HomeMy WebLinkAbout07/05/00 AGENDA CITY COUNCIL MEETING AGENDA
JULY 5, 2000
1. PRE-COUNCIL STUDY SESSION: 4:45 - 5:30 P.M. (Council Conference Room)
"Civic Center Update" with Bill Isley, Architect with Kitsap County Consolidated
Housing Authority
2. CALL TO ORDER: 5:30 P.M.
A. Pledge of Allegiance
B. Invocation
3. CONSENT AGENDA
A. Minutes of Meeting - June 21,2000 (#AB00-156)
B. Minutes of Meeting - June 28, 2000 (#AB00-157)
C. Bid Award for Emergency Power Generation System for the Public Works &
Utilities Administration Building (#AB00-158)
D.Professional Services Agreement with Miller & Miller Consulting Services, P.S.
for Review of Administrative Services Department (#AB00-159)
E. Approval of Budget Adjustment No. 00-13 for Professional Services Agreement
with Miller & Miller Consulting Services, P.S. (#AB00-160)
4. CLAIMS/CHECK REGISTERS
5. COUNCIL MEMBER REPORTS
6. MAYOR'S REPORT
7. LEGISLATIVE REPORT
8. PUBLIC RECOGNITION - (Comments limited to 3-minutes)
9. PUBLIC HEARING
A. Public Hearing on the Year 2001 CDBG / HOME Policy Plan (#AB00-161)
10. ADJOURNMENT OF MEETING
THERE WILL BE NO MONTHLY STUDY SESSION THIS MONTH.,,
AGENDA BILL
BREMERTON CITY COUNCIL
1. SUB__.~_~_,J.~: FOR AGENDA OF: JUlY 5, 2000
ORIGINATING DEPT: CITY C0UNCi L
MINUTES OF MEETING - JUNE 21, 2000 ORIGINATOR: CAROL ARENDS, PRESIDENT
DATE SUBMI-FI'ED: JUNE 26, 2000
2. J;,j=F.,~~: (comment on back if necessary) 3. EXHIBITS:
ENDORSEMENT INFORMATION APPROVED BY COUNCIL PRESIDENT FOR SUBMI'FI-AL:
MAYOR: COUNC,LPRESIDENT: ~ ~
4. SUMMARY STATEMENT AND REQUIREMENT FOR COUNCIL ACTION:
8. RECOMMENDATION:
9. RESPONSIBLE OFFICIAL:
ENFORCEMENT OFFICIAL:
EXPIRATION DATE:
REVIEW DATE:
10. NOTICE OF ACTION:
PULLED TABLED__ APPROVED__ DISAPPROVED__ AM~D_j~_
COUNCIL DiRECTiVE: DATE:
11. AGENDA BILL NO: 00 -- 15/.n
2. CLEARANCE COMMENTS:
4. SUMMARY STATEMENT (continued):
5. IMPACT ON NON-PASSAGE:
6. IMPACT ON STAFFING, BUDGETS, FACILITIES1 EQUIPMENT OR OTHER RESOURCES:
7. RESEARCH SOURCES:
TAPE #1710 UNAPPROVED DRAFT
CITY COUNCIL MEETING MINUTES
June 21,2000
The weekly meeting of the City Council of the City of Bremerton was called to order in the City
Council Chambers, 239 4'' Street, Bremerton, Washington, Wednesday, June 21, 2000, at 5:30 P.M.,
with Council President Carol Arends presiding. Council members present were Jim Reed, Conrad
Esser, David Farr, Ed Rollman, Cecil McConnell, and Wayne Olsen. Council Members John Law and
Mike Shepherd were absent. Also present were City Attorney Glenna Malanca, Deputy City Clerk
Paula Johnston, and Legislative Assistant Lori Smith.
The meeting opened with the Pledge of Allegiance led by Council Member Cecil McConnell, followed
by the invocation given by former Council MernberAI Colvin.
President Arends made the following announcements:
(1) Council held a Pre-Council Session in the Council Conference Room to discuss general Council
business.
CONSENT AGENDA
There were no consent agenda items scheduled for this meeting.
CLAIMS/CHECK REGISTERS
Vouchers audited and certified by the auditing officer as required by RCW 42.24.080, and those
expense reimbursement claims certified as required by RCW 42.24.090 have been recorded on a
listing that had been made available to the Council.
#0030 M/S/C/U (Olsen/McConnell) On June 21, 2000, the Council does approve for payment those
vouchers included and further described as follows: 242439 through 242441, 242458 through
242616, and EFT 6012 in the amount of $400,741.73.
COUNCIL MEMBER REPORTS
David Farr thanked the Commanding Officer at Submarine Base Bangor, along with his staff, for the
hospitality show to him and his wife dudng a recent tour of the base, and Open House event; and
congratulated the Submarine Service for 100 years of service.
Ed Rollman announced the next District 4 Neighborhood Meeting on Thursday, June 29, from 7:00 to
8:30 P.M. at the Washington Mutual Bank Building at 6th & Pacific, with topics to include "Your Views
on the Progress of the City", and a Waste Management Survey. He was happy to see there was a
sold-out concert at the Admiral Theater recently, which means people are coming downtown. Sadly,
he expressed deep sorrow at the vicious attack and death on Ruth Davis, a beloved family friend. He
asked anyone with information to solve her murder, to please call the Sheriff Office at 337-7111.
President Arends read an announcement for the benefit of citizens who have been approached by a
business that offers to paint house numbers on the curb in front of the homes for a cost to the
homeowner. The business is giving a false impression that if the numbers are not painted on the
curb, that they would not receive emergency services. It was clarified that emergency service is
available to everyone, regardless of whether a number is painted on the curb, in fact, according to
information provided by Fire Chief Al Duke, they prefer to see address numbers on the houses.
MAYOR'S REPORT
Mayor Horton reported that close to 100 individuals came to help create the new Anderson Cove
"Pea Patch". She thanked Windermere Real Estate and a number of volunteers from Master
TAPE #1710
City Council Reg. Mtg. Minutes
June 21, 2000
Page 2 of 3
Gardeners and the neighborhood for all their efforts in this project. Lastly, she reiterated to
residents, the importance to clearly mark their address on the front of their homes.
LEGISLATIVE REPORT
It was reported that the concerns raised by Karl Urseth at last week's Council meeting regardin§ the
overhead loading ramps at the Bremerton Ferry Terminal not operating after 7:30 P.M. each night, is
currently being researched.
PUBLIC RECOGNITION
Garland Freyman expressed concern at the City ordinance limiting the number of animals owned by
City residents, after recently bein§ told by an Animal Control officer that his family owned too many
pets. He asked if there was anything that could be done to allow his children to keep their pets.
10A - ORDINANCE NO. 4714 (SECOND READING) APPROVING DEVELOPMENT AGREEMENT
OF OLYMPIC PROPERTy GROUP FOR THE WEST HILLS PROJECT, #AB00-149 First reading of
this ordinance was heard at the Council meeting on June 14, 2000.
There were no comments from the public.
#0445 M/S/C/U (Farr/Reed) Move to pass Ordinance 4714 on second reading, authorizing the Mayor
to sign the West Hills Development Agreement.
#0455 M/S/C (Farr/Esser) Move to authorize the Mayor to sign the Olympic Property Group Letter of
June 16, 2000 relating to the West Hills Development Agreement. (A copy of this letter, which
establishes some guidelines by which the City can monitor the progress of the development, is
available in the Council Packet).
Voted in favor of this motion: Rollman, Fart, Esser, Olsen, McConnell, and Arends
Abstained from this motion: Reed
Motion carried: 6-Yes; 1-Abstention.
1 lA- pUBLIC HEARING AND ORDINANCE (FIRST READING), ESTABLISHING ADDITIONAL
FIRE AND LIFE SAFETY REQUIREMENTS FOR EXISTING MULTI-FAMILY RESIDENTIAL
BUILDINGS, #AB00-150: Fire Chief Al Duke stated that this ordinance would establish additional
Fire and Life safety requirements for existing multi-family residential buildings, commonly known as
apartments that are greater than 4 units. Council received a detailed presentation regarding this
ordinance at their Monthly Study Session on February 2, 2000; and also during Fiscal & Budget, and
Operations Committee Meetings. Mayor Horton extended her thanks and appreciation to the
individuals who worked on this ordinance for a considerable amount of time. She explained that this
ordinance was initiated after the Kona Village fire, where four elderly residents were killed, and that
this ordinance would follow almost exactly a similar measure approved by Kitsap County. The City of
Poulsbo has also passed a similar ordinance, and the Cities of Bainbridge Island and Port Orchard
are currently reviewing copies.
Jeff Kerneerl and John Vau~han, two local condominium owners, were in attendance to voice their
concerns that condominium owners were not adequately represented in the consideration of the new,
stricter fire code, and that the application of such an ordinance was not realistic for condominiums.
TAPE #1710
City Council Reg. Mtg. Minutes
June 21, 2000
Page 3 of 3
Scott Rapple_ve clarified some misconceptions and confusion about the proposed ordinance, pointing
out that the committee met every month for over two years, and did include a condominium
representative. He addressed the similarities with condominium units and hotel/motel rooms, and
clarified the ordinance would only affect those condos in three-story buildings, with over 17 units
("level-3"), and then, only if they could not meet the criteria of the matrix included in the ordinance.
Jim Adrian explained that there was no county-wide association for condominium owners, so they
did their best to "get the word out" to local condo owners. He reiterated that condo owners were
represented at their meetings, which were all open to the public, and pointed out that two years was a
reasonable time for implementation. The committee was very aware that the "affordability" to comply
with these new standards was an issue, but they started out with potentially a $40 million liability,
which is now down to approximately $4.5 million for a 24-month implementation mode throughout the
County. He added the County has established a Fire Safety Advisory Committee, and one of their
ongoing action items will be to look for grants and other financial assistance to assist those who may
have trouble with financing or compliance. Chief Duke added that his Department is willing to work
together with condominium owners to achieve compliance in a timely manner.
Mr. Reed asked if the person receiving the enforcement action would be notified in wdting. Chief
D[Ike emphasized that all requests are put in wdting, which include time limits for compliance clearly
stated. He stipulated that they would work with the Legal Department to include correct verbiage.
Mr. Farr stated that as an owner of a condominium in a "level-3" building, he can clearly see how a
fire in his unit would affect those units above, below, and on either side of him. He pointed out this
issue has been dealt with at community meetings for over two years, with many articles and notices
published in the local paper. Mr. McConnell and Mr. Rollman concurred.
#1710 M/S/C/U (Reed/McConnell) Move to approve this ordinance on first reading, establishing
additional Fire & Life Safety Requirements for existing multi-family residential units.
With no further business, meeting concluded at 6:20 P.M. Council then adjourned to the Council
Conference Room for a couple of announcements.
PAULA JOHNSTON, Deputy City Clerk
CAROL ARENDS, City Council President
City of Bremerton
PJ/CA/Is/cg
c: Normal Distribution
File
AGENDA BILL
BREMERTON CITY COUNCIL
1. SUBJECT: FOR AGENDA OF: JULY 5, 2000
ORIGINATING DEPT: CITY C0UNCiL
MINUTES OF MEETING -- JUNE 28, 2000 ORIGINATOR: CAROL ARENDS ~ PRESIDENT
DATE SUBMITTED: JUNE 30, 2000
2. CLEARANCES: (comment on back if necessary) 3. EXHIBITS:
ENDORSEMENT INFORMATION APPROVED BY COUNCIL PRESIDENT FOR SUBMI-I-FAL:
MAYOR: COUNCIL PRESIDENT: ~ ~d,c~_~
4. SUMMARY STATEMENT AND REQUIREMENT FOR COUNCIL AC?ION:
8. RECOMMENDATION:
9. RESPONSIBLE OFFICIAL:
ENFORCEMENT OFFICIAL:
EXPIRATION DATE:
REVIEW DATE:
10. NOTICE OF ACTION:
PULLED TABLED APPROVED__ DISAPPROVED~ AME~D~._~
COUNCIL DIRECTIVE: DATE:
11. AGENDA BILL NO: 0(] -
2. CLEARANCE COMMENTS:
4. SUMMARY STATEMENT (continued):
5. IMPACT ON NON-PASSAGF:
6. IMPACT ON STAFFING, BUDGETS, FACILITIES, EQUIPMENT OR OTHER RESOURCES:
7. RESEARCH SOURCES:
7
TAPE #1711 UNAPPROVED DP, AFT'
CITY COUNCIL MEETING MINUTES
June 28, 2000
The weekly meeting of the City Council of the City of Bremerton was called to order in the City
Council Chambers, 239 4t~ Street, Bremerton, Washington, Wednesday, June 28, 2000, at 5:30 P.M.,
with Council President Carol Arends presiding. Council members present were Jim Reed, David Farr,
Mike Shepherd, John Law, Cecil McConnell, and Wayne Olsen. Council members Ed Rollman and
Conrad Esser were absent. Also present were City Attorney Glenna Malanca, Deputy City Clerk
Paula Johnston, and Legislative Assistant Lod Smith.
The meeting opened with the Pledge of Allegiance led by Council Member Cecil McConnell, followed
by the invocation given by Council Member John Law.
President Arends made the following announcements:
(1) Council held a Pre-Council Session in the Council Conference Room to discuss general Council
business.
CONSENT AGENDA
A. Minutes of Meeting - June 14, 2000 (#AB00-151)
#0015 M/S/C/U (McConnell/Olsen) Move to approve Consent Agenda as presented.
CLAIMS/CHECK REGISTERS
Vouchers audited and certified by the auditing officer as required by RCW 42.24.080, and those
expense reimbursement claims certified as required by RCW 42.24.090 have been recorded on a
listing that had been made available to the Council.
#0044 M/S/C/U (Law/McConnell) On June 28, 2000, the Council does approve for payment those
vouchers included and further described as follows: 242631, and 242639 through 242879 in the
amount of $1,172,289.40; and Regular Payroll for the pay period ending June 15, 2000 in the amount
of $787,970.32.
COUNCIl.. MEMBER REPORTS
John Law congratulated Council Member Mike Shepherd on his recent election as a Board Member
and Director for District 12 of the Association of Washington Cities (AWC), a group which works with
Municipal Research and other Washington cities. He announced the next District 3 meeting would be
held at the Senior Center on July 18 to discuss "A Change in City Government - Do We Want It? If
yes, What Do We Want?." More details will be announced soon.
Mike Shepherd stated he looks forward to working on the AWC Board. He announced the 2"~
Annual District 5 Neighborhood Picnic on Thursday, July 20, from 5:00 to 6:00 P.M. at Evergreen
Rotary Park. He reminded the public that even though firework stands opened today, it is illegal to
shoot off fireworks until the fourth, and that fireworks from Indian Reservations are illegal all the time.
David Farr elaborated on the dangers of fireworks, and also warned the public to be extremely
careful, to follow the law, and to take care of their pets. President Arends concurred.
MAYOR'S REPORT - There was no report tonight.
TAPE #1711
City Council Reg. Mtg. MinUtes
June 28, 2000
Page 2 of 4
LEGISLATIVE REPORT
It was announced that Council Member Ed Rollman would hold the next District 4 meeting on
Thursday, June 29, from 7:00 to 8:30 P.M. at the Washington Mutual Building at 6~h & Pacific, with
discussion to include "Your Views on Success and Progress in the City" and a Solid Waste Survey.
PUBLIC RECOGNITION - There were no comments tonight.
9A - AMENDMENT TO PROFESSIONAL SERVICES AGREEMENT FOR INSURANCE BROKER
SERVICES. #AB00-1,52: Peggy Lesser, Risk Manager, announced that the City's existing contract
for broker services terminates September 30, 2000. Since ongoing services are necessary for the
City to secure insurance coverage at the lowest possible cost, the City wished to extend the contract
for two additional years. The service fee will remain at $20,000 per year.
There were no comments from the public.
gO310 M/S/C/U (McConnell/Olsen) Move to approve the professional services contract extension with
Willis of Seattle, Inc.
9B - BID AWARD FOR IRRIGATION SUPPLIES FOR IVY GREEN CEMETERY, #AB00-153:
Jodi Wroblewski, Assistant Parks & Recreation Director, stated that bids were opened on Monday,
February 14, 2000 for irrigation supplies at Ivy Green Cemetery. The Iow bidder was United Pipe &
Supply from Tacoma, WA with a lump sum bid amount of $32,568.46. The total contract amount,
including Washington State Sales Tax is $35,239.07. Funding for this project was established by
Budget Adjustment No.00-12, enacted by City Council on May 17, 2000. It was clarified that this
contract was only for supplies, and that City staff would be used for all labor.
There were no comments from the public.
#0369 M/S/C/U (Farr/Olsen) Move that the City Council approve this Iow bid of United Pipe and
Supply, in the amount of $35,239.07, including Washington State Sales Tax, and authorize the Mayor
to execute the contract for the purchase of the irrigation supplies, subject to City administrative
policies and procedures.
9C - REQUEST FOR NEGOTIATED SALE OF SURPLUS PROPERTY, #AB00-154: Bill McKinney,
Forestry Manager, noted that the property described as a portion of the SE ¼ SW ¼ Section 31,
Township 24 North, Range 1 East, lying south of State Route 3, and also identified as a portion of
Kitsap County Assessor's Tax Parcel 312401-1-001-2007 was declared surplus by City Council action
on May 24, 2000. Exhibit 3 contains a report recommending a negotiated sale of the 0.22-acre parcel
to Alpine Evergreen Company, Inc., the abutting landowner. BMC 2.78.030d provides for the sale of
surplus property to an abutting landowner. This parcel meets the conditions for this type of sale. An
appraisal has set the value of this parcel at $2,000. It is recommended that City Council approve the
sale of this property to the abutting landowner, Alpine Evergreen Company, Inc. for the appraised
value of $2,000.
There were no comments from the public.
#0435 M/S/C/U (McConnell/Reed) Move to approve the sale of the above described parcel described
in the above exhibits to Alpine Evergreen Company, Inc. for the appraised price of $2,000 per
established policies and procedures.
TAPE #1711
City Council Reg. Mtg. Minutes
June 28, 2000
Page 3 of 4
10A- RESOLUTION NO. 2760. AUTHORIZING HUD LOAN REPAYMENT FOR ADMIRAL
THEATER; AND BUDGET ADJUSTMENT NO. 00-14. #AB00-155: Mayor Horl;on reported that the
Admiral Theater Foundation has requested a loan from the City in the amount of $120,000 to meet
their obligation to repay a five year HUD loan. The annual payment has been made in years one
through three and is reserved for year five. This will be the final payment on this loan and part of this
payment is also covered by the reserve. It is recommended that the loan be for a period of five (5)
years at 6% interest with a balloon payment at the end of the term. The loan will be paid back with
funds received from the Lodging Tax (Hotel/Motel), that are already earmarked for the Admiral
Theater. Ruth Enderle, Executive Director for the Admiral Theater, provided additional information
on the issue of operating costs, and how they fell short of this years HUD loan payment. She
indicated that the Admiral Theater would be able to raise the funds, but not by the July 15"~ deadline.
She appreciated the support and consideration of the Council.
There were no comments from the public.
#0587 M/S/C/U (Fan/Shepherd) Move to approve loan in the amount of $120,000 to the Admiral
Theater Foundation by Resolution No. 2760.
#0600 MIS/C/U (Farr/Olsen) Move to approve Budget Adjustment No. 00-14.
City Council recessed at 5:50 P.M. until the advertised time for this Public Hearing at 6:00 P.M ....
11A- PUBI,.IC HF-,,ARING AND ORDINANCE NO. 4715 (SECOND READING). ESTABLISHING
ADDITIONAL FIRE AND LIFE SAFETY REQUIREMENTS FOR EXISTING MUI,.TI-FAMILY
RESIDENTIAL BUILDINGS, #AB00-150: First reading of this ordinance was heard at the Council
meeting on June 21, 2000.
Fire Chief Al Duke reiterated that this ordinance would establish additional Fire and Life safety
requirements for existing multi-family residential buildings. He pointed out the following changes: 1)
language regarding wdtten notification to the occupants of a building was incorporated into the
ordinance as a result of a request made by the Council at last week's meeting; and 2) a letter
received from Raymond E. Pederson, President & Treasurer of the Narrows Condominium
Association was added to the record.
John Carroll voiced his opposition to this ordinance, stating that the County's report on this issue
was good information, but was intended for County residents, not City residents. He stated the notion
of individually owned condominium units being mandated to the safety matrix system was without
merit, therefore the City Council should take longer to study this issue before approving it.
Jeff Kerneen reiterated his concerns against this ordinance. He added that his condo association
conducted a review of their covenants and by-laws, and found there was nothing included that would
force the owner of a unit to allow entry into the unit to provide an internal monitoring device (sprinkler
or heat sensor). He agreed that Council should take longer to study this issue, as it pertains to
compliance for condominium owners.
Chief Duke clarified that the City has taken a long time to study this issue, which included monthly
meetings for over two years, and that condo owners were considered and represented. He further
clarified that this issue was addressed as a county-wide issue, and they attempted to include as many
people from different entities in the process as possible. He acknowledged their lack of legal
TAPE #1711
City Council Reg. Mtg. Minutes
June 28, 2000
Page 4 of 4
authority to enter a unit without permission, but reiterated the number one goal was life safety, and to
make sure the citizens have a way to get out of their complex in an emergency. Ms. Malanca added
that to address enforcement concerns, language could be incorporated into the motion stating that
compliance would be between the Fire Department and each owner of each individual dwelling unit.
Mr. Farr confirmed that when the time comes he will pay what it takes for his condominium units to
meet compliance, however, he expressed concern that not all owners will comply, and the City will
not be able to enforce their own ordinance. Chief Duke stated that they are not allowed to enter any
unit, including apartments, unless they are invited; and there is always going to be someone who
does not want to pay their fair share. It was accepted early in the process that the issue of
condominiums would be a difficult one, so they already determined they would need to spend a great
deal of time talking with and educating condominium owners. He pointed out there will be even more
difficulty in three-story buildings, with over 17 units, where there is even stricter compliance. It was
added that the Fire Department is willing to work together with condominium owners to achieve
compliance in a timely manner.
John Law stated that the City owed fire safety measures to residents of multi-unit buildings, and that
he supported this issue. He further suggested that the Fire Department come back in 6-months and
report on any problems with compliance.
#1906 M/S/C/U (Olsen/Reed) Move to pass Ordinance No. 4715 on second reading, including the
amended definition for owner of record to read "owner" means the owner of record of a Group R,
Division 1, Building or any dwelling unit contained therein.
#2030 M/S/C/U (Olsen/Reed) Move to direct the Fire Chief report on the compliance record within 6
months to the City Council.
With no further business, meeting concluded at 6:40 P.M.
PAULA JOHNSTON, Deputy City Clerk
CAROL ARENDS, City Council President
City of Bremerton
PJ/CA/Is/cg
c: Normal Distribution File
AGENDA BILL
BREMERTON CITY COUNCIL
1. SUBJECT: Bid Award: FOR AGENDA OF: July 5, 2000
Emergency Power Generation System ORIGINATING DEPT: Public Works & Utilities 4~--~
For the Public Works & Utilities ORIGINATOR: W.Hamiiton, Util Ops MgrTM
Administration Building DATE SUBMITTED: June 20, 2000
2. CLEARANCES: (Commenton I~_kif~ ~try) 3. EX~mrrs:
Director PW&U ~ ~,~ ~ · (1) Bid Proposal from Pacific Detroit
City Attorney ~ ~~-~ ~_f~,~ Diesel-Alli~n
City Treasurer · (2) Upgrade of Housing Enclosure
Purchasing Manager
Operations Committee C~'~~~ (CONSENT AGENDA ITEM)
Fiscal & Budget Comm.
ENDORSEMENT /~ INFO~TION APPROVED BY COUNCIL PRESIDENT FOR SUBMITFAL:
MAYOR ~ ~- ~-~ COUNCIL PRESIDENT
4. SUMMARY STATEMENT AND REQUIREMENT FOR COUNCIL ACTION:
The current emergency generator is undersized and does not have the capacity to provide necessary
emergency power for the Water Resources SCADA Telemetry System or when the Olympus site is activated as
the backup Emergency Operations Center. Accordingly, bids were opened for the Emergency Power
Generation System for the Public Works & Utilities Administration Building on April 25, 2000. One bid was
received from Pacific Detroit Diesel-Allison from Kent, WA. The recommendation before the Council is for
approval of the bid award to Pacific Detroit Diesel-Allison to include the upgrade of the housing enclosure for
a total award amount of $29,090.68. Exhibits (1) and (2) are provided for your information.
8. RECOMMENDATION:
That the City Council authorize approval of the bid award as stated above and authorize the Mayor to
execute the contract in the amount of $29,090.68, subject to City administrative policies and procedures.
9. RESPONSIBLE OFFICIAL: Director of Public Works & Utilities
ENFORCEMENT OFFICIAL: Utilities Operations Manager
EXPIRATION DATE:N/A
REVIEW DATE:N/A
10. NOTICE OF ACTION 3 END
PULLED TABLED APPROVED DISAPPROVED ED __
COUNCIL DIRECTIVE: DATE:
11. AGENDA BILL NO: DO - l ~ ~
2. CLEARANCE COM~MENTS:
5. IMPACT ON NON-PASSAGE:
The existing under-sized 1965 model generator will continue to be used at its current site without the capab'dity
of carrying the electrical loads ofthe building as well as providing emergen~ power for the Water Resources SCADA
monitoring system and for the backup Fmergency Operations Center. This severely limits the ability of the Central
Adrnin[qtmfion, EngineeaSng and Uttlity Billing offices to ftmOJon during power outages.
6. IMPACT ON STAFFING~ BUDGETS~ FACILITIES~ EQUIPMENT OR OTHER RESOURCES:
No impact on staff.. Sufficient funds have been budgeted for this item.
7. RESEARCH SOURCES:
Other facilities in Bremerton have had Pacific Detroit Diesel-Allimn generators installed with no problems
experienced in installation or operation.
{~970122_1.ab}
DETROIT DIESEL- ALLISON
May 24, 2000
Purchasing Manger
City of Bremerton
239 4~ Street
Bremerton WA 98337
Subject: Diesel Generator quote of May 25
Gentlemen:
We are pleased to offer our base quote per your specification, but have
reservations about lining the housing with one inch of sound deadening foam.
Our experience from the past has revealed the following when this is done.
a. The foam tends to become loose and overtime fall down on the engine.
b. There is little sound deadening because if you see the engine or radiator
you hear the noise.
We would prefer to offer two options to your base bid:
Eliminate the foam and window saving $1600.00.
Or purchase the factory tested and certified sound attenuated housing for an
additional $2765.00 which would bring the dBA level down to a guaranteed 66 at
23 feet.
Regards,
Tom Tomlinson
253 520 5170 Direct
253 850 2631 Fax
800 962 7360
ttomlinson~pacificdda.com
.r-i 506} N. Lagoon Avenue [] 1493 Kingsly Drive [] 72]5 S. 228[h $~cet ~'~/ [] 66l$ E. Mallon Ave. [3 800! Petersburg S~'ee~
Portlami. OR 97217-7694 Medford. OR 97504 Kent, WA 98032 Spokanc, WA 99220-3 [67 Anchorage. AK 99507
(503) 283-0505 (541 ) 779-4622 ~253 ) 85~-0505 { 509) 535-3663 (907) 522-3~3a
Fax: f503} 2a0-~692 Fax: f541) 779-8542 Fax: (253) 850-263 [ Fax: (509} 535-9116 Fax: (907) 522.1 I98
I-I 3436 Olympic Strcc! t"l P.O. Box 730 [] 7~01 N.E. 47th Avcnue [3 1810 E..lamca
Springficld. OR 97477 Redmond, OR 97756 Vancouver, WA 98661 Pasco. WA 99301
(541)746-1661 (541)545-7497 [ ~f (360) 906-8298 (509) 547-1611
Fax: (541) 7,~>-8381 Fax: 15411548-7493 Fax: (360) 906-8297 Fax: (509) 547-t 14-4
PROPOSAL
DATE:
TO THE CITY COUNCIL AND CITY CLERK, CITY OF BREMERTON:
In accordance with your advertisement, plans and specifications on file in the office of the City Clerk the
undersigned hereby agree(s) to:
PROVIDE an emergency power generation system for the Public Works & Utilities Administration
Building.
For a Cost of: $ ?_% 7..-t 7..
End of Warranty Test. $
Sales Tax: $ ~-O
TOTAL PRICE BID: $ Z. ~,, k~ ~ q ~'~_~-
TOTAL PRICE WRITTEN
BID BOND ENCLOSED
Performance Will Be One Hundred and Twenty (120) Days After Receipt of Notice To Proceed.
Contractor Signature:
Firm Name:
Address -'1'L_~,% ~ ?_?_ ~-_~"',--~ %% q...'~"7
Telephone Number ~.~'S ¢,L~ ,; t-7~ FAX Number Z._%% ~% k~ 7._~% ~
Signature of Preparer:
Bremerton Business License # ~'T, ~,~L~t.¢,,~-~ IRS TIN/SS #
Washington State Contractor # ~<b'~ ~ ,._,, ~.¢'~.~ ,,_~ ~ ~t_~o v.r,_'-( \% ~-.. ~. -~.
Ail Proposals Must be in Ink or Typewritten - No Erasures Permitted
NON-COLLUSION AFFIDAVIT
STATE OF WA.~H_,,~. GTON,
cOUNTY OF ' ~.~$~ ~
~Name)
%~._~ ~' that the bid above submitted is genuine and not a
[Title)
sham or collusive bid, or made in the interest or on behalf of any person therein named: and he
further says that' th'e said bidder has not directly or indirectly induced or solicited any bidder on the
above work or supplies to put in a sham bid, or any other person or corporation to refrain from bidding;
and that the said bidder has not in any manner sought by collusion to secure ~ self any advantage
oVerSubscribedany other bidder or bidders. //"'~ iY~ (~.t,._ ~ ~,.~ ~
and sworn to before me this,¢¢ /~?¢~/ -~, ¢ ~
.,' ,,..'~ ....... T"~- '.. Nora ic'~n and for the
... ~.r.~,~.. #~?.. ~ State of Washinaton residing
Bid Award Information
Emergency Power Generation System
P W & U Admin. Building
Odginal Bid : $ 23,272.00
End of Warr. Test : $ 750.00
Housing Enclosure Upgrade: $ 2,765.00
Sales Tax ~ 8.6 % : $2,303.68
Total Pdce Bid : $ 29,090.68
Generator set sizing and design study was performed in 1998 / 1999 by Power Systems
Engineering. This study provided emergency load rotes, future expansion loads, st. art-up
procedures, technical specifications and evaluation of bids received.
Kohler Generator, trailer mounted, Equipment fK)051
Water Resources Division, E.P,.R. Fund
Kohler Generators (2) two, building use. Purchased by Fire Deparlment Dist. #1, Silverdale Wa.
Attachment: Engineer's Estimate, Bid Advertising Information and Bid Closing Date.
~ PUBLIC WORI~ AND UTILITIES
100 O~stcr Bay Avc~uc N. o Brc~nerton, WA 95312 · 060) ~?$-S920 · FAX (3~0) ~78-$360
MEMORANDUM
DATE: March 17, 2000
TO: Bill Eley, Purchasing Manager
FROM: Chris Mottaer, Inventory/Facilities Division
S~CT: Public Works & Utilities Admini~tration Building Emergency Power
Generator System
Bill, here is the information needed to proceed with the request for bids and bid
advertisements for the Public Works & Utilities Administration Building Emergency Power
Generator System.
I have made some changes to the regular forms. Please let me know if it does not look
correct.
The Engineer's estimate for the generator is $27~388.66. Please advertise for this project as
normal, to Daily Journal of Commerce, Northwest Dispatch, The Sun Newspaper and any
others that you think may be necessary to ensure bid responses.
I've listed a bid closing date of Tuesday, April 25, 2000.
Any questions or changes, please let me know. Thanks for your help.
C:/word/motmer/PW&U Emerg Generator -k Equal Opportunity Employer
AGENDA BILL
BREMERTON CITY COUNCIL
1. SUBJECT: FOR AGENDA OF: July ~ 2000
Professional Services Agreement ORIGINATING DEPT: Audit Committee
and Budget Adjustment No. 00-13 ORIGINATOR: Michael Stephenson, City Auditor
DATE SUBMITTED: June 28, 2000
2. CL~~CES: (Cg~nment on back if necessary) 3. EXHIBITS:
~ Professional Services Agreement:
~-len~ Malanca, City Attorney
P.S.
~ Budget Adjustment Request 00-13
Kathleen McCluskey, Director of
Admini~qtrative Services (CONSENT AGENDA I TEIq)
ENDORSEMEN~ORMATION [] APPROVED BY COUNCIL PRESIDENT FOR SUBM/TTAL:
4. SUMMARY STATEMENT AND REQUIREMENT FOR COUNCIL ACTION:
The Administrative Services Department supports a review to establish the best work plan to provide staffing,
workload, organizational structure, business processes, policies, use of technology and service delivery mechanisms
objectives to better serve the needs of the City. If approved, Miller & Miller Consulting Services P.S. will be asked
to provide services ending October 15, 2000, for an amount not to exceed $37,500.
8. RECOMMENDATION:
Recurd Motion:
Motion to approve a professional services agreement with Miller & Miller Consulting Services, P.S. for an amount
not to exceed $37,500, ending October 15, 2000; and
Motion to approve Budget Adjustment Request No. 00-13.
9. RESPONSIBLE OFFICIAL: Audit Committee
ENFORCEMENT OFFICIAL: City Auditor
EXPIRATION DATE: N/A~ D ~~
REVIEW DATE: N/A ~ ~
10. NOTICE OF ACTION -~
PULLED [] TABLED [] APPROVED [] DISAPPROVED [] AMENDED [ :
cotmcm ~)nmcTiv~: ~. AGENDA BILL NO.: O 0 - I ~q
O0 - {(,,0
2. CLEARANCE COMMENTS:
5. IMPACT OF NON-PASSAGE:
Continuation of current policies and procedures
6. IMPACT ON STAFFING~ BUDGETS, FACILITIES~ EQUIPMENT OR OTHER RESOURCES:
Poss~le financial impacts in future
7. RESEARCH SOURCES:
~0
CITY OF BREMERTON
BUDGET ADJUSTMENT REQUEST
Requesting Department: CITY AUDITOR Adjustment Number: 00-13
I Approval Authority Required:
[--]Treasurer r-]Mayor r- Fiscal & Budl~et ~-~Council
SOURCE OF FUNDS: USE OF FUNDS:
Description Amount Description Amount
Increase Beginnig Cash 37,500 Increase Professional Services 37,500
NARRATIVE:
This adjustment will provide expenditure authority necessary to fund the professional services agreement
contracting for review of the Administrative Services Department.
Department Head Signature Date Director Signature Date
Treasurer Comments:
~ Recommended [----] Not Recommended ~ ~/ I--L
Treasurer's Si..~nature ~ Date~
Mayor Comments:
r-~ Recommended ~ Not Recommended
~-~ Approved ~ Denied ~. ,~__, ~///~y~/,~
191ayor's Signature Date
Fiscal & Budget Committee Comments:
[----] Approved ~ Denied
Fiscal & Budget Committee Signature Date
PROFESSIONAL SERVICES AGREEMENT
The City of Bremerton ("City") and Miller & Miller Consulting Services, P.S.
("Consultant"), referred to collectively as the "Parties," enter into the following Agreement for
professional services:
I. Scope: The Consultant will perform the services set out in the Scope of Work, which is
attached as Exhibit A and incorporated by reference. The Scope of Work may be modified only
pursuant to Section VI. D. of this Agreement. If the Scope of Work provides for unspecified
additional services the City may request, such services shall only be performed upon the express,
written request of the City.
IL Term: This Agreement commences on July 15, 2000 and terminates on October 15, 2000
unless another date is substituted pursuant to Sections VI. D. or VIII.
m. Compensation: In consideration of the services provided pursuant to this Agreement, thc
City shall pay Consultant in an amnunt not to exceed $37,500.00 and the assistance of the City
Auditor not to exceed 75 hours. Consultant's charges and bills shall conform to the fee schedule
attached and incorporated herein by this reference.
The Consultant shall submit regular billing statemems describing services rendered and
the amount charged for each service. The descriptions shall conform to and fall within the
categories set out in the Scope of Work. Upon receipt of a conforming billing statement, the
City shall promptly process payment.
Consultant shall not perform work beyond the Scope of Work, nor shall be compensated
for such work, unless the Scope of Work or amount of compensation is modified pursuant to this
Agreement. Additional services shall be compensated for only if requested pursuant to Section I
and shall be compensated as set out in the request or, tithe request does not so provide, as set out
in the attached fee schedule.
If a billing statemem does not conform to this Agreemem, the City may withhoM
payment until the statement is brought into compliance. Such withholding does not relieve
Consultant of its obligations under this Agreement.
IV. Relationship of Parties: Consultant is skilled in the matters addressed in the Scope of
Work and is performing independent functions and responsibilities within its field of expertise.
Consultant and its personnel are independent Consultants and not employees of the City.
Consultant and its personnel have no authority to bind the City or to control the City's employees
and other Consultants.
As an independent Consultant, Consukant is responsible for its own management. The
City's administration and enforcement of this Agreement shall not be deemed an exercise of
managerial control over Consultant or its personnel.
Bremerton/Miller&Miller
Admin Services
Page 1 of 4 ~[~,
As an independent Consultant, Consultant is respons~le for paymem of all taxes and
licensing fees necessary to perform its obligations under this Agreement. These taxes and fees
include but are not limited to State industrial insurance, B&O, State professional licensing, and
City business licensing. If any taxes or fees due the City have been declared delinquent, the City
may withhold the delinquem amount, plus any additional charges arising fi.om the delinquency,
from any paymems due Consultant.
V. Insurance and Hold Harmless: Prior to the commencemem date of this Agreement,
Commltaat shall provide Certificates of Insurance to the City's Risk Manager verifying the
following coverage: 1) a professional liability policy ("E&O") providing coverage of $500,000
for errors and omissions committed by Consultant while performing its obligations under this
Agreement, and 2) a comprehensive general liability ("CGL") policy providing coverage of at
least $500,000 per occurrence and including bodily injury and property damage. The CGL shall
name the City as an additional insured. Both policies shall remain in full force and effect, and
provide coverage for the full term of this Agreement. Insurer shall provide the Risk Manager
with 30 days' written notice of any camcellation or change of coverage of either policy.
Consultant shall be solely responm"ole for the acts and failures to act of its personnel
which arise in any way out of perfortmurm of this Agreement. Consultant agrees to defend,
indemnify, and hold harmless the City and its officials and em~ loyees from and against all
liability, loss, damages, and expenses, including costs and attorneys' fees, resulting from actions,
claims, and lawsuits arising or alleged to have arisen, in whole or in part, out of or in
consequence of the acts or failures to act of Consultant, its employees, its subcontractors, its
agents, or its assigns in the performance of this Agreement. The City and Consultant have
specifically negotiated Consultant's waiver of its immunity under Title 51 RCW, which is hereby
waived for purposes of Consultant's indemnification and hold harmless of the City, including the
duty to defend. This provision shall be inapplicable to the extent such action, chlim~ or lawsuit is
judicially found to arise solely fi.om the acts or failures to act of the City.
VI. General Conditions:
A. Reports and Information: When requested by the City, Consultant shall furnish
periodic reports and documents on matters covered by this Agreement. The reports and
documents shall be furnished in the time and form requested. Consultant shall maintain
accounting records in accordance with Generally Accepted Accounting Principles (GAAP) to
substantiate all billed amounts.
B. Entire Agreement: This Agreement and its Exhibits constitutes the entire agreement
between the Parties, and the Parties acknowledge that there are no other agreements, written or
oral, that have not been set forth in the text of this Agreement.
C. Severability: Should any part of this Agreement be found void, the balance of the
Agreement shall remain in full force and effect.
D. Modification: This Agreement may only be modified by written instrument signed by
both Parties.
Bremerton/Miller&Miller
Admin Services
Page 2 of 4
E. Notices: Notices shall be in writing and delivered to the following addresses:
City Address Consultant Address
City Auditor's Office Miller and Miller Consulting Services, P.S.
239 4t~ Street 4240 West Crmrer Street
Bremerton, WA 98337 Seattle, WA 98199-1005
F. Waiver: Failure to enforce any provision of this Agreement shall not be deemed a
waiver of that provision. Waiver of any right or. power arising out of this Agreement shall not be
deemed waiver of any other fight or power.
G. Compliance with Laws: Consultant shall comply with all applicable Federal, State,
and local laws in performing its obligations under this Agreement.
H. Choice of Law and Venue: This Agreement shall be interpreted according to the laws
oftbe State of Washington. Any judicial action to resolve disputes arising out of thi.~ Agreement
shall be brought in Kitsap County Superior Court.
I. Attorneys' Fees: The substantially prevailing Party in any litigation arising out of this
Agreement shall be emitled to its reasonable attorneys' fees and court costs.
VII. Nondberimination: Consultant shall not discriminate in employment or services to the
public on the basis of race, color, national origin, sex, religion, age, marital status, or disability,
except for employment actions based on bona fide occupational qualification.
VIII. Termination: This Agreement may be terminated, at will, by either Party upon 30 days'
notice to the other Party. This Agreement may be immediately terminated for cause by a Party if
the other Party substantially fails to perform through no fault of the terminating Party, and the
non-performing Party does not commence correction of the failure of performance within five
days of the terminating Party's sending notice to the non-performing Party. Upon termination
the City will be entitled to reports showing the status and/or all work products, independent of
their stage of completion or preparation format, of all items listed in the Scope of Work current
through the termination date.
CITY OF BREMERTON MILLER & MILLER
By: By:
LYNN S. HORTON, Mayor its:
//
/!
Bremerton/Miller&Miller
Admin Services
Page 3 of 4
DEPARTMENTAL APPROVAL:
MICHAEL STEPHENSON, Auditor
APPROVED AS TO FORM:
GLENNA MALANCA, City Attorney
RECEIVED FOR FIIJNG:
KATHI.F. g2q L. McCLUSKEY, City Clerk
Bremerton/Miller&Miller
Admin Services
Page 4 of 4 ~,~
City of Bremerton, Scope of Administrative Services Department Review
APCROACH -lO TH[ SCOPF: OF WORK
IIII
We believe this project's staffing, workload, organizational structure,
business processes, policies, use of technology and service delivery
mechanisms objectives will be obtained by a consulting process that first
looks to how the various activities should work and then look to policy,
organization and staffing alternatives to best accomplish the newly designed
processes. Our consulting process has proven to identify untapped
efficiencies and potential gaps in quality. Furthermore, once the potential is
recognized, we work with front line staff in each affected department to
develop the best support framework to realize the potential. Our
methodologies and work plan are focused on the answers to these and other
questions:
What are your staff's activities and why?
· How much time do they spend on these activities?
· How often and how long does information flow or stop?
· How is work managed? What is the span of control of.various levels
of management?
· How do departmental barriers aid or detract from efficiency?
· Do information systems enhance or detract from efficient operations?
The results of the study are analyzed ;[nd, if available, compared against
benchmarks to communicate the potential in the current system. Once the
potential is recognized, the Iow value activities are targeted for revision. At
this point the support infrastructure is reviewed to determine the best
environment to accomplish the new streamlined process. The recommended
environment may include organizational realignment and policy changes.
Our planned approach to be used for this project was briefly described in the
preceding section. This section will list the tools that we expect will achieve
the desired outcomes. The detailed work plan will be developed and
presented to the City after the orientation meetings described in our work
plan are held and the results of past studies have been reviewed.
The information required to fully analyze the current situation will be
obtained through a combination of personal interviews, focus group
sessions, time tracking studies, review of available statistical data and
performance indicators and review of measurements of input, output and
resources used. The resulting assessment of current practices will be
presented at one of the status meetings for feedback.
We will also use a technique that tracks the detailed "movement" of
information whether it be in paper or electronic form to identify how many
times information is "touched" in how many different workgroups. In
connection with this technique, we review the integration of management
information systems and workspace configurations.
MILLER & MILLER CONSULTING SERVICES, P.S.
City of Bremerton, Scope of Administrative Services Department Review
The development of alternative solutions may also require the use of some of
these techniques, such as interviews and focus groups. Before we
recommend a preferred alternative we "test" the concept with various
individuals in various possible scenarios. If a preferred alternative does not
"pass the test" it is revised until it is implementable.
The benefit of engaging our firm is that you receive efficiency
recommendations in the context of our knowledge of local government
accountability expectations. As such, we focus on meaningful improvements
that complement accountability and control objectives. We have many client
experiences where our recommendations have eliminated many inefficient
procedures and have, at the same time, improved control over operational
objectives. We are confident that you will not find this combination of crucial
perspectives in other firms.
The draft report will contain the facts discovered, the analysis performed, the
conclusion reached and the recommendations. We usually utilize the
services of a client steering committee that has been involved in the periodic
status meetings to challenge the draft report and recommend changes to
better fit in with the culture of the City.
The following presents an outline of the proposed workplan. The planned
project schedule and related anticipated costs are presented following the
workplan outline. Our experience suggests that the workplan needs to
remain flexible throughout the project to address the City's needs and
concerns.
Phase I: Scope, Timeline and Project Definition
1.1 Orientation Sessions. The orientation sessions with
departmental directors and division managers representing
Administrative Services will be scheduled as soon as possible after the
notice to proceed has been issued.
1.2 Preliminary Information Collection. Information such as prior
studies, workflow diagrams, organization charts and Council Resolutions
will be obtained and studied in designing the detailed workplan.
1.3 Scope and Timeline Development. Detailed project scope and
timeline will be developed based upon the results of the activities
described above. This activity will include the identification of the
evaluation criteria to be used to evaluate organizational structure,
workload, processes, technology and staffing.
1.4 Present Work Plan. The Workplan and the "Skeleton" of the
proposed reporting format will be presented to appropriate City
personnel and if needed, revisions will be incorporated based upon City
input.
Phase 2: Research Current Process Capabilities and Service Needs
The following processes will focus on the Department of Administrative
Services but most likely will include the interactions with various
departments. For example, the number of FTEs involved in accounting and
MILLER & MILLER CONSULTING SERVICES,'P.S. 2
City of Bremerton, Scope of Administrative Services Department Review
payroll processing functions in the various departments may need to be
reviewed to determine whether redundant activities are taking place.
The Department as a whole will be reviewed for service "rationalization".
This involves judgments regarding core services and a prioritization of other
services that may be of limited value to the city as a whole. Also personnel
classification, organization and staffing levels will be reviewed for the
department as a whole. Process improvement effort will not be directed to
all of the department's activities. The specific processes targeted for review
in this study include the following:
· Overall department organization, staffing and efficiency.
· Automated payroll and timekeeping. Review staffing needs as related
to an automated system.
· Equipment rental fund operations.
· Interaction of Risk Management with the employee benefit function in
Human Resources.
· Review Information Services as needed to develop an understanding
of Ad m i nistrative Se trice.
· Utility billing.
· Review financial and payroll activities in non-administrative services
departments for most efficient staffing.
2.1 Determine Organizational Objectives. Service level and
resource utilization objectives will be defined so that process and
organizational realignment will be designed to fully address these
objectives.
2.2 Interview Appropriate Staff. Interviews of appropriate staff to
determine the current process, workflow and potential recommendations
will be conducted.
2.3 Document Current Workflow and Procedures. Prepare an
information flow diagram to identify redundancies and downtime in the
current processes. Historical workload statistics and future projections of
workload changes will be briefly reviewed. The impact of the use of
technology will be addressed at this stage.
2.4 Time Tracking, Benchmarking (if applicable). A time tracking
study may be necessary to determine what activities consume the
majority of staff time. These inputs will be compared to the outputs and,
if applicable, compared to benchmarks of similar efficiency measures
from other organizations. This step would be unnecessary if sufficient
information were obtained from staff interviews discussed above.
2.5 Analyze Risks and Procedures in Relation to Objectives. This
analysis compares the existing procedures to the stated objectives to
determine the risks that current processes do not meet these objectives.
MILLER & MILLER CONSULTING SERVICES, P.S. 3
City of Bremerton, Scope of Administrative Services Department Review
2.6 Identify Recommendation Targets. Based upon the results of
the activities described above the inefficient or ineffective activities are
targeted for recommended revision or elimination.
Phase 3: Develop Recommendations
3.1 Develop Process Alternatives. There is often more than one way
to address areas where objectives are not currently being met. This
project activity accumulates various alternatives and combines them in
comprehensive change scenarios. The groupings of alternatives are then
presented in a comparative analysis, listing the pros and cons of each, to
facilitate the decision making process.
3.2 Analysis of the Alternatives, Impact on Organizational
Alignment. The groupings are analyzed to determine the organizational
alignment required to effectively implement the recommendations.
Feasibility of changes in the context of the City's culture and abilities is
considered.
3.3 Focus Groups, Obtain City Feedback on Alternatives. This
project activity is designed to expose unintended consequences of the
proposed recommendations.
3.4 Final Recommendation for the Preferred Alternatives. The
results of the activities described above are used to develop the preferred
alternative.
Phase 4: Reporting
The following are the steps in the report issuance process. Many of the
sections such as findings and recommendations will have already been
prepared from the project activities listed above.
4.1 Finalize Findings and Conclusions. The implementation plan is
developed with City staff during this phase.
4.2 Draft Report. Copies of the draft report are provided to the City for
review and approval.
4.3 City Meeting to Review. A meeting is proposed to review the draft
report and obtain any requested revisions.
4.4 Finalize Report Including City Modifications. Modify the report to
incorporate City revision.
4.5 Presentation of Findings to City Council. This presentation may
occur prior to or subsequent to the issuance of the final report.
4.6 Publish Reports. Sign and publish final reports.
Miller & Miller, P. S. is owned by its two shareholders and uses
subcontractors when the needs arise. This structure provides the highest
level of flexibility. Decisions regarding resource allocation is made by our
shareholders. We have established a reputation for delivering substantial
MILLER & MILLER CONSULTING SERVICES, P.S. 4
City of Bremerton, Scope of Administrative Services Department Review
work effort in very short time frames. Because we use only experienced
professionals to provide our services, work product is delivered very quickly.
Since our owners perform all of our services, work product is not delayed by
the pyramid structure of review and supervision as is common with much
larger firms. The chart on the following page presents the proposed time
schedule, with major milestones and the related costs for each task in the
workplan.
1 i Phase 1: S¢ol~ T'm~line ~ Der~ition 711100! 7/15/00i
1.1 :OdentationSessions 8 $ 1,200
1.2 Prelirrinary InfonTation Cdleclion 10 1,500
1.3 Scope and '[imeline Devetq3rmnt 10: 1 ,~'-
1.4 Subrrit Prelirrinary Recx~rt Sk.~.~ and Work Plan 8 1,200
~ i Phase 2: Research Current Process Capabilities and
i Service Needs 7/17/00i8/18/001
Da wine Orgar ona 8i ,200
!2.2 Inl~'~iewSlaff, Job. TaskAralysis ~ 25i 3,750
iZ31 I-isla'ical Wo~lead Slal~cs, Fulure Projeddens ~ 8i 1,200
!2_32 Technok3gy Impacls 101 1,5001
i2.4 'rirn9 Tracking, Benchn'a~ng 10i 1,500
i Z5 Analyze Rsks and Proceda~ in Reblion ~) Cbjedd~,~s 15i 2,250
12.6 Indenlffy F~:a-rm~da~on Targels 201 3,000
Phase 3: Develop Reco~3mad~ions 8/21/00i 9/8/00
3.~ ~ Process Al~en-alJ~s ' 15'. 2,250 ·
3.2 Alignrngnt 18 2,700
3.4 Pretirdnary Recorn'ra'~on for Preferred AttemalJ,~s 10 1,500
REPORTING 9/11/00 9/22/00
4.~ Finalize Findings and Conclusions ............... iO 1,500
4.2 Draft I:~port 10 1,500
4,3 ~ ~'~ ~ 5 750
4.4 Finalize I~port Including City IVb:lificalJons 10- 1,500
;~'~-6 .............. ~F~F31i~ ........................................................ i' ...... 8i 1,200
250 $37,500
The estimate of effort assumes a high degree of assistance from city
personnel, but does not factor in any portion of the work that is likely to be
performed by the city's Internal Audit Department. We believe that Internal
Audit could be effectively used in the 50 to 75 hour range.
MILLER & MILLER CONSULTING SERVICES, P.S. 5
AGENDA BILL
BREMERTON CITY COUNCIL
1. SUBJECT: FOR AGENDA OF: July 5, 2000
2001 CDBG/HOME Policy Plan ORIGINATING DEPT.: DE1)
ORIGINATOR: Deborah Peavler-Stewart
DATE SUBMITTED: June 20, 2000
2. CLEARANCES: /.pi 3. EXHIBITS:
Director of Economic Development~ Recommended Change
. ~. 2001 Plar~ _ _
[ ~opy of the Plan is available for
Fiscal and Budget Committee (Heard at Study Session 5/24/2000)
Operations (Heard at Study Session 5/24/2000)
ENDORSEMENT X .INFORM~.TI~)N ... APPROVED BY COUNCIL PRESIDENT FOR SUBMITTAL:
MAYOR: . ~,- COUNCIL PRESIDENT
4. SUMMARY STATEMENT AND REQUIREMENT FOR COUNCIL ACTION:
Attached is the draft 2001 CDBG/HOME Policy Plan which was initially presented to the Council during a study
session on May 24, 2000.
The Plan identifies the CDBG rules and regulations, as well as the City's allocation process.
A letter announcing availability of the plan was sera to all persons and organizations who have indicated an
interest in the CDBG and HOME programs and a notice that the Plan is available was placed in the Sun. A copy
of the Plan has been sent to those requesting it. A public meeting to discuss the Plan was held on June 21, 2000
during which two recommendation were made. (1) Change the rating factor relating to the number of persons
served to reflect the cost of services/activities on the impact on the clients (the recommendation is attached); and
(2) to not limit housing activities to homeownership activities (the Council had previously directed staffto exclude
renter activities.)
According to the proposed schedule, staffwill hold a technical assistance meeting conceming the plan on July 19
and applications will be accepted until August 23.
8, RECOMMENDATION:
Move for approval of the draft 2001 CDBG/HOME Policy Plan with the attached change as presented.
9. RESPONSIBLE OFFICIAL:
ENFORCEMENT OFFICIAL:
EXPIRATION DATE:
REVIEW DATE:
10. NOTICE OF ACTION
PULLED TABLED APPROVED DISAPPROVED AMENDED
COUNCIL DIRECTIVE:
AGENDA BILL NO~
2. CLEARANCE COMMENTS:
5. IMPACT ON NON-PASSAGE:
Unable to begin the 2001 CDBG/HOME allocation process
6. IMPACT ON STAFFING, BUDGETS. FACILITIES, EQUIPMENT OR OTHER RESOURCES'
None, already budgeted
7. RESEARCH SOURCES:
Recommendation relative to CDBG Policy Plan Rating
Factor concerning number of persons served.
Concern is that existing factor focuses on numbers alone without looking at impact of
service/activity on clients
Existing Rating Factor:
5. Projects that benefit a larger number of people with CDBG funds will receive a
priority. All public service applications will be reviewed to determine the number of
persons reasonably expected to directly benefit in relation to the CDBG funds
requested. Nei~[hborhood Development Staff will rate this criterit~
R_afn~ Critoria Poin
a. Top quartile (applicants that benefit the most persons in relation to amount of CDBG funds) 10
b. Second quartile 7
c. Third quartile 4
d. Fourth quartile 0
Proposed Change:
5. Projects that have the greatest impact on the lives of clients in relation to the cost of
services will receive a priority. (CDBG funds are limited-this factor is designed to
prioritize projects that give the greatest "bang for the buck")
~ Criteria Poin
ai- Impact on the lives of clients is maior in relation to cost of services 10
b Impact on the lives of clients is averal~e in relation to cost of services 5
c. Impact on the lives of clients is minor in relation to cost of services 0
City of Bremerton
Economic Development Department
Community Development Block Grant
HOME Program
2001 Policy Plan and Application