management services to X single women in recovery. Helping homeless persons (especially ch. Ically} omeless individuals and families, families f. with children, veterans and their families,etwd unaccompanied out make the transition to permanent housing 3&0 independent living, mclu ing shortet irig the period of time that individuals and familiesxperience;homelessness, facilitating access for homeless individuals and families to affordable housing tiCfrts and preveiting individuals and families who were recently hom less from becoming homeless again r . r Through its•.„homeless continuum,`which was funded by General Funds and CDBG, Multi-Service Center (M5C),-provided responsive services to target the needs of homeless individuals. Services provided along the cofiPouum consisted of shelter with supportive services, a hotel s voucher, a referral to>.permane �h,ousing, etc. The YWCA and Refugee Women's Alliance (ReWA) provided case rXf2nag ehle'nt services to the homeless and helped them find permanent housing. Helping low-income individuals and families avoid becoming homeless, especially extremely low-income individuals and families and those who are: likely to become homeless after being discharged from publicly funded institutions and systems of care (such as health care facilities, mental health facilities,foster care and other youth facilities, and corrections programs and institutions); and, receiving assistance from public or private agencies that address housing, health, social services, employment, education, or youth needs CAPER 15 OMB Control No:2506-0117 iexp.07/31/2015) Page 78 Rental assistance to prevent homelessness was provided by MSC and ReWA. Most of the women that received shelter through CCS were women who were released from the King County Regional Justice Center. XX j, f l „ N' Ff f` x,, fr f ,f r� rr f r� f � Gi! CAPER 16 OMB Control No:2506-0117(exp.07/31/2015) Page 79 CR-30 - Public Housing 91.220(h); 91.320(j) I Actions taken to address the needs of public housing The City worked collaboratively to address the needs of public housing by advocating for and investing in affordable housing stock, providing supportive services to prevent homelessness (this kept additional people off the King County Housing Authority waitlist rolls), and sitting on a number of committees and application review teams that directed funds to organizations managing affordable housing stock Actions taken to encourage public housing residents to become more involved in management and participate in homeownership 1. The King County Housing Authority (KCHA) Increaseci'resident it oIVement through a number of mechanisms; e.g., the Resident Advisory Council was created as a fo`rgjm for residents to provide feedback to assist KCHA with the development of policies and procedures that impact Housing Authority residents, etc. The City was rarely In a position to have direct impact on resident involvement. f's Actions taken to provide assistance to,jroubf d PHAs �,r r The KCHA is not considered a troubled"`i?HA %f{ `{, W fr i CAPER 17 OMS Control No:2506-011;(exp.07/31(2015) Page 80 i CR-35 - Other Actions 91.220(j)-(k); 91.320(i)-(j) Actions taken to remove or ameliorate the negative effects of public policies that serve as barriers to affordable housing such as land use controls,tax policies affecting land, zoning ordinances, building codes, fees and charges,growth limitations,and policies affecting the return on residential investment. 91.220 0); 91.320 (1) The City of Kent is committed to maintaining the affordable housing stock in our community. Using CDBG funds for the Home Repair Program allowed home owners to maintain their homes and preserve housing stock. F The City also provides limited assistance to individuals aild fafYSrhes that are behind on utility payments due to circumstances like temporaryjpjy' ss due to Illness, reduced income due to a financial emergency, etc. �� Actions taken to address obstacles to meeting uglerserved heeds. 91 220(k); 91.320(j) 4,0 Several planning meetings with provider nd representatives who specialize in providing services to refugee and immigrant clients were Convened tof(evelop an action plan to locate a facility in which to co-locate services. lnue working on this issue in 2014. Actions taken to red lead Based paint hazards 'r91 220(k); 91.320(j) /rt No actions were taken. Actions taken to reduce the'umber of poverty-level.,families. 91.220(k); 91.320(j) The CO of Kent continuedto worift,6 reduce the number of families in poverty. Through its Kent Micro enterprise Initiativo.(Washiington CASH was the sub-recipient), the City provided business training classes to low=income individuals, especially women, People of Color, and disabled individuals..The City al,So'worked to increase jobs to individuals and families by G . sponsoring and investing In th".Re' ugee Employment Summit and encouraging businesses to hire low-income residentst: { In addition, the City maintained relationships with local training schools and community colleges that work to reduce poverty through education and training programs. CAPER 18 OYIB Control No:2506-0117(exp.07/31/2015) Page 81 Actions taken to develop institutional structure. 91.22O(k); 91.32O(j) The City continued to work with King County, suburban cities, the City of Seattle, United Way of King County and other entities to develop Family Housing Connection, a countywide program committed to the goal of reducing the burden on families experiencing homelessness in King County by providing a single access point for shelter and housing resources. The change in the definition of homelessness led to an increase in the number of families that needed housing, and the City is worked to mitigate the effect on the homeless by developing programs and mechanisms to assist people while they waited for permanentfio_using. Staff also joined The Seattle Foundation Center for Communl#y Partnerships Advisory Committee. The purpose of the Center is to advance dol(d'horative, systemic change to achieve greater economic and racial equity in King County This will be adcotnplished by working across various interconnected issues with diverse partners including coin unfity members, government representatives, funders and busmt ss,leaders, It is anticipated that this work will have a positive impact on institutional structure Actions taken to enhance coordination between publiaandFprivate housing and social service agencies. 91.22O(k);91.32O(j) *J The City was instrumental in developing re)ationshii between th s2 entities and continued to foster and participate to these colla orations, Inclul-ling the Homeless Forum, a monthly f k/8 meeting of housing art'd support se&ice prove rs, South King Council of Human Services, South King County Housing Development r4up, and t1' King County Housing Development Consortiurp Identrfy`actlons taken to oVercomethe effects of any impediments identified in the jurisdictions analysis of Impediments"to.fair housing choice. 91.52O(a) Recommendationsfrom the GC "s Analysis of Impediments to Fair Housing Choice included: ):: Recommendation ! Expand qdr ent education and outreach efforts The City continued to work on this recommendation by: • Posting fair housing materials on its website ; • Providing fair housing articles/information/notices in electronic communications to the Kent Cultural Diversity Initiative Group; • Providing fair housing materials to apartment complexes through its police department; and • Distributing a Fair Housing Equity Assessment Survey to protected groups. CAPER 19 OMB Control No:2506-0117(exp.0"31/2015) Page 82 I Recommendation 11: Continue ongoing enforcement activities The City does not have enforcement authority; the Washington State Human Rights Commission and the King County Office of Civil Rights investigates complaints. Recommendation 111:Target homeownership and lending marketing to African Americans and Hispanics households The City used Neighborhood Stabilization to purchase and rehabilitate three foreclosed homes, which were then sold to income-eligible homebuyers. The homebuyers were families of African American descent that had been on the Habitat for Humanity{waitlist for an extended period of time; the families received zero-interest loans. A fifteen-year Covenant of affordability was signed by each homebuyer. f " Mortgage payments received from the homebuyers were entered into'a fund that will allow Z Habitat for Humanity to purchase, rehabilitate, andtell additional houses These payments will allow the City and Habitat for Humanity to target additional homeownership`to African American and Hispanic households nX, _ I ,.r r� f F aye r �f ft _ +f CAPER 20 OMB Control No:2506-0117(exp.07/31/2015) Page 83 CR-40 - Monitoring 91.220 and 91.230 Description of the standards and procedures used to monitor activities carried out in furtherance of the plan and used to ensure long-term compliance with requirements of the programs involved, including minority business outreach and the comprehensive planning requirements Standards and Procedures for Monitoring The City monitored its CDBG program throughout the year. Programs funded by the City were expected to maintain high standards. Organizations were'406rmed that the failure to comply with contractual requirements and regulations could res.kin`remedial actions and/or the termination of funding. Quarterly performance reports were reviewed bythe Human Services Commission. Standards and procedures are furtheroutlined below The City funded one new project in 2013, he Emerge,Pcy Feeding Program, Food for all Around Kent. The CDBG Program Coordinatortrlpt vljth project staff before and during the contract year. In addition,tie"Coordinator tnt with sites that expressed interest in distributing food through the Food ject to review income- ffXX . eligibility guidelines and answer CDBG ehgibIll. uestiot�s., • All projects wer?rtionitored closely to ensure tha#ftaff has a'good understanding of program admmisfration,program perfo iYlejice standards, fiscal administration, contractual requirements, and recordkeepng and reporting. Issues that needed clarification were ac�lre ed r, • Projectsrece)ved quarterly monitb'rmg Prdgramsthat needed guidance in achieving fpefformance measures orfadhering to contractual requirements received technical ass)$t.nce, were required to attend a meeting with City staff, and/or received an on-site monitoring visit • Monitonng`cconcerns/firSding were reviewed with agency staff and documented in N;. writing. • When applicable,timely corrective action was required. • Agencies were required to provide supporting documentation or written communication verifying that deficiencies were corrected. • Agencies were informed that failure to take corrective action could lead to the withholding or the loss of funding. Citizen Participation Plan 91.105(d); 91.115(d) The Kent community, including regional stakeholders, received a 30-day period to review and comment on the CAPER. Notices were provided via the following mechanisms: CAPER 21 OMB Control No:25OG-0117(up.07/31/2015) ! I mrw • A Public Notice was posted on theaya Gm webs& on Thursday, EBm,91a3g. & link»the website was provided enon-profits, South King Dui Planners, and Awhaam in the Kent area. In addition, G#to the electronic nka was provided to participants ¥the Kent Cultural Diversity Initiative Group and other npn.m, that have zAq withethnic/racial minorities, non-English speaking persons, and People withmew. • # copy of the Public Notice and the CAPER were Pmk in the Housing and Human Services office and m City Hall. • The Kent community and stakeholders were invited to,prpvide comments nape, hearing held m the Kent Hume Services @mw2o Qs on February 2n214 . . �/ _ . :.> . ^ i CAPER 2 a.Control No: m„o 9 . Page 85 CR-45 - CDBG 91.520(c) Specify the nature of, and reasons for, any changes in the jurisdiction's program objectives and indications of how the jurisdiction would change its programs as a result of its experiences. There were no changes in the City's program objectives. The City does not anticipate major changes in programs. Does this Jurisdiction have any open Brownfields Economic,Uevelopment Initiative (BEDI) r grants? f F } No. r f , F �✓ r r rr f. f fFf, Oyr, r , jar � Yff,t F �X� r �{ f✓ F {y f it f CAPER 23 OMB Control No:2506-0117(exp.07/31/2015) Page 86 Page 87 PARKS, RECREATION AND COMMUNITY SERVICES Jeff Watling, Director 440 Phone: 253-856-5100 • Fax: 253-856-6050 N.147KENT WASHING-ON Address: 220 Fourth Avenue S. Kent, WA. 98032-5895 February 20, 2014 TO: Kent City Council Parks and Human Services Committee FROM: Dinah R. Wilson, CDBG Coordinator THROUGH: Jeff Watling, Director Parks, Recreation and Community Services SUBJECT: First Amendment to the 2013-2017 Consolidated Plan for Housing and Community Development - Approve MOTION: Move to recommend approving the proposed First Amendment of the 2013-2017 Community Development Block Grant Consolidated Plan for Housing and Community Development, including funding allocations. SUMMARY: The 2013-2017 CDBG Consolidated Plan for Housing and Community Development was submitted to HUD via an online template that did not allow the City to include a substantive Community Participation Process specifying what circumstances would constitute a substantial amendment of the Consolidated Plan and Annual Action Plan. The City wishes to amend to amend its 2013-2017 Consolidated Plan so that it can add a Community Participation Guide that includes a definition for substantial amendment. In addition, the City originally allocated $100,000 in funding to the City of Kent- Grow Kent Fund to provide below-market rate financing to grow small businesses in Kent through the City of Kent's 2013-2017 CDBG Consolidated Plan for Housing and Community Development. When this project was not launched in 2013 and funds were recaptured, the City of Kent Economic Development Division asked the CDBG Program to re-purpose the funds and invest in a downtown storefront facade rehabilitation project. The City wishes to reallocate funds for this purpose. Pursuant to HUD regulations, the City of Kent proposes to amend the 2013-2017 CDBG Consolidated Plan for Housing and Community Development to include the following provisions: Page 88 Page 89 1. Amend the 2013-2017 Annual Action Plan to allow for the addition of a Community Participation Guide, which states that a substantial amendment is defined as: a) any proposed change in the use of CDBG funds that exceeds 10% of the total annual entitlement; b) any change in the purpose, a major change in the scope of an activity, or a change in the beneficiaries; or c) the addition of a new activity or deletion of an approved activity. 2. Amend the 2013-2017 Consolidated Plan (the 2013 Annual Action Plan Section) to allow for the reallocation of $100,000 in CDBG funds; funds shall be awarded as follows: a) Award $100,000 to the City of Kent Storefront Facade Rehabilitation Project. Funds shall be used to rehabilitate storefront building facades in a designated downtown area of Kent. The Public was notified of this amendment through a public notice and provided an opportunity to comment on the amendment. EXHIBITS: • The First Amendment of the 2013-2017 CDBG Consolidated Plan for Housing and Community Development • City of Kent 2013-2017 Consolidated Plan for Housing and Community Development: Community Participation Guide YAY: NAY: BUDGET IMPACTS: Budgeted: City of Kent Grow Kent Fund: $100,000 City of Kent Storefront Facade Rehabilitation Project: $100,000 Page 90 I Page 91 CITY OF KENT Parks, Recreation & Community Services Housing and Human Services Division FIRST AMENDMENT of the 2013 — 2017 CDBG CONSOLIDATED PLAN for HOUSING and COMMUNITY DEVELOPMENT A. BACKGROUND 1. The 2013-2017 Consolidated Plan e r.Housing and,,Community Development provides a framework for implem ending,„„housing, human services and community development activities from '20�3-2017. 2. Each year the City of Kent executes specific=!actions to implement the objectives and strategies of the five-year,Consolidated Plan;,which are outlined in an Annual Action,_Plan. 3. The 2013-2017 Consolidated Pled was submitted via an online template , . that was mandated by HUD; 4. This template djd not allow fihe City tg-jiiclude a substantive Community Participation Procoss specifying,.whaY circumstances would constitute a substantial amendment of the Consolidated Plan and Annual Action Plan. 5. The City wishes to a,rnend its 201372017 Consolidated Plan so that it can add a.Community;Pirti,(ipo.t,ion Guide. 6, -The 201 2„017 Consolidated; Plan also included the 2013 Annual Action Plan 7: ,In the 2013 Ar�qual Actlpr; Plan, the City allocated $100,000 of CDBG to thie City of Kent-Grow Kehl Fund to provide below-market rate financing to grow small bus6osses in Kent. 8. The City did not launch this project in 2013; therefore, funds were recaptured.' 9. Instead of using th5ese funds as initially allocated, the City has decided to invest in a downtown storefront fagade rehabilitation project. i B. AMENDMENT 1. Amend the 2013-2017 Annual Action Plan to allow for the addition of a i Community Participation Guide, which states that a substantial amendment is defined as: any proposed change in the use of CDBG funds that exceeds 10% of the total annual entitlement; ill " Amendment of 2013 - 2017 Consolidated Plan Page 92 • any change in the purpose, a major change in the scope of an activity, or a change in the beneficiaries; or • the addition of a new activity or deletion of an approved activity. 2. Amend the 2013-2017 Consolidated Plan (the 2013 Annual Action Plan Section) to allow for the reallocation of $100,000 in CDBG funds. 3. Funds shall be awarded as follows: • Award $100,000 to the City of Kent Storefront Facade Rehabilitation Project. Funds shall be used to rehabilitate storefront building facades in a designated downtown area of Kent. 2013 CDBG Funds Awarded Amount: $100,900 Award to: Capital Projects Awarded Fgnds Change City of Kent: Grow Kent <$100,000> " $ibi ,000 Fund City of Kent: Storefront $100,000 +$100,00,61 Facade Rehabilitation Project Total: $1001000-. , $100,000 I I 2 1 " Amendment of 2013 - 2017 Consolidated Plan Page 93 CITY OF KENT 2013 -2017 CONSOLIDATED PLAN for HOUSING AND COMMUNITY DEVELOPMENT COMMUNITY PARTICIPATION GUIDE I Working to Improve Ynur Community Through the Use of Community Development;Block Grant Funds HUD refers to this as the Citizen Participation Process -..._.. .. _ .. .. ... .._ . . ..... Page 94 COMMUNITY PARTICIPATION GUIDE The City's Role The City of Kent receives an annual allocation of Community Block Grant funds through the U.S. Department of Housing and Urban Development (HUD). CDBG funds are administered through the City's Department of Parks, Recreation and Community Services,Housing and Human Services Division. In accordance with federal guidelines, CDBG funds are provided to projects that meet a national objective and carry out an eligible activity. The amount available for allocation is based on'a federally mandated formula;therefore, the amount varies from year to year. After funds are allocated by HUD, the CiVs ten-memberHuman.$o�vices Commission evaluates and makes recommendations on funding requests. The Commission was established in 1986 to serve as an advisory orgai*ation to the City Council. In addition to making recommendations on funding requests,it helps set priorities, evaluates and reviews funded human services agencies and responds to tha City's actions effecting the availability and quality of human services in Kent This Cowmmnithj Participation Guide includes information rnr?how residents can assist the City with the process of distributing CD`BGfunds and also contpfis information about the role of the Housing and Human Services Division in administering funds. SOURCES, USE AND ADMINISTRATION'OF FEDERAL AND LOCAL FUNDS Funding Sources • CDBG: CDBG rs a federal program that is`adrninistered by HUD. • General Funds In add tiort tot DEGfunds,the City uses local funds;i.e, general funds,to address human services needs. General Funds are administered tliiough the Cis Housing and Human Services Division, How CDBG lss Used CDBG applications are received from the community and subjected to a screening process, After ascreening'process, the City uses the following three-prong analysis to determine which ptOgratts receive CDBG funding: 1. Does the service or need fall within a City of Kent funding target? The City has five (5) funding targets,which are as follows: • Meeting Community Basics: Ensuring that people facing hardship have access to resources to help meet immediate basic needs. • Increasing Self-Reliance: Helping individuals break out of the cycle of poverty by improving access to services and removing barriers to employment. • Strengthening Children and Families:Providing children,youth and families with community resources needed to support their positive development,including early intervention&prevention services. Page 95 • Building a Safer Community:Providing resources and services that reduce violence, crime, and neglect in our conurrunity. • Improving Health and Well-Being: Providing access to services that allow individuals to improve their mental and physical health, overall well-being, and ability to live independently. • Improving and Integrating Systems: Leading efforts to ensure that human services systems meet demands and expectations by increasing capacity, utilizing technology,coordinating efforts, and sharing resources. 2. In addition, the City ensures that projects meeting one of the five funding targets address one of the following CDBG objectives: (1) provide,a suitable living environment; (2) provide decent housing; and (3) provide ecoi}ornic opportunity. 3. Is the service or need an eligible activity? 4. Does the service or need meet a national objective2Thefihree national objectives are activities benefiting low/moderate-income persons, activities which aid in preventing or elim nating slums or blight, or activities meeting community development needs that have a particular urgency because existing conditions pose a serious and inunediate threat to th'e health or,welfare of the.community and other financial resources do not exist to meet sflCh needs. Over the five-year period of the Consolidated Plan, all CDBG funds were used exclusively to meet the national objective of benefiting low/moderate-income persons. CDBG has been used for a myriad of act vit'iOs-t,o benefit tozv/moderate-income members of the Kent community. The City resetrveS.the full 20%that is legally allowed for planning and administration and15%for publrc sOruice projects. The remainder is spent on capital projects,'T ro ect examples include the following: • Providing nursing services to homeless individuals who reside in Kent-area transitional and domestic'violence shelters;: • Providing shelter and case management services to homeless single women who formerly residednn Kent • PrevehLinghontelessness by providing rent assistance grants to individuals facing eviction +" C,austructing a wheel chair-ramp in the home of a disabled senior • Corrstructing a new Wall on'a public facility that provides mental health services to youth-and their families • Offermgbusiness classes and training to low-income women,people with disabilities, and other under-served Kent residents to provide the skills to start a micro-enterprise business OPPORTUNITIES FOR COMMUNITY PARTICIPATION Several opportunities exist for Kent residents,community members and stakeholders to partner with the City to help it decide how to invest CDBG funds. Community participation falls within the following five categories: 1. Planning The City has written plans that outline its housing and community development needs,priorities, and which programs it intends to invest in to address those needs. i Page 96 ! i i The plans are updated periodically; Kent residents and stakeholders are invited to participate in their development. This Guide contains information on who to contact to request a free copy of the plans. 2. Public Meetings In developing the Consolidated Plan and Annual Action Plane (hereinafter referred to as the Plan,the City holds a series of meetings to discuss and solicit input from the public. People of Color and organizations working with or who have contacts with ethnic/racial minorities,non-English speaking persons, Limited English-speaking persons (LEPs), and people with disabilities are encouraged to participate. in addition,focus groups and/or surveys are conducted with these groups. 3. The Application Process If sufficient funding is available to open up the application process,workshops are held each spring to generate funding proposals and to inform non-profit and public organizations that they may subnrit funding proposals to the City. City staff offer technical assistance workshops to help organizations m the development of their applications. 4. -Public Hearings on Proposed Projects After applications are reviewed by the Hixmail Services,Commission,projects are selected and the Commission makes funding recoknxriendations to the City Council. An initial draft of funding recommendations is released to the public. In addition, the Plan is posted on the City's weligite along with a public notice inviting Kent residents and stakeholders to comment on the proposed plan. The public is given at least 30 days to comment on the Plan, The 011arrjs,posted In the City Clerk's Office, and in the Housing & Human Services,Office.'Publie hea`rings are held in the Fall and both oral and written comments ort proposed projects that are submitted within the 30-day cormnetit perinc(=sre considered prior to final City Council approval. 5. Substantial Amen',lments Substantial amendments to tfie plan will be published and distributed in the same manner as outlined above: A"substantial=amendment" is defined as: • any proposed change, in the use of CDBG funds that exceeds 10% of the total annual entitlement; any change in the purpose;'a major change in the scope of in activity,or a `change in the beneficiaries; and • the addition of anew activity or deletion of an approved activity. It is left to the disc netionof the Human Services Commission and Human Services Division staff to decide whether a change constitutes a substantial aniendrnent. 6. Annual Performance Report to the Community The City continuously reviews the performance of funded projects and makes an annual report to the City on these projects. In addition, the City reports on its overall progress in meeting the goals and strategies outlined in its five-year Consolidated Plan. CDBG CALENDAR-ESTIMATED DATES 2 The City also follows the Community Participation Guide when developing its Fain Housing Plans. Page 97 i March CDBG&General Fund application workshop April Release applications April Technical assistance April Applications due June Commission recommendations July Applicants notified that they've been recommended for funding September Public Notice/Draft Action Plan or Consolidated Plan released3 September- October 30-Day public comment period October Public hearing November City Council Adoption of the Action/Consolidatid' ,- Plan Action Plan is released annually and the Consolidated Plan is released every five years. Page 98 COMMUNITY PARTICIPATION GUIDE CONTACT INFORMATION Mailing Address: City of Kent Parks, Recreation &Community Services Department Division of Housing and Human Services 220 Second Ave. South Kent,WA 98032 Physical Address: Kent City Hall,3rd Floor 220 40, Ave. South Kent,WA 98032 Katherin Johnson,Housing and Human Services Maxlagel`' Dinah Wilson,CDBG Coordinator Christine Cain, Home Repair Program Assistant Contact Number: 253-856-5070 Page 99 PARKS, RECREATION AND COMMUNITY SERVICES Jeff Watling, Director 440 Phone: 253-856-5100 • Fax: 253-856-6050 N'147KENT WASHING-ON Address: 220 Fourth Avenue S. Kent, WA. 98032-5895 February 20, 2014 TO: Kent City Council Parks and Human Services Committee FROM: Dinah R. Wilson, Community Development Block Grant Coordinator THROUGH: Jeff Watling, Director Parks, Recreation and Community Services SUBJECT: First Amendment to the 2014 Community Development Block Grant Annual Action Plan - Approve MOTION: Move to recommend approving the proposed First Amendment of the 2014 Community Development Block Grant Annual Action Plan. SUMMARY: The 2014 CDBG Annual Action Plan was approved by City Council on November 5, 2013. The deadline for submitting the Plan to the Department of Housing and Urban Development (HUD) was November 15th. However, HUD issued new guidance mandating that the City delay submission of the Plan to HUD for approval up to 60 days after HUD announces FY 2014 formula allocations, or until August 16, 2014 (whichever comes first). This guidance also requires the following amendments: a) A statement that the CDBG allocation listed in the 2014 Annual Action Plan is an estimate; b) A statement that once HUD announces FY 2014 CDBG formula allocations, the City will post its actual CDBG allocation on the City of Kent Parks Department, Human Services Division website, and electronically notify the public of this posting (this will include an update in allocations among projects); c) A statement that in the event the City receives an increase or decrease in funds, funds will be allocated as follows: Page 100 Page 101 Public Services • In the event of a funding increase, funds will be allocated proportionally among projects • In the event of a funding decrease, funds will be deducted proportionally among projects-all projects will receive at least $10,000 Capital • In the event of a funding increase, funds will be allocated proportionally among projects • In the event of a funding decrease, the Home Repair Program will receive a $69,424 decrease, which will leave its allocation at $500,000 d) A statement that the City will incur pre-award costs necessary to develop the Action Plan and administer the CDBG Program; e) Incurred pre-award costs could impact the 2014 grant in the event the City does not receive the estimated Planning and Administration allocation and has to limit its P &A activities; in the event this happens it should have a minimum or zero impact on future grants; f) A statement that the City will take advantage of a waiver of the provisions of 24 CFR 570.200(h) and will treat the effective date of the grant agreement as the program year start date (January 1, 2014); g) A statement that the City will keep written documentation of the conditions requiring a waiver of 24 CFR 570.200(h); and h) A statement that this waiver allows funded projects to begin services retroactive to 1/1/2014, although projects are prohibited from receiving CDBG funds until the City signs its contract with HUD. The Public was notified of this amendment through a public notice and provided an opportunity to comment on the amendment. EXHIBITS: The First Amendment of the 2014 Annual Action Plan YAY: NAY: BUDGET IMPACTS: None Page 102 Page 103 CITY OF KENT Parks, Recreation & Community Services Housing and Human Services Division FIRST AMENDMENT of the 2014 ANNUAL ACTION PLAN A. BACKGROUND 1. The 2013-2017 CDBG Consolidated Plan for'.Housing and Community Development provides a framework for Implementing housing, human services and community development activities from 2013-2017. 2. Each year the City of Kent executes specific-actions tp implement the objectives and strategies of the five-year Consolidated Plan, which are outlined in an Annual Action Plan: .: 3. The City's Annual Action Plan is due tq HUD on November 15` of each year; this deadline is'usually before HU4D issues fiscal year allocations based on the Congressional budget, 4. The City projected a CDBG allocation; of $914y499 for 2014. 5. The 2014 Annual Action Plaii.was approved by {Cent City Council on November 5; ,201�,,? 6. Although.CDBG regulations m6nd4te a November 15th submission date, the local HUD office.65ked the Cityjo delay submission pending further notice. . Z.. On Decdmber 13; 2aO13, the City, received notice that the HUD national office issued new guidance for submitting the 2014 Annual Action Plan. 8:. The thrust of this guidance is to require that jurisdictions delay submission of th 2014 Annual Action Plan until up to 60 days after HUD announces FY 2014-.formula' allocations, or until August 16, 2014 (whichever comes first). This will ensure that Annual Action Plans submitted,fo HUD.lnclude the City's actual CDBG allocation. 9. The City wifl ensure that the public is also notified of its actual allocation. 10,HUD guidance'`states that a citizen participation process conducted before formula allocations are announced, should include a contingency provision explaining how the City will adjust its funding among projects if there is an increase or decrease in estimated funding; the City's draft Action Plan did not include a contingency plan. 11.13ecause HUD is extending the period for submission of Action Plans, jurisdictions are granted a waiver of the provisions of 24 CFR 570.200(h) and may treat the effective date of the grant agreement as the program fa min of an a; nk of 2014 AnnuaaI A <^;? ran P" aan Page 104 ', year start date (January 1, 2014), or the date that the Action Plan is received by HUD (whichever is earlier). 12.This waiver allows agencies that the City funds to begin services 1/1/2014, although they cannot receive payment until the City signs its contract with HUD. 13. Jurisdictions using this waiver must keep written documentation of the conditions requiring such a waiver. 14.The activity for which pre-award costs are being incurred must be included in the draft Action Plan prior to the costs being incurred and the public must be informed of how these costs Wilt"affect future grants. B. AMENDMENT 1. Amend the 2014 Annual Action Plpn'.pursuant to HUD guidance issued on December 13, 2014. 2. The amendment shall include the following provisions: a) A statement that the CDBG allocation listed in the 201; Annual Action Plan is an estimate b) A statement that once HUD announces FY 2014 CDBG formula allocations, the City Will post its actual CDBG allocation on the City of Kent Parks Department,, Humaln,Service"s bivision website, and electronically, notify the public of this posting'(this will include an update in;allodations among projects); c) A statement that an the event the City receives an increase or decrease,in funds, funds will be allocated as follows: �.. ;Public<Services • Irf,the event of a funding, increase, funds will be allocated proportionally:arnong projects • In the event of'a funding decrease, funds will be deducted proportionally am Ong projects-all projects will receive at least $101006;;­ ,; Capital • In the event of a funding increase, funds will be allocated proportionally among projects • In the event of a funding decrease, the Home Repair Program will receive a $69,424 decrease, which will leave its allocation at $500,000 d) A statement that the City will incur pre-award costs necessary to develop the Action Plan and administer the CDBG Program; e) Incurred pre-award costs could impact the 2014 grant in the event the City does not receive the estimated Planning and Administration 21 .1 A III w n d m c n 2 0f 2, 0 .1A AnetnaI € ca 1aan P B a n Page 105 allocation and has to limit its P & A activities; in the event this happens it should have a minimum or zero impact on future grants; f) A statement that the City will take advantage of a waiver of the provisions of 24 CFR 570.200(h) and will treat the effective date of the grant agreement as the program year start date (January 1, 2014); g) A statement that the City will keep written documentation of the conditions requiring a waiver of 24 CFR 570.200(h); and h) A statement that this waiver allows funded projects to begin services retroactive to 1/1/2014, although projects are prohibited from receiving CDBG funds until the City signs its"contract with HUD. 3i1 A end msni of 2 0 14 A s^o ¢e aa1 A iG PHa .sa. . _.. Page 106 Page 107 PARKS, RECREATION AND COMMUNITY SERVICES Jeff Watling, Director Phone: 253-856-5100 ® Fax: 253-856-6050 K E N T WAS HINGTON Address: 220 Fourth Avenue S. Kent, WA. 98032-5895 February 20, 2014 TO: Kent City Council Parks and Human Services Committee FROM: Jeff Watling, Director of Parks, Recreation, and Community Services SUBJECT: 2013 Fourth Quarter Fee-in-Lieu Funds — Accept MOTION: Move to recommend accepting $7,875.00 for fourth quarter 2013 fee-in-lieu funds and authorizing the expenditure of funds in the Garrison Creek Park Budget. SUMMARY: Between October and December 2013, the City of Kent received a total of $7,875.00 from HS Construction developer of the property at 22415 94th Avenue South, who voluntarily paid fees in lieu of dedicating park land to mitigate the development of single family homes in one subdivision: a Garrison Creek Park for $7,875.00 from HS Construction Ordinance 2975 requires developers to dedicate park and open space land in proximity to new construction sites or to pay "fee-in-lieu" funds. The fee is based on assessed land values. EXHIBITS: Copy of Finance Revenue Report YAY: NAY: BUDGET IMPACT: Garrison Creek Park budget Page 108 m Page 109II� v 0 2' N d QQ va � a o m i m c:i a v E 0 N � U O G 9 C I O O C O O ` 1 y N O 1 V E O I O Z � I � v O I O a y T c� a J L O O a O i N c no a c c c u NI s r A v m N I O ik O U M O C � Y _ � m m � � o o c ~ pN p O m V Q (If V O N N � � a 0 N L ' N M O N O N a n E �O V N Z � O � 0 o ❑ 0Im a> D ¢ Page 110 Page 111 PARKS, RECREATION AND COMMUNITY SERVICES Jeff Watling, Director Phone: 253-856-5100 7 • Fax: 253-856-6050 I�FE 1V WASHINGTON Address: 220 Fourth Avenue S. Kent, WA. 98032-5895 I February 20, 2014 TO: Kent City Council Parks and Human Services Committee FROM: Jeff Watling, Director of Parks, Recreation & Community Services SUBJECT: 2013 Fourth Quarter Reports - INFO ONLY MOTION:-INFO SUMMARY: Jeff Watling, Director of Parks, Recreation and Community Services, will highlight division programs and services, as well as in-kind, and/or cash contributions received during the fourth quarter of 2013. EXHIBITS: None YAY: n a NAY: n a BUDGET IMPACT: None Page 112 Page 113 Parks, Recreation, and Community Services 2013 Fourth Quarter Report Facilities Program/Service Highlights Filled Custodial Lead position with Tyler Busik. • Interviewed for open Custodial Position. • Nate Harper attended Certified Facility Locksmith class put on by the National Locksmithing Institute. • Assisting Parks Maintenance with payroll and bill pay until Accounting Technician position is filled. • Negotiated new Lease Agreement with New Connections. • Normal HVAC building maintenance: • Preventative Maintenance • Filter changes • Trouble calls • Alarms • Emergencies and call outs • Completed fire confidence testing - various buildings. • Completed underground storage tank inspections - various buildings. • Participated in the Great Shake Out event - all buildings. • Completed fire walkthrough - all buildings. • Insurance inspections - all buildings. • Setup fueling for generators - Centennial, Corrections. • Completed employee parking survey through Survey Monkey - Centennial, City Hall. Met with Dave Clark Architects to work on redesign of parking lots - Centennial, City Hall. • Contracted with Wayne's Roofing to furnish and install (2) new roof hatches - Centennial. • Refinished brick and vinyl floors - Centennial, City Hall. • Repair and cleanup of broken pipes due to freezing weather - Centennial Roof, Station 74. • Provided assistance and cleanup for the Giving Campaign event - City Hall. • Installed LED lamps - City Hall, Senior Center. • Started repairs to generator - City Hall Complex. • Installed 21 new fluorescent fixtures and LED lamps - Commons. • Siemens upgrade with two days training for HVAC crew - Corrections. • Corrected red tag situation, repaired fire alarm and sprinkler system - Corrections. • Installed exterior lampposts and lamps - Court • RFI Communications completed access control upgrades - PD, Annex, Shops. • Started work on heat pump replacement, recalculation for permit project - PD. Page 1 Page 114 • Installed two new exterior lights - PD Bullpen. • Installed new store front doorposts and exit crashbar devices - Pool. • EPA inspections at Stations 73,74,75,76. • Installed 11 new electrical circuits - Station 76 Maintenance Shop. • Office repaint and carpet install - Station 76. • Electrical circuit install for Hazmat Unit - Station 76. • Interior painting - KMP. • Carpets cleaned - Centennial Lobby, City Hall, PD, Shops, Station 74. • Completed work requests city-wide. Performance Outcomes 1. How much did we do? Number of Work Orders. 307 2. How well did we do it? Number of Work Requests Closed. 260 Percent of Work Requests Closed. 85% 3. Is anyone better off? Well maintained City assets 100% Inviting and comfortable Buildings for Citizens and Employees. Recreation - Kent Commons Program/Service Highlights As a metropolitan inner-city community center the Kent Commons continues to create connections and meeting space for residents. This popularity also shows in web site visits as the Kent Commons made the City of Kent Top 10 most visited sites this quarter. The Kent Commons Community Center had 66,663 visitors in the 41h quarter with a grand total of 235,056 visitors for 2013. The emphasis in the Recreation Division for Youth Sport Programs is to provide community based opportunities that unite residents and neighborhoods while at the same time creating lasting memories. Kent Parks Youth Basketball, Soccer, Volleyball and Flag Football programs with 212 teams and 2,250 participants provides the outlet that helps promote inclusiveness and community involvement, A program that universally promotes community pride, unity, and true holiday spirit in everyone is the annual Kent Parks Youth Holiday Dance Recital. Good cheer, inclusiveness, and support were present when the 241 youth dancers performed for 2 sold out performances with over 350 people in attendance for each show. We have observed over the years that the parents are often more nervous than the dancers. Page 2 Page 115 Volunteer work is the strength of youth sport programming. Their role provides an important connection with residents and neighbors. This quarter our volunteers logged in over 4,200 hours in volunteer services. Many programs could not happen without the support and dedication. Volunteer mentors are parents, teachers, business owners, grandparents, aunts, uncles, and interested citizens from all corners of our City. Performance Outcomes 1. How much did we do? Number of Recreational/Cultural Educational Programs. 530 Hours worked by Recreation Volunteers. 4,200 Youth Sport Sponsorship. $9,475 Quarterly Kent Commons Visitor Count. 66,663 2. How well did we do it? Percent of classes, programs at or above enrollment target. 90% Percent of participants that reported the content and quality of the 85% program was excellent, very ood, or good Percent of participants that reported the staff and instructors were 90% excellent, very good, or good. 3.Is anyone better off? Percent of participants that rated their expectations for this program 95% were fulfilled. Senior Center Program / Service Highlights October's featured program was "Oldies at the Place" with a workshop on the Affordable Care Act. Entertainment was by Mark Stern. This sold out event co- sponsored by SHAG housing attracted many of the area's baby boomers seeking information on Obamacare and some good rock 'n roll music. Snacks, workshop, dinner and music were included in the $5.00 ticket price. The 27th annual Holiday Craft Market was held the first weekend in November. This show had over 70 vendor booths, the Figgy Pudding Cafe Bake Sale and lunch. Over 2,000 shoppers attended and vendor sales were excellent. The Kent Senior Center's ReadersTheater troupe, the "Knot Quite Write Players", presented the play "The Pie Ladies Make Bail". Both morning and afternoon performances were standing room only. Both Thanksgiving and Christmas luncheons were sold out. Members of the Kent Police Department helped set up, serve and clean up at Thanksgiving and the Kent Page 3 Page 116 Firefighters Foundation subsidized and worked the Christmas luncheon which honored Senior Center volunteers. Performance Outcomes 1. How much did we do? Number of duplicated visits to the facility. 23,386 Number of classes, workshops, trips. 81 Number of registered participants. 18,630 2. How well did we do it? Percent of classes, workshops at or above enrollment target. 91% Percent of trips at or above enrollment target. 102% Percent of classes/trips completed. 90% 3. Is anyone better off? Percent of participants reported a quality of life benefit. 93% "My mother, Rose, age 90, has been a client of (fitness trainer John Dineen) for several years. Her weekly sessions have made a big difference in her quality of life and in turn in mine. She has developed good muscle strength and good balance, key to preventing falls and injuries. John's patience and caring is very evident. He is greatly appreciated." Marie Adaptive Recreation and Youth/Teen Services Program/Service Highlights Studio 315 participants enjoyed Wacky Hair Night, a Halloween Party, Seahawks Football Party, Box Dinner Bingo, a Fall Ball and our annual Holiday Party that was sponsored and hosted by Quota International of Kent Valley. With 12 service days, 120 participants registered. Teen Studio 315 had 12 participants. 10 community outings this fall included a visit to the Washington State Fair, Point Defiance Zoo and Aquarium, Pacific Science Center, Maris Farm Pumpkin, Auntie Anne's Pretzel Tour, Snoqualmie Valley Railroad Tour etc. Creative ArtSpace classes on Tuesday and Thursdays had 24 students. Adult cooking 14 registered participants, with 9 sessions. Teen Lunch Bunch cooking class for teens teaches quick and simple lunch menus for 12 KM teens in transition from school to a community setting. Page 4 Page 117 ',. Bowling had 53 registered participant and 10 sessions. Special Olympic athletes brought home 15 gold's, 10 silvers and 6 bronze medals. Swimming remains very popular with over 30 swimmers. Access the Future Computer Classes held 2 full rosters of 7 registered participants each class, 10 services days. Tennis had 9 services days, 4 registered participants. Zumba Gold and Zumba Toning had 13 participants over 10 sessions. Flexi Fit and Fun had 2 full classes with 12 students per class. Performance Outcomes 1. How much did we do? Number of duplicated visits to the facility. 2,184 Number of classes, workshops, trips 27 Number of registered participants. 379 2. How well did we do it? Percent of classes, workshops, trips at or above enrollment tar et: 95% Percent of classes completed. 100% 3. Is anyone better off? Percent of participants reported a quality of life benefit. 95% Afterschool All Stars focuses on healthy eating and exercise. Our sports activities are inclusive and varied from traditional to non-traditional. Our healthy cooking portion of the program focuses on preparing meals from scratch as well as being lower calorie. Nike Manor All-Stars will end in December due to low enrollment. This program will move over to Appian Way Apartments in January and Kent Parks will partner with Mercy Housing. World Wide Day of Play encourages families to Get Outside and Play. This year over 180 youth, teens and parents participated. Totem Late Night which runs on the West Hill of Kent and serves teens 6`h-9"' grades averaged 70-80 per Friday night. Meridian Latenight on Tuesdays continues to be a big draw for basketball players. Page 5 Page 118 KPCC continues to be very popular offering mentoring, sports, volunteering, girls groups and special events. The Thanksgiving and Holiday parties were appreciated by the 150 teens that showed up each night. Staff put together a clothing bank for teens and many items from jeans, shoes and coats were handed out to very appreciative teens. After School Energy and our C-21 sites have parents raving that we are encouraging their children to be physically active; many have mentioned their child rarely gets up and active outside of the time they spend at After School Energy. The kids often express it is their favorite thing to do every week & look forward to learning and playing new games every week. We have played Pac Man Tag, Watch Your Back, Danish Rounders, Shipwreck, Star Wars, Ice Man, Living Forest, Human Pinball, Capture the Flag, and Car Keys. Holiday camp has been a small yet energetic group this year. We are located at the Kent Commons during the Kent School District break and have enjoyed playing group games (Mushroom Ball and Watch Your Back have been the favorite so far) and being artistic during arts and crafts. Performance Outcomes 1. How much did we do? Number of duplicated visits to the facility 28,497 Number of classes workshops, trips, service days. 255 2. How well did we do it? Percent of classes, workshops, trips at or above enrollment 85% target. Percent of classes com feted. 100% 3. Is anyone better off? Percent of participants re orted a quality of life benefit. 95% Cultural Programs Division Program/Service Highlights Performing Arts Lavay Smith and Her Red Hot Skillet Lickers performed "Crazy in Love with Patsy Cline" on Friday, October 11 at K-M Performing Arts Center. The show received rave reviews from the crowd of 162. Spotlight Series continued on Thursday, October 24 with Malama Ko Aloha, featuring Keola Beamer, R. Carlos Nakai, Geoffrey Keezer and Moanalani Beamer. 241 people attended the evening performance at Kentwood Performing Arts Center. Page 6 Page 119 The performers also conducted a community outreach performance at the Kent Senior Activity Center. 83 seniors enjoyed music, stories and aloha spirit over lunch. The 27th annual Kent Magical Strings Celtic Yuletide Concert took place on Sunday, December 8 at Kent-Meridian Performing Arts Center. The performance is a wonderful holiday tradition - 270 attended this year (up from 2012). The performances help us meet the City Council goals of creating urban centers, fostering inclusiveness, and creating connections between people and places. Visual Arts Digital Drawings, gouache paintings, and collages by Mauricio Robalino were on display in the Centennial Center Gallery during September and October. Adele Eustis' oil paintings and mixed media drawings were displayed during November and December. Ellen Sollod completed and submitted a draft of the Kent Valley Loop Trail Art Plan. Through the Public Art Program and Centennial Center Gallery, we address City Council's goals of creating connections for people and places, and beautifying Kent. Christmas Rush Fun Run The 31't annual Christmas Rush Fun Run was a great success on Saturday, December 7. 2,256 people participated in the event. More than 600 kids under the age of 13 ran free courtesy of a sponsorship from Tab Wizard. Long-time sponsor Tab Wizard distributed 1,000 candy canes and 625 stuffed animal toys to children participants. Approximately 850 runners and walkers took advantage of the early packet pick up that was offered at Road Runner Sports prior to event day. The Christmas Rush Fun Run creates connections for people and places and, as a revenue generating event, works toward sustainable funding. Give Me Culture Grant Program $1,000 was awarded to Neely O'Brien Elementary School for their production of The Aristocats. Kent Arts Commission Mayor Cooke appointed new Arts Commissioners Kathleen Morelli and Elena Luna (Youth Commissioner). Performance Outcomes 1. How much did we do? Number of events 5 Combined attendance at events. 3,160 Number of educational outreach activities. 1 Attendance at educational outreach activities. 83 Page 7 Page 120 2. How well did we do it? Percent of people attending performances that agreed or strongly 94% agreed that the cost/value of the performance was good, Percent of people attending performances that agreed or strongly 91% agreed that the quality/content of the performance was good. Percent of people attending performances that reported they would 98% recommend Spotlight Series to others. 3. Is anyone better off? Percent of Spotlight Series audience members that agreed or strongly 78% agreed the performance they had just attended broadened their cultural horizons. Percent of Spotlight Series audience members that agreed or strongly 66% agreed the performance they had just attended provided an opportunity for social connection. Percent of Spotlight Series audience members that agreed or strongly 74% agreed the performance they had just attended helped them relieve stress. Housing and Human Services Program/Service Highlights Severe Weather Shelter The cold front in December necessitated the opening of the Severe Weather Shelter for four nights (the 4th through the 7th). A partnership with two local Starbucks was established to provide donations of hot coffee and food items. Bus tickets, hand warmers, coats, blankets and shoes were also available. The shelter was utilized by between 20 and 23 individuals each evening: Thursday: 17 men and 6 women Friday: 18 men, 2 women and 2 children Saturday: 19 men, 2 women and 2 children Sunday: 16 men, 2 women and 2 children CDBG Staff completed the 2014 CDBG Annual Action Plan; however, HUD issued a directive delaying submission of the Plan until further notice. This directive will allow jurisdictions to submit plans with accurate CDBG allocation amounts. Parks Department Action Team Staff participated on the Parks Department Culture of Respect Action Team. A team of staff members from several divisions of the Parks Department is developing a work plan focusing on accountability to self, peers, organization and community. Page 8 Page 121 Kent Cultural Diversity Initiative Group On October 8, 2013, 83 people representing business and community partners gathered on the Kent Campus of Green River Community College for the area's first ever Refugee Employment Summit, which was sponsored by the Kent Cultural Diversity Initiative Group (KC-DIG). The event was open to representatives from businesses that hire or are interested in hiring Kent residents. Summit planners included a collaboration of City of Kent staff, nonprofit employment specialists, public organizations and refugee leaders, including KC-DIG stakeholders. The Summit was made possible by funding provided by the City of Kent and The Seattle Foundation, Neighbor to Neighbor Small Grants Fund, In November, KC-DIG collaborated with Mother Africa and co-sponsored a cultural gathering and employment conversation with African women. Regional Work Staff is participating on a new Advisory Committee of The Seattle Foundation called the Center for Community Partnerships. The purpose of the Center is to advance collaborative, systemic change to achieve greater economic and racial equity in King County. This will be accomplished by working across various interconnected issues with diverse partners including community members, government representatives, funders and business leaders. Staff participated on an education technical work group called the Race to the Top Deep Dive Three. This work group developed the criteria for the Request for Proposals for the Race to the Top education funding application. Staff attended the Building a Healthier King County: A Forum at the Intersection of Community Development, Health and Human Services conference in December. The event was co-sponsored by the Federal Reserve Bank of San Francisco and King County, and was a step forward in the new health and human services Transformation Plan for the King County region. Partners from across the fields of community development, housing, health care, public health, human services, philanthropy, and government gathered to explore how we can collaborate to help King County's neighborhoods and communities thrive and reach their full potential. For more information and to view the summary of the meeting visit: http•//www kingcountygov/exec/HHStransformation aspxx Staff attended a joint subregional Planning Directors/Human Services meeting to exchange information with other South King County planners about Comprehensive Plan updates, specifically the Housing Element and Human Services Element updates. A follow-up meeting will be scheduled in February of 2014. Homelessness continues to be a major work item for Human Services staff. There continues to be a growing homeless population visible in the downtown core. The current population is very different from the groups in the past. Based on information from homeless providers in Kent this population is not seeking or open to receiving services. Kent Human Services staff have been advised by homeless Page 9 Page 122 outreach workers that the people they are encountering are more difficult to work with than the typical homeless population. Anecdotal information indicates a higher usage of street drugs, mental illness and aggressive behavior. Home Repair Home Repair served 12 unduplicated households in the fourth quarter. New staff are acclimating and building a positive rapport with clients. Home Repair continues to partner with the CARES program in connecting our more vulnerable citizens with services. Through the partnership Home Repair has referred 8 clients to the CARES program and acquired 6 new clients by referral from CARES. Responding to referral from the CARES Program, Home Repair was able to qualify and assist a gentleman and his 50 pets (48 tortoises and 2 turtles). The home was without running water due to a leak that had forced him to shut his water off. He was making daily trips to the Green River to collect water for his "family" as a result. Thanks to Home Repair's quick response, the leak was fixed and water service was returned to the home. The client and his 50 pound best friend (Angel the tortoise) were very happy for the assistance. Performance Outcomes Home Repair Program 1. How much did we do? Number of homes receiving Home Repair Services. 12 Number of resident households receiving Housing Stability assistance. 45 YTD Number of residents assisted by Safety Net Service. 21353 Number of cases handled by Indigent Counsel Services. 557 2. How well did we do it? Percentage of residents accessing Indigent Counsel Services. 100% 3. Is anyone better off? Percentage of Home Repair clients rating program good or better. 100% Percentage of resident households receiving Housing Stability assistance 100% still housed after six months. Percentage of residents using Safety Net Services that increase family 100% self-reliance. Percentage of residents satisfied with Indigent Counsel Services. 1000/0 Human Services 1. How much did we do? Number of human service providers/ rog ram__that received funding. 29/29 Number of human service providers that received training and/or 10 technical assistance. Number of funded agencies meeting performance targets 29 Page 10 Page 123 2. How well did we do it? Percentage of human service providers/program that received funding. 100% Percentage of human service providers that received training and/or 100% -technical assistance. _ Percentage of funded agencies meeting performance targets 100% 3. Is anyone better off? Percentage of funded human service providers/program that were 1000/0 satisfied with contractual relationship with the city. Parks Operations Program / Service Highlights Downtown core The quick arrival of fall signals the start of the holiday season and preparing for a variety of events including Winterfest at Town Square plaza and the Holiday parade. Installation of the City Christmas tree went smoothly with our partners, the Lions club providing the tree and delivery as in the past. Holiday lighting is up again and crews continue to transition to LED lights to both conserve power consumption and allow an expansion of the number of lights. Issues with litter and garbage continue in the downtown core requiring continuous attention by staff. Green Kent/Community/Volunteer events The Christmas rush was a chilly morning but set up, support and take down went smoothly thanks to great coordination with Cultural staff. Staff provided support for many successful volunteer and Green Kent Steward events at East Hill, Morrill Meadows, West Fenwick, Lake Fenwick, Clark Lake and Campus parks. The second annual Green Kent day was hosted at Morrill Meadows with a great turnout from the community and the Green Kent steward group. Athletic complexes The athletic complexes are hibernating for the winter but already looking ahead to the start of 2014. Plans are being prepared for re-lamping of ball field lighting at KMP and Wilson playfield. The preliminary operational plans are in place to accommodate the closure of Wilson playfield for renovation/replacement of the turf surface. Neighborhood and Community Parks Completion of the 7 Oaks park renovation highlighted the fall with replacement of a very old playground and renovation of the rest of the park. At reopening the improvements were well received by the community with much more activity in the park than has been observed in recent years. The continued effort to improve park frontage is reflected by clean up and replacement of fencing at Clark Lake park near the 248th Ave entrance. Due to vandalism and age the large slide at Springwood Page 11 Page 124 has been removed. There are no current plans for replacement of the slide however as part of the removal the landscaping will receive some much needed attention. Maintenance Highlights Thus far the fall/winter has brought only mild storms causing minimal damage and clean up. Evaluation and addressing hazard trees remains an ongoing effort resulting in numerous removals through the quarter. General maintenance, preventative maintenance and assessment continued through the quarter. Winterizing of plumbing and irrigation was timely with the recent long stretch of sub-freezing temperatures resulting in only two issues of damage. Inspections and inventory efforts are underway in preparation for maintenance work. As part of this effort, Operations is working with Facilities staff to evaluate security at parks and park facilities starting with assessment of all sites. Performance Outcomes 1. How much did we do? Hazard tree evaluations for the 4tn quarter. 23 2. How well did we do it? As part of an ongoing effort to manage the urban forest Evaluation information is still being collected to do a comprehensive underway evaluation of the condition of the City urban forest. 3. Is anyone better off? Inspections resulting in the removal of hazard trees prior to 100% issues or damage occurring. 12 removals/52% of trees inspected Parks Planning & Development Program Highlights Parks hosted 19 events this quarter, attracting 435 volunteers (who donated a total of 2012 hours) and benefitting several parks. In addition, we oversaw 3 Eagle Scout projects. We also oversaw in-house crews who neared completion of the Seven Oaks Renovation construction project. In addition, we made planning progress on the Kent Valley Loop Trail Master Plan, and design progress on the Wilson Playfields Renovation project and the Greentree Neighborhood Park Renovation project. We also coordinated with Public Works and the Corps of Engineers on planning and design work related to levees and ecological restoration up and down the Green River. Page 12 ........ - Page 125 Performance Outcomes 1. How much did we do? Park renovation in desi n - at Wilson Pla fields and Greentree 2 Park renovation (at Seven Oaks Park - almost complete and 1 reopened) _. Coordination with Public Works on levee projects at or near parks 5 Coordination with Army Corps on environmental restoration projects 2 at or near parks Planning projects (Kent Valley Loop Trail Master Plan) 1 Number of volunteer events 19 Total number of volunteers 435 Total number of volunteer hours_ 2012 Number of Eagle Scout projects complete 3 2. How well did we do it? New trails constructed- linear feet 388 Newsquare footage cleared at Green Kent events 44639 Cubic yds. of debris removed at events 55 Cubic yards of chips spread 64.5 Number of trees/shrubs planted 991 Green Kent e-newsletters: Current distribution: 2,133 Green Kent Facebook page: 115 followers 3. Is anyone better off? _ From emails received shortly after Seven Oaks was reopened: "I just wanted to say how beautiful the park is looking... kids are really excited to be able to play at the park." And, "Congratulations the Seven Oaks park was super busy all weekend with families of all ages and ethnicities. This photo only shows a fraction of the people in the park at that moment. I've never seen it so active and the kids were from babies in strollers up through middle school and lots of parents and grandparents. What a big hit". Riverbend Golf Complex Program Highlights Weather played a major role in the fourth quarter, from the fog in October, the rain in November to the below freezing temperatures for two straight weeks in December. Rounds of golf at the 18 hole course were down slightly (66 rounds) compared to the fourth quarter of 2012. However, rounds of golf were up 10% at the Par 3 course (252 rounds) for the quarter compared to 2012. Page 13 Page 126 Driving range and merchandise sales were impacted greatly by the below freezing temperatures the first two weeks of December, including our Winter Demo Day on Saturday December 7th. Driving range sales were down 15.2% and merchandise sales were down 24.6% for the fourth quarter compared to 2012. Performance Outcomes 1. How much did we do? Rounds of Golf at the 18 hole golf course 8,057 Rounds of Golf at the Par 3 golf course 2,760 Driving Range sales $91,599 Merchandise Center retail sales $56,014 2. How well did we do it? Compared to 2011 Rounds of golf at the 18 hole golf course -0.8% Rounds of qolf at the Par 3 golf course +10.0% Driving Range sales -15.2% Merchandise Center retail sales -24.6% 3. Is anyone better off? Yes The single most important factor in the golf industry is weather. Page 14 Page 127 City of Kent Parks, Recreation and Community Services 2013 Fourth Quarter Contributions Report i Page 128 Page 129 z: O N m Q) N Q) 7 n O _ Q) Q) Y U — Y U U C Y p_ Q] Y U Ln C +' N N N Q) +� 10 C Q) Y L Y C +' 0- O. E a .o a Q C 'L �O T a Q) N a lfl qll 3 o E o Ln L L to N ro w Y - aj °c .o L ° (n c Ln c Q) L- w U v U +� Q) (U Cl o v U) a Y n o 0 o L U) > v o c 0- v o` { E O N '�' Y ro y Y Y Y Ln O N UI L- O YO (a y w N Y (0 L. Y d Y U a L L U L U tN Y (n L L L U d U Y C Lo a) N N O Q) O N N N Y C +-' Q) i- N Q) m U > f0 N Q. Q. 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M ro II rl 7 M O N Ln .y O O O O O O y; N N Y Y Y Y o Y ami ami v 0 m (V O' I I w L L L L L L L L L L L L L L L L L a) v a) m u m Q) Q] v ci w 0U U U U U L Y Y Y Y Y Y Y Y Y Y Y Y m 0 N N N a) a am' Qa_ y a al al ) C -0O UUUVUVUUUUU j j j j j j a L L L L 0 no. Q cl e .00 _ 000 m m m m L nCC rn n ¢ c7 Page 132 Page 133 PARKS, RECREATION AND COMMUNITY SERVICES Jeff Watling, Director Phone: 253-856-5100 • Fax: 253-856-6050 KENT° WASHINGTON Address: 220 Fourth Avenue S. Kent, WA. 98032-5895 February 20, 2014 TO: Kent City Council Parks and Human Services Committee FROM: Jeff Watling, Director of Parks, Recreation & Community Services SUBJECT: Director's Report - INFO ONLY MOTION: INFO ONLY SUMMARY: Jeff Watling, Director of Parks, Recreation and Community Services, will inform the committee of noteworthy information and upcoming events. EXHIBITS: None YAY: n a NAY: n a BUDGET IMPACT: None I I