City Council

LAKEWOOD CITY COUNCIL STUDY SESSION AGENDA Monday, September 23, 2019 7:00 P.M. City of Lakewood City Council Chambers 6000 Main Street SW Lakewood, WA 98499 ________________________________________________________________ Page No. CALL TO ORDER ITEMS FOR DISCUSSION: (3) 1. Joint Community Services Advisory Board meeting and review of 2019 Human Services funding. – (Memorandum) (11) 2. Clover Creek Floodplain Analysis Update. – (Memorandum) (20) 3. Review of Job Order Contracting. – (Memorandum) ITEMS TENTATIVELY SCHEDULED FOR THE OCTOBER 7, 2019 REGULAR CITY COUNCIL MEETING: 1. Police Commissioning Ceremony. – Detective Michelle Hunt 2. Proclamation declaring October as Domestic Violence Awareness month. 3. Presentation of the 2020 Stormwater Pollution Prevention and Water Conservation Calendar. 4. Youth Council Report. 5. Clover Park School District Report. 6. Appointing Judy Swortz to serve on the Lakewood Arts Commission through October 15, 2022. – (Motion – Consent Agenda) 7. Authorizing the execution of an interlocal joint purchasing agreement with the City of Bellevue. – (Motion – Consent Agenda) 8. Approving the 2020 Legislative Agenda, Legislative Policy Manual and Federal Priorities. – (Motion – Regular Agenda) The Council Chambers is accessible to persons with disabilities. Equipment is available for the hearing impaired. Persons requesting special accommodations or language interpreters should contact the City Clerk, 253-983-7705, as soon as possible in advance of the Council meeting so that an attempt to provide the special accommodations can be made. http://www.cityoflakewood.us Lakewood City Council Agenda -2- September 23, 2019 Page No. 9. Review interlocal agreement for cooperative planning, design construction and maintenance of the Chambers Creek Canyon Trail. – (Reports by the City Manager) 10. Municipal Court Update. – (Reports by the City Manager) 11. Nisqually Jail Update. – (Reports by the City Manager) REPORTS BY THE CITY MANAGER CITY COUNCIL COMMENTS ADJOURNMENT The Council Chambers is accessible to persons with disabilities. Equipment is available for the hearing impaired. Persons requesting special accommodations or language interpreters should contact the City Clerk, 253-983-7705, as soon as possible in advance of the Council meeting so that an attempt to provide the special accommodations can be made. http://www.cityoflakewood.us  Return to Agenda TO: Mayor and City Council FROM: Brian Humphreys, Human Services Coordinator THROUGH: John J. Caulfield, City Manager DATE: September 23, 2019 SUBJECT: Human Services Work Plan Update ATTACHMENTS: 1. 2019 Work Plan Significant Accomplishments 2. 12-year Human Services Funding History 3. Mid-Year Summary of Human Services-Funded Programs Since incorporation the City of Lakewood has been a consistent human services funding source using 1% of its general funds to support services and programs assisting Lakewood residents. Over the past twelve years funding levels have varied; the City has still effectively managed its resources to address the complex needs of an ever-changing community. Attachment One summarizes the accomplishments of the Community Services Advisory Board as of September 18, 2019. The primary accomplishments are reviewing and recommending 24 programs for 2019 human services funding, overseeing the contracting and performance monitoring processes for programs receiving human services funds, reviewing strategic documents prepared by community development, and working to align more with Lakewood’s Promise and start working on a joint updated community needs assessment. Attachment Two illustrates the City’s human services funding history from 2009 to present. The top of the chart highlights in green the organizations that have consistently received funding for the past twelve years or six biennia. The chart lists organizations in descending order by number of bienniums during which they have received human services funding. Attachment Three is a summary of the 2019 contracts and programs supported by the City’s human services funding. The summary includes the status of billing, contract performance, and results of the site monitoring visit for each program. Potential areas of concern or changes are highlighted in yellow and a summary is at the end of the document. Potential concern is defined as not being on track to achieve 80% of any contracted outcomes or conditions of the contract. 3  Return to Agenda The City’s human services funding currently supports 19 non-profit organizations that provide 24 unique programs that have served 23,772 Lakewood residents as of June 30, 2019. The current human services funding strategies are divided into five strategy areas: • Emotional Supports and Youth Programs - 6 programs, $93,000 - after-school programs, youth services, support for youth in school, and Lakewood’s Promise • Access to Food - 4 programs, $75,000 – bulk food purchases and distribution for mobile services and food banks • Access the Health and Behavioral Health - 6 programs, $73,500 – services for adults with disabilities, medical case management and donated care, dental care, and therapy for survivors of sexual assault • Housing Assistance - 4 programs, $57,750 – emergency shelter, home repair, homeless prevention services • Stabilization Services - 4 programs, $60,750 – behavioral health intervention, legal and advocacy services for survivors of assault, domestic violence, and other crimes 2020 Human Services Funding Recommendations Timeline The information in attachment three, plus additional documentation and reports, will be used by the Community Services Advisory Board to make formal recommendations to the Council in November for the second year of funding for the current biennium. At this time all agencies are performing well and set to meet expected outcomes except one organization who is currently at risk of not meeting the outputs of the contract, and that organization has submitted a letter to CSAB explaining the situation. 4  Return to Agenda COMMUNITY SERVICES ADVISORY BOARD WORK PLAN AND SIGNIFICANT ACCOMPLISHMENTS Members: Chair: DeeAnn Harris Vice-Chair: Michael Lacadie Edith Owen-Wallace Laurie Maus Elisapeta Scanlan Brandon Wirth Sarah Yamamoto John Mayfield Council Liaison: Councilmember: Marie Barth City Staff Support: Brian Humphreys Jeff Gumm Martha Larkin Meeting Schedule: Third Wednesday of the Month, 5:30pm, American Lake Conference Room Accomplishments: Date Topic(s) 2018 Reviewed and recommended 24 project for human services funding 2/27 Completed 2019 contracts with human services 2/27 Reviewed Community Development’s 5-year plan 5/15 Began communicating with Lakewood’s Promise for more strategic alignment 5/15 Reviewed 1st quarter human services funding performance 6/15 Began participating on Lakewood’s Promise ad hoc committee 6/15 Reviewed plan for an updated human services community needs assessment 6/19 Reviewed human services checklist for summer site monitoring visits 9/18 Reviewed CAPER report 9/18 Reviewed 2nd quarter human services funding performance (Current Year) Work Plan: 1. 2019 human services contract performance monitoring 2. 2020 human services 2nd year funding recommendations 3. FY 2020 CDBG/HOME funding strategies recommendations 4. Public hearing on community services, housing and community development needs 5. FY 2018 CAPER report to HUD 6. FY 2019 Annual Action Plan to HUD 5  City of Lakewood Human Services Funding History Return to Agenda 2009-2020 2009/10 2011/12 2013/14 2015/16 2017/18 Current Organization Program or Services Biennium Biennium Biennium Biennium Biennium Biennium Boys and Girls Club Lakewood After School Programs Youth 8 - 18 $ 100,000.00 $ 40,000.00 $ 20,000.00 $ 24,000.00 $ 25,000.00 $ 40,000.00 Catholic Community Services Emergency Housing $ 14,000.00 $ 14,000.00 $ 40,000.00 $ 28,000.00 $ 32,000.00 $ 30,000.00 Communities in Schools After School Program $ 42,000.00 $ 31,500.00 $ 30,000.00 $ 49,000.00 $ 46,500.00 $ 35,000.00 Community Health Care Primary Medical Care + Tillicum $ 27,000.00 $ 46,000.00 $ 15,000.00 $ 24,000.00 $ 5,000.00 $ 40,000.00 Emergency Food Network Food Distribution Program $ 30,000.00 $ 45,000.00 $ 40,000.00 $ 43,000.00 $ 50,000.00 $ 50,000.00 Lakewood's 5 Promises to Youth Youth Services Coordination $ 20,000.00 $ 52,000.00 $ 52,000.00 $ 43,000.00 $ 43,000.00 $ 50,000.00 Pierce County AIDS Foundation Medical Case Management $ 25,000.00 $ 27,000.00 $ 24,000.00 $ 22,500.00 $ 18,000.00 $ 20,000.00 St. Leo Food Connection Summer Meals Program $ 5,000.00 $ 7,000.00 $ 4,000.00 $ 6,000.00 $ 5,100.00 $ 28,000.00 St. Leo's Food Connection Mobile Food Program $ 14,000.00 $ 19,000.00 $ 24,800.00 $ 18,000.00 $ 10,000.00 $ 32,000.00 YWCA Pierce County Domestic Violence Shelter, Legal, Child Services $ 72,000.00 $ 49,500.00 $ 24,800.00 $ 36,000.00 $ 50,000.00 $ 60,000.00 Organization Program or Services 5 out of 6 Bienniums Caring for Kids Ready to Learn Fair & School Supplies $ 27,200.00 $ 44,000.00 $ 20,000.00 $ 20,000.00 $ 10,000.00 Nourish Pierce County Food Banks Program $ 18,000.00 $ 30,000.00 $ 33,500.00 $ 50,000.00 $ 40,000.00 LASA Outreach Program Client Center $ 18,500.00 $ 11,500.00 $ 17,000.00 $ 45,000.00 $ 37,500.00 Oasis Youth Center Oasis Youth Center $ 26,000.00 $ 16,000.00 $ 12,000.00 $ 14,000.00 $ 25,000.00 Rebuilding Together South Sound Rebuilding Together Program $ 6,200.00 $ 16,000.00 $ 33,500.00 $ 20,000.00 $ 28,000.00 Tacoma Rescue Mission Family Shelter $ 40,000.00 $ 20,000.00 $ 40,000.00 $ 24,000.00 $ 30,000.00 Organization Program or Services 4 out of 5 Bienniums Franciscan Health System Children's Immunization $ 46,000.00 $ 38,000.00 $ 29,400.00 $ 24,000.00 Greater Lakes Mental Health Behavioral Health Team & Emergency Assistance $ 32,000.00 $ 63,000.00 $ 50,000.00 $ 50,000.00 LASA Housing for Homeless Families $ 39,000.00 $ 41,500.00 $ 30,000.00 $ 12,000.00 Lindquist Dental Children Dental Services $ 20,000.00 $ 21,000.00 $ 29,000.00 $ 28,000.00 Rebulding Hope; Sexual Assault Center Advocacy and Therapy $ 20,000.00 $ 18,000.00 $ 30,500.00 $ 28,000.00 Pierce College Lakewood Computer Clubhouse $ 40,000.00 $ 40,000.00 $ 28,000.00 $ 28,000.00 Organization Program or Services 3 out of 5 Bienniums Clover Park School District Early Learning Consortium $ 100,000.00 $ 40,000.00 $ 30,000.00 Communities in Schools Champions Mentor $ 21,500.00 $ 26,000.00 $ 26,000.00 Korean Women's Association We Are Family Home $ 20,000.00 $ 20,000.00 $ 10,000.00 South Sound Outreach Services Outreach Program $ 20,000.00 $ 39,500.00 $ 40,000.00 St. Leo's Food Connection Backpack Program $ 5,000.00 $ 6,000.00 $ 4,500.00 TACID HELP & ACCESS Programs $ 12,000.00 $ 15,000.00 $ 8,500.00 Tacoma Coummunity House Victims Legal Advocacy Program $ 24,000.00 $ 24,000.00 $ 37,500.00 YMCA Teen Late Night Program $ 15,000.00 $ 20,000.00 $ 16,000.00 Organization Program or Services 2 out of 5 Bienniums Good Samaritan Hospital Caregiver Respite & Support $ 20,000.00 $ 19,000.00 Metro Development Council Family Support & Treatment Center $ 17,500.00 $ 6,000.00 Pierce County Community Connections ChildReach Developmental Screening $ 18,000.00 $ 15,000.00 Tillicum Community Center Emergency Food Assistance $ 28,000.00 $ 20,000.00 WWEE (Courage 360) ReachPlus Employment Program $ 15,000.00 $ 15,000.00 Organization Program or Services One Biennium Beecher's Foundation Pure Food Kids Project $25,000.00 Centerforce Community Inclusion for Adults w/Disabilities $ 20,000.00 Community Health Care Adult Dental Services $ 12,000.00 Mary Bridge Hospital Children's Grief and Loss Support $ 15,000.00 Pierce County Project Access Donated Care $ 25,000.00 Tacoma PC Health Department CPSD Dental Services $ 21,000.00 2009/10 2011/12 2013/14 2015/16 2017/18 Current TOTAL Grand Total HS Biennial Funding Allocations $ 773,200.00 $ 768,700.00 $ 681,500.00 $ 700,000.00 $ 704,600.00 $ 720,000.00 $ 4,348,000.00 March 2019 6  Return to Agenda City of Lakewood 2019 Human Services Funded Programs (September 23 Update) *Possible areas of concern are highlighted in yellow and an explanation is at the end of the document. Site Visit Results Contract Outputs Outputs through Contract Record Financial Program Agency Program Amount Billed % LR = Lakewood Residents 2019 Goal 2nd Quarter % Compliance Management Controls Effectiveness YWCA CHILDREN'S PROGRAM $10,000 $4,881 49% LR Served 20 12 49% Children's services and legal Good Good Good Good advocacy hours 150 136 91% BOYS & GIRLS CLUB LAKEWOOD TEEN $20,000 $12,538 63% LR Served 365 270 74% Good Good Good Good PROGRAM Average attendance 60 149 248% YMCA FRIDAY LATE NITES $8,000 $3,082 39% LR Served 350 329 94% Good Good Good Good Late Nights held 70 36 51% PC AIDS OASIS CENTER FOR $12,500 $6,067 49% Center days offered 200 100 50% Good Good Good Good FOUNDATION LGBTQ YOUTH LR Served (Tracking) 73 N/A COMMUNITIES IN SCHOOL-WIDE $17,500 $8,750 50% SCHOOLS OF SUPPORTS LR Served 200 216 108% LAKEWOOD Students receiving case Good Good Good Good management (Tracking) 168 N/A Support activities 75 83 111% City of Lakewood Lakewood's Promise $25,000 $5,000 20% EMOTIONAL SUPPORTS TOTAL $93,000 $40,318 43% TOTAL LR SERVED 827 Contract Records Financial Effectiveness EMERGENCY FOOD CO-OP FOOD $25,000 $12,500 50% NETWORK PURCHASING* LR Served 20,000 13,059 65% Good Good Good Good Visits at Lakewood locations 160,000 65,711 41% Lbs of food distributed 1,600,000 1,026,151 64% NOURISH PC NUTRITIOUS FOOD FOR $20,000 $10,000 50% LR Served 8,500 5,827 69% Good Good Good Good FAMILIES Meals provided to LR 500,000 409,599 82% ST. LEO FOOD LAKEWOOD CHILDREN'S PROGRAM $14,000 $6,906 49% LR Served 3,400 2,104 62% Good Good Good Good SPRINGBROOK MOBILE $16,000 $7,892 49% Meals provided to LR 200,000 81,003 41% FOOD TOTAL $75,000 $37,298 50% TOTAL LR SERVED 20,990 Contract Records Financial Effectiveness CENTERFORCE COMMUNITY INCLUSION $10,000 $5,000 50% FOR ADULTS WITH LR served 70 24 34% Good Good Good Fair* DISABILITIES Services provided 500 1,675 335% PC AIDS MEDICAL CASE $10,000 $4,853 49% Active Lakewood clients 60 48 80% FOUNDATION MANAGEMENT Good Good Good Good Case management contacts 50 104 208% LINDQUIST DENTAL UNCOMPENSATED CARE $14,000 $3,086 22% LR Served 142 102 72% Good Good Good Good* FUND Cost of care per visit (Tracking) $27.81 N/A 7  Return to Agenda COMMUNITY LAKEWOOD PROMPT $20,000 $10,000 50% HEALTH CARE OF CARE LR Served 600 1,014 169% Good Good Good Good LAKEWOOD Prompt care visits 1,200 818 68% REBUILDING HOPE THERAPY SERVICES $7,000 $3,500 50% LR Served 9 9 100% Good Good Good Good Therapy hours 128 147 115% PC PROJECT ACCESS DONATED CARE $12,500 $6,250 50% LR Served 75 87 116% Good Good Good Good Value of care $300,000 $223,047 74% HEALTH & BEHAVIORAL HEALTH TOTAL $73,500 $32,689 44% TOTAL LR SERVED 1,284 Contract Records Financial Effectiveness YWCA DOMESTIC VIOLENCE $10,000 $4,880 49% SHELTER Shelter bed nights provided 2,000 1,021 51% Good Good Good Good LR Served (Tracking) 16 N/A LASA HOMELESS PREVENTION $18,750 $8,051 43% LR Served 175 99 57% Basic needs and essential Good Good Good Good services provided 175 99 57% Case management hours 525 212 40% CATHOLIC FAMILY HOUSING $15,000 $6,707 100% LR Served 200 234 117% Good Good Good Good COMMUNITY NETWORK Bed nights provided 15,000 12,443 83% REBUILDING REBUILDING DAY/YEAR $14,000 $7,000 50% LR Served 9 9 100% TOGETHER ROUND SERVICES Home repair projects 4 3 75% Good Good Good Good Value of repair projects $24,000 $12,471 52% HOUSING ASSISTANCE TOTAL $57,750 $26,638 46% TOTAL LR SERVED 358 Contract Records Financial Effectiveness GREATER LAKES BEHAVIORAL HEALTH $25,000 $12,500 50% CONTACT TEAM LR Served 300 156 52% Calls for service 450 243 54% Good Good Good Good Referrals to community services 125 137 110% YWCA LEGAL SERVICES $10,000 $4,880 49% LR Served 120 67 49% Good Good Good Good PROGRAM 500 449 49% TACOMA CLIENT ADVOCACY $18,750 $11,346 61% LR Served 20 16 80% COMMUNITY HOUSE Case management hours 150 69 46% Good Good Good Good Safety plans and legal documents created 50 23 46% REBUILDING HOPE ADVOCACY PROGRAM $7,000 $3,500 50% LR Served 28 74 264% Good Good Good Good Advocacy hours 175 108 62% STABILIZATION TOTAL $60,750 $32,226 53% TOTAL LR SERVED 313 Total Requests $360,000 $169,169 47% 8  Return to Agenda *Emergency Food Network: No concerns, but due to the national tariffs the federal government is buying up crops and donating them to food banks. EFN has received an influx of food and are requesting to reallocate funding from bulk food purchasing to staff for distrubition if they are awarded a second year of funding. CSAB has a letter from EFN describing the situation. *Centerforce: They will likely serve about 50% of the number of residents they committed to in the contract. They provided a letter to CSAB describing the situation. *Lindquist Dental: The value per visit seems low. They say the number will rise by the end of the contract year because they cannot determine the value of the more expensive services until the end of the year because of how long the billing process takes. 9  Return to Agenda CSAB October 17 Deliberation Agency Program Request Recommendation %ADM Strategy EC PC DH ML LM MNT ST PS Total Average Rank EFN CO-OP FOOD PURCHASING $25,000 $25,000 33% FOOD 32 32 28 24 31 32 31 20 230 28.6 1 GREATER LAKES BEHAVIORAL HEALTH CONTACT TEAM $25,000 $25,000 13% STABILIZATION 30 31 27 24 30 32 30 22 226 28.6 1 CENTERFORCE COMMUNITY INCLUSION FOR DD ADULTS $10,000 $10,000 14% HEALTH 29 28 26 27 27 32 28 31 228 28.5 1 PC AIDS FOUNDATION MEDICAL CASE MANAGEMENT $10,000 $10,000 24% HEALTH 30 29 29 23 27 32 29 22 221 28.1 2 YWCA LEGAL SERVICES PROGRAM $20,000 $10,000 18% STABILIZATION 29 28 27 24 28 31 32 21 220 28 2 NOURISH PC NUTRITIOUS FOOD FOR FAMILIES $25,000 $20,000 4% FOOD 25 31 25 25 28 32 29 25 220 27.7 2 YWCA DOMESTIC VIOLENCE SHELTER $20,000 $10,000 18% HOUSING 28 26 26 27 27 31 30 20 215 27.4 1 LINDQUIST DENTAL UNCOMPENSATED CARE FUND $17,000 $14,000 UNK HEALTH 28 32 16 25 29 32 29 24 215 27.3 3 CHC Lakewood LAKEWOOD PROMPT CARE $25,000 $20,000 14% HEALTH 28 29 25 23 26 32 20 32 215 27.2 4 YWCA CHILDREN'S PROGRAM $10,000 $10,000 18% EM SUPPORT 28 27 25 25 32 26 25 188 27 1 LASA HOMELESS PREVENTION $25,000 $18,750 22% HOUSING 29 30 18 22 26 30 29 32 216 26.6 2 TCH CLIENT ADVOCACY $25,000 $18,750 15% STABILIZATION 29 25 23 24 31 32 27 18 209 26.3 3 CCS FAMILY HOUSING NETWORK $20,000 $15,000 8% HOUSING 26 27 19 26 29 30 25 21 203 26.1 3 ST. LEO FOOD LAKEWOOD CHILDREN'S PROGRAM $21,250 $14,000 UNK FOOD 25 24 25 23 27 29 24 25 202 26 3 WORKFORCE CENTRAL PRE-APPRENTICESHIP CENTER PROJECT $25,000 $0 UNK STABILIZATION 27 30 13 22 27 32 26 22 199 25.6 4 YWCA INSIGHTS $10,000 $0 18% STABILIZATION 28 29 21 22 30 28 27 21 206 25.6 4 ST. LEO FOOD SPRINGBROOK MOBILE $25,000 $16,000 UNK FOOD 26 27 18 24 27 29 24 24 199 25.5 4 REBUILDING TOGETHER REBUILDING DAY/YEAR ROUND SERVICES $20,000 $14,000 21% HOUSING 22 25 20 23 31 30 26 21 198 25.5 4 BOYS & GIRLS CLUB LAKEWOOD TEEN PROGRAM $25,000 $20,000 26% EM SUPPORT 30 29 21 20 23 32 21 24 200 25.2 2 REBUILDING HOPE ADVOCACY PROGRAM $10,000 $7,000 22% STABILIZATION 22 25 19 23 30 30 28 21 198 25.1 5 REBUILDING HOPE THERAPY SERVICES $10,000 $7,000 22% HEALTH 27 25 18 23 27 31 26 28 205 25 5 YMCA FRIDAY LATE NITES $11,000 $8,000 13% EM SUPPORT 26 22 26 19 25 32 25 21 196 24.7 3 THE RESCUE MISSION ADAMS STREET FAMILY SHELTER $25,000 $0 16% HOUSING 24 25 18 21 24 31 27 22 192 24.2 5 PC PROJECT ACCESS DONATED CARE $25,000 $12,500 1% HEALTH 31 23 23 24 27 28 25 26 207 24 6 PC AIDS FOUNDATION OASIS CENTER LAKEWOOD LGBTQ YOUTH $15,000 $12,500 24% EM SUPPORT 27 18 27 21 28 26 27 14 188 23.8 4 CIS LAKEWOOD SCHOOL-WIDE SUPPORTS $25,000 $17,500 16% EM SUPPORT 22 27 16 25 23 28 19 20 180 23.4 5 MAKE A DIFFERENCE ELOISE'S COOKING POT $25,000 $0 3% FOOD 23 30 21 22 27 27 24 15 189 23.4 5 PIERCE COLLEGE COMPUTER CLUBHOUSE $21,250 $0 UNK EM SUPPORT 16 28 18 19 27 32 21 20 181 22.6 6 UNITED WAY CENTER FOR STRONG FAMILIES $25,000 $0 21% STABILIZATION 20 26 17 20 28 30 23 19 183 21.3 6 TOTAL $575,500 $335,000 Next Steps to consider Don't fund the lowest ranked program in the strategy area Don't fund programs that are funders and will sub-contract funds to other partners Don't fund any one agency for more than $30,000 Create balance between priority strategic areas: Food, EM Support, Health, Housing, Stablization Programs not included in this list due to Eliminated on 9/19/18 exceptional low scores Prince of Peace Broadway Center Asian Pacific Cultural Center PC Medical Reserve Council Set aside Lakewood's Promise $25,000 FOOD $ 121,250 $ 75,000 EM SUPPORT 107,250 68,000 HEALTH 97,000 73,500 HOUSING 110,000 57,750 STABILIZATION 140,000 60,750 TOTAL $ 575,500 $ 335,000 10  Return to Agenda TO: Mayor and City Councilmembers FROM: Paul A. Bucich, P.E., Public Works Engineering Director THROUGH: John J. Caulfield, City Manager DATE: September 23, 2019 SUBJECT: Clover Creek Floodplain Analysis Update Discussion: Public Works Engineering has been working on an analysis of the FEMA floodplain between JBLM and Steilacoom Lake along the Clover Creek corridor. The work was approved by Council earlier this year and preliminary findings will be shared with Council along with actions PWE is taking to verify the results, engage with principally effected parties, and development of a strategy for next steps. Preliminary Findings: • The FEMA mapping product underestimates the aerial extents of flooding, potentially significantly. • I-5 appears to be at significant risk of flooding during the 1% probability event, a.k.a., the 100-yr flood. • Property and road corridors north and west of I-5 are shown to be impacted with the new, more refined, model results. Schedule: Once the analysis is complete and options developed, PWE will return to the City Council with options on how to proceed. 1 |Page 11  Return to Agenda Clover Creek Floodplain Mapping Update Lakewood, Washington 12  Return to Agenda Effective Mapping I Blue indicates 100-year I-5 - floodplain Orange is 500-year 13  Return to Agenda Effective Mapping 100-year Floodplain Boundary Cut at I-5 14 Draft Work Map – 2006 (provided by Pierce County) Return to Agenda Draft work maps indicated 100-year flooding over I-5. 15  Return to Agenda Updated (2D) Mapping Comparison WSE updated FEMA model using 2D elements to route overbank flow Updated model indicated 100-year flooding would overtop I-5 This map compares effective and updated (2D) floodplain Updated 100-year Floodplain 16 Effective 100-year Floodplain  Return to Agenda Inundation Results – 100 year Depth Map – Levee Intact Levee 17  Return to Agenda Inundation Results – 100 year Depth Map – Levee Failed Levee Failed 18  Return to Agenda Model Terrain Levee 19  Return to Agenda TO: Mayor and City Councilmembers FROM: Paul A. Bucich, P.E., Public Works Engineering Director THROUGH: John J. Caulfield, City Manager DATE: September 23, 2019 SUBJECT: Job Order Contracting Discussion: The City of Lakewood has historically relied on the standard public works bidding process that entails the development of project parameters, plans, specifications, and bid documents, followed by advertisement, bid opening, and ultimately award of a contract. Chapter 39.10 RCW, Alternative Public Works Contracting Procedures, identifies an alternative means of obtaining a contractor and completing work: Job Order Contracting (JOC). RCW 39.10.200 Finding—Purpose—Intent. The legislature finds that the traditional process of awarding public works contracts in lump sum to the lowest responsible bidder is a fair and objective method of selecting a contractor. However, under certain circumstances, alternative public works contracting procedures may best serve the public interest if such procedures are implemented in an open and fair process based on objective and equitable criteria. The purpose of this chapter is to authorize the use of certain supplemental alternative public works contracting procedures, to prescribe appropriate requirements to ensure that such contracting procedures serve the public interest, and to establish a process for evaluation of such contracting procedures. It is the intent of the legislature to establish that, unless otherwise specifically provided for in law, public bodies may use only those alternative public works contracting procedures specifically authorized in this chapter, subject to the requirements of this chapter. RCW 39.10.420 Job order procedure—Public bodies may authorize and use. (1) All public bodies of the state of Washington are authorized to award job order contracts and use the job order contracting procedure. 1 |Page 20  Return to Agenda (2)(a) The department of enterprise services may issue job order contract work orders for Washington state parks department projects and public hospital districts. (b) The department of enterprise services, the University of Washington, and Washington State University may issue job order contract work orders for the state regional universities and The Evergreen State College. (3) Public bodies may use a job order contract for public works projects when a determination is made that the use of job order contracts will benefit the public by providing an effective means of reducing the total lead-time and cost for the construction of public works projects for repair and renovation required at public facilities through the use of unit price books and work orders by eliminating time-consuming, costly aspects of the traditional public works process, which require separate contracting actions for each small project. Job Order Contracting by definition is based on indefinite delivery/indefinite quantity (IDIQ) contracting. It enables contractors to complete a substantial number of individual projects with a single bid and all tasks are based on guaranteed, preset prices. The advantage of having a JOC in place for Lakewood is the time to execute work and typical administrative and contractors cost savings from using a JOC contract procurement process, which some studies show in the range of 20% - 25%. JOC is not for all projects. It is limited by legislation to $500k per project and it can be challenging to use for highly specialized work and cannot be used to acquire architectural or engineering services. Typical types of projects JOC contracting is used for includes minor new construction, repairs, renovations, replacement, maintenance, emergency work, time sensitive projects, and alterations of existing infrastructure. Use of JOC simplifies the procurement process, enables a faster response time from problem identification to solution, can improve the quality of the work, has preset pricing so it eliminates negotiations and being overcharged, increases local subcontractor participation, minimizes defaults, terminations, and claims, and is a fully transparent process. Currently, the following WA agencies are using the JOC process: City of Bellevue City of Bellingham City of Everett City of Kirkland City of Vancouver Community Transit King County Port of Everett Seattle Housing Authority Snohomish County. The above agencies have contracted, or are currently contracting with Gordian to administer and manage their JOC programs. Gordian is an international firm that started the concept of job order contracting with the US Military in 1982, and as a proven procurement method, JOC is in use in nearly 200 agencies nationwide. The City of Bellevue has identified excess capacity in its contract and has agreed to extend this excess capacity to 2 |Page 21  Return to Agenda other agencies on a limited basis through an Interlocal Purchase Agreement. The City of Bellevue’s contract has an annual value of $4M and they are willing to have the City of Lakewood use up to $1M annually. The JOC program has an additional benefit worth mentioning: no financial risk. JOC is a performance based approach for both the contractor and Gordian. The contractor is only paid upon an approved pricing proposal by the City. Likewise, Gordian manages the solicitation (bidding process) for the City and is paid a percentage of the agreed upon work value only if we agree and approve the pricing proposal. Gordian manages the program and acts as a quasi-extension of our staff and is paid a 5% fee on any work order executed under the contract as this is how they cover their costs. Next Steps: Should City Council agree this is a purchasing mechanism the City of Lakewood should have available to use, PWE will bring the Interlocal Purchasing Agreement through City Council at the next full City Council meeting requesting authorization for the City Manager to execute. Attached is the proposed Interlocal Purchase Agreement the City of Lakewood will execute to allow us to use the City of Bellevue Job Order Contract. Attachment: Interlocal Purchase Agreement City of Lakewood 3 |Page 22  Return to Agenda INTERLOCAL JOINT PURCHASING AGREEMENT THIS AGREEMENT is between the City of Bellevue, a political subdivision of the State of Washington, and City of Lakewood , a public agency under the laws of the State of Washington. WITNESSETH: WHEREAS, the Interlocal Cooperation Act, as amended, and codified in Chapter 39.34 of the Revised Code of Washington provided for interlocal cooperation between governmental agencies; and WHEREAS, Chapter 39.33 of the Revised Code of Washington provides for intergovernmental disposition of property; and WHEREAS, the parties desire to utilize each other’s procurement agreements when it is in their mutual interest; -- NOW, THEREFORE, the parties agree as follows: 1. PURPOSE: The purpose of this agreement is to acknowledge the parties’ mutual interest to jointly bid the acquisition of goods and services where such mutual effort can be planned in advance and to authorize the acquisition of goods and services and the purchase or acquisition of goods and services under contracts where a price is extended by either party’s bidder to other governmental agencies. 2. ADMINISTRATION: No new or separate legal or administrative entity is created to administer the provisions of this agreement. 3. SCOPE: This agreement shall allow the following activities: A. Purchase or acquisition of goods and services by each party acting as agent for either or both parties when agreed to in advance, in writing; B. Purchase or acquisition of goods and services by each party where provision has been provided in contracts for other governmental agencies to avail themselves of goods and services offered under the contract and/or where either party’s bidder is willing to extend prices to other governmental agencies. 4. DURATION AGREEMENT – TERMINATION: This agreement shall remain in force until cancelled by either party in writing. 5. RIGHT TO CONTRACT INDEPENDENT ACTION PRESERVED: Each party reserves the right to contract independently for the acquisition of goods or services without notice to the other party and shall not bind or otherwise obligate the other party to participate in the activity. 6. COMPLIANCE WITH LEGAL REQUIREMENT: Each party accepts responsibility for compliance with federal, state or local laws and regulations including, in particular, bidding requirements applicable to its acquisition of goods and services. 7. FINANCING: The method of financing of payment shall be through budgeted funds or other available funds of the party for whose use the property is actually acquired or disposed. Each party accepts no responsibility for the payment of the acquisition 23  Return to Agenda price of any goods or services intended for use by the other party. 8. FILING: Executed copies of this agreement shall be filed as required by Section 39.34.040 of the Revised Code of Washington prior to this agreement becoming effective. 9. INTERLOCAL COOPERATION DISCLOSURE: Each party may insert in its solicitation for goods a provision disclosing that other authorized governmental agencies may also wish to procure the goods being offered to the party and allowing the bidder the option of extending its bid to other agencies at the same bid price, terms and conditions. 10. NON-DELEGATION/NON-ASSIGNMENT: Neither party may delegate the performance of any contractual obligation, to a third party, unless mutually agreed in writing. Neither party may assign this agreement without the written consent of the other party. 11. HOLD HARMLESS: Each party shall be liable and responsible for the consequence of any negligent or wrongful act or failure to act on the part of itself and its employees. Neither party assumes responsibility to the other party for the consequences of any act or omission of any person, firm or corporation not a party to this agreement. 12. SEVERABILITY: Any provision of this agreement, which is prohibited or unenforceable, shall be ineffective to the extent of such prohibition or unenforceability, without invalidating the remaining provision or affecting the validity or enforcement of such provisions. APPROVED APPROVED, CITY OF BELLEVUE ________________________________ _________________________________ Agency Name Procurement Manager Date ________________________________ APPROVED AS TO FORM: Signature Date ________________________________ _________________________________ Title Assistant City Attorney Date ________________________________ Signature (if needed) Date ATTEST: ________________________________ _________________________________ Title City Clerk Date 24