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Home My WebLink AboutFinal Agenda Packet CITY OF RENTON AGENDA - City Council Regular Meeting 7:00 PM - Monday, April 7, 2025 Council Chambers, 7th Floor, City Hall – 1055 S. Grady Way Please note that this regular meeting of the Renton City Council is being offered as a hybrid meeting and can be attended in person at the Council Chambers, 7th floor of City Hall, 1055 S Grady Way, Renton, 98057 or remotely through Zoom. For those wishing to attend by Zoom: Please (1) click this link https://us02web.zoom.us/j/84938072917?pwd=TUNCcnppbjNjbjNRMWpZaXk2bjJnZz09 (or copy/paste the URL into a web browser) or (2) call-in to the Zoom meeting by dialing 253-215- 8782 and entering 849 3807 2917 Passcode 156708, or (3) call 425-430-6501 by 5 p.m. on the day of the meeting to request an invite with a link to the meeting. Registration for Audience Comment: Registration will be open at all times, but speakers must register by 5 p.m. on the day of a Council meeting in order to be called upon. Anyone who registers after 5 p.m. on the day of the Council meeting will not be called upon to speak and will be required to re-register for the next Council meeting if they wish to speak at that next meeting.  Request to Speak Registration Form: o Click the link or copy/paste the following URL into your browser: https://forms.office.com/g/bTJUj6NrEE  You may also call 425-430-6501 or email jsubia@rentonwa.gov or cityclerk@rentonwa.gov to register. Please provide your full name, city of residence, email address and/or phone number, and topic in your message.  A sign-in sheet is also available for those who attend in person. Video on Demand: Please click the following link to stream Council meetings live as they occur, or to select previously recorded meetings: Renton Channel 21 Video on Demand 1. CALL TO ORDER AND PLEDGE OF ALLEGIANCE 2. ROLL CALL 3. PROCLAMATION a) Arbor Day/Earth Day - April 26, 2025 b) National Volunteer Month - April 2025 4. ADMINISTRATIVE REPORT a) Administrative Report 5. AUDIENCE COMMENTS  All remarks must be addressed to the Council as a whole, if a response is requested please provide your name and address, including email address, to the City Clerk to allow for follow-up.  Speakers must sign-up prior to the Council meeting.  Each speaker is allowed three minutes.  When recognized, please state your name & city of residence for the record. NOTICE to all participants: Pursuant to state law, RCW 42.17A.555, campaigning for or against any ballot measure or candidate in City Hall and/or during any portion of the council meeting, including the audience comment portion of the meeting, is PROHIBITED. 6. CONSENT AGENDA The following items are distributed to Councilmembers in advance for study and review, and the recommended actions will be accepted in a single motion. Any item may be removed for further discussion if requested by a Councilmember. a) Approval of Council Meeting minutes of March 24, 2025. Council Concur b) AB - 3806 Mayor Pavone recommends confirmation of the following appointments to the Equity Commission: Jayne Ahrens and Ali Cohen with terms expiring 12/31/2027; Daniel Helmer and Camila Lagow with terms expiring December 31, 2026; and Yanjie Lu with a term expiring December 31, 2025. Refer to Community Services Committee c) AB - 3807 Mayor Pavone recommends confirmation of his reappointment of Manami Imaoka to the Equity Commission with a term expiring December 31, 2027. Council Concur d) AB - 3797 Mayor Pavone recommends confirmation of his appointments of the following individuals to the Renton Airport Advisory Committee: 1) Sheila Humphries to the Highlands Neighborhood Alternate Position, with a term expiring May 7, 2028; and 2) Peter Kane to the Aircraft Owners and Pilot's Association (AOPA) Alternate Position, with a term expiring May 7, 2028. Refer to Community Services Committee e) AB - 3803 Community & Economic Development Department recommends execution of an agreement with 4Culture, to accept $44,000 in grant funds, for the purpose of creating opportunities for community members to connect with art experiences in Renton. Refer to Finance Committee f) AB - 3795 Executive Services Department requests authorization to purchase 99 new modems from Anaconda Networks, in the amount of $114,530.91, for Police Department fleet modem upgrades. The new modems will increase internet speeds in police vehicles by 13-15 times and convert 4G modems to 5G-ready devices. Council Concur g) AB - 3796 Finance Department recommends approving the Finance Department reorganization which adds one new position of Senior Tax & Licensing Auditor salary grade m21, Step C, and regrades the Financial Operations Manager to salary grade m36, Step D, converts one Senior Finance Analyst to Financial Operations Supervisor salary grade m27, Step C, and changes the department's reporting structure, effective May 5, 2025. Refer to Finance Committee h) AB - 3786 Finance Department submits a utility bill adjustment request from Heritage Hills Apartments, a multi-family property, and recommends an adjustment of $2,609.04 for exess water usage caused by a qualified water leak in accordance with RMC 8-5-23. Refer to Finance Committee i) AB - 3799 Human Resources / Risk Management Department requests execution of the 2025-2027 Collective Bargaining Agreement with Local 2170, Washington State Council of County and City Employees AFSCME AFL-CIO; and direct staff to include the necessary budget adjustments and changes to the 2025 Salary Table in a future budget amendment ordinance to reflect collectively bargained changes. Council Concur j) AB - 3788 Parks & Recreation Department recommends execution of the Joint Funded 2025-2026 Human Services Agreement (Renton is the lead city working with the cities of Burien, Covington, Federal Way, SeaTac, and Tukwila) with Sound Generations, in the amount of $167,864, to support the agency's Meals on Wheels program. Renton's share for this contract is $30,000 over the two-year period. Refer to Finance Committee k) AB - 3787 Parks & Recreation Department recommends execution of the Joint Funded 20205-2026 Human Services Agreement (Renton is the lead city working with the cities of Burien, Covington, Federal Way, SeaTac, and Tukwila) with King County Sexual Assault Resource Center in the amount of $144,758 to support their programs. Renton's share is $40,000 over the two-year period. Refer to Finance Committee l) AB - 3789 Parks & Recreation Department recommends execution of Amendment No. 7 to the 2020 Washington State Department of Health Supplemental Nutrition Program (SNAP) Incentive Agreement, to accept an additional $25,000 in funding for the Renton Farmers Market for January 1, 2025 through February 28, 2026. Refer to Finance Committee m) AB - 3798 Police Department requests authorization to use $50,000 from available Department of Justice (DOJ) Equitable Sharing Agreement and Certificate (ESAC) funds, to purchase 35 new law enforcement rifles from ProForce Law Enforcement in the amount of $63,555.36, to replace older models that have surpassed their life expectancy. The $13,555.36 remaining cost will be covered by the Police Department's budget. Refer to Finance Committee n) AB - 3802 Police Department recommends approval of a Memorandum of Understanding (MOU) with the Seattle Police Department to accept up to $10,000 in grant funds to support the Renton Police Department's overtime, travel/training, equipment, and software necessary to conduct Internet Crimes Against Children (ICAC) Task Force investigations. Refer to Finance Committee o) AB - 3804 Public Works Administration recommends execution of an agreement with the U.S. Department of Energy to accept $157,700 in non-matching grant funds to implement a plan to transition maintenance equipment from gas-powered to battery electric- powered. Refer to Finance Committee p) AB - 3805 Public Works Airport recommends execution of Amendment No. 2 to CAG-23- 128, contractor Century West Engineering in the amount of $250,796 for final design and bidding services associated with the Taxiway Alpha Rehabilitation project. Refer to Transportation (Aviation) Committee 7. UNFINISHED BUSINESS Topics listed below were discussed in Council committees during the past week. Those topics marked with an asterisk (*) may include legislation. Committee reports on any topics may be held by the Chair if further review is necessary. a) Committee of the Whole: 1) Disaster Recovery Framework* b) Transportation Committee: 1) Supplement No. 4 to CAG-20-083 with KPG Psomas, Inc. for SW 43rd Street Improvement Project c) Utilities Committee: 1) Resolution Authorizing Appointment of MWPAAC Representative and Alternate*; 2) Professional Services Agreement with HDR Engineering, Inc. for a Reclaimed Water Feasibility Study 8. LEGISLATION Resolutions: a) Resolution No. 4550: Adopting the Disaster Recovery Framework (See Item 7.a) b) Resolution No. 4551: Authorize PW Admin to Appoint MWPAAC Committee Reps (See Item 7.c) c) Resolution No. 4552: Authorize an Interlocal Agreement with Eastside Transportation Partnership (Approved via 3/24/2025 Consent Agenda) 9. NEW BUSINESS (Includes Council Committee agenda topics; visit rentonwa.gov/cityclerk for more information.) 10. ADJOURNMENT COMMITTEE OF THE WHOLE MEETING AGENDA (Preceding Council Meeting) 5:45 p.m. - 7th Floor - Conferencing Center Hearing assistance devices for use in the Council Chambers are available upon request to the City Clerk CITY COUNCIL MEETINGS ARE TELEVISED LIVE ON GOVERNMENT ACCESS CHANNEL 21 To view Council Meetings online, please visit rentonwa.gov/councilmeetings Armondo Pavone Mayor WHEREAS,in 1872,J.SterLing Morton proposed that a special day be set aside for the planting of trees called Arbor Day,which is now observed throughout the nation and the world;and WHEREAS,the City of Renton has been recognized as a Tree City USA since 2008 by the Arbor Day Foundation and empLoys an Urban Forestry division of our Parks and Recreation Department to maintain Renton’s urban forest and increase quality of life for residents;and WHEREAS,trees reduce soil erosion,produce life-giving oxygen,increase property values,enhance the economic vitality of business districts,improve wildlife and fish habitats,and contribute many other benefits;and WHEREAS,in 1970,Senator Gaylord NeLson introduced legislation designating a day in April as a national day to celebrate the earth,and called it Earth Day;and WHEREAS,volunteers from neighborhoods,schools,businesses,and service clubs will have the opportunity to help the City of Renton celebrate Arbor Day and Earth Day this year at a city-sponsored event in Highland Park and Neighborhood Center on April26,2025,and city staff will help mark the occasion by assisting with tree planting to hetp restore and beautify the urban forest;and NOW THEREFORE,I,Armondo Pavone,Mayor of the City of Renton,do hereby proclaim April26,2025 to be Arbor Day/Earth Day in the City of Renton,and I encourage all residents to join me in this special observance. IN WITNESS THEREOF,I have hereunto set my hand and caused the seal of the City of Renton to be affixed this 7th day f April,2025.O PROCLAMATION Mayor Armondo Pavone City of Renton,Washington Renton City HaIl,7th Floor 1055 South Grady Way,Renton,WA 98057.rentonwa.gov AGENDA ITEM #3. a) Armondo Pavone Mayor WHEREAS,the City of Renton recognizes and thanks the vital contributions of our boards, commissions,task force members,and volunteers who dedicate their time and talents to enrich the lives of our residents and strengthen our community;and WHEREAS,Renton’s volunteers play a critical role in various sectors,including civic engagement, education,arts and culture,environmental stewardship,recreation;and WHEREAS,local community service opportunities are accessible through the City of Renton,faith- based organizations,civic groups,community organizations,and both pubtic and private schools;and WHEREAS,by volunteering and recognizing those who serve,we can come together to make a difference;and WHEREAS,this is a time to celebrate,recognize,and express gratitude for the profound impact of volunteerism;and NOW THEREFORE,I,Armondo Pavone,Mayor of the City of Renton,do hereby proclaim April2025 to be National Volunteer Month in the City of Renton,and I encourage all residents to join me in this special observance. IN WITNESS THEREOF,I have hereunto set my hand and caused the seal of the City of Renton to be affixed this Ui day of April2025. MayorArmondo Pavone City of Renton,Washington PROCLAMATION Renton City Hall,7th Floor 1055 South Grady Way,Renton,WA 98057.rentonwa.gov AGENDA ITEM #3. b) Mayor’s Office Memorandum DATE: April 3, 2025 TO: James Alberson, Jr., Council President Members of the Renton City Council FROM: Armondo Pavone, Mayor Ed VanValey, Chief Administrative Officer SUBJECT: Administrative Report • Save the date! The Community Garage Sale, will be held Saturday, April 12 at the Renton Community Center (1715 Maple Valley Hwy) from 9 a.m.-1 p.m. This is a perfect opportunity to turn someone’s once-loved item into your new treasure! • Please stop by to chat with Chief Administrative Officer Ed VanValey at the next What’s Brewing, Wednesday, April 16 at the Berliner Pub, 221 Main Avenue South, from 5:30-6:30 p.m. All ages are welcome. Check out the Facebook event for more details. • Join us downtown and celebrate Erasmus’ historic landing in Renton Sunday, April 13, from 10 a.m.-5 p.m. Enjoy a business window decorating contest, live art demonstrations, a Gaming Den offering interactive tabletop games, Magic: The Gathering, and Dungeons and Dragons, along with tournaments for more advanced players, and much more. This annual event, sponsored by the Renton Municipal Arts Commission, will bring downtown alive with a variety of activities for every age • Information about preventative street maintenance, traffic impact projects, and road closures happening this week can be found at http://rentonwa.gov/traffic. All projects are weather permitting and unless otherwise noted, streets will always remain open.  Monday, April 7, 7:00am-4:00pm. Lane closure on east bound NE 3rd St from Monterey Dr NE to Jefferson Ave NE for asphalt repairs by City Street Maintenance. Flaggers will be used for traffic control as needed. Question may be directed to Public Works Maintenance Shop, 425-430-7400.  Tuesday, April 8 through Wednesday, April 9. Lane closure on westbound NE 3rd St from Jefferson Ave NE to I-405 for asphalt repairs by City Street Maintenance. Flaggers will be used for traffic control as needed. Question may be directed to Public Works Maintenance Shop, 425-430-7400. AGENDA ITEM #4. a) James Alberson, Jr., Council President Members of the Renton City Council Page 2 of 2 April 3, 2025  Thursday, April 10, 7:00am-4:00pm. Lane closure on eastbound NE 4th St from Jefferson Ave NE to Monroe Ave NE for asphalt repairs by City Street Maintenance. Flaggers will be used for traffic control as needed. Question may be directed to Public Works Maintenance Shop, 425-430-7400.  Monday, April 7 through Friday, April 11, 8:00am-3:00pm. Intermittent lane closure on S 7th St between Shattuck Ave S and Talbot Rd S for construction work. Traffic control plans were issued for all work and will be followed. Questions may be directed to City Transportation, 425-430-7423.  Monday, April 7 through Friday, April 11, 8:00am-3:00pm. Burnett Ave S will be closed to thru traffic from S 2nd St to Tobin Ave S. Approved traffic control plans were issued and will be followed, including a detour with flaggers on onsite to assist local traffic. Questions may be directed to Rob Blackburn, 206-379-1489.  Monday, April 7 through Friday, April 11, 8:00am-3:00pm. Intermittent lane closure on Rainier Ave N between S 3rd St and NW 3rd Pl for construction work. Approved traffic control plans were issued for all work and will be followed. Questions may be directed to Joe Nerlfi, 425-757-9657.  Monday, April 7 through Friday, April 11, 8:00am-3:00pm. Intermittent lane closure on NE Sunset Blvd between Edmonds Ave NE and Kirkland Ave NE for construction work. Approved traffic control plans were issued for all work and will be followed. Questions may be directed to Brad Stocco, 425-282-2373.  Monday, April 7 through Friday, April 11, 8:00am-3:00pm. Shifting lane closures both east and west on NE Sunset Blvd between Redmond Pl NE to Union Ave NE for utility installation and frontage improvements. Approved traffic control plans were issued for all work and will be followed. Questions may be directed to Brad Stocco, 425-282-2373.  Monday, April 7 through Friday, April 11, 8:00am-3:00pm. Intermittent lane closures on Williams Ave S and S Tobin St for construction work. Approved traffic control plans were issued for all work and will be followed. Questions may be directed to Rob Blackburn, 206-379-1489.  On-going Street Closure January 21 through May 22, 2025 (City of Renton Resolution No. 4545). FULL STREET CLOSURE on Houser Way N between Lake Washington Blvd N and Lowe’s Business Access Road in support of WSDOT I-405 Renton to Bellevue Widening and Express Toll Lane project. Approved traffic control plans were issued for all work and will be followed. Questions may be directed to Justin Johnson, 425-902-7102. AGENDA ITEM #4. a) March 24, 2025 REGULAR COUNCIL MEETING MINUTES CITY OF RENTON MINUTES - City Council Regular Meeting 7:00 PM - Monday, March 24, 2025 Council Chambers, 7th Floor, City Hall – 1055 S. Grady Way CALL TO ORDER AND PLEDGE OF ALLEGIANCE Mayor Pavone called the meeting of the Renton City Council to order at 7:00 PM and led the Pledge of Allegiance. ROLL CALL Councilmembers Present: James Alberson, Jr., Council President Carmen Rivera, Council Position No. 2 Valerie O'Halloran, Council Position No. 3 Ryan McIrvin, Council Position No. 4 Ruth Pérez, Council Position No. 6 Kim-Khánh Vǎn, Council Position No. 7 Councilmembers Absent: Ed Prince, Council Position No. 5 MOVED BY ALBERSON, SECONDED BY PÉREZ, COUNCIL EXCUSE ABSENT COUNCILMEMBER PRINCE. CARRIED. ADMINISTRATIVE STAFF PRESENT Armondo Pavone, Mayor Ed VanValey, Chief Administrative Officer Alex Tuttle, Senior Assistant City Attorney Jason Seth, City Clerk Kristi Rowland, Deputy CAO Gina Estep, Community & Economic Development Administrator Kari Roller, Finance Department Administrator David Topaz, Human Resources / Risk Management Administrator Deb Needham, Emergency Management Director Young Yoon, IT Director Amanda Free, Economic Development Assistant Director Eric Perry, Government Affairs Manager Commander Steve Morris, Police Department AGENDA ITEM #6. a) March 24, 2025 REGULAR COUNCIL MEETING MINUTES Attended Remotely: Martin Pastucha, Public Works Administrator Shane Moloney, City Attorney Ron Straka, Public Works Utility Systems Director Matt Herrera, Planning Director Kim Gilman, Labor Relations & Compensation Manager PROCLAMATION National Women’s History Month: A proclamation by Mayor Pavone was read declaring March 2025 as National Women's History Month in the City of Renton and encouraged all residents to join in this special observance. Kristi Rowland, Deputy Chief Administrative Officer, accepted the proclamation with appreciation. MOVED BY RIVERA, SECONDED BY PÉREZ, COUNCIL COUNCUR IN THE PROCLAMATION. CARRIED. SPECIAL PRESENTATION Civic Academy Graduates: Kristi Rowland, Deputy Chief Administrative Officer, reported that the 2025 Civic Academy had recently ended. She presented a slide displaying the names of the 2025 Civic Academy graduates, thanked all graduates including those in attendance at the meeting, and expressed appreciation to city staff for making the program successful. Ms. Rowland concluded by noting that the next Civic Academy has already received enough applications to fill all available spots. ADMINISTRATIVE REPORT CAO Ed VanValey reviewed a written administrative report summarizing the City’s recent progress towards goals and work programs adopted as part of its business plan for 2025 and beyond. Items noted were: • Join Mayor Armondo Pavone for the City of Renton’s 2025 State of the City address Wednesday, March 26, at 6:30 p.m. The event will take place at the Hyatt Regency Lake Washington at Seattle's Southport, located at 1053 Lake Washington Boulevard North. Doors will open at 5:30 p.m., and light refreshments will be served. This is a chance to hear firsthand about the city's progress and future plans. Don't miss this opportunity to engage with local officials and fellow community members and learn about what's in store for Renton in the coming year. • The Equity Commission would like to thank the community for the overwhelming interest in serving on the commission. Over 30 applications were received for five vacant seats. We are currently in the process of interviewing a portion of the applicants. The commission anticipates resuming regular monthly meetings in May after the new commissioners have been appointed. • Preventative street maintenance will continue to impact traffic and result in occasional street closures. AUDIENCE COMMENTS AGENDA ITEM #6. a) March 24, 2025 REGULAR COUNCIL MEETING MINUTES • Matt Hanbey, Renton, expressed opposition to the Logan 6 development. • Sheryl Friesz, Renton, noted that residents in the North Renton Neighborhood pooled resources and filed an appeal of the Logan 6 development in district court. • Gabriel Jones, Renton, urged Council to pressure the SCORE jail to do more to decrease the number of inmate deaths at the facility. CONSENT AGENDA The following items are distributed to Councilmembers in advance for study and review, and the recommended actions will be accepted in a single motion. Any item may be removed for further discussion if requested by a Councilmember. Councilmember McIrvin removed Item 7.c for Separate Consideration. a) Approval of Council Meeting minutes of March 17, 2025. Council Concur. b) AB - 3784 Mayor Pavone recommended confirmation of his appointment of William Wells to the Renton Senior Citizen Advisory Board for a term expiring December 31, 2027. Refer to Community Services Committee. d) AB - 3779 Police Department requested authorization to compensate the preferred candidate for the Police Evidence Technician position at Step E of salary grade pn58, effective April 16, 2025. Refer to Finance Committee. e) AB - 3767 Public Works Facilities Division recommended execution of a new one-year lease, LAG-25-001, with Female Allies in Business (FEM) for space at 655 S 2nd St, with an annual revenue of $5,881.32. Refer to Finance Committee. f) AB - 3790 Public Works Facilities Division recommended execution of Addendum 2 to LAG-21- 001, lease with Penny Lofts, extending the lease of 24 parking stalls at the City Center Parking garage for two years, with an annual revenue of $13,346. Refer to Finance Committee. g) AB - 3770 Public Works Transportation Systems Division recommended execution of Supplement No. 4 to CAG-20-083, contractor KPG Psomas Inc., in the amount of $345,203 for additional engineering design services and utility conflict resolution for the SW 43rd St Improvement project. Refer to Transportation (Aviation) Committee. h) AB - 3791 Public Works Utility Systems Division recommended adoption of a resolution authorizing the Public Works Administrator to appoint Renton’s primary and alternate representatives to the Metropolitan Water Pollution Abatement Advisory Committee (MWPAAC). Refer to Utilities Committee. i) AB - 3792 Public Works Utility Systems Division recommended execution of a Professional Services Agreement with HDR Engineering, Inc, in the maximum amount of $199,395, for a Reclaimed Water Feasibility Study. Refer to Utilities Committee. MOVED BY ALBERSON, SECONDED BY PÉREZ, COUNCIL CONCUR TO ADOPT THE CONSENT AGENDA, MINUS ITEM 7.C CARRIED. SEPARATE CONSIDERATION - ITEM 7.c c) AB - 3785 Executive Services Department recommends execution of the Eastside Transportation Partnership Agreement, with an annual cost of $200. This agreement provides for the continuation of the Eastside Transportation Partnership (ETP) as the east forum for AGENDA ITEM #6. a) March 24, 2025 REGULAR COUNCIL MEETING MINUTES local governments to share information, build consensus, and coordinate transportations plans. Refer to Transportation (Aviation) Committee. MOVED BY MCIRVIN, SECONDED BY VǍN, COUNCIL CONCUR TO APPROVE CONSENT AGENDA ITEM 7.C AS COUNCIL CONCUR. CARRIED. UNFINISHED BUSINESS Topics listed below were discussed in Council committees during the past week. Those topics marked with an asterisk (*) may include legislation. Committee reports on any topics may be held by the Chair if further review is necessary. a) Planning and Development Committee: Vice Chair McIrvin presented a report recommending concurrence in the staff recommendation to adopt a resolution to authorize the allocation of $269,077 from the City of Renton's contribution to the South King Housing and Homelessness Partners (SKHHP) Housing Capital Fund to finance affordable housing in South King County communities in concurrence with SKHHP Executive Board's recommendation. MOVED BY MCIRVIN, SECONDED BY VǍN, COUNCIL CONCUR IN THE COMMITTEE RECOMMENDATION. CARRIED. b) Finance Committee: Chair Pérez presented a report recommending approval of the following payments: 1. Accounts Payable – total payment of $8,496,918.30 for vouchers 10960-10965, 423306, 423308, 423318-423672; payroll benefit withholding vouchers 7638-7648, 423309- 423316 and 0 wire transfers. 2. Payroll – total payment of $2,032,721.96 for payroll vouchers that include 784 direct deposits and 57 checks. (2/16/25-2/28/25 pay period). 3. Municipal Court vouchers 018698-018711 totaling $7,536.18. MOVED BY PÉREZ, SECONDED BY O'HALLORAN, COUNCIL CONCUR IN THE COMMITTEE RECOMMENDATION. CARRIED. c) Finance Committee: Chair Pérez presented a report recommending concurrence in the staff recommendation to approve Amendment #3 to CAG-21-157 with Pacifica Law Group LLP to increase compensation by $125,000 for legal representation in connection with the city’s B&O tax audit. MOVED BY PÉREZ, SECONDED BY O'HALLORAN, COUNCIL CONCUR IN THE COMMITTEE RECOMMENDATION. CARRIED. d) Finance Committee: Chair Pérez presented a report recommending concurrence in the staff recommendation to authorize the Mayor and City Clerk to authorizing the Mayor and City Clerk to execute the Subgrant Agreement with the Association of Washington Cities (AWC) for the City of Renton to receive funds in the amount of $205,806 to pay for the Investment Grade Audits. MOVED BY PÉREZ, SECONDED BY O'HALLORAN, COUNCIL CONCUR IN THE COMMITTEE RECOMMENDATION. CARRIED. e) Finance Committee: Chair Pérez presented a report recommending concurrence in the staff recommendation to authorize the Mayor and City Clerk to execute Amendment No. 8 with Graham Baba Architect for the Piazza Park Project. This amendment includes full design and construction administration as part of a combined project with the Renton Market Project (Renton Pavilion) in the amount of $394,865.00. AGENDA ITEM #6. a) March 24, 2025 REGULAR COUNCIL MEETING MINUTES MOVED BY PÉREZ, SECONDED BY O'HALLORAN, COUNCIL CONCUR IN THE COMMITTEE RECOMMENDATION. CARRIED. LEGISLATION Resolution: a) Resolution No. 4549: A Resolution of the City of Renton, Washington, Authorizing the duly- appointed administering agency for the South King Housing and Homelessness Partners to execute all documents necessary to enter into agreements for the funding of Affordable Housing Projects, as recommended by The SKHHP Executive Board, utilizing funds contributed by the City to the SKHHP Housing Capital Fund. MOVED BY MCIRVIN, SECONDED BY VǍN, COUNCIL ADOPT THE RESOLUTION AS PRESENTED. CARRIED. NEW BUSINESS (Includes Council Committee agenda topics; visit rentonwa.gov/cityclerk for more information.) EXECUTIVE SESSION & ADJOURNMENT MOVED BY ALBERSON, SECONDED BY MCIRVIN, COUNCIL RECESS INTO EXECUTIVE SESSION FOR APPROXIMATELY 45 MINUTES TO DISCUSS LABOR NEGOTIATIONS PURSUANT TO RCW 42.30.140(4)(b) AND POTENTIAL LITIGATION PURSUANT TO RCW 42.30.110.(1)(i), AND THE COUNCIL MEETING BE ADJOURNED WHEN THE EXECUTIVE SESSION IS ADJOURNED. CARRIED. TIME: 7:32 PM Executive Session was conducted, and no action was taken. The Council meeting adjourned when the executive session adjourned. Time: 8:02 PM Jason A. Seth, MMC, City Clerk Jason Seth, Recorder 24 Mar 2025 AGENDA ITEM #6. a) Council Committee Meeting Calendar March 24, 2025 April 7, 2025 Monday 3:45 p.m. Utilities Committee, Chair Văn Location: Council Conference Room/Videoconference 1. Resolution Authorizing Appointment of MWPAAC Representative and Alternate 2. Professional Services Agreement with HDR Engineering, Inc. for a Reclaimed Water Feasibility Study 3. Emerging Issues a. Status of Federal Funding Requests 4:45 p.m. Transportation Committee, Chair McIrvin Location: Council Conference Room/Videoconference 1. Supplement No. 4 to CAG-20-083 with KPG Psomas, Inc. for SW 43rd Street Improvement Project 5:45 p.m. Committee of the Whole, Chair Alberson Location: Conferencing Center 1. Disaster Recovery Framework 2. Proposed Resolution Discussion 7:00 p.m. Council Meeting Location: Council Chambers/Videoconference AGENDA ITEM #6. a) AB - 3806 City Council Regular Meeting - 07 Apr 2025 SUBJECT/TITLE: Appointments to the Equity Commission RECOMMENDED ACTION: Refer to Community Services Committee DEPARTMENT: Mayor Pavone STAFF CONTACT: Linda Moschetti, Executive Assistant EXT.: 6520 FISCAL IMPACT SUMMARY: Appointments to the Equity Commission have no fiscal impact. SUMMARY OF ACTION: Recruitment for five vacancies on the Equity Commission. Over 30 applications were received. A panel consisting of a former Equity Commissioner and city staff interviewed six applicants to fill the vacancies. The following applicants are being recommended to fill the Commission vacancies. 1. Jayne Ahrens has been a Renton resident since 2002. She is a member of our senior population and has been a longtime wheelchair user who would like to see the city be accessible to all levels of mobility. Ms. Ahrens is involved with the Northwest Women Wheelers Network, Seattle Women's Commission, and Washington Coalition with Disabilities, in addition to being a founding member of Differently Abled Women's Network. Ms. Ahrens is recommended to serve a term expiring December 31, 2027. 2. Ali Cohen is currently employed at Renton Technical College and works with English language learners. She has served on the Human Services Advisory Committee and was a graduate of the Renton Civic Academy cohort in 2025. Ms. Cohen is involved with the Downtown Partership, Chamber of Commerce, and Renton/King County Alliance for Racial Justice. She has been a resident since 2020 and identifies herself as queer. Ms. Cohen is being recommended to serve a term expiring December 31, 2027. 3. Daniel Helmer is a member of the Haida Tribe, Indigenous peoples of the Pacific Northwest Coast of North America. Mr. Helmer is a disabled senior and retired carpenter, where he also served as a union representative. He has been a resident of Renton since 1996. Mr. Helmer is being recommended to serve a term expiring December 31, 2026. 4. Camila Lagow is a native of Mexico and has been a Renton resident since 2014. She works as an Educator Consultant and Communications Lead for the Food Safety Program at Public Health - Seattle and King County. In her role, she works to ensure equitable access to services, programs, and engagement opportunities. She previously served on the Chief's Community Council, Civil Service Commission, and the Latino Community Form. Ms. Lagow is being recommended to serve a term expiring December 31, 2026. AGENDA ITEM #6. b) 5. Yanjie Lu immigrated to the United States from China. Following college, she returned to Renton in 2014 where she works in real estate and is a small business owner. Ms. Lu is a member of the Chinese Reconciliation Project Foundation board and a volunteer at Eastside Christian School. Ms. Lu is being recommended to serve a term expiring December 31, 2025. EXHIBITS: A. Recommendation Memo B. Application - Jayne Ahrens C. Application - Ali Cohen D. Application - Daniel Helmer E. Application - Camila Lagow F. Application - Yanjie Lu STAFF RECOMMENDATION: Approve the appointments to the Equity Commission for terms expiring according to each position. AGENDA ITEM #6. b) DATE: March 27, 2025 TO: Armondo Pavone, Mayor FROM: Kristi Rowland, Deputy Chief Administrative Officer SUBJECT: Equity Commission Appointments The Equity Commission currently has five vacancies. The Executive Services Department issued a press release requesting applications in January and also publicized the vacancies in the This Week in Renton newsletter and the city council administrative report. We received an overwhelming response to the call for applications and had over 30 applications to review. Interviews for the vacancies were held in March, with six candidates interviewing for five seats. Former Equity Commission Chair, Nicole Hill, assisted the commission staff, the Deputy Chief Administrative Officer and Executive Services Administrative Assistant, with the interviews. After completing the interviews, I recommend the appointment of the following individuals to the Equity Commission. Jayne Ahrens has been a Renton resident since 2002. She is a retired Renton Technical College employee who worked as a Library Technician and Archivist for 12 years. She obtained an associates of Applied Science in Library Technology from Highline College, and a BA in Liberal Arts from Antioch University Seattle. Jayne is a senior and a longtime wheelchair user who would like to see the city be accessible to everyone with all levels of mobility. She is a member of Northwest Women Wheelers Network (NWWWN), Seattle Women's Commission, and WA Coalition of Citizens with Disabilities (WCCD), as well as a founding member of Differently Abled Women's Network (DAWN). I recommend Ms. Ahrens serve a term expiring December 31, 2027. Ali Cohen has been a resident of Renton since 2020 and works at Renton Technical College as Dean of RTC’s transitional studies department, working with English language learners. She studied special education and earned a masters degree in Public Administration. She has served on the Human Services Advisory Committee and was a graduate of the first Renton Civic Academy cohort in 2025. Ali identifies as queer. She is involved with the Renton Downtown Partnership, the Chamber of Commerce, Renton/King County Alliance for Racial Justice, mutual aid, mobile health outreach, and many other events and AGENDA ITEM #6. b) Mayor Armondo Pavone Page 2 of 2 partnerships through RTC. I recommend Ms. Cohen serve a term expiring December 31, 2027. Daniel Helmer has lived in Renton since 1996, and is originally from Canada. He is a member of the Haida tribe, Indigenous peoples of the Pacific Northwest Coast of North America. He is a disabled senior. Daniel is now retired after working for many years as a union carpenter and serving as a union representative. I recommend Mr. Helmer serve a term expiring December 31, 2026. Camila Lagow is originally from Mexico, and has been a resident of Renton since 2014. She currently works as an Educator Consultant and Communications Lead for the Food Safety Program at Public Health —Seattle & King County where she works to ensure equitable access to services, programs, and engagement opportunities. She previously served as part of the Chief’s Community Council, the Civil Service Commission, and the Latino Community Forum, and is a community representative for the Valley Independent Investigative Team. I recommend Ms. Lagow serve a term expiring December 31, 2026. Yanjie Lu immigrated to the United States from China and lived in the northwest before moving to study construction management at the Ohio State University. Yanjie moved back to Renton in 2014. She works in real estate and is a small business owner; she and her husband own a local electrical contracting company. Yanjie is a member of the Chinese Reconciliation Project Foundation board and a parent volunteer at Eastside Christian School. I recommend Ms. Lu serve a term expiring December 31, 2025. AGENDA ITEM #6. b) AGENDA ITEM #6. b) Employer:Retired CommunityActivities NWWWN - Northwest Women Wheelers Network - A disabled women's support group for women in NW USA (and beyond) with various mobility impairments Seattle Women's Commission - Commissioner (assigned by Seattle City Council) DAWN - Differently Abled Women's Network - founding member - A support group for women with variety of disabilities WCCD - WA Coalition of Citizens with Disabilities - volunteer position Reasonforapplying I see things around town that could be more accessible, user friendly or less of an obstacle to people in wheelchairs and/or people with other disabilities. It doesn't look like there's currently anyone on the commission in a wheelchair. I feel that, as a longtime wheelchair user, I could provide a valuable perspective for the commission & clearly communicate this to the commission & the community. Day Meetings Day Meetings Night Meetings Night Meetings To view this form submission online, please follow the link below: https://rentonwa.gov/form/one.aspx? objectId=20670074&contextId=9212967&returnto=submissions AGENDA ITEM #6. b) CAUTION: This email originated from outside the City of Renton. Do not click links, reply or open attachments unless you know the content is safe. From:notification@civiclive.com To:Linda Moschetti Subject:Application for Boards/Commissions/Committees 2024-11-25 09:30 AM(PST) Submission Notification Date:Monday, November 25, 2024 9:30:51 AM Application for Boards/Commissions/Committees 2024-11-25 09:30 AM(PST) was submitted by Guest on 11/25/2024 12:30:37 PM (GMT-08:00) Canada/Pacific Name Value Airport Advisory Committee* Civil Service Commission* Community Plan Advisory Board - Benson Hill Community Plan Advisory Board - City Center Equity Commission Equity Commission Housing Authority* Human Services Advisory Committee* Lodging Tax Advisory Committee* Parks Commission* Planning Commission* Municipal Arts Commission* Senior Advisory Board* Gender Ms. Name Ali cohen Address: Email Phone AltPhone: Resident Yes ResidentSince May 2020ish formerresidence Rainier beach EducationBackground Special education bachelor's and teaching certification. Masters public administration. OccupationalBackground Teacher turned adminsitrator. Dean of RTCs transitional studies department. (English language learners. Hs Completion, bridge) Employer:Renton Tech college CommunityActivities Downtown partnership, KICKBALL,chamber of commerce, renton/kc alliance for racial justice, AGENDA ITEM #6. b) mutual aid, mobile health outreach and dozen, dozens of events/partnerships via RTC, human services committee Reasonforapplying I am reapplying to the Equity Commission because I am committed to creating solutions that are equitable and pragmatic, even when they challenge what is easiest to administer. My work as the Dean of Transitional Studies at Renton Technical College centers on designing programs that serve diverse student populations in meaningful, individualized ways. This often means balancing the inherent efficiency of batch processes with the need for equity, ensuring that systems truly meet the needs of those they aim to serve. I approach this work with humility, as someone who has previously prioritized ideological purity over practicality and learned from the unintended consequences.I am energized by the challenge of solving complex puzzles that align with my values. Whether being boots on the ground or taking on a heavy lift, I have no shortage of energy to support equity efforts. As someone who does benefit from sever dominant identities, I am an avid reader and forever student of content and theory aligned to this work and see myself as a facilitator for those with more lived experience, education and/or authority on the matter. I would be honored to bring this perspective and dedication to the Commission, contributing to actionable, lasting change. Day Meetings Day Meetings Night Meetings Night Meetings To view this form submission online, please follow the link below: https://rentonwa.gov/form/one.aspx? objectId=20583341&contextId=9212967&returnto=submissions AGENDA ITEM #6. b) CAUTION: This email originated from outside the City of Renton. Do not click links, reply or open attachments unless you know the content is safe. From:notification@civiclive.com To:Linda Moschetti Subject:Application for Boards/Commissions/Committees 2025-01-24 06:52 AM(PST) Submission Notification Date:Friday, January 24, 2025 6:52:12 AM Application for Boards/Commissions/Committees 2025-01-24 06:52 AM(PST) was submitted by Guest on 1/24/2025 9:52:06 AM (GMT-08:00) Canada/Pacific Name Value Airport Advisory Committee* Civil Service Commission* Community Plan Advisory Board - Benson Hill Community Plan Advisory Board - City Center Equity Commission Equity Commission Housing Authority* Human Services Advisory Committee* Lodging Tax Advisory Committee* Parks Commission* Planning Commission* Municipal Arts Commission* Senior Advisory Board* Gender Mr. Name Daniel Helmer Address: Email Phone AltPhone: Resident Yes ResidentSince 04/1996 formerresidence West Seattle EducationBackground High School graduate OccupationalBackground 260 characters union carpenter Employer:Retired CommunityActivities 260 characters Reasonforapplying I am 71 years old, a disabled retired union carpenter. I have been clean and sober for 42 years and 7 months. I am a member of the Haida tribe. Please consider me, I have a different point of view Day Meetings Day Meetings AGENDA ITEM #6. b) Night Meetings Night Meetings To view this form submission online, please follow the link below: https://rentonwa.gov/form/one.aspx? objectId=20668645&contextId=9212967&returnto=submissions AGENDA ITEM #6. b) CAUTION: This email originated from outside the City of Renton. Do not click links, reply or open attachments unless you know the content is safe. From:notification@civiclive.com To:Linda Moschetti Subject:Application for Boards/Commissions/Committees 2025-01-16 01:59 PM(PST) Submission Notification Date:Thursday, January 16, 2025 1:59:13 PM Application for Boards/Commissions/Committees 2025-01-16 01:59 PM(PST) was submitted by Guest on 1/16/2025 4:59:09 PM (GMT-08:00) Canada/Pacific Name Value Airport Advisory Committee* Civil Service Commission* Community Plan Advisory Board - Benson Hill Community Plan Advisory Board - City Center Equity Commission Equity Commission Housing Authority* Human Services Advisory Committee* Lodging Tax Advisory Committee* Parks Commission* Planning Commission* Municipal Arts Commission* Senior Advisory Board* Gender Ms. Name Camila Lagow Address: Email Phone AltPhone: Resident Yes ResidentSince 2014 formerresidence EducationBackground 260 characters OccupationalBackground In my current role as an Educator Consultant and Communications Lead for the Food Safety Program at Public Health —Seattle & King County, I have successfully led education and outreach initiatives designed to increase public awareness and compliance with food safety standards. My experience creating and managing educational programs is directly aligned with the core responsibilities of this role. I have also AGENDA ITEM #6. b) managed stakeholder relationships and collaborated closely with internal and external partners to deliver impactful community engagement programs. Employer:Public Health Seattle and King County (PHSKC) - Food Safety Program. CommunityActivities 260 charactersCommunity Representative (Member of the Valley Independent Investigative Team) City of Renton/Police Department 2020 –2024 Civil Service Commissioner - City of Renton/Police Department 2018 - 2023 Reasonforapplying Throughout my professional and personal life, I have worked hard to ensure equitable access to services, programs, and engagement opportunities. I am motivated by a vision of a world where everyone is valued, respected, and supported, regardless of race or background. I will bring lived experience and an authentic and deep connection with my community to this position. Day Meetings Day Meetings Night Meetings Night Meetings To view this form submission online, please follow the link below: https://rentonwa.gov/form/one.aspx? objectId=20657791&contextId=9212967&returnto=submissions AGENDA ITEM #6. b) CAUTION: This email originated from outside the City of Renton. Do not click links, reply or open attachments unless you know the content is safe. From:notification@civiclive.com To:Linda Moschetti Subject:Application for Boards/Commissions/Committees 2025-01-23 05:36 PM(PST) Submission Notification Date:Thursday, January 23, 2025 5:36:43 PM Application for Boards/Commissions/Committees 2025-01-23 05:36 PM(PST) was submitted by Guest on 1/23/2025 8:36:37 PM (GMT-08:00) Canada/Pacific Name Value Airport Advisory Committee* Civil Service Commission* Community Plan Advisory Board - Benson Hill Community Plan Advisory Board - City Center Equity Commission Equity Commission Housing Authority* Human Services Advisory Committee* Lodging Tax Advisory Committee* Parks Commission* Planning Commission* Municipal Arts Commission* Senior Advisory Board* Gender Ms. Name Yanjie Lu Address: Email Phone AltPhone: Resident Yes ResidentSince 2014 formerresidence Ohio EducationBackground B.s. Construction Management-The Ohio State University A.A Business Administration- Green River Community College OccupationalBackground Small business owner(electrical contractor),rea estate broker Employer:Self-Employed- Harmony Electric LLC CommunityActivities Board-Chinese Reconciliation Project Foundation PTF- Eastside Christian School Get involved in community, serve the AGENDA ITEM #6. b) Reasonforapplying community Day Meetings Night Meetings Night Meetings To view this form submission online, please follow the link below: https://rentonwa.gov/form/one.aspx? objectId=20668411&contextId=9212967&returnto=submissions AGENDA ITEM #6. b) AB - 3807 City Council Regular Meeting - 07 Apr 2025 SUBJECT/TITLE: Reappointment to the Equity Commission RECOMMENDED ACTION: Council Concur DEPARTMENT: Mayor Pavone STAFF CONTACT: Linda Moschetti, Executive Assistant EXT.: 6520 FISCAL IMPACT SUMMARY: Reappointment of an Equity Commissioner has no fiscal impact. SUMMARY OF ACTION: Manami Imaoka's term on the Equity Commission expired December 31, 2024. She is an original member of the Commission first appointed in March 2022. Ms. Imaoka is an active Commissioner in good standing who frequently contributes to the discussion. Due to an influx of vacancies on the Commission, reappointments and Commission meetings were paused while applications to fill five vacancies were solicited. The intent was the new appointments and reappointment would occur simultaneously. Mayor Pavone is recommending the reappointment of Manami Imaoka to the Equity Commission. She is originally from Japan and has been a Renton resident for 10 years. While residing in Renton, she joined the Community Emergency Response Team (CERT) Program to become involved in her community. She has worked with Sustainable Renton organizing drive-thru food distribution events and participates in other opportunities that focus on food insecurities. Ms. Imaoka also assisted with delegation visits of our Sister City, Nishiwaki, where she has helped to welcome the delegates and provide translation services. Most recently she was one of the graduates of the first Renton Civic Academy cohort. Ms. Imaoka will be serving her second term on the Equity Commission, which will expire December 31, 2027. EXHIBITS: A. Recommendation Memo STAFF RECOMMENDATION: Reappoint Manami Imaoka to the Equity Commission for a term expiring December 31, 2027. AGENDA ITEM #6. c) DATE: March 27, 2025 TO: Armondo Pavone, Mayor FROM: Kristi Rowland, Deputy Chief Administrative Officer SUBJECT: Equity Commission Reappointment We have one current member of the Equity Commission whose term expired December 31, 2024. The Equity Commission regular monthly meetings have been on hold while we worked to fill multiple vacancies. Manami Imaoka was first appointed to the Equity Commission in March of 2022. Ms. Imaoka has been a Renton resident for 10 years. She is originally from Japan. After moving to Renton from Oregon, she joined the Community Emergency Response Team (CERT) Program to get involved in her community. She has a desire to be involved and be part of the solution. She has worked with Sustainable Renton organizing drive through food distribution events and participates in other opportunities that focus on food insecurities. She has assisted with delegation visits of Renton’s Sister City, Nishiwaki, to welcome delegates and provide translation services. She has served as an interpreter for over 20 years and works at a Seattle high school. She is a graduate of the first Renton Civic Academy cohort. Commissioner Imaoka has demonstrated knowledge and understanding of the city’s mission statement and Business Plan goals and has shown ongoing dedication to serving on our Equity Commission. I recommend that Manami Imaoka be reappointed to a new three-year term, expiring on December 31, 2027. AGENDA ITEM #6. c) AB - 3797 City Council Regular Meeting - 07 Apr 2025 SUBJECT/TITLE: Renton Airport Advisory Committee Appointment Recommendations RECOMMENDED ACTION: Refer to Community Services Committee DEPARTMENT: Mayor Pavone STAFF CONTACT: Linda Moschetti, Executive Assistant EXT.: 6520 FISCAL IMPACT SUMMARY: Appointing Sheila Humphries and Peter Kane to the Renton Airport Advisory Committee have not fiscal impact. SUMMARY OF ACTION: Mayor Pavone appoints the following to the Renton Airport Advisory Committee: Sheila Humphries to the Highlands Neighborhood Alternate Position, with a term expiring May 7, 2028. Peter Kane to the Aircraft Owners and Pilot's Association (AOPA) Alternate Position, with a term expiring May 7, 2028. EXHIBITS: A. Recommendation Memo B. Sheila Humphries Application (Redacted) C. Peter Kane Application (Redacted) D. Peter Kane Appointment Letter of Support STAFF RECOMMENDATION: Confirm Mayor Pavone's appointments of Sheila Humphries and Peter Kane to the Renton Airport Advisory Committee. AGENDA ITEM #6. d) MEMO Public Works Department DATE:March 20,2025 TO:Armondo Pavone,Mayor FROM:Martin Pastucha,Public Works Administrator( STAFF CONTACT:Manuel Cruz,Airport Director SUBJECT:Reriton Airport Advisory Committee Membership Appointments The Public Works Department,Airport Division recommend the following appointments to the Renton Airport Advisory Committee (RAAC).If the recommendations are approved,we request they take effect before the next RAAC meeting scheduled for Tuesday,May 13, 2025. Highlands Neighborhood Alternate Position The Airport Division is recommending Sheila Humphries for The Highlands neighborhood’s alternate position.A resident of the Highlands since 2015,Ms.Humphries has extensive experience in flight technology and aviation.She possesses a Private Pilot License and has mentored many pilots to a path in aviation careers.She served as president of the Renton Downtown Partnership and remains an active volunteer in their events.She is a strong proponent for general aviation and wants to share her knowledge with members of the committee. Aircraft Owners and Pilot’s Association (AOPA)ALternate Position The Airport Division recommends Peter Kane.As a product manager for Microsoft,he continues to develop large-scale network services in the Pacific Northwest for the last 25 years.Additionally,Mr.Kane is a pilot and an owner of a plane which operates out of the Renton Airport since 2021.He hopes to promote and protect the airport as exemplified in his support of the airport during the attempt to reclassify it several years back. The Committee continues to accept applications for a primary and alternate positions for Airport-at-Large;an alternate position for the Airport Leaseholders;and six alternate vacancies:Benson HiLL,Kennydale,North Renton,South Renton,West Hill,and the Renton Hill/Monterey Terrace.The Public Works management team will be reviewing all applications received and wilL submit recommendations to fill these vacancies in the near future. AGENDA ITEM #6. d) CITY OF RENTON APPLICATION FOR BOARDS /COMMISSIONS /COMMITTEES If you are interested in participating in local government by membership on any of the following city boards,commissions,or committees,please complete this application and return it to: Office of the Mayor,City of Renton,1055 S Grady Way,Renton WA 98057 OR email it to analexander@rentonwa.gov Check the boards/commissions/committees in which you are interested: AIRPORT ADVISORY COMMITTEE CIVIL SERVICE COMMISSION COMMUNITY PLAN ADVISORY BOARD —Benson Hill COMMUNITY PLAN ADVISORY BOARD —City Center EQUITY COMMISSION HOUSING AUTHORITY HUMAN SERVICES ADVISORY COMMITTEE D LODGING TAX ADVISORY COMMITTEE PARKS COMMISSION PLANNING COMMISSION RENTON MUNICIPALARTS COMMISSION SENIOR ADVISORY BOARD (age 50 and older) Special membership requirements may apply for certain boards/commissions/committees. Call 425-430-6500 for details.Your application will be given every consideration as vacancies occur. MR.El MS.EZ NAME Sheila Humphries ADDRESS—— 2/12/2025 ZIP CODE __________ PHONE:DAY—NIGHT_ RENTON RESIDENT?yes -______ EMAIL. IF SO,SINCE WHEN?2015 CITYOF FORMER RESIDENCE Hobbs,NM EDUCATIONAL BACKGROUND Flight technology,Real estate appraisal and broker,Finacnce and credit OCCUPATION Self employed EMPLOYER___________________________________ OCCUPATIONAL BACKGROUNDPertII7ent to this position,I’ve been in the aviation industry since 1996 managing FBO’s and flight schools. I have a PPL and have taught many pilots the path to an aviation career in multiple areas of aviation opportunities. COMMUNITY ACfIVITI ES (organizations/clubs/service groups,etc.)I’m past president of the Renton Downtown Partnership, Still actively involved in volunteering my time in their events.I will be assisting the booth for the WPA for the NW Aviation Conference next weekend. REASON FOR APPLYING FORTHIS BOARD/COMMISSION/COMMITTEE’_have always loved general aviation and the Renton airport.I want to be able to help others in understanding GA and learning more about the inner workings of the Renton airport. CAN ATTEND DAY MEETINGS?Yes CAN ATTEND NIGHT MEETINGS?Yes Applications will be kept on file for one year.If you have questions about serving on a board, commission,or committee,please feel free to contact the mayor’s office at 425-430-6500. I El El El El El 02/2024 AGENDA ITEM #6. d) CITY OF RENTON APPLICATION FOR BOARDS I COMMISSIONS /COMMITTEES If you are interested in participating in local government by membership on any of the following city boards,commissions,or committees,please complete this application and return it to: Office of the Mayor,City of Renton,1055 S Grady Way,Renton WA 98057 OR email it to analexander@rentonwa.gov Check the boards/commissions/committees in which you are interested: AIRPORT ADVISORY COMMITTEE CIVIL SERVICE COMMISSION COMMUNITY PLAN ADVISORY BOARD —Benson Hill COMMUNITY PLAN ADVISORY BOARD —City Center EQUITY COMMISSION HOUSING AUTHORITY HUMAN SERVICES ADVISORY COMMITTEE LODGING TAX ADVISORY COMMITTEE PARKS COMMISSION PLANNING COMMISSION RENTON MUNICIPALARTS COMMISSION SENIOR ADVISORY BOARD (age 50 and older) Special membership requirements may apply for certain boards/commissions/committees. Call 425-430-6500 for details.Your application will be given every consideration as vacancies occur. MR.MS.L1 NAME Peter Kane DATE 12/10/2024 ZIP CODE PHONE:DAY’ RENTON RESIDENT?No NIGH r—IA A IF SO,SINCE WHEN?_ CITY OF FORMER RESIDENCE ___________________________________________________________ EDUCATIONAL BACKGROUND Bachelors of Science State University of NY at Albany Product ManagerOCCUPATION EMPLOYERMiCIOSOft Corp OCCU PATI ONAL BACKGROUND Principle Product Manager developing large scale network services in the pacific northwest for the last 25 years. COMMUNITY ACTIVITIES (organizations/clubs/service groups,etc.)Member of the Aircraft Owners and Pilots Association (AOPA) and a volunteer for the AOPA’s Airport Support Network (ASN)where I represent the Renton Airport. REASON FOR APPLYING FOR THIS BOARD/COMM ISSION/COM MITTEEAOPA5 ASN exists to help promote and protect our airports. Being part of the RAAC allows me to fuflill that role.Additionally lam a pilot that operates Out of the Renton airport and helped support the airport during The attempt to reclassify it serveral yearn back. CAN ATTEND DAY MEETINGS?Yes CAN ATTEND NIGHT MEETINGS?Yes Applications will be kept on file for one year.If you have questions about serving on a board, commission,or committee,please feel free to contact the mayor’s office at 425-430-6500. 02/2024 AGENDA ITEM #6. d) 601 Pennsylvania Ave NW,Suite 250 Washington,D.C.20004 A0 T.202-509-9670 www.aopa.org your freedom to fly February 16,2025 Mayor Armondo Pavone City of Renton 243 W Perimeter Rd Renton,WA 98057 TRANSMITTED VIA ELECTRONIC SUBMISSION apavone(rentonwa.gov Re:Letter of Recommendation -AOPA Alternate Position for Renton Airport Advisory Committee (RAAC) Dear Mayor Pavone: I am writing to recommend Pete Kane for the vacant alternate Aircraft Owners &Pilots Association (AOPA)position on the RAAC. Mr.Kane has not only been an AOPA member for several years,but he is an aircraft owner,a Renton airport hangar tenant,and the AOPA Airport Support Network (ASN)volunteer for Renton Municipal airport.I know him well and can assure you that he will not only be a voice for AOPA interests at the airport but is also passionate about pursuing what is in the best interest of the Renton airport community as a whole.I wholeheartedly recommend him for the currently vacant AOPA position on the RAAC. For background,AOPA is the world’s largest aviation membership organization representing the general aviation interests of hundreds of thousands of aircraft owners and pilots across the country,including over 9,000 members in Washington state.I am the Alaska and Northwest Mountain Regional Manager for AOPA responsible for over 900 airports and 35,000 members and handpicked Pete for the ASN volunteer role at Renton municipal airport as the most qualified out of a list of several candidates and as a result,consider myself well qualified to comment on his fitness for this position. Thank you for considering this recommendation letter and I hope that going forward,you consider contacting me on any matter that concerns general aviation.I can be reached at email: brad.schuster(aopa.org or by phone:202-851-7502. Sincerely, AGENDA ITEM #6. d) Letter of Recommendation -AOPA Alternate Position for Renton Airport Advisory Committee (RAAC) February 16,2025 Page 2 of2 Brad Schuster Alaska and Northwest Mountain Regional Manager,AOPA CC:Linda Moschetti AIRCRAFT OWNERS AND PILOTS ASSOCIATION AGENDA ITEM #6. d) AB - 3803 City Council Regular Meeting - 07 Apr 2025 SUBJECT/TITLE: 4Culture Arts Sustained Support Program Grant RECOMMENDED ACTION: Refer to Finance Committee DEPARTMENT: Community & Economic Development Department STAFF CONTACT: Amanda Free, Economic Development Acting Director EXT.: 7369 FISCAL IMPACT SUMMARY: The City has applied for and will be awarded a total of $44,000 from 4Culture to support 2025 Arts and Culture projects in the City of Renton. SUMMARY OF ACTION: The Renton Municipal Arts Commission is pleased to announce it has been awarded an $44,000 grant for the first year of a three-year commitment through 4Culture's Arts Sustained Support program. This program provides dependable funding to support the day-to-day operations of arts, heritage, and preservation organizations across King County, fostering creativity and cultural enrichment. This $44,000 award is the first of three consecutive years of funding for the Arts Commission, with additional allocations planned for 2026 and 2027. With this grant, the Arts Commission will create engaging opportunities for community members to connect with the arts, either as participants in interactive projects or events or as spectators. Thanks to 4Culture’s generous support, the Arts Commission will continue to expand its efforts to provide engaging, accessible, and inclusive art experiences for Renton’s diverse community. The funding will support events and programs that are widely promoted within the community and help ensure art and cultural experiences are accessible to all Renton residents. This grant is essential in helping the Arts Commission bring new opportunities for community engagement and strengthen the cultural vibrancy of Renton. EXHIBITS: A. 4Culture Arts Sustained Support Program 2025 Application B. 4Culture 2025Grant Agreement STAFF RECOMMENDATION: Authorize the Staff to accept the 4Culture Sustained Support Program award of $44,000 and sign the grant agreement. AGENDA ITEM #6. e) AGENDA ITEM #6. e) AGENDA ITEM #6. e) AGENDA ITEM #6. e) AGENDA ITEM #6. e) AGENDA ITEM #6. e) AGENDA ITEM #6. e) AGENDA ITEM #6. e) AGENDA ITEM #6. e) AGENDA ITEM #6. e) AGENDA ITEM #6. e) AGENDA ITEM #6. e) AGENDA ITEM #6. e) AGENDA ITEM #6. e) AGENDA ITEM #6. e) AGENDA ITEM #6. e) AGENDA ITEM #6. e) AGENDA ITEM #6. e) AGENDA ITEM #6. e) AGENDA ITEM #6. e) AGENDA ITEM #6. e) AB - 3795 City Council Regular Meeting - 07 Apr 2025 SUBJECT/TITLE: Police Fleet Modem Upgrades RECOMMENDED ACTION: Council Concur DEPARTMENT: Executive Services Department STAFF CONTACT: Harpreet Singh, Client Technology Services & Support Supervisor EXT.: 6871 FISCAL IMPACT SUMMARY: Funding for the attached quote in the amount of $114,530.91 is available; there is sufficient funding in the budget to cover this purchase. SUMMARY OF ACTION: This hardware purchase will upgrade the Police Department's fleet modems with the MC400 (5G) component, increasing internet speeds by 13-15 times and converting 4G modems to 5G-ready devices. This cost-effective solution, at $1,100 per unit, extends the lifespan of current modems compared to buying new 5G modems at a cost of $3,600 each. These upgrades will enhance fleet capabilities and improve efficiency. Once the hardware purchase is complete Verizon Wireless will provide up to $880.00 in Equipment Incentive Credits per device, recapturing a portion of our costs. These credits will be applied to future monthly Verizon bills. EXHIBITS: A. Anaconda Networks Quote # 8591 B. Verizon Credit Offer STAFF RECOMMENDATION: Authorize payment of Quote # 8591 with Anaconda Networks, in the amount of $114,530.91, for Police fleet modem upgrades. AGENDA ITEM #6. f) Anaconda Networks 1724 Majestic Dr. Unit 108B Lafayette, CO 80026 US +17205734817 chip@anaconda-networks.com Estimate ADDRESS City of Renton, WA 1055 S Grady Way STE 110 Renton, WA 98057-3232 SHIP TO Harpreet Singh City of Renton, WA 1055 S Grady Way STE 110 Renton, WA 98057 US ESTIMATE #DATE 8591 03/24/2025 SHIP VIA SALES REP UPS Ground CG DESCRIPTION QTY RATE AMOUNT 5G Modem (requires 4FF SIM) upgrade for R1900+RX30-MC, R920+RX20-MC, or IBR1700 Mobile Routers with doors 99 999.99 98,999.01T Optional Technical Time / SIM 97 55.00 5,335.00T Shipping F.O.B. Lafayette, CO 1 0.00 0.00T Sales Tax calculated by AvaTax for 38653-V17 at Mon Mar 24 04:20:25 UTC 2025 1 10,196.90 10,196.90 Cradlepoint MC400 5G X 99 Bid is valid for 30 days. Refreshed from 1-30-25 SUBTOTAL 114,530.91 TAX (0) 0.00 TOTAL $114,530.91 Accepted By Accepted Date AGENDA ITEM #6. f) CITY OF RENTON 00024846.0 March 12, 2025 Page | 1 One-Time Equipment Incentive (EIC) Credit Offer Verizon Wireless is pleased to introduce this one-time Offer to City of Renton (“Customer”). Availability Eligible Subscriber Lines: Customer’s newly activated Government Subscriber Lines qualify to receive this offer in accordance with the Offer Requirements below. This Offer must be accepted and completed by April 30, 2025 or it will expire (“Promo Period”). Equipment Incentive Credit (EIC) Offer Provided Customer activates a minimum of fifty (50) Eligible Government Subscriber lines on a customer provided equipment (CP E) router device to be placed in vehicle, on a Fixed Wireless Access (FWA) plan with a monthly access fee of $39.99 or higher, within the Promo Period, Verizon Wireless will provide Customer up to $880.00 in Equipment Incentive Credits (EIC), to each Eligible Government Subscriber line. One-time Equipment Incentive Credits (EIC) may be provided as an incentive to drive new activations and offset the Customer's cost of deploying these devices. Equipment Incentive Credits (EIC) are only applicable to “CPE Router Device” purchases. The credit offer will be applied to Customer’s billing invoice within the first ninety (90) days after Verizon Wireless receives a copy of the invoice, receipt, or proof of purchase of equipment and will appear as “Other Charges and Credits”. Any Eligible Government Subscriber line taking advantage of the Equipment Incentive Credit (EIC) offer that is deactivated or changed to an ineligible rate plan during the “Promo Period” will not be eligible to receive the credit offer. Please Note: Customer is required to provide Verizon Wireless with a copy of the invoice or receipt for each customer provided equipment (CPE) router device purchased under this agreement, within sixty (60) days following the conclusion of the “Promo Period”, in order to be reimbursed for the cost of equipment. The device purchase may NOT exceed 180 days prior to the effective date of this agreement. If purchased outside of 180 days, the Equipment Incentive Credit (EIC) Offer will not be applied. No exceptions. Offer Recovery If Customer disconnects an Eligible Government Subscriber line from the Verizon network prior to the expiration of thirty-six (36) months after the date of activation, Verizon Wireless reserves the right to recover an Offer Recovery for the disconnected Eligible line. The Offer Recovery Fee will be up to $880.00 or the final cost of equipment for the Eligible Line, less 1/36 ($24.45) of that amount for each month the Eligible Subscriber Line was connected and actively billing. Terms and Conditions This Offer is subject to availability and is not subject to any substitutions. This Offer cannot be combined with any other generally available equipment or accessory offers, credits, discount programs, or promotions. This offer is not available for entities requesting or receiv ing E-Rate funding. Equipment discount incentives, credits, and or plans extended to City of Renton expressly exclude business from E-Rate participating customers. This offer is being extended to City of Renton under the NASPO ValuePoint Master #152 Contract. Please indicate acceptance of thi s offer, and acknowledgement that City of Renton is not currently receiving, and has no future plans to receive any E-Rate funding by signing and returning the acknowledgement at the bottom of this letter. This Offer is subject to the terms and conditions of the NASPO ValuePoint Master #152 Contract. Customer Acknowledgement: I acknowledge that I have received the attached limited time equipment and subsidy Offer and that I agree to the terms and conditions set forth. Eligible Customer/Company Name: City of Renton Profile ID: 741919 Customer Print Name/Title: /n1/ {{N1_es_:signer5:fullname}} /t1/ {{Ttl1_es_: signer5:title}} Customer Signature: /s1/ {{Sig1_es_:signer5:signature}}}} Effective Date: AGENDA ITEM #6. f) AB - 3796 City Council Regular Meeting - 07 Apr 2025 SUBJECT/TITLE: Reorganization of the Finance Department RECOMMENDED ACTION: Refer to Finance Committee DEPARTMENT: Finance Department STAFF CONTACT: Kristin Trivelas, Fiscal Services Director EXT.: 6929 FISCAL IMPACT SUMMARY: The estimated net cost in 2025 is $140K including full benefits to regrade the financial operations manager, convert one senior finance analyst to a financial operations supervisor, and add one senior tax & licensing auditor position. The reorganization of reporting structure for the utility accounts supervisor and senior grants analyst would be budget neutral. SUMMARY OF ACTION: After analyzing each workgroup within the department, the decision was made to consolidate and group work functions together to aide in better team functionality and efficiency. Combining like tasks allows for timely feedback and direction by the workgroup manager, offers enhanced collaboration amongst team members, and provides a broader depth of coverage of each finance function. The utility billing workgroup handles billing, collection, and cashier functions, which are closely aligned with accounts receivable functions that exist within the financial operations workgroup. Bringing this workgroup underneath the financial operations umbrella will provide cross-coverage for like tasks and also allow the same manager to support similar operations and identify and streamline like functions. Converting the senior finance analyst to a financial operations supervisor will further provide depth in knowledge and support amongst the team while also allowing this converted position to supervise designated accounts payable and accounts receivable staff and provide relief to the financial operations manager. The business and occupation tax program has grown in the past several years and currently makes up 15% of the total general fund revenues. This program is supported by one auditor position who has been a proven asset to the city; by auditing non-compliant businesses, the existing tax auditor recovered revenue of approximately $228K in the second half of 2024 and $300K in the first three months of 2025. This proposal requests an additional FTE for a second senior tax & licensing auditor as the volume of taxpayers that require audit and oversight is large enough to warrant an additional staff member. The grants program has historically been a component of the budget and financial reporting team as it has many inputs into the final deliverables that are produced by this team. Returning this function to this workgroup will aide in deeper collaboration while also providing cross-coverage to various areas on that team. Based on the above, the following changes are proposed: Financial Operations Manager (M28 step D) to (M36 step D) AGENDA ITEM #6. g) Regrade the position to reflect the newly added responsibility and oversight of utility billing and further management of two supervising staff. This position has historically been underpaid as it existed in its current responsibility; after restructuring the role of this position, it was identified that this position would be 19% under market when compared to similar positions at comparable cities. Regrading to the recommended step brings this position in line with equitable pay for what is expected. Convert Senior Finance Analyst (M25 step C) to Financial Operations Supervisor (M27 step C) This position was added to this workgroup in 2024 to help provide depth between front line staff and the operations manager and has proven to be a successful addition. The conversion to financial operations supervisor allows for continued performance of complex technical work while also supervising part of the operations team to allow the manager to oversee the utility billing function. This position will also be responsible for supporting complex payroll functions, when needed, and be the backup for the operations manager when called upon. Additional Senior Tax & Licensing Auditor (M21 step C) The size of the city’s tax program supports the need for an additional tax auditor position. As with any tax program, ongoing audits are required to ensure compliance with city tax codes. The city is jeopardizing ongoing revenue loss without the support of adequate tax auditors in place to ensure the revenue stream remains protected. EXHIBITS: A. Issue Paper B. Organizational Chart STAFF RECOMMENDATION: Approve the reorganization of the finance department to add one new position, regrade two existing positions, and change the reporting structure effective May 5, 2025. AGENDA ITEM #6. g) DATE:April 7, 2025 TO:James Alberson, Jr., Council President Members of Renton City Council VIA:Armondo Pavone, Mayor FROM:Kari Roller, Administrator STAFF CONTACT:Kristin Trivelas, Fiscal Services Director SUBJECT:Finance Department Reorganization ISSUE Should council approve a reorganization of the finance department to add one position, regrade two positions, and change the reporting structure? RECOMMENDATION Staff recommends approval of a finance department reorganization to include adding an additional tax auditor, regrade of two positions, and change in report structure, effective May 5, 2025. OVERVIEW The business and occupation tax program has grown in the past several years and currently makes up 15% of the total general fund revenues. This program is supported by one auditor position who has been a proven asset to the city. By auditing non- compliant businesses, the existing tax auditor position recovered revenue of approximately $228K in the second half of 2024 and $300K in the first three months of 2025. The proposed reorganization requests an additional FTE for a second senior tax & licensing auditor. The volume of taxpayers that require audit and oversight is large enough to warrant an additional staff member; bringing on a second tax auditor will recover additional tax funds owed to the city while also absorbing the cost of the position itself. Along with this change, this request includes a small restructuring. The finance department has been operating in its current organizational structure for the past five years with five distinct work groups that report directly to the fiscal services director: finance operations, budget & financial reporting, utility billing, tax & licensing, and grants. AGENDA ITEM #6. g) James, Alberson, Jr., Council President Members of Renton City Council Page 2 of 3 April 7, 2025 The finance department is responsible for a large body of work that varies in volume, complexity, and compliance. After analyzing each workgroup, the decision was made to better consolidate and group work functions together to aide in better team functionality and efficiency. Combining these like tasks allows for timely feedback and direction by the supporting manager of that workgroup, offers enhanced collaboration amongst team members, and provides a broader depth of coverage to individual contributors of each finance function. The utility billing workgroup handles billing, collection, and cashier functions, which are closely aligned with accounts receivable functions that exist within the financial operations workgroup. Bringing this workgroup underneath the financial operations umbrella will not only provide cross-coverage for like tasks but will also allow the same manager to support similar operations and help to identify and streamline like functions. Converting the senior finance analyst to a financial operations supervisor will further provide depth in knowledge and support amongst the team while allowing this converted position to supervise designated accounts payable and accounts receivable staff and provide relief to the financial operations manager to provide strategic planning and support to the individual lines of work under his purview. The grants program has historically been a component of the budget and financial reporting team, as it has many inputs into the final deliverables that are produced by this team, specifically the annual financial statement and biennium budget. Returning this function to this workgroup will aide in deeper collaboration while also providing cross-coverage to various areas on that team. Further, the budget & accounting manager will have a better grasp of the ongoings of the grants program while it is positioned under his purview, which will add efficiency and value to the team overall. Based on the above need, the following changes are proposed: 1. Financial Operations Manager (M28 step D) to (M36 step D) This reorganization would regrade the position to reflect the newly added responsibility and oversight of utility billing and further management of two supervising staff. This position has historically been underpaid as it existed in its current responsibility; after restructuring the role of this position, it was identified that this position would be 19% under market when compared to similar positions at comparable cities. Regrading to the recommended step brings this position in line with equitable pay for what is expected. 2. Convert Senior Finance Analyst (M25 step C) to Financial Operations Supervisor (M27 step C) The senior finance analyst position was added to this workgroup last year to help provide depth between front line staff and the operations manager; it has proven to be a successful addition to the team. This conversion would not take away from that function, rather, the financial operations supervisor position could now continue performing complex technical work while also supervising part of the operations team to allow the manager to oversee the utility billing function of the city as well. The financial operations supervisor will also be responsible for helping to support complex payroll functions, when needed, and be the backup AGENDA ITEM #6. g) James, Alberson, Jr., Council President Members of Renton City Council Page 3 of 3 April 7, 2025 for the operations manager when called upon, specifically in areas of excise and leasehold tax preparation, lease reviews, union negotiations teams, and healthcare fund analysis. 3. Additional Senior Tax & Licensing Auditor (M21 step C) The size of the city’s tax program supports the need for an additional tax auditor position to be added. As with any tax program, there is the likelihood of businesses acting non-compliant, either by choice or by accident, which requires ongoing audit of tax returns to ensure compliance with city tax codes. The city is jeopardizing ongoing revenue loss without the support of adequate tax auditors in place to ensure the revenue stream remains protected. FISCAL IMPACT The estimated net cost for the change in 2025 is $140K including full benefits to regrade the financial operations manager, convert one senior finance analyst to a financial operations supervisor, and add one FTE to the finance department for the senior tax & licensing auditor position. The reorganization of reporting structure for the utility accounts supervisor and senior grants analyst would be budget neutral. CONCLUSION Approving the finance department reorganization will align the positions within the department more closely with the scope of authority and responsibility inherent in each position. The changes will also allow the department to accurately and effectively manage accounting operations and financial reporting. If approved, the additional budget request will be added to the carryforward budget adjustment. AGENDA ITEM #6. g) FINANCIAL OPERATIONS MANAGER (4) Travis Case FINANCIAL OPERATIONS Payroll, Accounts Payable, Accounts Receivable, Utility Billing, Procurement FINANCIAL PLANNING & REPORTING Financial Statements, GL, grant compliance, fixed assets, budget creation and monitoring; long-range planning, cashflow, banking, department support BUDGET & ACCOUNTING MANAGER (6) Nate Malone FINANCE DIRECTOR (5) Debt & Investments Kristin Trivelas Administrative Secretary vacant FINANCE ADMINISTRATOR (2) Kari Roller Administrative Assistant Melissa Crawford Senior Grants Analyst Roseanne Do Financial Operations Supervisor (3) Previously Sr Fin Analyst Tuan Nguyen Payroll Technician III Tyler Heyamoto TAX & LICENSING Business Licensing, Business & Occupation, Utility Taxes Senior Tax Auditor Jinny Hong Accounting Assistant 4 vacant Senior Finance Analyst - LTE (ERP) Shreya Choubey Senior Finance Analyst Ariel Llorach Senior Finance Analyst Sean Hollingsworth Senior Finance Analyst Duncan McKelvey Senior Finance Analyst vacant Senior Finance Analyst Sean Yi Payroll Technician III Dao Ong Accounting Asst 4 (AP) Natalie Wissbrod Accounting Asst 4 (AP) Danielle Inks Utility Accounts Supervisor (4) Victoria Appleberry Accounting Asst 4 (AR) Taylor Bracken Accounting Asst 4 (UB) Leah Sherman Accounting Asst 4 (UB) Elysha Mettlin Cashier Diana Hiatt Accounting Asst 4 (UB) Anna Hopkins TAX & LICENSING MANAGER (3) Fred Hall SENIOR GRANTS ANALYST Roseanne Do UTILITY ACCOUNTS SUPERVISOR (4) Victoria Appleberry Senior Tax Auditor - New vacant AG E N D A I T E M # 6 . g ) AB - 3786 City Council Regular Meeting - 07 Apr 2025 SUBJECT/TITLE: Utility Bill Leak Adjustment Request for Dean Weidner - Heritage Hills Apartments 005992-000 RECOMMENDED ACTION: Refer to Finance Committee DEPARTMENT: Finance Department STAFF CONTACT: Victoria Appleberry, Utility Accounts Supervisor EXT.: 6921 FISCAL IMPACT SUMMARY: This leak adjustment request in the amount of $2,609.04 is broken down as follows: Sewer: $856.90 Metro: $1,752.14 TOTAL: $2,609.04 SUMMARY OF ACTION: Per Renton Municipal Code 8-5-23 for wastewater billing adjustments for water leaks that occur on the customer's side of the water meter that are not in the main service line to the building, the city will grant an adjustment of up to a maximum of two regular meter reading cycles during the billing period when the water leak occurred. The finance department received a formal leak adjustment request from Heritage Hills Apartments, a multi-family property, for a leak that occurred at the service address 1300 S. Puget Drive. The property owner has met the requirements outlined in the code to adequately qualify for the leak adjustment. The requested adjustment in the amount of $2,609.04 covers the billing period of January 2025. EXHIBITS: A. Issue Paper STAFF RECOMMENDATION: Staff recommends an adjustment to this customer's account for a total of $2,609.04 for excess water usage caused by a qualified water leak in accordance with RMC 8-5-23. AGENDA ITEM #6. h) DATE:March 13, 2025 TO:James Alberson, Jr., Council President Members of Renton City Council VIA:Armondo Pavone, Mayor FROM:Kari Roller, Administrator STAFF CONTACT:Victoria Appleberry, Utility Accounts Supervisor SUBJECT:Utility Bill Leak Adjustment Request Utility Account: 005992-000 Owner: Dean Weidner – Heritage Hills Apartments ISSUE Should City Council grant the request for a reduction of increased city sewer and King County metro charges resulting from a water leak at the service address 1300 S Puget Drive. BACKGROUND In accordance with Renton Municipal Code (RMC) 8-5-23, wastewater billing adjustments for water leaks that occur on the customer's side of the water meter that are not in the main service line to the building, the city will grant an adjustment of up to a maximum of two regular meter reading cycles during the billing period when the water leak occurred. Sewer will be adjusted by 100% of all leaked water that did not enter the sanitary sewer system. Per RMC 8-4-46, water did not qualify for an adjustment due to the frozen pipe that burst. The finance department received a formal leak adjustment request from Heritage Hills Apartments, a multi-family property, for a leak that occurred at the service address of 1300 S Puget Drive. The water leak was located at the main service line from the meter to the foundation of the building. The leak was repaired on 01/20/25. The property owner has met the requirements outlined in the code, including submitting proof of repair, to adequately qualify for the leak adjustment for sewer charges. January 2025 Total AGENDA ITEM #6. h) James Alberson, Jr., Council President Members of Renton City Council Page 2 of 2 April 3, 2025 Sewer $856.90 $856.90 Metro $1,752.14 $1,752.14 Total $2,609.04 $2,609.04 RECOMMENDATION Staff recommends an adjustment to this customer’s account for a total of $2,609.04 in sewer charges for excess water usage caused by a qualified water line leak in accordance with RMC 8-5-23. AGENDA ITEM #6. h) AB - 3799 City Council Regular Meeting - 07 Apr 2025 SUBJECT/TITLE: Approve 2025-2027 Local 2170, WSCCCE AFSCME Collective Bargaining Agreement RECOMMENDED ACTION: Council Concur DEPARTMENT: Human Resources / Risk Management Department STAFF CONTACT: David Topaz, Administrator EXT.: 7657 FISCAL IMPACT SUMMARY: A budget adjustment will be prepared to account for the additional budget needed based on the agreed contract terms. The total cost of the contract for 2025 is approximately $2.1M. A wage adjustment of 3.5% and associated benefits is already included in the 2025 budget, therefore, an additional budget adjustment of approximately $600K is needed for 2025. Budget for 2026 will be revised as necessary based on the CPI-U (June) data, and submitted as part of the 3rd quarter budget adjustment. SUMMARY OF ACTION: The City and the Local 2170, representing the Washington State Council of County and City Employees, AFSCME AFL-CIO, began bargaining for a successor Collective Bargaining Agreement to the 2022-2024 Agreement on June 17, 2024, and reached a tentative agreement on February 28, 2025. That agreement was ratified by AFSCME members. Ratification by the City Council is now required to authorize the Mayor to execute the agreement. Salary and benefits issues were addressed as follows: 1. The parties agreed to a three (3) year agreement from 2025-2027. 2. Effective January 1, 2025, the base wages for all positions in the bargaining unit shall be increased by 3.8% above the wages in effect December 31, 2024. In addition to this increase, the City will provide an additional 1-grade salary increase to incumbents in positions that did not have an external market study after July 1, 2022. 3. Effective January 1, 2026, wages shall be increased by 100% of the 2025 Seattle-Tacoma-Bellevue June CPI- U with a minimum of 1.5% and a maximum of 4.5%. 4. Effective January 1, 2027, wages shall be increased by 100% of the 2026 Seattle-Tacoma-Bellevue June CPI- U with a minimum of 1.5% and a maximum of 4.5%. 5. Commitment for the City to provide an external market study of every AFSCME represented position no less than every 3 years. The parties agree to re-open the contract to negotiate any wage adjustments proposed during the life of the contract for those deemed over and under market. 6. Repayment obligations for City staff that receive CDL training provided by the City and separate employment within 2 years. EXHIBITS: A. 2025-2027 contract B. 2025-2027 contract, tracked changes showing revisions AGENDA ITEM #6. i) STAFF RECOMMENDATION: 1) Authorize the Mayor and City Clerk to sign the Collective Bargaining Agreement between the City of Renton and Local 2170, Washington State Council of County and City Employees AFSCME AFL-CIO for 2025-2027, and 2) request staff to include the necessary budget adjustments and necessary changes to the 2025 Salary Table in a future budget amendment ordinance to reflect collectively bargained changes. AGENDA ITEM #6. i) AGREEMENT By and Between CITY OF RENTON and LOCAL 2170, WASHINGTON STATE COUNCIL OF COUNTY AND CITY EMPLOYEES AMERICAN FEDERATION OF STATE, COUNTY AND MUNICIPAL EMPLOYEES, AFL-CIO January 1, 2025 – December 31, 2027 AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 2 AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 3 TABLE OF CONTENTS PREAMBLE ............................................................................. 9 ARTICLE 1 – RECOGNITION AND BARGAINING UNIT ............... 9 1.1. Union Recognized ......................................................................... 9 1.2. Temporary/Supplemental Employees......................................... 10 1.3. Excluded Positions ...................................................................... 12 1.4. New Positions ............................................................................. 12 1.5. Executive Board Meetings .......................................................... 13 1.6. Job Classification Changes .......................................................... 13 1.7. Point Factor Method (PFM) ........................................................ 13 1.8. Reclassification Reviews ............................................................. 14 ARTICLE 2 – UNION MEMBERSHIP AND DUES DEDUCTION ... 16 2.1. Payroll Deduction ....................................................................... 16 2.2. PAC Program ............................................................................... 17 2.3. Hold Harmless Agreement .......................................................... 17 2.4. Refunds ....................................................................................... 17 2.5. New Employees .......................................................................... 18 2.6. Union Officer List ........................................................................ 18 ARTICLE 3 – HOURS OF WORK .............................................. 18 3.1. Work Week ................................................................................. 18 3.2. Workday ..................................................................................... 19 3.3. Work Schedules .......................................................................... 19 3.4. Meal and Rest Periods ................................................................ 21 AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 4 3.5. Clean-Up Time ............................................................................ 22 ARTICLE 4 –OVERTIME & PAY ASSIGNMENTS ....................... 23 4.1. Overtime ..................................................................................... 23 4.2. Call-back Pay ............................................................................... 26 4.3. Extended Shift Overtime ............................................................. 27 4.4. Shift Differential ......................................................................... 28 4.5. Standby ....................................................................................... 28 4.6. Uniform Allowance ..................................................................... 29 4.7. Acting Pay & Working Out of Class ............................................. 31 ARTICLE 5 – SICK LEAVE ........................................................ 32 5.1. Sick Leave Accrual ....................................................................... 32 5.2. Sick Leave Cash Out .................................................................... 33 5.3. Long Term Disability Plan ............................................................ 34 5.4. Notification Requirements .......................................................... 34 5.5. Abuse of Sick Leave ..................................................................... 35 5.6 WA State Paid Family Medical Leave .......................................... 35 ARTICLE 6 – HOLIDAYS .......................................................... 37 6.1. Observed Holidays ...................................................................... 37 6.2. Holiday Pay ................................................................................. 38 6.3. Holidays Falling on Scheduled Day Off ........................................ 39 6.4. Holidays Falling on Weekends .................................................... 40 6.5 Regular Part-time ........................................................................ 40 6.6. Personal Holiday Use/Cash Out .................................................. 40 ARTICLE 7 – VACATIONS ....................................................... 41 AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 5 7.1. Accrual Rate ................................................................................ 41 7.2. New Hire Vacation Incentive ...................................................... 42 7.3 Maximum Vacation Accumulation .............................................. 42 7.4. Vacation Requests ...................................................................... 42 7.5 Cash Out Upon Separation ......................................................... 42 ARTICLE 8 – BEREAVEMENT LEAVE ....................................... 43 ARTICLE 9 – INSURANCES ..................................................... 43 Definitions: ................................................................................................ 43 9.1. Health Insurance ......................................................................... 44 9.2. Life Insurance.............................................................................. 47 9.3. Federal/State Healthcare Options .............................................. 47 9.4. COBRA ........................................................................................ 47 ARTICLE 10 – JURY DUTY ...................................................... 47 ARTICLE 11 – EDUCATION AND CONFERENCE ....................... 48 11.1. Time Off and Financial Reimbursement ...................................... 48 11.2. Valid Business Expenses .............................................................. 48 11.3. Access to Training ....................................................................... 48 ARTICLE 12 – SALARIES ......................................................... 50 12.1. Salaries ....................................................................................... 50 12.2. Step Increases ............................................................................. 51 12.3 VEBA ........................................................................................ 51 ARTICLE 13 - LONGEVITY....................................................... 52 13.1. Longevity Pay Calculation ........................................................... 52 AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 6 13.2. Longevity Pay Date ..................................................................... 52 ARTICLE 14 – DEFERRED COMPENSATION ............................. 53 ARTICLE 15 – PAY PERIOD ..................................................... 53 ARTICLE 16 – MANAGEMENT RIGHTS ................................... 53 ARTICLE 17 – UNION ACTIVITIES ........................................... 55 17.1. Paid Release Time ....................................................................... 55 17.2. Facility Access ............................................................................. 55 17.3. Union Communication ................................................................ 55 17.4. Training Time .............................................................................. 56 17.5. Negotiations ............................................................................... 56 ARTICLE 18 – LABOR/MANAGEMENT COMMITTEE ............... 56 ARTICLE 19 – WORK STOPPAGES AND EMPLOYER PROTECTION ............................................................................................ 57 19.1. Uninterrupted City Services ........................................................ 57 19.2. Work Stoppage ........................................................................... 57 19.3. Disciplinary Action for Work Stoppage ....................................... 58 ARTICLE 20 – NON-DISCRIMINATION .................................... 58 ARTICLE 21 – RECRUITMENT AND SELECTION PROCESS ....... 59 21.1. Posting of Vacancies ................................................................... 59 21.2. Selection Process ........................................................................ 59 21.3. Eligible Candidate Pool ............................................................... 60 21.4. Promotional Opportunities ......................................................... 61 AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 7 ARTICLE 22 – PROBATIONARY PERIOD .................................. 62 22.1. 12-Month Probationary Period ................................................... 62 22.2. 6-Month Probationary Period ..................................................... 62 ARTICLE 23 – GRIEVANCE PROCEDURE ................................. 62 23.1. Definition .................................................................................... 62 23.2. Grievance Process ....................................................................... 63 23.3. Employer Grievance .................................................................... 65 23.4. Grievance Documentation .......................................................... 66 23.5. Grievance Timelines .................................................................... 66 ARTICLE 24 – HEALTH, SAFETY AND PRODUCTIVITY .............. 66 24.1. Quality and Safety of Work ......................................................... 66 24.2. Working Conditions .................................................................... 67 24.3. Rain Gear .................................................................................... 67 24.4. Custodial Services ....................................................................... 67 24.5. Safety Shoes ............................................................................... 67 ARTICLE 25 – SAVINGS CLAUSE ............................................. 70 ARTICLE 26 – ENTIRE AGREEMENT ........................................ 70 ARTICLE 27 – PRIORITY OF FEDERAL, STATE AND CITY LAWS. 71 ARTICLE 28 – VOLUNTEERS ................................................... 72 ARTICLE 29 – DISCIPLINE ....................................................... 72 29.1 Discipline .................................................................................... 72 29.2 Demotion .................................................................................... 73 AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 8 ARTICLE 30 – LEAVE DONATION............................................ 73 ARTICLE 31 – LAYOFF AND RECALL ........................................ 74 31.1. Layoff and Recall ......................................................................... 74 31.2. Definitions .................................................................................. 74 31.3. Departmental Review ................................................................. 77 31.4. Human Resources Risk Management Review ............................. 77 31.5. Notice of Layoff .......................................................................... 79 31.6. Bumping Rights ........................................................................... 79 31.7. Recall Rights ................................................................................ 80 ARTICLE 32 – FINGERPRINTING ............................................. 84 ARTICLE 33 – DURATION OF AGREEMENT ............................. 86 APPENDIX A – AFSCME CLASSIFICATIONS IN ALPHABETICAL ORDER (with Job Grades) ..................................................... 87 APPENDIX B – Wage Study ................................................... 89 APPENDIX C – INDEX ............................................................ 94 AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 9 PREAMBLE This Agreement is between the City of Renton (hereinafter called the Employer) and Local 2170, Washington State Council of County and City Employees, American Federation of State, County and Municipal Employees, AFL-CIO (hereinafter called the Union) for the purpose of setting forth a mutual understanding of the parties as to conditions of employment for those employees for whom the Employer recognizes the Union as the exclusive collective bargaining representative. The Employer and the Union shall cooperate to provide the public with efficient, cost-effective, and courteous delivery of public services, to encourage good attendance of employees, and to promote a climate of labor relations that will aid in achieving a high level of efficiency and productivity in all departments of City government. The parties will work together to address and adapt to the inevitable issues of change, to devise varying methods and work procedures adapted to the changing circumstances of their particular areas of responsibilities. ARTICLE 1 – RECOGNITION AND BARGAINING UNIT 1.1. Union Recognized Pursuant to RCW 41.56.060 the Employer hereby recognizes the Washington State Council of County and City Employees/ AFSCME Council 2 and its affiliated local (hereafter Union) as the exclusive bargaining representative for all limited term, probationary and regular Renton City employees in those classifications listed in Appendix A. AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 10 Limited term employees have all rights under this contract with the exception of bumping (see City Policy #330-11, dated 10/15/2005). If a limited term position is converted to a regular position, the incumbent shall remain in the position and shall be converted as well (and will be eligible for bumping rights). A limited term employee shall have their time in the limited term position count toward their overall classification and City seniority. A regular employee who applies for and is appointed to a limited term position shall have the right to return to their previous classification should the limited term position not be converted to regular status and there is a vacant position available in their previous classification. All employees of the Employer in classifications covered by this Agreement are eligible to be members of the Union. 1.2. Temporary/Supplemental Employees The City shall not combine or overlap temporary/supplemental employees in such a way as to create the equivalent of a regular position or avoid the time constraints set herein. In the case of layoffs, Temporary/ Supplemental employees may not be hired to perform bargaining unit work in work units where layoffs have occurred while there is an active recall list. The City will issue an end of year report listing all supplemental employees utilized by the City for the year. This report will be issued no later than January 31st and will include the length of employment and total hours worked for each supplemental employee. AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 11 1.2.1 Non Seasonal Temporary Employees-When filling a known vacancy of an AFSCME represented position, temporary employees shall be employees hired directly by the City or through an agency contracted with the City. Such employees shall be employed no more than the equivalent of six (6) months (182 consecutive days) in a rolling 12-month period. An extension of up to an additional 6 months is available with union concurrence. Overtime shall be offered to regular employees prior to temporary employees being utilized, unless no qualified regular employees are available. The City will notify the Union prior to the use or hiring of temporary employee under this clause. It is understood that the use of temporary/supplemental employees as provided for in this section shall not be deemed as supplanting bargaining unit work. 1.2.2 Temporary Supplemental Employees- It is understood that the use of supplemental employees as provided for in this section shall not be deemed as supplanting bargaining unit work. Employees in supplemental positions listed below are limited to working 1500 hours in a calendar year and their employment is between March 1 and November 30. • Custodial Assistant • Parks Laborer • Transportation Laborer • Golf Course Laborer • Pro-Shop AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 12 1.2.3 Interns- Use of interns performing bargaining unit work citywide is limited to one-year terms of employment, and each intern shall not work longer than 1,040 hours during that year. The employment year for interns will be measured from the date of hire forward. Hiring of interns is done within City guidelines. The City will notify the Union of internship descriptions involving bargaining unit work. Interns must be enrolled in school and assisting, not supplanting, bargaining unit work. 1.3. Excluded Positions The Union recognizes the following positions as being excluded from the represented classifications listed in Appendix A: 1.3.1. All positions in the Human Resources & Risk Management Department. 1.3.2. All clerical or secretarial positions designated as “confidential” in each department. Only one “confidential” designation will be allowed in each department. 1.4. New Positions Should it become necessary to establish a new job classification within the bargaining unit during the term of this Agreement, the City will create the classification. The salary for any new classification within the bargaining unit shall be subject to negotiations. The Union shall be notified of any newly created AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 13 classifications in the City, which are not recognized by other bargaining units, including the City’s initial determination regarding bargaining unit status. Disagreements regarding the appropriateness of their inclusion or exclusion from the bargaining unit will be referred to the Public Employment Relations Commission for resolution. 1.5. Executive Board Meetings The Union will provide a calendar of all regularly scheduled Executive Board meetings for the next calendar year in December of the preceding year to the Human Resources & Risk Management Administrator. 1.6. Job Classification Changes Changes to existing position classifications and position descriptions shall be provided to the Union president and secretary ten (10) working days prior to the next regularly scheduled Executive Board meeting. The Union shall respond to the changes, in writing, within ten (10) working days of the meeting, unless an extension is mutually agreed upon. If the Union’s written response is not provided within the timeframe above, management may move forward with the changes that have been submitted. 1.7. Point Factor Method (PFM) In an effort to objectively compare positions for internal equity, the City has utilized a Point Factor Method (PFM) to help in determining a position’s pay grade. Internal equity compares positions according to requirements for similar skill, education/training, and responsibility, and if the jobs are AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 14 performed under similar working conditions. The PFM uses factors that are commonly found in positions, and each factor is broken into point values based on the varying levels of difficulty or effort needed to complete them. The position’s point value is then compared to other positions to select an appropriate grade. Effective January 1, 2022, HRRM staff will utilize the Point Factor Method in conjunction with external market data when determining a grade placement due to a Reclassification, as part of a market study, or when creating a new position. If no external market data exists, the PFM will be used to determine the grade placement based on the internal equity analysis solely. Any PFM analysis will be shared with the affected employees and the union. 1.8. Reclassification Reviews The reclassification process will be put on pause for the duration of 2025. If the Reclassification process is revised, the policy will be shared with the Union and the parties are able to negotiate any impacts. If the parties are not able to reach agreement by 12/31/2025, the parties will revert to the reclassification process and timeline as follows: An employee may request a position review for proper classification placement when the employee believes that there has been significant change in duties and responsibilities of the position. Reclassification reviews will be done in accordance with City Policy #320-05 (Request for Reclassification), as established July 7, 2009, to the extent that such does not conflict with the AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 15 agreement. A Position Description Questionnaire (PDQ) form must be fully completed and requires review by the employee’s supervisor, the Division Director and the Department Administrator. A market study will be conducted by HRRM staff as part of the reclassification process for those positions that meet the definition for requiring a reclassification. The deadline for submittal of the PDQ to the employee’s supervisor is May 1. The Department shall forward the request to the Human Resources Department within 30 days of the initial request. If the Department does not forward the request within 30 days, the employee may submit the request directly to the Human Resources Department to ensure the submission deadline is met. The Human Resources Department will notify the employee within seven (7) working days of the receipt of the request. Requests submitted to Human Resources by the July 1 deadline and subsequently approved shall be included in the following year’s budget. Those approved by the City Council shall have an effective date of January 1 of that budget year. Any delays in the reclassification process shall not affect the implementation date and all pay shall be retroactive to January 1 of that budget year. Any appeals will be reviewed by the Human Resources and Risk Management Administrator for a final decision. Human Resources will meet with the Union regarding salary placement of any revised position(s). Once a request to reclassify a position has been submitted and reviewed, no further consideration will be given to reclassifying the position for a twenty-four (24) month period following submission. AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 16 ARTICLE 2 – UNION MEMBERSHIP AND DUES DEDUCTION 2.1. Payroll Deduction The Employer agrees to deduct from the paycheck of each employee, who has so authorized it in writing, the regular monthly dues uniformly required of members of the Union. The amounts deducted shall be transmitted monthly to the Union on behalf of the employees involved. Employees may cancel their payroll deduction by written notice to the Union in accordance with the terms and conditions of their signed payroll authorization card. The Union will provide timely notice to the City of the cancellation of their dues authorization by a bargaining unit member. Every effort will be made to end the deduction effective on the first payroll, but not later than the second payroll, after the City’s receipt of notice of cancellation from the Union. Authorizations for Payroll Deduction are valid whether executed in paper form or electronically. The Employer shall provide to the Union monthly a complete list of all bargaining unit members that includes employee name, home address, job title, hire date into current bargaining unit, monthly salary, hourly wage, and whether the employee has authorized the deduction of Union dues. The Union may change the fixed dollar amount, which will be the regular monthly dues, once each calendar year during the life of this agreement. The Union will give the City thirty (30) calendar days’ notice of any such change in the amount of uniform dues to be deducted. AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 17 2.2. PAC Program The Employer agrees to deduct from the wages of any employee who is a member of the Union a PEOPLE deduction as provided for in a written authorization. Such authorization must be executed by the employee and may be revoked by the employee at any time by giving written notice to both the Employer and the Union. The City will allow AFSCME, Local 2170 the option to have funds deducted from member’s paychecks twelve (12) times annually to allow contributions to the AFSCME PAC program. The City will send a check once a month to Washington State Council of County and City Employees, AFSCME Council 2. The Employer agrees to remit any deductions made pursuant to this provision to the Union together with an itemized statement showing the name of each employee from whose pay such deductions have been made and the amount deducted during the period covered by the remittance. 2.3. Hold Harmless Agreement The Union will indemnify, defend, and hold the Employer harmless against any claims made and against any suit instituted against the Employer on account of any actions by the Employer in administering recognition, union membership and dues deduction. 2.4. Refunds The Union agrees to refund to the Employee any amounts paid to it in error upon presentation of proper evidence thereof. AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 18 2.5. New Employees The Employer will furnish to the Local Union Treasurer the names of all new employees in the bargaining unit as specified in Article 1, Section 1.1, within five (5) working days of hire. Newly hired employees shall be granted 30 minutes to meet with their Steward or another officer of the Union. 2.6. Union Officer List The Union agrees to furnish the Employer with a list of Union Officers and Shop Stewards and to maintain such list in a current status. ARTICLE 3 – HOURS OF WORK 3.1. Work Week The work week shall consist of seven (7) days beginning immediately after 12:00 midnight on Saturday and ending at 12:00 midnight the following Saturday. The regular work week shall consist of forty (40) hours, exclusive of lunch, within the work week. Exceptions to this shall be alternative work schedules, and work weeks which, when utilized, shall be reduced to writing and signed off by the Employer, employee and the Union. The City or the employee may discontinue alternative/flex work schedules and work weeks in accordance with Article 3, Section 3.3.3. Discontinuation of alternative/flex work schedules shall not require the approval of the Union. AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 19 3.2. Workday A regular workday shall consist of not more than ten (10) hours, exclusive of lunch, unless otherwise provided for through an agreed upon alternative work schedule. 3.3. Work Schedules 3.3.1. Normal Work Week – The normal work week shall be five (5) consecutive days of not more than eight (8) hours per day, Monday through Friday, exclusive of the lunch period, except where the workday or work week is different and accepted as a condition of employment or mutually agreed upon in writing between the Union, employee and the Employer. 3.3.2. Alternative Work Schedules – Employees may work alternative work schedules, with prior supervisory approval and with the Payroll/HRRM designees determining the implementation date of the new schedule. All alternative work schedules shall be reduced to writing and signed off by the Employer, employee and the Union. Alternative work schedules, by example only, shall be schedules that allow for schedules other than 5 consecutive days (Monday through Friday) of 8 hours work, such as 9/80 and 4/10 schedules. 3.3.3. Schedule Changes – Work schedule changes may be initiated by the Employer or the employee. When schedule changes of thirty (30) days or more are initiated by the Employer, employees will receive AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 20 written notice of the change thirty (30) calendar days prior to the effective date of the change. Except in emergency situations and situations that are unforeseen or unanticipated, employees will receive written notice a minimum of two working days before all other schedule changes initiated by the Employer. If written notice is not received as outlined herein the employee shall receive pay at one and one-half (1½) times their normal hourly rate for the first shift worked on the new schedule. The City will not manipulate work schedules for the sole purpose of avoiding the payment of overtime. Work schedule changes initiated by the employee may take place immediately with the concurrence of the supervisor, provided that the change does not create an undue hardship in the department or disservice to the public. 3.3.4. Consecutive Hours Worked – Employees shall not work more than sixteen (16) consecutive hours during any consecutive twenty-four (24) hour period. 3.3.5. Any employee who has worked 16 or more hours in a consecutive 24-hour period shall have eight (8) uninterrupted hours off prior to their next scheduled working period to ensure adequate rest. In an emergency situation, the employee will be allowed to work up to 20 hours if the employee consents and the onsite Director or their designee determines it is safe for the employees to do so, and keeping them onsite AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 21 is imperative for continuity of a successful resolution. The employee shall be allowed to use any hours in their leave bank (vacation, comp-time, personal holiday, or sick) for ½ of total hours and the City shall provide paid time off for ½ the total hours of the subsequent working period that overlap with the eight (8) hours of required rest. 3.4. Meal and Rest Periods 3.4.1 Meal Period – There shall be an unpaid meal period of not less than one-half (1/2) hour nor more than one (1) hour during the regular workday. If an employee is required to work two (2) or more hours beyond their regular workday, the employee shall be entitled to an additional paid meal period of one-half (1/2) hour. For each additional four (4) hour overtime increment beyond the two (2) hours, the employee shall receive an additional meal period of one-half (1/2) hour. If the Employer furnishes meals, the employee shall eat them on their own time. Whenever possible the meal period shall be scheduled near the middle of the workday. An employee may voluntarily waive their unpaid meal period with written approval from their supervisor. The documentation showing that it was a voluntary waiver at the employee’s request will be retained by HRRM in compliance with Department of Labor’s Wage and Hour regulations. This voluntary waiver is to be used occasionally and is not intended to be a AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 22 regular on-going change to the employee’s work schedule/shift. 3.4.2. Rest Period – Except in emergency situations, there shall be one fifteen (15) minute rest period during each four (4) hour period of the workday whenever feasible. Emergency situations are defined as situations where injury to persons, loss of life and/or serious public or private property damage are possible. 3.5. Clean-Up Time Employees whose work requires personal clean-up prior to leaving the Employer’s premises or job site shall be allowed necessary time for doing so prior to meal breaks, not to exceed five (5) minutes, and the end of the shift, not to exceed ten (10) minutes. Work schedules shall be arranged so employees may take advantage of this provision where it is applicable. 3.6 Hotel Accommodations and Snow Operations Employees moved to a new schedule (day or night shift) due to a winter weather event (snow or ice) receive pay at one and one-half times (1.5) their normal hourly rate for the entire first shift worked on the new schedule if not provided 48 hours notice of the schedule change. For those that are “held over” to work a 12-hour shift that intersects with their regular day/shift should will for time- coding purposes be 9 hours regular, 9 hours half-time straight-time, and 3 hours overtime, if working the 9/80 schedule. This example would change if the employee is regularly scheduled to work 5/8’s or 4/10’s schedule. AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 23 Due to the unpredictable nature and duration of snow events, employees moved from snow shift back to their regularly scheduled shift will receive no overtime compensation if 2 days’ notice is not provided as stated in section 3.3.3. In the event of winter weather requiring winter operations, the City shall make hotel accommodations available to employees working a winter operations schedule, under the direction of the Public Works Administrator or their designee. When an employee is placed on a winter weather schedule, the City shall offer the employee the option of utilizing hotel accommodations. Any value of the hotel stay(s) utilized by employees above $150 per night shall be treated as imputed income on the employee’s paycheck. ARTICLE 4 – OVERTIME & PAY ASSIGNMENTS 4.1. Overtime 4.1.1. Allocation of Overtime – The Employer shall determine when and by whom overtime will be worked. Whenever feasible, the Employer will request volunteers from among the employees with the requisite skills to perform the work, before requiring employees to work overtime. Overtime opportunities will be allocated as equally as possible among employees within a work unit. 4.1.2. Overtime Rate – Except as otherwise provided in this Article, all hours worked in excess of the employee’s AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 24 scheduled workday, when worked upon the direction or approval of the employee’s supervisor, shall be paid at the rate of one and one-half (1½) times the employee’s straight-time hourly rate or compensated by granting one and one-half (1½) times the number of excess hours worked as compensatory time. Overtime shall be based on compensated hours and in accordance with FLSA regulations. The employee shall make their choice (overtime pay or compensatory time) known to their supervisor not later than the end of the work week in which the work was performed. 4.1.3. Compensatory Time – Compensatory time off, when granted, shall be at a time convenient to the employee and consistent with the operating needs of the Employer. Compensatory time off shall be taken under this Article as required by the Fair Labor Standards Act, if such continues to be applicable to local government employees. Compensatory time banks shall not exceed one hundred (100) hours. Employees may cash out compensatory time during any pay period throughout the calendar year. Any compensatory time over forty (40) hours as of December 31 will be automatically cashed out at the employee’s regular rate of pay and paid on the January 10 paycheck. Employees with forty (40) hours or less shall be allowed to carry over the time into the following year. AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 25 4.1.4. Computing Overtime – The nearest one-quarter (1/4) hour shall be used in computing overtime. 4.1.5. Meeting Attendance Outside of Normal Work Schedule – With supervisory approval, each employee that is required to attend a meeting on their normally scheduled workday before or after their regularly scheduled shift shall be allowed to modify their schedule during the work week of the meeting so that the work week does not exceed their regularly scheduled hours. This Section does not prohibit employees that modify their time, as above, from receiving overtime as otherwise provided in this Article for hours worked outside of their normally scheduled workday that fall on non-modified days. 4.1.6. Consecutive Day Overtime– Employees required to work on a regularly scheduled day off shall be paid at the rate of time and one-half (1 ½) for the first twelve (12) hours and the rate of two times (2x) their regular rate of pay, consistent with Section 4.3 below, for any hours worked in excess of twelve (12) hours. Employees required to work on a second consecutive day shall be paid at two (2) times their regular rate of pay for all hours worked. If during the workweek, a half day (or more) of holiday, vacation, sick leave and comp-time are taken, this does not count as paid work when determining the consecutive days for purposes of double time. AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 26 4.1.7. The following positions are set up as program oriented and as a condition of hire these positions may perform evening and weekend work as programs require. These positions may require a voluntary shifting of schedule within the workday and this shift will not trigger overtime. These positions are not subject to daily overtime but will be paid weekly overtime for compensable hours in excess of the normally scheduled work week. • Senior Program Specialist and Program Specialist • Neighborhood Program Coordinator • Farmer’s Market Coordinator • Program Assistant • Recreation Coordinator • Recreation Specialist • Recreation Assistant 4.2. Call-back Pay Call-back shall be defined as all time worked in excess of a scheduled shift, which is not an extension of that shift, and is unanticipated, unforeseen, and not a regular function of the employee’s work schedule. “Unanticipated, unforeseen” shall include, but not be limited to, work that is performed where the employee has been notified after the conclusion of their regular workday and the work is performed prior to the start of their next regular workday. AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 27 Employees who are required to report to the work site or the field shall be paid a minimum of two (2) hours at a rate of two times (2x) their regular hourly rate of pay, starting from the time they answer the phone through the time they return home (portal to portal). Employees who are not required to report to the work site or field but can address the issue(s) from home shall be paid for one (1) hour of work at two times (2x) their regular hourly rate so long as the time is spent working and not merely informational (e.g. schedule change). Employees who qualify for the one (1) hour call back pay shall not be subject to the provisions of paragraph 4.5 of this Article regarding the suspension of standby pay. Employees who work more than one (1) hour without reporting to the worksite or field shall be paid at (2x) their regular hourly rate for all hours worked at home and will be subject to the provisions of paragraph 4.5 of this Article regarding the suspension of standby pay. Recreation staff involved in conducting scheduled recreation programs/events shall be excluded from this provision. Employees who must attend regularly scheduled meetings after their normal work hours shall be paid a one (1) hour minimum at the time and one-half (1½) rate. 4.3. Extended Shift Overtime Employees required to work more than four (4) hours beyond the end of their scheduled work shift shall be paid at two times (2x) their regular rate of pay for all time worked beyond the first four hours of overtime. AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 28 4.4. Shift Differential A shift differential of $1.00 shall be paid for all hours worked by an employee when fifty percent (50%) of their regular workday is between 12:00 midnight and 8:00 a.m. When such shift is requested by the employee and approved by the Employer, this provision shall not apply. 4.5. Standby The Employer reserves the right to establish a standby program. Based on service needs, each department may establish a roster of qualified personnel who would be available for callback during an emergency situation. Personnel identified as on standby shall be required to carry a city issued cell phone or other device and be able to respond without restrictions or impairment, and reply to the dispatch center within fifteen (15) minutes of the initial call, and if required be within the city in 60 minutes or less if responding in person. If an employee on standby duty fails to respond to a call or report to work when called back, they may be subject to disciplinary action. Employees on standby shall receive standby pay as follows: Starting with the first full pay period following ratification and adoption of the successor agreement standby pay shall be paid at $4.00per hour. An employee on standby duty who is called out shall receive the applicable callout rate in addition to Standby Duty pay. Only the employee carrying the standby phone at the time of the callout, and driving their own personal vehicle, is eligible for reimbursement at the standard federal mileage rate. The reimbursement would be for their drive to the worksite due to a AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 29 callback (roundtrip) from the employee’s home address or a maximum of 30 miles each way, whichever is less. Travel time for distance between home and regular or main job is considered a taxable fringe benefit and will be added to their paycheck. Travel time for distances between home and temporary work location (if not regular or main job), or main job and temporary work location, are not considered a taxable fringe benefit. To request mileage reimbursement, the employee must submit a written claim verifying mileage, travel location(s) and the date(s) of call-back(s). Standby periods shall be determined by the Employer. Standby pay is not available during the employee’s regular work hours. Management shall transfer the standby assignment when the employee is unavailable for their standby assignment (e.g. sick, or approved vacation, or comp-time used by designated employee). Qualified personnel shall be determined by the Employer and assigned standby on a rotational basis. Every effort will be made to establish the roster on a volunteer basis. If insufficient volunteers exist, placement on the roster shall be mandatory. Employees on standby duty may trade or give away shifts to other qualified employees, with the appropriate advanced written notice to and approval of their Supervisor/Manager/Director. 4.6. Uniform Allowance The City of Renton shall furnish standard clothing of the City’s choice and design to all field staff in the Maintenance Services, Airport Maintenance, Facilities and Transportation Maintenance Divisions of Public Works as well as the Parks Maintenance division of Parks & Recreation. Eligible staff in these divisions shall have an AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 30 allowance of $300 per calendar year to purchase any combination of the following items: T-Shirts Long Sleeve Button Down Shirt Long Sleeve T-Shirts Long Jeans** Sweat Shirts (1) Stocking Cap Collared Shirt ** The purchase of long jeans must not exceed $150. A newly hired employee will be able to access this $300 clothing allowance upon hire. Clothing damaged or contaminated on-duty shall be cleaned or replaced at the City’s discretion, however the City will not exceed $175 in replacement costs per employee, per calendar year. The City of Renton shall furnish standard clothing of the City’s choice and design to the Court Security Officer to include: (5) Shirts with Court Security language and name (1) Light-Weight Jacket with Court Security language and name (3) Pairs of Black pants Clothing will be replaced once per year or as needed for the Court Security Officer. AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 31 All clothing items bearing a Renton insignia and in the employee’s possession remain the property of the City and must be returned when leaving employment with the City. If the insignia-bearing items are not returned by the employee, the employee will be subject to a pro rata deduction of the current year’s utilized benefit (not to exceed $300) from the employee’s final paycheck. 4.7. Acting Pay & Working Out of Class When an employee is asked to assume the duties of a position at a higher salary grade on a temporary basis, the employee shall receive a premium equal to five percent (5%) of their base salary, provided the temporary promotion will extend for at least fifteen (15) calendar days. While working out of class by performing some but not all of the responsibilities of another, higher-paid position, the employee will receive a five percent (5%) premium when assigned these duties for a minimum of fifteen (15) calendar days or more. The premium will be applied based on assignment, without subtracting time for single day absences. 4.8 Interpreters Department Administrators will review employee requests to be certified interpreters based on the nature of their job duties, language spoken, Renton demographics, and their frequency of contact with the public. An employee may elect to discontinue participation as an interpreter provided 5 working days notice; their payment will end in the pay period that they provided notice. AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 32 Employees in AFSCME represented positions who are approved to be interpreters by the Administrator and who pass a City approved and provided examination for interpreters will be compensated at the rate of $150 per pay period while certified. This amount is taxable. Employees that pass the initial examination will be required to recertify annually, at the City’s expense, in order to retain this compensation. Employees will maintain a log documenting occurrences of interpretation services they provide. If an employee does not pass the interpreter examination that employee will be able to retake the test within the first year at their own expense by issuing a check to the City and City staff will schedule the test utilizing the City-selected test vendor. Alternately, employees can retake the examination at the City’s expense 1 year after the failed test results being received. ARTICLE 5 – SICK LEAVE 5.1. Sick Leave Accrual Sick leave is available when an employee is absent as a result of personal illness or injury, or when medically necessary to care for the employee’s child, parent, parent-in-law, spouse, domestic partner or a domestic partner’s child, and grandparent, as provided by the Family Care Act of Washington (FCA), WAC 296-130, and/or the Family and Medical Leave Act (FMLA), the Washington State Family Leave Act (FLA), or any qualified FMLA covered reason. 5.1.1. Upon employment, new full time employees shall receive twenty-four (24) hours sick leave. At the end AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 33 of the first three months of full time employment an additional twenty-four (24) hours sick leave shall be granted. At the completion of six full months of employment, employees shall accrue sick leave at the rate of eight (8) hours per month. Employees who resign or are terminated prior to completing six full months of employment shall reimburse the Employer for any used but unearned sick leave. 5.1.2. Sick leave accrual shall be prorated based on the employee’s regularly scheduled weekly hours of work, divided by 40. 5.1.3. Employees shall be allowed to use sick leave in increments of fifteen (15) minutes. 5.2. Sick Leave Cash Out For employees hired before January 1, 1994, cash payment of accrued, unused sick leave shall be made upon a PERS I employee’s resignation, retirement, discharge (unless discharge is a result of the employee’s conviction of any criminal statutes relating to or connected with his/her employment), or death. Such payment shall be limited to 50% of accumulated but unused sick leave, to a maximum of 960 hours. In the event of death, payment shall be made to the estate of the employee. Employees hired on or after January 1, 1994, shall not be eligible for cash out of any accrued but unused sick leave. AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 34 5.3. Long Term Disability Plan All employees will be enrolled in an Employer-sponsored long-term disability plan with a benefit equal to 60% of base salary after a maximum waiting period of 90 calendar days. If an LTD claim is approved by the carrier, employees will be permitted to use any accrued leave balance they have at 40%, bringing the combination of the LTD benefit and accrued leave payment to 100% of their pre- disability earnings. The Employer will pay the premiums necessary to fund the benefits of the plan. 5.4. Notification Requirements 5.4.1. Sick leave may be taken in lieu of vacation time whenever an employee is on vacation and becomes sick or hospitalized. A doctor’s certificate of the illness must be furnished by the employee in a timely manner to substantiate such sickness or disability. This exchange will not alter the employee’s scheduled vacation except by mutual agreement with the Employer. 5.4.2. The Employer may require a signed statement from the employee’s Health Care Provider for absences of three (3) days or longer or if the City reasonably suspects sick leave abuse. 5.4.3. An employee who will be out on sick leave must notify their immediate supervisor or other designated person of the absence prior to the start of said leave, or as soon as possible. AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 35 5.5. Abuse of Sick Leave Use of sick leave is restricted to the purposes set forth in Section 5.1 of this Article. Employees found to be abusing sick leave privileges shall be subject to disciplinary action, pursuant to Article 16, Section 16.3. 5.6 WA State Paid Family Medical Leave 5.6.1 Eligible employees are covered by Washington’s Family and Medical Leave Program, RCW 50A.04. Eligibility for leave and benefits, which began January 1, 2020, is established by Washington law and is therefore independent of this Agreement. Premiums for benefits are established by law, will total four-tenths of one percent (0.4%) of employees’ wages (unless otherwise limited by action of the State). Employees will pay through payroll deduction the full cost of the premiums associated with family leave benefits and forty-five percent (45%) of the cost of the premiums associated with the medical leave benefits, as determined under RCW 50A.04.115 5.6.2 Use of sick leave: For better consistency across leave plans, sick leave may be used for family members, including spouse, child, grandchild, parent, or grandparent, as these relationships are defined in the State PFML. Leave may be taken for siblings only for State Accrued Sick Leave, and PFML. 5.6.3 Coordination with PFML: Employees who are approved by the State for a benefit under PFML will be AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 36 permitted to use their accrued leave balance as a “Supplemental Benefit” to bring them to full base pay, in accordance with provisions outlined by the State. Employees will have the option to 1) use accrued leave exclusively and forgo the PFML, or 2) use PFML exclusively and forgo use of accrued leave, or 3) use their accrued leave as a Supplemental Benefit in combination with their PFML to bring them to full base pay. Employees may change their election effective the first day of any pay period, by notifying HR and completing a new election form. For those employees, electing option 3 above, the procedures for a Supplemental Benefit will be similar to the City’s existing procedures for Workers’ Comp Time Loss, with the accompanying leave buy back. Employees will submit leave time to the City for a Supplemental Benefit for the full number of hours not worked. They will submit the full amount of the PFML benefit they receive to the City in a timely manner. The amount of the PFML benefit will be used to “buy back” a portion of the accrued leave that was taken as a Supplemental Benefit. In order to use accrued leave as a “Supplemental Benefit” the employee must, in advance, sign an agreement to submit the PFML benefit amount to the City as soon as practical, and in no case later than 30 days of receipt. Any employee electing this option and failing to return the PFML benefit amount(s) received will be in violation of City policy and the Union Contract and may be subject to AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 37 discipline. When necessary, the Union will support the bargaining unit members in meeting their “check return” obligation. If leave balances with the City are exhausted, the employee will move to option 2 above. ARTICLE 6 – HOLIDAYS Employees shall receive holidays in accord with the following: 6.1. Observed Holidays The following days shall be observed as legal holidays: 6.1.1. January 1 (New Year’s Day) 6.1.2. Third Monday in January (Martin Luther King, Jr. Day) 6.1.3. Last Monday in May (Memorial Day) 6.1.4. June 19 (Juneteenth) 6.1.5. July 4 (Independence Day) 6.1.6. 1st Monday in September (Labor Day) 6.1.7. November 11 (Veterans’ Day) 6.1.8. 4th Thursday in November (Thanksgiving) 6.1.9. 4th Friday in November (day after Thanksgiving) 6.1.10. December 25 (Christmas Day) 6.1.11. When Christmas Day is observed on a Tuesday, Wednesday or Friday, the previous day shall be a holiday. When Christmas day occurs on a Monday or Thursday the next day shall be a holiday. When Christmas day occurs on a Saturday, the two preceding working days shall be observed as holidays. AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 38 When Christmas Day occurs on a Sunday, the two working days following shall be observed as holidays. 6.1.12. Two personal holidays of employee’s choice. Existing employees will be eligible for the two (2) personal holidays from the beginning of the year. Upon employment, new employees will be eligible for one (1) day (8 hours) of personal holiday to use. After being employed for six (6) months, the employee will be eligible for the second day (8 hours) of personal holiday to use. Except, if the employee begins employment on/or after July 1st, they will not be eligible for the second personal holiday in that year. 6.1.13. Any other day proclaimed by the Governor for all political subdivisions of the State, or by the Mayor of the City. 6.2. Holiday Pay 6.2.1. Working on Holidays - Holiday situations are as follows: 6.2.1.1. For employees working on an observed holiday, the observed holiday shall be considered the holiday. 6.2.1.2. For employees working on an actual holiday but not the observed holiday, the actual holiday shall be considered the holiday. 6.2.1.3. For employees working on both the actual holiday and the observed holiday, only the actual holiday shall be considered a holiday. AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 39 6.2.2. Pay Rates for Working on Holidays: Employees scheduled to work in one of the three (3) situations listed above shall receive one and one-half (1½) times their regular rate of pay for all hours worked on the holiday and the employee shall be permitted to: 6.2.2.1. Schedule an alternate day off within the same calendar year (up to eight (8) hours) with prior approval from their supervisor which does not cause significant operational disruption for the department; or 6.2.2.2. Receive up to eight (8) hours holiday pay for that holiday worked. 6.2.3. The decision to grant holiday pay or a compensatory day off shall be determined in advance. 6.2.4. Employees scheduled in advance to work on a holiday shall be scheduled for a minimum of four (4) hours. 6.3. Holidays Falling on Scheduled Day Off Whenever the actual holiday or the observed holiday falls on an employee’s regularly scheduled day off, the employee shall be allowed to use eight (8) hours, in one (1) hour increments, at anytime before the end of the year. If both the actual holiday and the observed holiday occur on regularly scheduled days off the employee shall be granted only eight (8) hours off with pay. Unused holidays granted under this provision shall have no cash value. AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 40 6.4. Holidays Falling on Weekends When a holiday falls on a Saturday, the preceding Friday shall be observed as the Holiday. When a holiday falls on a Sunday, the following Monday shall be observed as the holiday. For employees regularly scheduled Saturday and/or Sunday, holidays shall be observed on the actual holidays. If an employee is scheduled to work on both an observed holiday and the actual holiday, they will be compensated as described in Section 6.2 of this Article. 6.5 Regular Part-time All regular part-time employees subject to the provisions of this Agreement shall receive holiday leave at a pro-rated amount based on the number of hours scheduled in their work week divided by forty (40) hours. 6.6. Personal Holiday Use/Cash Out Personal Holiday hours may be used in 15 minute increments. Personal Holiday hours not used by the employee by December 31 will be cashed out at the employee’s hourly base rate for that same year, and paid on the January 10 pay check. Eligible Personal Holiday hours not used by the employee at time of employment separation for any reason will be cashed out at the employee’s current hourly base rate and paid in the employee’s final paycheck. AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 41 ARTICLE 7 – VACATIONS 7.1. Accrual Rate The following vacation benefits shall be provided: Length of Service Days per Year Hours per Pay Period Hours per Year 0 through 3 years 12 4 96 4 through 5 years 15 5 120 6 through 10 years 18 6 144 11 through 15 years 21 7 168 16 through 20 years 24 8 192 21 and subsequent years 27 9 216 7.1.1 Regular part-time employees subject to the provisions of this Agreement shall be provided vacation benefits at a prorated amount based on the number of hours scheduled in their workweek divided by forty (40) hours. 7.1.2 Employees may use accrued vacation leave in increments of fifteen (15) minutes. 7.1.3 Employees begin accruing vacation on their hire date and accruals are available for immediate use. AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 42 7.2. New Hire Vacation Incentive A Department Administrator may deem a new hire eligible to receive a one-time lump sum up to 40 hours of vacation leave to be eligible for use upon successful passing of probation. The decision to grant hours will be made at the time of the employment offer to a new hire and will be based on the number of years the individual has in their particular field or discipline, as well as the difficulty in recruiting for the position. No hours will be accrued or paid to a new hire who is terminated or voluntarily leaves the city prior to passing probation. 7.3 Maximum Vacation Accumulation The maximum accumulation of vacation time for an employee shall not exceed twice the current annual accrual limit as provided in above Section 7.1. 7.4. Vacation Requests Requests for vacation leave are subject to supervisory approval. Except in emergency situations, requests for vacation leave shall be submitted in writing, at least the workday prior to the requested time off. Vacation requests shall be responded to within one week unless submitted less than two weeks in advance. For vacation requests submitted less than two weeks in advance, a response within one working day after receipt is required. 7.5 Cash Out Upon Separation Vacation accrued but unused during the term of the employee’s employment with the city will be cashed out at the employee’s AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 43 hourly base rate at the time the employee separates from city employment. ARTICLE 8 – BEREAVEMENT LEAVE Up to five (5) days with pay shall be given to employees for each instance of a death of the employee’s mother, father, step-parent, legal guardian, spouse/domestic partner, child, stepchild, child of a domestic partner, mother-in-law, father-in-law, sister, brother, brother-in-law, sister-in-law, grandchild, or grandparents. Exceptions to this list will be reviewed for eligibility by the HRRM Administrator based on written request explaining the family-type relationship. The number of hours of bereavement leave allowed regular part-time employees covered by this Agreement shall be adjusted to reflect the number of scheduled hours in their workweek. Leave will be taken within six months of death, or longer with the HRRM Administrator or designee’s review and approval. All requests for extended bereavement leave shall be approved by the Department Administrator in advance. Employees may use accrued vacation, sick, compensatory time, and/or personal holiday hours to cover extended bereavement leave. ARTICLE 9 – INSURANCES Definitions: REHBT: Renton Employees’ Healthcare Board of Trustees REHP: Renton Employees’ Healthcare Plan AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 44 Funding Goal: It is the responsibility of the Renton Employees’ Healthcare Board of Trustees to establish and maintain fund goals in relationship to the Renton Employee’s Healthcare Plan. Plan Member: An eligible Renton employee, along with their dependents, that is covered under the Renton Employees’ Healthcare Plan. Premiums: The contributions made to the REHP by both the City and the employees to cover the total cost of purchasing the REHP. Contributions made by employees for co-pays, lab fees, ineligible charges, etc., are not considered premiums for the purpose of this Article. 9.1. Health Insurance 9.1.1. Participation - The City and the Local/Union/Guild agree to jointly manage the REHP during the term of this agreement. The REHBT is comprised of AFSCME Local 2170; Police Guild; and the City, and will meet at least quarterly to review the REHP including costs associated with the REHP. Medical coverage shall be provided in accord with the laws of the State of Washington, RCW 41.26.150 and federal plans: Patient Protection and Affordable Care Act and the Health Care and Education Affordability Reconciliation Act of 2010. The Local/Union/Guild agrees to continue participation in the REHBT and to identify and support cost containment measures. 9.1.2. Plan Coverage - The City will provide a medical/dental, vision, and prescription drug insurance plan for all AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 45 eligible employees including all bargaining unit members and their eligible dependents. 9.1.3. Premiums - For the calendar years 2025 through calendar year 2027, the total cost of the plan shall be divided as follows: YEAR CITY EMPLOYEES 2025 91% 9% 2026 91% 9% 2027 91% 9% Employee premiums will be based upon the following categories: • Employee • Employee/1 • Employee/2+ • Employee/Spouse or Domestic Partner • Employee/Spouse or Domestic Partner/1 • Employee/Spouse or Domestic Partner/2+ 9.1.4. Projected Costs –The plan contributions shall be calculated by the percentage of actual plan cost increase that occurred in the previous year and based on consideration of Actuarial projections. The year in review shall be from July 1st to June 30th. 9.1.5. Alternative Plan Coverage – City contributions for the alternative plan will be at the same cost share percentage as the self-funded plan capped at the dollar amount contributed to the self-funded plan. AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 46 9.1.6. Renton Employees’ Healthcare Board of Trustees For purposes of clarifying the role of the REHBT the parties will meet in 2025. The REHBT includes members from each participating Union. Each union will have a maximum of one (1) vote, i.e. the Police Guild has two (2) bargaining units but only receives one (1) vote on the REHBT. The City only receives one (1) vote also. If all bargaining units participate, the voting bodies would be as follows: AFSCME – 2170; Police Guild; and the City for a total of three (3) votes. 9.1.7. Plan Changes – The members of the REHBT shall have full authority to make plan design changes without further concurrence from bargaining unit members and the City Council during the life of this agreement. 9.1.8. Voting – Changes in the REHP will be determined by a majority of the votes cast by REHBT members. A tie vote of the REHBT members related to a proposed plan design change will result in continuing the current design. 9.1.9. Surplus – Any surplus in the Medical Plan shall remain available only for use by the Renton Employees’ Health Plan Board of Trustees for either improvements in the Plan, future costs increase offsets, rebates to participants, or reduction in employee contributions. AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 47 9.2. Life Insurance The Employer shall furnish to the employee a group term life insurance policy in the amount of the employee’s annual salary plus longevity, rounded to the nearest $1,000 and includes accidental death and dismemberment coverage and limited to a maximum benefit of $50,000. The Employer shall furnish a group term life insurance policy for $1,000 for the employee’s spouse and $1,000 for each dependent. 9.3. Federal/State Healthcare Options In the event of a Federal/State healthcare option, the REHBT shall have the option to review the proposed Federal/State option and take appropriate actions. 9.4. COBRA When an employee or dependents health care benefits ceases based on a qualifying event, the employee or dependent shall be offered medical and dental benefits under the provision of Consolidated Omnibus Budget Reconciliation Act (COBRA). ARTICLE 10 – JURY DUTY When an employee is called for jury duty, or is subpoenaed as a witness in any litigation/administrative hearing process in which the employee is not a party, such time shall be considered as time worked and paid at the appropriate salary level of the employee. Employees shall be required to give reasonable advance notice of such subpoena or other legal requirement to appear and provide the City with a copy of the subpoena or other legal document AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 48 requiring the employee’s presence. The copy of the subpoena or legal document will be given to the City in advance of the hearing or jury duty or if that is not possible, then the copy must be furnished within 72 hours after the hearing or jury duty date. Employees will be required to call their supervisor when less than a normal workday is required by jury or witness duty. The supervisor shall determine if the employee shall be required to report to work and shall take into consideration the travel time of the employee. ARTICLE 11 – EDUCATION AND CONFERENCE 11.1. Time Off and Financial Reimbursement Employees will be granted reasonable amounts of time off and financial reimbursement for attending training programs whenever such training is work-related and attendance is required by the Employer. 11.2. Valid Business Expenses Employees who conduct authorized, official City business or participate in conferences as official representatives of the Employer while outside the City shall be reimbursed for all valid business expenses. 11.3. Access to Training The Employer is committed to the principle of training for all employees. Whenever feasible, training shall be made available for each employee within a classification within a division to prepare them to perform all the job duties associated with that AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 49 classification. Equal access to training opportunities to the extent that operational requirements permit shall be provided. 11.4 Commercial Driver’s License Training (CDL) For positions where the Employer requires an employee to obtain a Commercial Driver’s License (CDL) as a requirement of their job, the Employer shall pay for the first training and certification fees. The training and certification will be provided by an approved vendor of the Employer’s choice, and the employee will complete the training on approved work time. Effective for employees who begin city-paid CDL training on or after January 1, 2025, should an employee voluntarily resign or be terminated within the first 12 months after completing their CDL training and measured from the date that they obtain their CDL, the employee shall reimburse the City 100% of the total cost of the CDL training course. Should the employee voluntarily resign or be terminated within 12-24 months after the date they obtained their CDL the employee will repay 50% of the total cost of the CDL course. Should an employee voluntarily resign after 24 months, no CDL training cost repayment shall be required. The City is authorized and shall have the right to deduct and withhold part or all of such reimbursement from an employee’s salary, leave cashouts (vacation, comp-time, etc.) or other amounts due to the employee and may seek recovery of such reimbursement by any legal means. Any outstanding monies owed to the City must be paid in full within 60 days after the last day of employment. AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 50 to the employee and may seek recovery of such reimbursement by any legal means. Any outstanding monies owed to the City must be paid in full within 60 days after the last day of employment. ARTICLE 12 – SALARIES 12.1. Salaries Wages shall be increased by 3.8% over the base wages of 2024, effective January 1, 2025. Retro-payment will be made no later than June 25, 2025. In addition to this wage increase, the title of Maintenance Services Worker 1 will receive a 1-grade increase, effective January 1, 2025. This wage adjustment was negotiated in recognition of the encampment clean-up duties that this position may occasionally perform in the right-of-way and other City properties outside of Parks. The parties understand that this is an occasional duty, not to exceed 140 hours of work per employee in a year. The parties agree that the use of contracted firms to perform encampment clean-up duties may be necessary due to the size and scope of clean-up efforts, and the City retains the right to contract out this work as needed. 12.1.1 Effective January 1, 2026, wages shall be increased by 100% of the 2025 Seattle-Tacoma-Bellevue June CPI-U with a minimum of 1.5% and a maximum of 4.5%. 12.1.2 Effective January 1, 2027, wages shall be increased by 100% of the 2026 Seattle-Tacoma-Bellevue June CPI-U with a minimum of 1.5% and a maximum of 4.5%. AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 51 In order to maintain a competitive compensation structure, the City shall complete an external market study of every represented position no less than every three (3) years. The City shall select the vendor that will conduct the market study. The parties agree to re-open the contract to negotiate any wage adjustments proposed during the life of this contract for those deemed over and under market. 12.2. Step Increases All anniversary step increases shall begin being paid upon the payday following the anniversary date and thereafter during the life of this Agreement. There is no acceleration of steps. 12.3 VEBA One (1) percent of employee’s base pay in lieu of One (1) percent of the existing Deferred Compensation Benefit (Article 14) to fund a City selected and contracted Voluntary Employees’ Beneficiary Association (VEBA) plan/vendor. Funding of the VEBA plans for employees will be effective April 1, 2022. Funding of the VEBA account will occur in each pay period where the employee has pay from the City for at least half of their scheduled hours and the City will handle the transfer of funds. During a pay period where the employee does not have pay for at least half of their scheduled hours, they will not have the VEBA contribution (except for leaves covered by FMLA and/or PFML). These funds are provided by the employer and are a Mandatory Employee Contribution to VEBA. AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 52 ARTICLE 13 - LONGEVITY 13.1. Longevity Pay Calculation Effective June 1, 2019 employees shall receive monthly longevity pay in accordance with the following scale: Years of Service 5 years 2.0% of the monthly Grade a14, step E 10 years 3.0 % of the monthly Grade a14, step E 15 years 4.0% of the monthly Grade a14, step E 20 years 5.0% of the monthly Grade a14, step E 25 years 6.0% of the monthly Grade a14, step E 30 years 7.0% of the monthly Grade a14, step E Regular part-time employees covered by this Agreement shall receive a pro-rated amount of this scale based on the number of hours scheduled in their workweek. 13.2. Longevity Pay Date Longevity will be paid as follows based on adjusted service date: • If the employee’s Adjusted Service Date is on or between the 1st and the 15th, the employee will receive their longevity allowances on the 25th of that month. • If the employee’s Adjusted Service Date is on or between the 16th and the 31st, the employee will receive their longevity allowances on the 10th of the next month. AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 53 ARTICLE 14 – DEFERRED COMPENSATION Effective April 1, 2022, the Employer shall make a deposit equal to three percent (3%) of each eligible employee’s base wage into a deferred compensation account selected by the employee from the accounts provided by the City, each pay period. Prior to April 1, 2022, the Employer shall make a deposit equal to four percent (4%). ARTICLE 15 – PAY PERIOD Employees shall be paid twice each month and any employee who is laid off or terminated shall be paid all monies due on the next following payday. All employees shall be paid on the 10th and 25th day of each month. If the 10th or 25th day of the month falls on a holiday or weekend period, the employees shall be paid on the last business day prior to that period. All employees will participate in payroll direct deposit. The employer will provide computer stations in convenient work locations to enable employees to access and print their electronic pay stubs during working hours. ARTICLE 16 – MANAGEMENT RIGHTS Subject only to the limitations expressly stated in this Agreement, the Union recognizes the prerogative of the Employer to operate and manage its affairs in accord with its responsibilities, powers, and authority, including but not limited to the following: 16.1. The right to establish reasonable work rules. AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 54 16.2. The right to schedule overtime in a manner most advantageous to the Employer. 16.3. The right to discipline and/or discharge employees for just cause. 16.4. The right to determine work schedules, to establish the methods and processes by which work is to be performed and the number of employees necessary to perform the work. 16.5. The right to assign work and determine the duties performed by employees in classifications included in the bargaining unit. 16.6. The employer shall retain the right to determine whether layoffs are necessary and in which departments, divisions, and classifications they will occur. 16.7 Application of the management rights as detailed above to employees in the Municipal Court shall reside with the Presiding Judge. The presiding judge of the Renton Municipal Court or their judicial designee will maintain full responsibility for discipline, termination, layoff and recall decisions subject to the provisions of this agreement. It is understood that judicial and administrative duties of the presiding judge cannot be delegated to persons in either the legislative or executive branches of government. Further, it is understood by both parties that every incidental duty connected with operations enumerated in a job classification is not always specifically described. AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 55 ARTICLE 17 – UNION ACTIVITIES 17.1. Paid Release Time With prior notice, the Employer will grant employees who are Union officials, or members who are appointed to a joint management committee, reasonable time off with pay for the purpose of attending scheduled meetings with City officials. Additionally, members may have 30 minutes prior to the meeting to prepare and 30 minutes after the meeting to debrief. The Shop Steward or alternate Shop Steward and/or one Union official will be granted reasonable time off with pay by the immediate supervisor to investigate grievances. Notwithstanding the above, only two employees per work section shall be released to attend Union meetings during the workday and must code their time as union business. 17.2. Facility Access The designated Staff Representative of the Union shall be allowed access at all reasonable times to all facilities of the Employer wherein the employees covered under this contract may be working. Access shall be granted for the purpose of conducting necessary official local Union business and investigating grievances; provided there is minimal interruption to normal work processes. 17.3. Union Communication The Employer shall permit the reasonable use of bulletin boards, e- mail, and interoffice mail by the Union for the posting of notices or communications relating to official Union business. AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 56 17.4. Training Time Union officials may request reasonable time off with pay to attend training that is beneficial to both labor and management. Approval will be at the discretion of the employee’s Department Administrator or designee for the scheduling of time, the appropriateness of the leave shall be at the discretion of the Human Resources Department. 17.5. Negotiations Six (6) members of the Union shall be granted paid release time to participate in negotiations occurring during their normally scheduled work hours. The Union agrees that a bargaining team that is as broadly representative as possible of the various work sites, departments, classifications, and demographics is a goal when selecting the participants for the Union bargaining team. ARTICLE 18 – LABOR/MANAGEMENT COMMITTEE The Employer and the Union agree that a need exists for closer cooperation between labor and management, and that from time to time suggestions and complaints of a general nature affecting the Union and the Employer need consideration. To accomplish this end, the Employer and the Union agree that not more than three (3) authorized representatives of the Union shall function as one- half of a Labor/Management Committee; the other half being not more than three (3) representatives of the Employer named for that purpose. The parties agree to allow expanded participation in Labor/Management Committee discussions, when necessary, by mutual agreement. Said committee shall meet as requested by either party for the purpose of discussing and facilitating the AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 57 resolution of all problems which may arise between the parties other than those for which another procedure is provided by law or by other provisions of this Agreement. It is understood and agreed that the purpose of this committee does not include the hearing of formal grievances brought under the provisions of Article 23 of this Agreement. ARTICLE 19 – WORK STOPPAGES AND EMPLOYER PROTECTION 19.1. Uninterrupted City Services The Employer and the Union agree that the public interest requires efficient and uninterrupted performance of all City services and to this end pledge their best efforts to avoid or eliminate any conduct contrary to this objective during the term of this Agreement or any extension mutually agreed upon. Specifically, the Union shall not cause or condone any work stoppage including any strike, slowdown, non-bona fide sick leave absence, refusal to perform any customarily assigned duties, refusal to cross a picket line on City premises (unless same is sanctioned by the King County Labor Council), or other interference with City functions by employees under this Agreement. Any concerted action by any employee in any bargaining unit shall be deemed a work stoppage if any of the foregoing activities has occurred. Should any such activity occur, the Union agrees to take appropriate action immediately to end such interference. 19.2. Work Stoppage Upon notification in writing by the Employer to the Union that any of its members are engaged in a work stoppage, the Union AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 58 immediately shall order, in writing, such members to cease engaging immediately in such work stoppage and shall provide the Employer with a copy of such order. In addition, a responsible official of the Union shall publicly order such Union employees to cease engaging in such a work stoppage. 19.3. Disciplinary Action for Work Stoppage Regardless of any penalty to which the Union is subject under this Section, any employee who commits any act prohibited in this section may be subject to the following penalties: 19.3.1. Oral reprimand 19.3.2. Written reprimand 19.3.3. Suspension (notice to be given in writing) 19.3.4. Discharge It is understood that these penalties are not necessarily sequential. Disciplinary action resulting from violation of this Article will be tailored to the nature and severity of the offense. ARTICLE 20 – NON-DISCRIMINATION The Employer and the Union agree that they shall not discriminate against any employee because of race, color, religion, national origin, ethnic group, age, gender, marital status, sexual orientation, genetic information, disability status, veteran/military status, union affiliation, non-affiliation or union activities as sanctioned by this contract, and/or any other protected class or characteristic under federal, state, or local law. AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 59 ARTICLE 21 – RECRUITMENT AND SELECTION PROCESS 21.1. Posting of Vacancies Whenever the Employer determines to fill a vacant bargaining unit position, the Employer will post the announcement on the City’s website . Vacancies may be posted as internal only recruitments for at least seven (7) working days or external recruitments for at least ten (10) working days. Any City employee may apply for a vacant position. All bargaining unit employees who apply and meet the selection criteria shall be evaluated in accordance with procedures set forth in the job announcement. Recruitments that are posted internally and then re-posted externally will be considered the same recruitment. A bargaining unit applicant failing to advance during an internal only recruitment will not be considered during any subsequent external recruitment for the vacant position. Internal postings that result in only one employee passing the selection process may be re-posted externally. As a result, the internal applicant that has passed the prior internal selection process will be considered during the subsequent external process. 21.2. Selection Process 21.2.1. Selection Procedure. The filling of vacancies will be done in an objective, fair and impartial manner. The Employer will determine the selection procedure which may include written, practical, and oral AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 60 examinations. Selection criteria will bear a direct relationship to job performance and constitute bona fide occupational qualifications necessary to properly and efficiently function in the position. All qualified applicants will go through a consistent selection procedure and be informed of the passing point for any administered exam. 21.2.2. Process Review. In the event that a bargaining unit applicant is not selected, that employee may request, and shall be given in writing, their itemized score and placement according to test results within one week of the request. 21.3. Eligible Candidate Pool A candidate that passes the selection process as specified in Section 21.2 above has been determined to be qualified for the position and will have their application remain in the “eligible candidate pool” for that particular recruitment. Hiring managers may offer a position to any candidate who passes the selection process and has their name in the eligible candidate pool. The Employer may use the eligible candidate pool for a period of up to twelve (12) months to fill vacancies for the same position or another position in the same job classification. AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 61 21.4. Promotional Opportunities Whenever a promotional opportunity within the bargaining unit is created through the conversion of an existing filled position to a new classification with higher duties, the Employer shall give only employees within the same classification and section an opportunity to apply for the promotion. The Employer will distribute an announcement of the promotional opportunity to the Union President and employees in the same classification and section as the position to be restructured. Eligible employees may apply for the position by submitting an application within the seven (7) working day posting period. The Employer will award the promotion to the most qualified employee in accordance with Section 21.2 of this Article. 21.5 New Hire Benefits The City agrees that it will not offer a potential candidate hired into a Union position benefits outside of this Contract unless mutually agreed upon by the City and AFSCME. AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 62 ARTICLE 22 – PROBATIONARY PERIOD 22.1. 12-Month Probationary Period New employees shall serve a probationary period during their first twelve months of employment. During this time, they are considered “At Will” employees and serve at the pleasure of the Employer. Employees terminated during their first twelve months of employment shall not have recourse to the grievance procedure. 22.2. 6-Month Probationary Period Existing City employees who are promoted shall serve a six-month probationary period. In the event a promoted employee fails to pass probation: Series Position: The employee will return to his/her lower classification in the series. Non-Series Position: The employee shall be eligible to return to his/her previous position, if it has not been filled. If the position has been filled, the employee may be eligible to return to his/her previous position if the current incumbent fails their probationary period. ARTICLE 23 – GRIEVANCE PROCEDURE 23.1. Definition Grievance is hereby defined as the question or challenge raised by an employee or the Union as to the correct interpretation or AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 63 application of this Agreement by the Employer. It is the purpose of this clause to provide the employees and the Union with an orderly and effective means of achieving consideration of any grievance, which may arise during the life of this Agreement. 23.2. Grievance Process The following steps are agreed upon as the appropriate order of contact: Step 1. An employee and/or their Union representative must present a grievance within fifteen (15) working days of occurrence or when the Union or employee knew or should have known of the occurrence to the supervisor, manager, or the official of the Employer most immediately involved. If, however, the grievance concerns a payroll matter involving the computation of the employee’s wages the grievance must be presented within thirty (30) calendar days of occurrence or when the Union or employee knew or should have known of the occurrence. The parties shall have fifteen (15) working days to resolve the grievance. The parties agree to meet to discuss the grievance at the request of either party. Step 2. The employee and/or Union representative shall present the grievance within 15 working days of the Step 1 response in writing to the employee’s Department Administrator. The parties agree to meet to discuss the grievance at the request of either party. The Department Administrator shall attempt to resolve the AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 64 matter within 15 working days of the receipt of the written grievance and provide their response in writing to the Union and the grievant. Step 3. If not resolved at Step 2, the employee (grievant) shall refer the matter in writing to the Union Grievance Committee for investigation and determination of whether the grievance shall be advanced. Advancement or settlement of a grievance beyond Step 2 of the Grievance Procedure shall be the sole authority of the Union Grievance Committee. The Grievance Committee shall be given reasonable time off with pay for this purpose. Step 4. If not resolved by the Department Administrator and advanced by the Grievance Committee, the grievance shall be presented, in writing, together with all pertinent materials to the Mayor or Judge within ten (10) working days of the Administrator’s response. The Mayor, Chief Administrative Officer, or designated representative shall schedule a meeting with the Union for the purpose of hearing and reviewing the merits of the grievance. The Mayor, Chief Administrative Officer, or designated representative, shall attempt to resolve the grievance within ten (10) working days of receipt of the material. Step 5. In the event that the grievance is not resolved at Step 4, the matter may, within twenty (20) working days after the Step 4 decision has been rendered, be referred by either party to the arbitration process. If the matter is AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 65 not referred to arbitration within this period, it shall be considered resolved. If referred to arbitration: (1) the arbitrator’s decision shall be final and binding, (2) the arbitrator shall be empowered to render a decision based on interpretation of the contract only and shall not add or delete from the provisions of this Agreement, (3) the arbitrator shall render a decision within thirty (30) days of hearing, (4) the arbitrator shall be selected by a joint request of a list of names (Washington) from the Federal Mediation and Conciliation Service (F.M.C.S.). Upon receipt, the parties shall eliminate names alternately until one name remains, (5) it is agreed that the costs shall be borne equally between the parties with the exception that if the matter is a question of procedural arbitrability, the losing party shall bear all expenses for the services of the arbitrator. Except as provided above, each party shall be responsible for paying their own costs and fees incurred in the matter. 23.3. Employer Grievance The following procedure shall be observed if the Employer files a grievance against the Union for an alleged violation of the contract: Step 1. The Mayor, Judge or their designated representative shall present the grievance in writing to the Union Staff Representative within 10 days of occurrence. The Union shall attempt to resolve the matter within thirty (30) days of receipt. AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 66 Step 2. If the matter is not satisfactorily resolved at Step 1, the Employer may within twenty (20) working days refer the matter to arbitration using the procedure outlined in Section 23.2, Step 5. 23.4. Grievance Documentation Written submissions shall include the specific article(s) of the contract, which were allegedly violated, the specific facts and the remedy sought. 23.5. Grievance Timelines Grievances shall be properly filed and processed within the timetables outlined at each step. If these timetables are violated by the Union, the grievance shall be deemed waived. If violated by the Employer, the grievance shall be advanced to the next step. Through mutual agreement, the parties may put timelines on abeyance or extend them for a set period of time. ARTICLE 24 – HEALTH, SAFETY AND PRODUCTIVITY 24.1. Quality and Safety of Work All work shall be done in a competent, productive, and professional manner. Work shall also be done, in accord with State, Federal, and City safety codes and with ordinances and rules relating to this subject. AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 67 24.2. Working Conditions It shall not be considered a violation of this Agreement if any employee refuses to work with unsafe equipment, where adequate safeguards are not provided, or when the facilities and services are not being maintained in a reasonably sanitary condition. It shall be a requirement of the employee to immediately report all unsafe conditions in accordance with the City procedures to his/her supervisor upon becoming aware of those conditions. Per City Policy #700-60 dated August 23, 2017, page 4, AFSCME shall select at least one representative and one alternate from each of the following areas: public works, community services/parks, and city hall (collectively known as the Department Representatives). In addition to the Department Representatives, Local 2170 shall have a designated member on the Safety Committee as appointed by the Local Executive Board. 24.3. Rain Gear Where necessary, employees furnished rain gear by the Employer will be provided up to one (1) set of new rain gear annually, provided that new rain gear will not be issued until used rain gear is returned by the employee to the appropriate supervisor. 24.4. Custodial Services The Employer shall provide custodial services to employee restrooms and lunchrooms to insure sanitary conditions. 24.5. Safety Shoes Regular employees in positions listed below shall be entitled to a $205 shoe allowance annually for the purchase of shoes or boots. AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 68 The allowance shall be paid once annually to all active employees listed below as of the first paycheck in March and is subject to tax. New employees shall be eligible for a shoe allowance upon hire, provided however, should the employee fail to successfully pass their probationary period, the value of the allowance shall be withheld from their final paycheck. Reimbursement up to $205 can be provided on a more frequent basis if shoes are damaged or contaminated on duty and subject to supervisor approval. Nothing in this clause negates the foot protection requirement as described in the Personal Protective Equipment Policy #700-12. Safety shoes required for titles not listed below will be subject to the mutual agreement of the Union and the Employer as to whether incumbent employees are eligible for the allowance. • Airport Maintenance Worker • Airport Operations Specialist • Airport Operations and Maintenance Supervisor • Building Inspector • Capital Project Coordinator • Code Compliance Inspector, Lead Code Compliance Inspector • Construction Engineering Inspector • Custodian, Maintenance Custodian, Lead Maintenance Custodian, Custodial Maintenance Supervisor • Electrical Technician • Facilities Supervisor • Facilities Technician 1 and 2 AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 69 • Fleet Management Technician • Golf Course Maintenance Worker 1,2,3 • Grounds Equipment Mechanic • HVAC Systems Technician • Lead Construction Engineering Inspector • Lead Golf Course Maintenance Worker • Lead Electrical/Control Systems Technician • Lead Vehicle & Equipment Mechanic • Lift Station Technician • Maintenance Services Worker 1,2,3 and Lead Maintenance Services Worker • Pavement Management Technician • Parks Maintenance Assistants 1&2, Parks Maintenance Worker 1,2,3 Lead Parks Maintenance Worker, Parks Maintenance Supervisor • Signal/Electronic Systems Technician 1,2,3, Signal/Electronic Systems Supervisor • Solid Waste Maintenance Worker • Street Maintenance Services Supervisor • Traffic Maintenance Worker 1,2, Senior Traffic Maintenance Worker, Traffic Signage & Marking Supervisor • Vehicle & Equipment Mechanic • Waste Water/Surface Water Maintenance Supervisor • Water Maintenance Services Supervisor AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 70 • Water Meter Technician • Water Quality/Treatment Plan Operator • Water Utility Maintenance Supervisor • Water Utility Inspector SCADA Technician • Water Utility Maintenance Technician For positions not named above, a request for reimbursement of safety footwear up to $175 is available once per year, upon the completion and approval of the Hazard Assessment for PPE Certification form by the City’s Safety Officer. The purchase shall meet the standards of protection required such as toe protection, punction resistance, electrical protection, etc. City staff are prohibited from using a City-issued Purchase Card for this purchase. ARTICLE 25 – SAVINGS CLAUSE If any Article of this Agreement or any addenda thereto should be held invalid by operation of law or by any tribunal of competent jurisdiction, or if compliance with or enforcement of any Article should be restrained by such tribunal, the remainder of this Agreement and addenda should not be affected thereby and the parties shall enter into immediate collective bargaining negotiations for the purpose of arriving at a mutually satisfactory replacement of such Article. ARTICLE 26 – ENTIRE AGREEMENT The Agreement expressed herein in writing constitutes the entire Agreement between the parties is intended to replace the prior AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 71 agreement and no oral statement shall add to or supersede any of its provisions. The parties acknowledge that each has had the unlimited right and opportunity to make demands and proposals with respect to any matter deemed a proper subject for collective bargaining. The results of the exercise of that right and opportunity are set forth in this Agreement. Therefore, unless otherwise agreed, the Employer and the Union, for the duration of this Agreement, each voluntarily and unqualifiedly agree to waive the right to oblige the other party to bargain with respect to any subject or matter not specifically referred to or covered in this Agreement. All wages and/or benefits being received prior to this contract by members covered in this Agreement shall not be reduced except where specifically modified by this Agreement. ARTICLE 27 – PRIORITY OF FEDERAL, STATE AND CITY LAWS It is understood and agreed by and between the parties that in negotiations and collective bargaining and in the administration of all matters covered by this Agreement, the parties hereto and the City employees are governed by the provisions of applicable State laws, City Ordinances and Resolutions. If there is a conflict between any provision of this Agreement and State law, the latter shall prevail. Provided, however, the Employer agrees that no Ordinance or Resolution shall modify or change any article or section of this Agreement during the life of said Agreement. AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 72 ARTICLE 28 – VOLUNTEERS The City and Union agree that volunteer programs can be mutually beneficial to the City, employees, and citizens of Renton. The parties recognize that volunteer programs provide a sense of community involvement and require a commitment of time and service on behalf of the volunteer. To that end, the City is committed to working in partnership with the Union to build successful volunteer programs. The use of volunteers will not supplant bargaining unit positions. No bargaining unit member shall be laid off as a result of volunteer programs. The City and the Union will meet in a labor-management forum and come to mutual agreement prior to implementing any new volunteer programs. ARTICLE 29 – DISCIPLINE 29.1 Discipline The City shall not discipline or discharge an employee without just cause. Employees shall be given the opportunity to have a Union Representative present at meetings where disciplinary proceedings will take place. The City agrees with the principles of progressive discipline. Disciplinary action generally includes the following progressive steps: AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 73 29.1.1. Oral reprimand (which shall be reduced to writing although not placed in the employee’s personnel file) 29.1.2. Written reprimand 29.1.3. Suspension 29.1.4. Discharge Disciplinary action will be tailored to the nature and severity of the offense. Management maintains the right to take disciplinary action, as they deem appropriate. 29.2 Demotion The term “demotion” as used in this provision means the involuntary reassignment of an employee from a position in one job classification to a lower paying position in another job classification. In any case involving demotion, the employee shall have the right to due process. ARTICLE 30 – LEAVE DONATION A Leave Donation Program has been established to assist employees faced with a serious medical illness or injury to themselves or an immediate family member. The Leave Donation Program will be administered in accordance with City Policy #350-12 (Leave Donation), as revised effective August 23, 2017. The following exception applies as a benefit above and beyond those granted by the Policy. State-Registered domestic partners shall be considered family when considering qualifying events for donation. Donated leave may be: vacation, compensatory time, personal holidays, and sick leave. Sick leave donation is capped at AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 74 80 hours per recipient per calendar year. The donator’s bank cannot drop below 80 hours. ARTICLE 31 – LAYOFF AND RECALL 31.1. Layoff and Recall The Employer shall retain the Right to determine whether lay-offs are necessary and in which department(s) and classification(s) they will occur. City employees in other departments are not eligible to exercise bumping rights to displace any Court employees regardless of seniority or job classification. 31.2. Definitions 31.2.1. Adjusted Hire Date: The date used to determine “City Seniority.” The Adjusted Hire Date is calculated on the employee’s length of continuous service with the City in a regular full-time or part-time position. Part-time employees will have their length of continuous service adjusted for longevity purposes. Seniority earned as a regular, part-time employee shall be prorated. The City will calculate the number of compensated hours in any regular position and divide the total by full time equivalent hours (e.g. 2080 hours per year) to determine the employee’s adjusted hire date for purpose of seniority. 31.2.2. Bumping Rights: An employee’s ability to move into the same classification or another classification, in AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 75 which he/she has previously achieved regular status, based on his/her overall seniority. 31.2.3. Classification: A classification is a position or group of positions performing similar duties that have the same title, class code, and salary range. 31.2.4. Classification Series: A series of related classifications with an entry level and one or more additional levels as defined in City Policy #320-01, Classification Series. 31.2.5. Initial Probationary Period: The probationary period served by a new employee when hired into a regular position with the City. 31.2.6. Layoff: A reduction in the workforce due lack of funds, lack of work, or the result of a reorganization. 31.2.7. Recall List (also called “Reemployment List,” “Rehire List,” or “Layoff List”): A list of employees who have been laid off from a specific classification and who are eligible for recall. 31.2.8. Original Hire Date: The first day an employee started working for the City, either in a regular status or non- regular status position. 31.2.9 Previously Held Position: A position within the City’s classification system to which the employee has been AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 76 formally appointed and successfully completed probation. 31.2.10. Probationary Employee: An employee in their initial probationary period who has not achieved regular employee status. 31.2.11. Recall (also called “Reinstatement”): When an employee on the recall list returns to the classification from which he/she was laid off or to a lower classification in which they previously achieved regular employee status. 31.2.12. Seniority: 31.2.12.1 City Seniority, or “Adjusted Hire Date,” is an employee’s length of continuous service with the City in a regular full-time or part- time position. 31.2.12.2 Classification Seniority is the date that the employee was appointed to his/her current position. Classification seniority shall be prorated as described under the definition of Adjusted Hire Date. AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 77 31.3. Departmental Review 31.3.1. Each department may periodically review its budget and projected workload to determine if layoffs are necessary. 31.3.2. If it becomes necessary to initiate organizational change for any reason that results in the reduction of employees, the Department Administrator will discuss the organizational change with the Mayor or designee and the Human Resources Risk Management Administrator prior to making any changes. The Department Administrator will determine which classifications will be affected. 31.3.3. The Mayor will have final authority to eliminate positions and/or lay off employees. 31.4. Human Resources Risk Management Review 31.4.1 Once the Department Administrator has determined which classification(s) will be affected, Human Resources Risk Management (HRRM) will determine which employee(s) shall be laid off. 31.4.2. No lay-off or reduction to a lower classification shall be executed so long as there are non-regular (temporary) employees, whether full-time or part time, performing substantially similar job duties in a specific department/division. AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 78 31.4.3. For the purpose of the initial layoff, classification seniority shall be the determining factor. Employees shall be laid off from their department or major division in the inverse order of their classification seniority in the classification in which the work force is being reduced. New employees in the affected classification, serving in their initial probationary period, shall be separated before any regular Union employee is laid off in the work unit. 31.4.4. At no time shall layoff, bumping, or recall result in a promotion. 31.4.5. Tie-Breakers: In the event two or more employees have the same classification seniority, City seniority shall prevail. In the event two or more employees have the same City seniority, a tie-breaker will be used to determine the employee with the least seniority. The tie-breaker will be the last four digits of the employee’s social security number. The employee with the lowest number shall be considered the employee with the lowest seniority. 31.4.6. It is understood that classifications may change title. If a classification has been re-titled or a new classification created and the duties are substantially the same, the employee shall be considered having “previously achieved regular employee status” in the re-titled or new classification. AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 79 31.5. Notice of Layoff 31.5.1 It is the City’s intent to provide employees with notice of any layoff at least thirty (30) calendar days in advance of the intended layoff date. When such a time period is not possible, employees shall be provided with at least two weeks (14 calendar days) notice or receive two weeks’ pay in lieu of notification. 31.5.2 Layoffs resulting from the biennial budget process shall not be final until such time as the budget is adopted by the City Council. 31.6. Bumping Rights 31.6.1. An employee who is laid off may replace another employee in an equal or lower classification series in which the employee works or has previously achieved regular employee status, provided such employee has greater City seniority than the employee whom he/she seeks to replace, and provided the replacing employee is qualified to perform the work without further training. 31.6.2. An employee who is laid off may not replace another employee in the same classification in the same workgroup from which they are in the process of being laid off. AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 80 31.6.3. The requirement to have previously worked in a classification shall not apply to employees bumping down to a lower compensated position within a recognized classification series (e.g., Maintenance Service Worker, Fire Inspector, etc.). 31.6.4. If the employee is not eligible to bump into another classification based on his/her City seniority, the employee shall be laid off and have his/her name placed on the recall list. 31.7. Recall Rights 31.7.1. The name of any employee who is laid off shall be placed on the recall list for a period of two (2) years. 31.7.2. Employees who are laid off may be recalled to the original classification from which they were laid off or to a lower classification in which they previously achieved regular status with the City, provided they are qualified at the time to perform the work in the classification to which they are recalled without further training. 31.7.3. When there is a recall during the life of the recall list, employees who are still on the list shall be recalled in the inverse order in which they were laid off. AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 81 31.7.4. The City shall not hire new employees in a given classification as long as there are still employees on the recall list eligible for recall to that classification. 31.7.5. If employees bump into another classification or if employees are recalled to a lower classification in a series, they shall have the right to return to the classification from which they were originally laid off as long as their name remains on the recall list. 31.7.6. An employee who bumps into the same classification but in a different department/division shall have no recall rights to the position from which he/she was originally laid off from. 31.7.7. Employees shall be responsible for keeping HRRM informed of a current e-mail, phone number, and postal mailing address. HRRM will provide notice of recall using e-mail and certified mail. Employees who are recalled to a position shall have seven (7) calendar days from the date they receive notification by certified mail of the recall to respond to HRRM and either accept or reject the position. 31.7.8. Employees who reject, or fail to respond to, a recall offer back to the original classification from which they were laid off shall have their names removed from the recall list. AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 82 31.7.9. Seniority dates will be handled as follows during the event of recall, or rehire into a different regular position. For the purposes of this section, “regular position” also includes Limited Term positions: 31.7.9.1 City seniority: Employees who have been recalled or rehired into a regular position within the recall period shall retain their City seniority as of the date of layoff and shall begin accumulating additional City seniority when recalled or rehired back to work. 31.7.9.2 Classification seniority: Employees who have been laid off shall begin accumulating additional classification seniority when recalled to the classification from which they were laid off. Employees who are rehired into a different regular position within the recall period shall begin accumulating classification seniority in the “new” classification as of their date of rehire. 31.7.9.3 Employees affected by layoffs: Employees who bump into a different classification as part of a layoff shall retain their classification seniority as of the date of layoff and shall begin accumulating additional classification seniority when AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 83 recalled back to the classification from which they were originally laid off. City seniority shall continue to accumulate as long as the employee remains continuously employed in a regular position. 31.7.9.4 Accrual rates: Longevity, vacation, and sick leave accrual rates shall be the same as they were on the date of the layoff. 31.7.10 Employees recalled, or rehired into a different regular position within the recall period, shall have their sick leave balance restored to the amount he/she had at the time of the layoff, excluding any cashed out hours. AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 84 ARTICLE 32 – FINGERPRINTING 32.1. Fingerprint Check Requirements All union members who have authorized access to or direct responsibility for configuring and maintaining computer systems and networks that could access Criminal Justice Information (CJI) and/or have access to the Criminal Justice Information System (CJIS) network must pass a fingerprint check prior to unescorted access. Fingerprint check results will be provided to the Police Chief or designee for review and determination to pass or fail access. 32.2. Fingerprint Check Passed Employees moving into a position that requires a fingerprint check must be fingerprinted and successfully pass prior to receiving a formal written offer. 32.3. Fingerprint Check Failed If access is denied, management will attempt to transfer the employee to a non-CJI/CJIS access location. The union member may also request alternative employment for which he/she qualifies, if available. It is understood that in order to continue the employment of a member denied access, the city may need to place the member in an alternate job or job site without posting the position. Failure to be granted access shall not be considered part of the discipline process. The union and the city shall utilize the Labor/Management Committee process to negotiate any potential impacts. AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 85 32.4. Right of Appeal Members denied access by the Chief of Police will have the right of appeal. Appeal may be made in writing or by scheduling a meeting with the Police Chief. If a meeting is requested a good faith attempt will be made to meet within ten (10) business days to hear the appeal. The Police Chief will issue a final determination within five (5) business days of the appeal meeting or receipt of a written appeal, if no meeting was requested. In the case of transfer or promotion the position being applied for will not be filled until the appeal has been heard and decided by the Police Chief. Members will have the right to be assisted in the appeal, be it a meeting or written form, by an AFSCME Council 2 Representative or designee. 32.5 Document Destruction All documents will be destroyed after the final report has been provided to Human Resources or after any appeal process is completed. The final report presented to Human Resources will not be kept in the Personnel file. AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 86 ARTICLE 33 – DURATION OF AGREEMENT This Agreement shall become effective January 1, 2025, and shall remain in full force and effect until and through December 31, 2027. Signed this _____ day of __________________, 2025, at Renton, Washington. LOCAL 2170, WASHINGTON STATE COUNCIL OF COUNTY AND CITY EMPLOYEES, AMERICAN FEDERATION OF STATE, COUNTY, AND MUNICIPAL EMPLOYEES, AFL-CIO. _____________________________________ Jared McDonald, Local 2170 President _____________________________________ Jason Canfield, Staff Representative Washington State Council of County & City Employees CITY OF RENTON ______________________________ Armondo Pavone, Mayor ______________________________ Kim Gilman, HR Labor Manager ATTEST: ______________________________ Jason Seth, City Clerk APPROVED AS TO FORM: ______________________________ Shane Moloney, City Attorney AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 87 APPENDIX A – AFSCME CLASSIFICATIONS IN ALPHABETICAL ORDER (with Job Grades) a04 *Accounting Assistant 1 a06 *Accounting Assistant 2 a08 *Accounting Assistant 3 a10 *Accounting Assistant 4 a10 Administrative Secretary 1 a24 Airport Operations & Maintenance Supervisor a12 Airport Maintenance Worker a15 Airport Operations Specialist a32 Assistant Airport Manager a15 Asset Management Systems Tech. a18 *Assistant Planner a22 *Associate Planner a22 Building Inspector/Combination a22 Building Inspector/Electrical a24 Building Plan Reviewer a21 Business Coordinator-Airport a24 *Business Systems Analyst a28 *Senior Business Systems Analyst a29 Capital Project Coordinator a22 Case Manager a12 City Clerk Specialist 1 a16 City Clerk Specialist 2 a26 *Civil Engineer 1 a30 *Civil Engineer 2 a33 *Civil Engineer 3 a31 Client Technology Services & Support Supervisor a16 *Client Technology Services Specialist 1 a20 *Client Technology Services Specialist 2 TBD *Client Technology Services Specialist 3 a22 Code Compliance Inspector a15 Communications Specialist 1 a22 Communications Specialist 2 a22 Construction Engineering Inspector a16 Court Operations Specialist a08 Court Security Officer a23 Custodial Maintenance Supervisor a02 Custodian a17 Digital Communications Specialist a18 Development Services Representative a20 *Economic Development Specialist a19 Electrical Technician a23 Emergency Management Coordinator a11 Encampment Clean-up Worker a19 Encampment Clean-up Lead a14 *Engineering Specialist 1 a20 *Engineering Specialist 2 a24 *Engineering Specialist 3 a26 Facilities Coordinator a23 Facilities Supervisor a14 *Facilities Technician 1 a16 *Facilities Technician 2 a19 Farmers Market Coordinator a11 Fleet Management Technician a22 *GIS Analyst 1 a24 *GIS Analyst 2 a27 *GIS Analyst 3 a03 Golf Course Associate a06 *Golf Course Maintenance Worker 1 a10 *Golf Course Maintenance Worker 2 a14 *Golf Course Maintenance Worker 3 a10 Golf Course Operations Assistant a15 Grounds Equipment Mechanic a15 Housing Maintenance Technician a23 Housing Repair Coordinator a21 Human Services Coordinator a19 HVAC Systems Technician a20 Inspecting Arborist a11 IT Procurement & Contract Coordinator a29 ITS & Signal Maintenance Supervisor a09 Judicial Specialist 1 a13 Judicial Specialist 2 a26 Lead Building Inspector a26 Lead Code Compliance Inspector a26 Lead Construction Engineering Inspector a26 Lead Electrical Control Systems Technician a18 Lead Golf Course Maintenance Worker a11 Lead Maintenance Custodian a18 Lead Maintenance Services Worker a18 Lead Park Maintenance Worker a21 Lead Vehicle & Equipment Mechanic a11 Legal Assistant AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 88 a17 Lift Station Technician a18 Maintenance Buyer a08 Maintenance Custodian a07 *Maintenance Services Worker 1 a10 *Maintenance Services Worker 2 a14 *Maintenance Services Worker 3 a26 Neighborhood Program Coordinator a25 *Network Systems Specialist a25 *Network & Security Engineer 1 a29 *Network & Security Engineer 2 a18 Paralegal a22 Park Maintenance Supervisor a04 Parks Maintenance Assistant a06 *Parks Maintenance Worker 1 a10 *Parks Maintenance Worker 2 a14 *Parks Maintenance Worker 3 a23 Pavement Management Technician a14 Permit Services Specialist a23 Plan Reviewer a15 Planning Technician a37 Principal Civil Engineer a32 Principal Planner a04 Print & Mail Assistant a14 Print & Mail Supervisor a24 Property Services Specialist a04 Pro Shop Assistant a17 Program Assistant a26 *Program Development Coordinator 1 a29 *Program Development Coordinator 2 a14 Program Specialist a21 Public Records Analyst a17 Public Records Specialist a09 Purchasing Assistant a19 Recreation Program Coordinator a10 Recreation Assistant a16 Recreation Specialist a14 Recreation Systems Technician a08 Secretary 2 a25 *Senior Economic Development Specialist a29 *Senior Network Systems Specialist a23 Senior Paralegal a29 *Senior Planner a20 Senior Program Specialist a19 *Senior Sustainability Specialist a30 *Senior Systems Analyst a17 Senior Traffic Maintenance Worker a15 *Signal/ITS Technician1 a19 *Signal/ITS Technician 2 a23 *Signal/ITS Technician 3 a24 Street Maintenance Services Supervisor a34 Structural Plans Examiner a17 *Sustainability Specialist a27 *Systems Analyst a10 *Traffic Maintenance Worker 1 a14 *Traffic Maintenance Worker 2 a21 Traffic Signage & Marking Supervisor a28 Transportation Planner a23 Utility Accounts Supervisor a16 Vehicle & Equipment Mechanic a24 Waste Water Maintenance Services Supv. a24 Water Maintenance Services Supervisor a12 Water Meter Systems Specialist a08 Water Meter Technician a22 Water Meter Technician Services Supervisor TBD Water Treatment Plant Trainee a19 Water /Treatment Plant Operator a21 SCADA/Telemetry Technician a28 Water Treatment Operations Supervisor a18 Water Utility Maintenance Technician *Classification Series AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 89 APPENDIX B – Wage Study The Employer will provide an additional one-grade increase beyond the 2025 wage adjustment for any position that did not have a market study since July 2022. This increase will be added to the base pay effective the first full pay period after ratification and Council adoption, with retro payment back to January 1, 2025 made no later than June 30, 2025. Only those employees actively on the payroll on March 3, 2025 are eligible for this one-grade increase. The City commits to holding a market study for the positions listed below in 2025, with the market data shared with the Union no later than December 1, 2025. Title Accounting Assistant 1 Accounting Assistant 2 Accounting Assistant 3 Accounting Assistant 4 Administrative Secretary 1 Airport Maintenance Worker Airport Operations & Maintenance Supervisor Asset Management Systems Technician Assistant Airport Manager Assistant Planner Associate Planner Building Inspector-Combination AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 90 Building Inspector-Electrical Building Plan Reviewer Business Coordinator Business Systems Analyst Case Manager City Clerk Specialist 1 City Clerk Specialist 2 Client Technology Services & Support Supervisor Client Technology Services Specialist 1 Client Technology Services Specialist 2 Code Compliance Inspector Communications Specialist 2 Construction Engineering Inspector Court Operations Specialist Custodian Engineering Specialist 1 Engineering Specialist 2 Engineering Specialist 3 Facilities Coordinator Facilities Technician 1 Facilities Technician 2 Farmers’ Market Coordinator GIS Analyst 1 GIS Analyst 2 GIS Analyst 3 Golf Course Operations Assistant Human Services Coordinator Judicial Specialist 1 Judicial Specialist 2 Lead Electrical/Control Systems Technician AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 91 Legal Assistant Maintenance Buyer Maintenance Custodian Network Systems Specialist Paralegal Parks Maintenance Assistant Parks Maintenance Supervisor Permit Services Specialist Principal Planner Print & Mail Assistant Program Assistant Program Development Coordinator 1 Program Specialist Property Services Specialist Public Records Analyst Recreation Assistant Recreation Program Coordinator Secretary 2 Senior Business Systems Analyst Senior Network Systems Specialist Senior Paralegal Senior Planner Senior Sustainability Specialist Senior Systems Analyst Street Maintenance Supervisor Structural Plans Examiner Sustainability Specialist Systems Analyst Utility Accounts Supervisor Wastewater/Surface Water Maintenance Supervisor AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 92 Water Maintenance Services Supervisor Water Meter System Specialist Water Meter Technician Water Meter Technician Supervisor As there is special interest in the Maintenance Services Worker 3 position, this title will be added to the first batch of positions to be studied in 2025. If any comparable Maintenance Services Worker 3 positions found at other cities for the market study receive a CDL premium, that premium will be considered in addition to the base wage. As this position received a wage adjustment in 2024, this title is not eligible for the one grade pay increase as described above. In order to maintain a competitive compensation structure, the City shall complete an external market study of every represented position no less than every three (3) years. The survey will report at the maximum of base pay plus any deferred compensation amount, as well as just base pay data. The City will select the vendor to conduct the market study. Selection of the matches and associated job descriptions for the matches will be shared with the Union. The 10 comparable cities used for the study will include: Auburn, Bellevue, Everett, Federal Way, Issaquah, Kent, Kirkland, Redmond, Sammamish and Shoreline. Lakewood and Marysville will be used as alternate cities, in case 3 or more matches can not be found from the cities listed above. AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 93 The parties agree to re-open the contract to negotiate any wage adjustments proposed during the life of this contract for those deemed under and over market. AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 94 APPENDIX C – INDEX A abuse of sick leave ......................... 35 accrual ........................................... 32 Accrual ........................................... 41 accrual rate .................................... 41 accrual rates .................................. 83 acting pay ...................................... 31 adjusted hire date ..................... 74, 76 alternative work schedules ....... 18, 19 alternative/flex work schedules ..... 18 anniversary .................................... 51 APPENDIX A – AFSCME Classifications ................................................... 87 APPENDIX B – SALARY INDEX FOR 2022 ............................................ 89 APPENDIX D – Index ....................... 94 arbitration ........................... 64, 65, 66 at will ............................................. 62 B base rate ................................... 40, 43 bereavement leave ........................ 43 biennial budget process ................. 79 bulletin boards ............................... 55 bumping rights .......................... 74, 79 bumps ............................................ 81 C callback .......................................... 28 call-back ......................................... 26 candidate pool ............................... 60 cash out ......................................... 33 cashed out hours ........................... 83 Christmas Day ................................ 37 city seniority 74, 76, 78, 79, 80, 82, 83 classification 12, 14, 48, 54, 61, 73, 74, 75, 76, 77, 78, 79, 80, 81, 82 classification seniority ............... 76, 82 classification series ........................ 75 Classification Series ........................ 88 clean-up time ................................. 22 COBRA ........................................... 47 compensated hours ....................... 24 compensatory ................................ 24 compensatory time ........................ 24 conferences ................................... 48 consecutive hours worked ............. 20 continuous service .................... 74, 76 co-pays .......................................... 44 D deferred compensation ................. 53 demotion ....................................... 73 dental ....................................... 44, 47 disability plan ................................. 34 discharge ............................ 33, 54, 72 disciplinary action ............... 58, 72, 73 discipline ................................... 54, 72 double time ................................... 25 AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 95 dues .......................................... 16, 17 E emergency situations .......... 20, 22, 42 employee contributions ................. 46 employment practices ................... 59 entire agreement ........................... 70 excluded positions ......................... 12 Executive Board .................. 13, 59, 67 Extended Shift Overtime ................ 27 F F.M.C.S. .......................................... 65 Fair Labor Standards Act ................ 24 Federal Mediation and Conciliation Service ........................................ 65 fingerprint ...................................... 84 FMLA.............................................. 32 G grievance ................ 62, 63, 64, 65, 66 grievance procedure ...................... 62 grievances ................................. 55, 57 group term ..................................... 47 H health insurance ............................ 44 health, safety and productivity ...... 66 holiday .......................... 38, 39, 40, 53 holiday pay .................................... 39 Holiday Pay .................................... 38 holidays falling on scheduled day off ................................................... 39 holidays falling on weekends ......... 40 hourly ..................... 20, 24, 27, 40, 43 hours of work ................................. 18 I Independence Day ......................... 37 initial probationary period ............. 75 insurance .................................. 44, 47 J July 4 .............................................. 37 Juneteenth ..................................... 37 jury duty ........................................ 47 just cause .................................. 54, 72 L Labor Day ....................................... 37 labor/management committee ...... 56 layoff ................................... 74, 75, 79 layoff and recall ............................. 74 Leave Donation Program ............... 73 life insurance ................................. 47 limited term ................................ 9, 10 Limited Term .................................. 82 longevity ................................... 47, 52 long-term disability ........................ 34 lunch period ................................... 19 M management rights ........................ 53 Martin Luther King, Jr. Day ............. 37 meal and rest periods .................... 21 meal period.................................... 21 AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 96 medical ............................... 44, 47, 73 medical leave ................................. 32 membership................................... 17 Memorial Day ................................ 37 N new employees .............................. 18 New Year’s Day .............................. 37 non-discrimination ......................... 58 O officers ........................................... 18 oral reprimand .......................... 58, 73 orientation ..................................... 58 original hire date ............................ 75 overtime ...... 20, 21, 23, 24, 25, 27, 54 P PAC program .................................. 17 pager ............................................. 28 paid release time ...................... 55, 56 part-time....................... 40, 41, 43, 52 pay period ...................................... 53 pay stubs ........................................ 53 PERS ............................................... 33 PERS I ............................................. 33 personal holiday ............................ 40 personal holidays ........................... 38 position review .............................. 14 posting of vacancies ....................... 59 Preamble ......................................... 9 premium ................................... 31, 45 previously held position ................. 75 priority of Federal, State and City Laws ............................................ 71 probationary employee ................. 76 probationary period ...... 62, 75, 76, 78 promoted ....................................... 62 promotion ........................... 31, 61, 78 promotional opportunity ............... 61 pro-rated ............................ 40, 41, 52 public interest ................................ 57 R rain gear ........................................ 67 recall ......................................... 75, 76 recall list ........................................ 75 recall rights .................................... 80 reclassification reviews .................. 14 Recognition and Bargaining Unit ...... 9 reduction ............................ 46, 75, 77 reemployment list .......................... 75 regular part-time ........................... 43 REHBT ..................... 43, 44, 45, 46, 47 rehire list........................................ 75 REHP ............................. 43, 44, 45, 46 reinstatement ................................ 76 Renton Employees’ Healthcare Board of Trustees ....................... 43, 44, 46 Renton Employees’ Healthcare Plan .............................................. 43, 44 rest period ..................................... 22 S safety shoes ................................... 67 salaries ........................................... 50 AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2025 – 2027 Page 97 savings clause ................................ 70 selection process ........................... 59 seniority .............................. 74, 76, 82 shift differential ............................. 28 shop steward ................................. 55 sick leave .......... 25, 32, 33, 34, 35, 57 sick leave cash out ......................... 33 staff representative ............ 55, 65, 86 standby .......................................... 28 steel toed boots ............................. 67 stewards ........................................ 18 suspension ................................ 58, 73 T Thanksgiving .................................. 37 tie-breaker ..................................... 78 time banks ..................................... 24 training ..................................... 48, 56 U union activities ............................... 58 union membership and dues deduction ................................... 16 union recognized ............................. 9 V vacancies ....................................... 59 Vacancies ....................................... 59 vacation ........................ 25, 34, 41, 42 Vacation Cash Out ......................... 42 Veterans’ Day ................................ 37 volunteers ........................... 23, 29, 72 W wages .................................. 17, 63, 71 work day ................. 19, 21, 25, 26, 42 work schedules ............. 18, 19, 20, 54 work stoppage ............................... 57 work week .............. 18, 19, 24, 25, 40 workday ....... 21, 22, 24, 25, 28, 48, 55 written reprimand .................... 58, 73 AGENDA ITEM #6. i) AGREEMENT By and Between CITY OF RENTON and LOCAL 2170, WASHINGTON STATE COUNCIL OF COUNTY AND CITY EMPLOYEES AMERICAN FEDERATION OF STATE, COUNTY AND MUNICIPAL EMPLOYEES, AFL-CIO January 1, 2022 2025 – December 31, 20272024 AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 2 AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 3 TABLE OF CONTENTS PREAMBLE ........................................................................... 15 ARTICLE 1 – RECOGNITION AND BARGAINING UNIT ............. 15 1.1. Union Recognized ....................................................................... 15 1.2. Temporary/Supplemental Employees......................................... 16 1.3. Excluded Positions ...................................................................... 18 1.4. New Positions ............................................................................. 19 1.5. Executive Board Meetings .......................................................... 19 1.6. Job Classification Changes .......................................................... 19 1.7. Point Factor Method (PFM) ........................................................ 20 1.8. Reclassification Reviews ............................................................. 20 ARTICLE 2 – UNION MEMBERSHIP AND DUES DEDUCTION ... 22 2.1. Payroll Deduction ....................................................................... 22 2.2. PAC Program ............................................................................... 23 2.3. Hold Harmless Agreement .......................................................... 24 2.4. Refunds ....................................................................................... 24 2.5. New Employees .......................................................................... 24 2.6. Union Officer List ........................................................................ 25 ARTICLE 3 – HOURS OF WORK .............................................. 25 3.1. Work Week ................................................................................. 25 3.2. Workday ..................................................................................... 25 3.3. Work Schedules .......................................................................... 25 3.4. Meal and Rest Periods ................................................................ 28 AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 4 3.5. Clean-Up Time ............................................................................ 29 ARTICLE 4 –OVERTIME & PAY ASSIGNMENTS ....................... 30 4.1. Overtime ..................................................................................... 30 4.2. Call-back Pay ............................................................................... 33 4.3. Extended Shift Overtime ............................................................. 34 4.4. Shift Differential ......................................................................... 34 4.5. Standby ....................................................................................... 35 4.6. Uniform Allowance ..................................................................... 36 4.7. Acting Pay & Working Out of Class ............................................. 38 ARTICLE 5 – SICK LEAVE ........................................................ 39 5.1. Sick Leave Accrual ....................................................................... 39 5.2. Sick Leave Cash Out .................................................................... 40 5.3. Long Term Disability Plan ............................................................ 40 5.4. Notification Requirements .......................................................... 41 5.5. Abuse of Sick Leave ..................................................................... 41 5.6 WA State Paid Family Medical Leave .......................................... 42 ARTICLE 6 – HOLIDAYS .......................................................... 44 6.1. Observed Holidays ...................................................................... 44 6.2. Holiday Pay ................................................................................. 45 6.3. Holidays Falling on Scheduled Day Off ........................................ 46 6.4. Holidays Falling on Weekends .................................................... 47 6.5 Regular Part-time ........................................................................ 47 6.6. Personal Holiday Use/Cash Out .................................................. 47 ARTICLE 7 – VACATIONS ....................................................... 48 AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 5 7.1. Accrual Rate ................................................................................ 48 7.2. New Hire Vacation Incentive ...................................................... 49 7.3 Maximum Vacation Accumulation .............................................. 49 7.4. Vacation Requests ...................................................................... 49 7.5 Cash Out Upon Separation ......................................................... 49 ARTICLE 8 – BEREAVEMENT LEAVE ....................................... 50 ARTICLE 9 – INSURANCES ..................................................... 50 Definitions: ................................................................................................ 50 9.1. Health Insurance ......................................................................... 51 9.2. Life Insurance.............................................................................. 54 9.3. Federal/State Healthcare Options .............................................. 54 9.4. COBRA ........................................................................................ 54 ARTICLE 10 – JURY DUTY ...................................................... 54 ARTICLE 11 – EDUCATION AND CONFERENCE ....................... 55 11.1. Time Off and Financial Reimbursement ...................................... 55 11.2. Valid Business Expenses .............................................................. 55 11.3. Access to Training ....................................................................... 55 ARTICLE 12 – SALARIES ......................................................... 57 12.1. Salaries ....................................................................................... 57 12.2. Step Increases ............................................................................. 59 12.3 VEBA ........................................................................................ 59 ARTICLE 13 - LONGEVITY....................................................... 59 13.1. Longevity Pay Calculation ........................................................... 59 AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 6 13.2. Longevity Pay Date ..................................................................... 60 ARTICLE 14 – DEFERRED COMPENSATION ............................. 60 ARTICLE 15 – PAY PERIOD ..................................................... 60 ARTICLE 16 – MANAGEMENT RIGHTS ................................... 61 ARTICLE 17 – UNION ACTIVITIES ........................................... 62 17.1. Paid Release Time ....................................................................... 62 17.2. Facility Access ............................................................................. 63 17.3. Union Communication ................................................................ 63 17.4. Training Time .............................................................................. 63 17.5. Negotiations ............................................................................... 63 ARTICLE 18 – LABOR/MANAGEMENT COMMITTEE ............... 64 ARTICLE 19 – WORK STOPPAGES AND EMPLOYER PROTECTION ............................................................................................ 64 19.1. Uninterrupted City Services ........................................................ 64 19.2. Work Stoppage ........................................................................... 65 19.3. Disciplinary Action for Work Stoppage ....................................... 65 ARTICLE 20 – NON-DISCRIMINATION .................................... 66 ARTICLE 21 – RECRUITMENT AND SELECTION PROCESS ....... 66 21.1. Posting of Vacancies ................................................................... 66 21.2. Selection Process ........................................................................ 67 21.3. Eligible Candidate Pool ............................................................... 68 21.4. Promotional Opportunities ......................................................... 68 AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 7 ARTICLE 22 – PROBATIONARY PERIOD .................................. 69 22.1. 12-Month Probationary Period ................................................... 69 22.2. 6-Month Probationary Period ..................................................... 70 ARTICLE 23 – GRIEVANCE PROCEDURE ................................. 70 23.1. Definition .................................................................................... 70 23.2. Grievance Process ....................................................................... 70 23.3. Employer Grievance .................................................................... 73 23.4. Grievance Documentation .......................................................... 74 23.5. Grievance Timelines .................................................................... 74 ARTICLE 24 – HEALTH, SAFETY AND PRODUCTIVITY .............. 74 24.1. Quality and Safety of Work ......................................................... 74 24.2. Working Conditions .................................................................... 74 24.3. Rain Gear .................................................................................... 75 24.4. Custodial Services ....................................................................... 75 24.5. Safety Shoes ............................................................................... 75 ARTICLE 25 – SAVINGS CLAUSE ............................................. 78 ARTICLE 26 – ENTIRE AGREEMENT ........................................ 78 ARTICLE 27 – PRIORITY OF FEDERAL, STATE AND CITY LAWS. 79 ARTICLE 28 – VOLUNTEERS ................................................... 79 ARTICLE 29 – DISCIPLINE ....................................................... 80 29.1 Discipline .................................................................................... 80 29.2 Demotion .................................................................................... 81 AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 8 ARTICLE 30 – LEAVE DONATION............................................ 81 ARTICLE 31 – LAYOFF AND RECALL ........................................ 82 31.1. Layoff and Recall ......................................................................... 82 31.2. Definitions .................................................................................. 82 31.3. Departmental Review ................................................................. 84 31.4. Human Resources Risk Management Review ............................. 85 31.5. Notice of Layoff .......................................................................... 87 31.6. Bumping Rights ........................................................................... 87 31.7. Recall Rights ................................................................................ 88 ARTICLE 32 – FINGERPRINTING ............................................. 92 ARTICLE 33 – DURATION OF AGREEMENT ............................. 94 APPENDIX A – AFSCME CLASSIFICATIONS IN ALPHABETICAL ORDER (with Job Grades) ..................................................... 95 APPENDIX B – Wage Study ................................................... 97 APPENDIX C – INDEX .......................................................... 102 PREAMBLE ............................................................................. 9 ARTICLE 1 – RECOGNITION AND BARGAINING UNIT ............... 9 ARTICLE 2 – UNION MEMBERSHIP AND DUES DEDUCTION ... 16 2.1. Payroll Deduction ....................................................................... 16 2.2. PAC Program ............................................................................... 17 2.3. Hold Harmless Agreement .......................................................... 18 AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 9 2.4. Refunds ....................................................................................... 18 2.5. New Employees .......................................................................... 18 2.6. Union Officer List ........................................................................ 18 ARTICLE 3 – HOURS OF WORK .............................................. 19 3.1. Work Week ................................................................................. 19 3.2. Work Dday .................................................................................. 19 3.3. Work Schedules .......................................................................... 19 3.4. Meal and Rest Periods ................................................................ 21 3.5. Clean-Up Time ............................................................................ 22 ARTICLE 4 –OVERTIME & PAY ASSIGNMENTS ....................... 22 4.1. Overtime ..................................................................................... 22 4.2. Call-back Pay ............................................................................... 25 4.3. Extended Shift Overtime ............................................................. 26 4.4. Shift Differential ......................................................................... 27 4.5. Standby ....................................................................................... 27 4.6. Uniform Allowance ..................................................................... 28 4.7. Acting Pay ................................................................................... 30 ARTICLE 5 – SICK LEAVE ........................................................ 30 5.1. Sick Leave Accrual ....................................................................... 30 5.2. Sick Leave Cash Out .................................................................... 31 5.3. Long Term Disability Plan ............................................................ 31 5.4. Notification Requirements .......................................................... 32 5.5. Abuse of Sick Leave ..................................................................... 32 5.6 WA State Paid Family Medical Leave .......................................... 33 AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 10 ARTICLE 6 – HOLIDAYS .......................................................... 35 6.1. Observed Holidays ...................................................................... 35 6.2. Holiday Pay ................................................................................. 36 6.3. Holidays Falling on Scheduled Day Off ........................................ 37 6.4. Holidays Falling on Weekends .................................................... 37 6.5 Regular Part-time ........................................................................ 38 6.6. Personal Holiday Use/Cash Out .................................................. 38 ARTICLE 7 – VACATIONS ....................................................... 39 7.1. Accrual Rate ................................................................................ 39 7.2. Maximum Vacation Accumulation .............................................. 39 7.3. Vacation Requests ...................................................................... 40 7.4 Cash Out Upon Separation ......................................................... 40 ARTICLE 8 – BEREAVEMENT LEAVE ....................................... 40 ARTICLE 9 – INSURANCES ..................................................... 41 Definitions: ................................................................................................ 41 9.1. Health Insurance ......................................................................... 41 9.2. Life Insurance.............................................................................. 44 9.3. Federal/State Healthcare Options .............................................. 44 9.4. COBRA ........................................................................................ 44 ARTICLE 10 – JURY DUTY ...................................................... 44 ARTICLE 11 – EDUCATION AND CONFERENCE ....................... 45 11.1. Time Off and Financial Reimbursement ...................................... 45 11.2. Valid Business Expenses .............................................................. 45 AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 11 11.3. Access to Training ....................................................................... 46 ARTICLE 12 – SALARIES ......................................................... 46 12.1. Salaries ....................................................................................... 46 12.2. Step Increases ............................................................................. 47 12.3 VEBA ........................................................................................ 47 ARTICLE 13 - LONGEVITY....................................................... 47 13.1. Longevity Pay Calculation ........................................................... 47 13.2. Longevity Pay Date ..................................................................... 48 ARTICLE 14 – DEFERRED COMPENSATION ............................. 48 ARTICLE 15 – PAY PERIOD ..................................................... 49 ARTICLE 16 – MANAGEMENT RIGHTS ................................... 49 ARTICLE 17 – UNION ACTIVITIES ........................................... 50 17.1. Paid Release Time ....................................................................... 50 17.2. Facility Access ............................................................................. 51 17.3. Union Communication ................................................................ 51 17.4. Training Time .............................................................................. 51 17.5. Negotiations ............................................................................... 52 ARTICLE 18 – LABOR/MANAGEMENT COMMITTEE ............... 52 ARTICLE 19 – WORK STOPPAGES AND EMPLOYER PROTECTION ............................................................................................ 53 19.1. Uninterrupted City Services ........................................................ 53 19.2. Work Stoppage ........................................................................... 53 AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 12 19.3. Disciplinary Action for Work Stoppage ....................................... 54 ARTICLE 20 – NON-DISCRIMINATION .................................... 54 ARTICLE 21 – RECRUITMENT AND SELECTION PROCESS ....... 54 21.1. Posting of Vacancies ................................................................... 54 21.2. Selection Process ........................................................................ 55 21.3. Eligible Candidate Pool ............................................................... 56 21.4. Promotional Opportunities ......................................................... 56 ARTICLE 22 – PROBATIONARY PERIOD .................................. 57 22.1. 12-Month Probationary Period ................................................... 57 22.2. 6-Month Probationary Period ..................................................... 57 ARTICLE 23 – GRIEVANCE PROCEDURE ................................. 58 23.1. Definition .................................................................................... 58 23.2. Grievance Process ....................................................................... 58 23.3. Employer Grievance .................................................................... 61 23.4. Grievance Documentation .......................................................... 61 23.5. Grievance Timelines .................................................................... 61 ARTICLE 24 – HEALTH, SAFETY AND PRODUCTIVITY .............. 62 24.1. Quality and Safety of Work ......................................................... 62 24.2. Working Conditions .................................................................... 62 24.3. Rain Gear .................................................................................... 63 24.4. Custodial Services ....................................................................... 63 24.5. Safety Shoes ............................................................................... 63 ARTICLE 25 – SAVINGS CLAUSE ............................................. 66 AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 13 ARTICLE 26 – ENTIRE AGREEMENT ........................................ 66 ARTICLE 27 – PRIORITY OF FEDERAL, STATE AND CITY LAWS. 67 ARTICLE 28 – VOLUNTEERS ................................................... 67 ARTICLE 29 – DISCIPLINE ....................................................... 68 29.1 Discipline .................................................................................... 68 29.2 Demotion .................................................................................... 68 ARTICLE 30 – LEAVE DONATION............................................ 69 ARTICLE 31 – LAYOFF AND RECALL ........................................ 69 31.1. Layoff and Recall ......................................................................... 69 31.2. Definitions .................................................................................. 69 31.3. Departmental Review ................................................................. 72 31.4. Human Resources Risk Management Review ............................. 73 31.5. Notice of Layoff .......................................................................... 74 31.6. Bumping Rights ........................................................................... 74 31.7. Recall Rights ................................................................................ 75 ARTICLE 32 – FINGERPRINTING ............................................. 79 ARTICLE 33 – DURATION OF AGREEMENT ............................. 81 APPENDIX A – AFSCME CLASSIFICATIONS IN ALPHABETICAL ORDER (with Job Grades) ..................................................... 83 APPENDIX B – Wage StudySALARY INDEX FOR 2022 ............. 85 APPENDIX C – Telework Reopener ........................................ 89 AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 14 APPENDIX D C – INDEX ......................................................... 90 AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 15 PREAMBLE This Agreement is between the City of Renton (hereinafter called the Employer) and Local 2170, Washington State Council of County and City Employees, American Federation of State, County and Municipal Employees, AFL-CIO (hereinafter called the Union) for the purpose of setting forth a mutual understanding of the parties as to conditions of employment for those employees for whom the Employer recognizes the Union as the exclusive collective bargaining representative. The Employer and the Union shall cooperate to provide the public with efficient, cost-effective, and courteous delivery of public services, to encourage good attendance of employees, and to promote a climate of labor relations that will aid in achieving a high level of efficiency and productivity in all departments of City government. The parties will work together to address and adapt to the inevitable issues of change, to devise varying methods and work procedures adapted to the changing circumstances of their particular areas of responsibilities. ARTICLE 1 – RECOGNITION AND BARGAINING UNIT 1.1. Union Recognized Pursuant to RCW 41.56.060 the Employer hereby recognizes the Washington State Council of County and City Employees/ AFSCME Council 2 and its affiliated local (hereafter Union) as the exclusive bargaining representative for all limited term, probationary and regular Renton City employees in those classifications listed in Appendix A. AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 16 Limited term employees have all rights under this contract with the exception of bumping (see City Policy #330-11, dated 10/15/2005). If a limited term position is converted to a regular position, the incumbent shall remain in the position and shall be converted as well (and will be eligible for bumping rights). A limited term employee shall have their time in the limited term position count toward their overall classification and City seniority. A regular employee who applies for and is appointed to a limited term position shall have the right to return to their previous classification should the limited term position not be converted to regular status and there is a vacant position available in their previous classification. All employees of the Employer in classifications covered by this Agreement are eligible to be members of the Union. 1.2. Temporary/Supplemental Employees The City shall not combine or overlap temporary/supplemental employees in such a way as to create the equivalent of a regular position or avoid the time constraints set herein. In the case of layoffs, Temporary/ Supplemental employees may not be hired to perform bargaining unit work in work units where layoffs have occurred while there is an active recall list. The City will issue an end of year quarterly report listing all actively employed all supplemental employees utilized by the City for the yearat the time the report is generated. This report will be issued no later than January 31st and will include the length of employment and AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 17 total hours worked for each supplemental employee. quarterly beginning October 1, 2019 or if the 1 st falls on a holiday, within 4 days following the holiday. 1.2.1 Non Seasonal Temporary Employees-When filling a known vacancy of an AFSCME represented position, tTemporary employees shall be employees hired directly by the City or through an agency contracted with the City. Such employees shall be employed no more than the equivalent of six (6) months (182 consecutive days) in a rolling 12-month period. An extension of up to an additional 6 months is available with union concurrence. Overtime shall be offered to regular employees prior to temporary employees being utilized, unless no qualified regular employees are available. The City will notify the Union prior to the use or hiring of tTemporary employee under this clause. It is understood that the use of tTemporary/sSupplemental employees as provided for in this section shall not be deemed as supplanting bargaining unit work. 1.2.2 Temporary Supplemental Employees- It is understood that the use of seasonal supplemental employees as provided for in this section shall not be deemed as supplanting bargaining unit work. Employees in supplemental positions listed below are limited to working 1500 hours in a calendar year and their employment is between March 1 and November 30.Effective July 1, 2019 seasonal employees performing work limited to the following positions will AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 18 not work longer than 6 months (182 consecutive days) in a calendar year. In 2020 onward, the seasonal period is set as being between April 1 and October 31:  Custodial Assistant  Parks Laborer  Transportation Laborer  Golf Course Laborer  Pro-Shop Golf Course Laborer and Pro-Shop Supplemental positions are limited to 1500 hours in a calendar year and the employment period is between March 1 and November 30. 1.2.3 Interns- Use of iInterns performing bargaining unit work citywide is limited to one-year terms of employment, and each intern shall not work longer than 1,040 hours during that year. The employment year for interns will be measured from the date of hire forward. Hiring of interns is done within City guidelines. The City will notify the Union of internship descriptions involving bargaining unit work. Interns must be enrolled in school and assisting, not supplanting, bargaining unit work. 1.3. Excluded Positions The Union recognizes the following positions as being excluded from the represented classifications listed in Appendix A: 1.3.1. All positions in the Human Resources & Risk Management Department. AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 19 1.3.2. All clerical or secretarial positions designated as “confidential” in each department. Only one “confidential” designation will be allowed in each department. 1.4. New Positions Should it become necessary to establish a new job classification within the bargaining unit during the term of this Agreement, the City will create the classification. The salary for any new classification within the bargaining unit shall be subject to negotiations. The Union shall be notified of any newly created classifications in the City, which are not recognized by other bargaining units, including the City’s initial determination regarding bargaining unit status. Disagreements regarding the appropriateness of their inclusion or exclusion from the bargaining unit will be referred to the Public Employment Relations Commission for resolution. 1.5. Executive Board Meetings The Union will provide a calendar of all regularly scheduled Executive Board meetings for the next calendar year in December of the preceding year to the Human Resources & Risk Management Administrator. 1.6. Job Classification Changes Changes to existing position classifications and position descriptions shall be provided to the Union president and secretary ten (10) working days prior to the next regularly scheduled Executive Board meeting. The Union shall respond to the changes, AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 20 in writing, within ten (10) working days of the meeting, unless an extension is mutually agreed upon. If the Union’s written response is not provided within the timeframe above, management may move forward with the changes that have been submitted. 1.7. Point Factor Method (PFM) In an effort to objectively compare positions for internal equity, the City has utilized a Point Factor Method (PFM) to help in determining a position’s pay grade. Internal equity compares positions according to requirements for similar skill, education/training, and responsibility, and if the jobs are performed under similar working conditions. The PFM uses factors that are commonly found in positions, and each factor is broken into point values based on the varying levels of difficulty or effort needed to complete them. The position’s point value is then compared to other positions to select an appropriate grade. Effective January 1, 2022, HRRM staff will utilize the Point Factor Method in conjunction with external market data when determining a grade placement due to a Reclassification, as part of a market study, or when creating a new position. If no external market data exists, the PFM will be used to determine the grade placement based on the internal equity analysis solely. Any PFM analysis will be shared with the affected employees and the union. 1.8. Reclassification Reviews The reclassification process will be put on pause for the duration of 2025. If the Reclassification process is revised, the policy will be AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 21 shared with the Union and the parties are able to negotiate any impacts. If the parties are not able to reach agreement by 12/31/2025, the parties will revert to the reclassification process and timeline as follows: An employee may request a position review for proper classification placement when the employee believes that there has been significant change in duties and responsibilities of the position. Reclassification reviews will be done in accordance with City Policy #320-05 (Request for Reclassification), as established July 7, 2009, to the extent that such does not conflict with the agreement. A Position Description Questionnaire (PDQ) form must be fully completed and requires review by the employee’s supervisor, the Division Director and the Department Administrator. A market study will be conducted by HRRM staff as part of the reclassification process for those positions that meet the definition for requiring a reclassification. The deadline for submittal of the PDQ to the employee’s supervisor is May 1. The Department shall forward the request to the Human Resources Department within 30 days of the initial request. If the Department does not forward the request within 30 days, the employee may submit the request directly to the Human Resources Department to ensure the submission deadline is met. The Human Resources Department will notify the employee within seven (7) working days of the receipt of the request. Requests submitted to Human Resources by the July 1 deadline and subsequently approved shall be included in the following year’s budget. Those approved by the City Council shall have an effective date of January 1 of that budget year. Any delays in the reclassification AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 22 process shall not affect the implementation date and all pay shall be retroactive to January 1 of that budget year. Any appeals will be reviewed by the Human Resources and Risk Management Administrator for a final decision. Human Resources will meet with the Union regarding salary placement of any revised position(s). Once a request to reclassify a position has been submitted and reviewed, no further consideration will be given to reclassifying the position for a twenty-four (24) month period following submission. 1.9 Job Description and Salary Updates Work will be done to reflect current duties, job description revisions shared per the Union review process, and then HR staff will conduct a market study, with wage adjustment negotiated for those deemed under market, for any titles that either have not received a market study since 2017 or, at the time the market study was completed, there were not enough matches. Position titles that do not have a minimum of 4 matches from comparable cities will be evaluated using the PFM and their salary adjustments negotiated based on internal equity. The work shall be completed no later than July 31, 2023. ARTICLE 2 – UNION MEMBERSHIP AND DUES DEDUCTION 2.1. Payroll Deduction The Employer agrees to deduct from the paycheck of each employee, who has so authorized it in writing, the regular monthly AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 23 dues uniformly required of members of the Union. The amounts deducted shall be transmitted monthly to the Union on behalf of the employees involved. Employees may cancel their payroll deduction by written notice to the Union in accordance with the terms and conditions of their signed payroll authorization card. The Union will provide timely notice to the City of the cancellation of their dues authorization by a bargaining unit member. Every effort will be made to end the deduction effective on the first payroll, but not later than the second payroll, after the City’s receipt of notice of cancellation from the Union. Authorizations for Payroll Deduction are valid whether executed in paper form or electronically. The Employer shall provide to the Union monthly a complete list of all bargaining unit members that includes employee name, home address, job title, hire date into current bargaining unit, monthly salary, hourly wage, and whether the employee has authorized the deduction of Union dues. The Union may change the fixed dollar amount, which will be the regular monthly dues, once each calendar year during the life of this agreement. The Union will give the City thirty (30) calendar days’ notice of any such change in the amount of uniform dues to be deducted. 2.2. PAC Program The Employer agrees to deduct from the wages of any employee who is a member of the Union a PEOPLE deduction as provided for in a written authorization. Such authorization must be executed by the employee and may be revoked by the employee at any time by AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 24 giving written notice to both the Employer and the Union. The City will allow AFSCME, Local 2170 the option to have funds deducted from member’s paychecks twelve (12) times annually to allow contributions to the AFSCME PAC program. The City will send a check once a month to Washington State Council of County and City Employees, AFSCME Council 2. The Employer agrees to remit any deductions made pursuant to this provision to the Union together with an itemized statement showing the name of each employee from whose pay such deductions have been made and the amount deducted during the period covered by the remittance. 2.3. Hold Harmless Agreement The Union will indemnify, defend, and hold the Employer harmless against any claims made and against any suit instituted against the Employer on account of any actions by the Employer in administering recognition, union membership and dues deduction. 2.4. Refunds The Union agrees to refund to the Employee any amounts paid to it in error upon presentation of proper evidence thereof. 2.5. New Employees The Employer will furnish to the Local Union Treasurer the names of all new employees in the bargaining unit as specified in Article 1, Section 1.1, within five (5) working days of hire. Newly hired employees shall be granted 30 minutes to meet with their Steward or another officer of the Union. AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 25 2.6. Union Officer List The Union agrees to furnish the Employer with a list of Union Officers and Shop Stewards and to maintain such list in a current status. ARTICLE 3 – HOURS OF WORK 3.1. Work Week The work week shall consist of seven (7) days beginning immediately after 12:00 midnight on Saturday and ending at 12:00 midnight the following Saturday. The regular work week shall consist of forty (40) hours, exclusive of lunch, within the work week. Exceptions to this shall be alternative work schedules, and work weeks which, when utilized, shall be reduced to writing and signed off by the Employer, employee and the Union. The City or the employee may discontinue alternative/flex work schedules and work weeks in accordance with Article 3, Section 3.3.3. Discontinuation of alternative/flex work schedules shall not require the approval of the Union. 3.2. Work Dday A regular workday shall consist of not more than ten (10) hours, exclusive of lunch, unless otherwise provided for through an agreed upon alternative work schedule. 3.3. Work Schedules 3.3.1. Normal Work Week – The normal work week shall be five (5) consecutive days of not more than eight (8) AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 26 hours per day, Monday through Friday, exclusive of the lunch period, except where the work day or work week is different and accepted as a condition of employment or mutually agreed upon in writing between the Union, employee and the Employer. 3.3.2. Flextime and Alternative Work Schedules – Employees may work flex-time or alternative work schedules, with prior supervisory approval and with the Payroll/HRRM designees determining the implementation date of the new schedule. Flexible work schedules shall be mutually agreed upon between the Employer and the employee. All flex- time and alternative work schedules shall be reduced to writing and signed off by the Employer, employee and the Union. Flex-time schedules, by example only, shall be schedules that provide for daily or weekly adjustable work hours. Alternative work schedules, by example only, shall be schedules that allow for schedules other than 5 consecutive days (Monday through Friday) of 8 hours work, such as 9/80 and 4/10 schedules. 3.3.3. Schedule Changes – Work schedule changes may be initiated by the Employer or the employee. When schedule changes of thirty (30) days or more are initiated by the Employer, employees will receive written notice of the change thirty (30) calendar days prior to the effective date of the change. Except in emergency situations and situations that are unforeseen or unanticipated, employees will receive AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 27 written notice a minimum of two working days before all other schedule changes initiated by the Employer. If written notice is not received as outlined herein the employee shall receive pay at one and one-half (1½) times their normal hourly rate for the first shift worked on the new schedule. The City will not manipulate work schedules for the sole purpose of avoiding the payment of overtime. Work schedule changes initiated by the employee may take place immediately with the concurrence of the supervisor, provided that the change does not create an undue hardship in the department or disservice to the public. 3.3.4. Consecutive Hours Worked – Employees shall not work more than sixteen (16) consecutive hours during any consecutive twenty-four (24) hour period. 3.3.4.3.3.5. Any employee who has worked 16 or more hours in a consecutive 24 hour24-hour period shall have eight (8) uninterrupted hours off prior to their next scheduled working period to ensure adequate rest. In an emergency situation, the employee will be allowed to work up to 20 hours if the employee consents and the onsite Director or their designee determines it is safe for the employees to do so, and keeping them onsite is imperative for continuity of a successful resolution. The employee shall be allowed to use any hours in their leave bank (vacation, comp- time, personal holiday, or sick) for ½ of total hours and AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 28 the City shall provide paid time off for ½ the total hours of the subsequent working period that overlap with the eight (8) hours of required rest. 3.4. Meal and Rest Periods 3.4.1 Meal Period – There shall be an unpaid meal period of not less than one-half (1/2) hour nor more than one (1) hour during the regular workday. If an employee is required to work two (2) or more hours beyond his or hertheirtheir regular work dayworkday, the employee shall be entitled to an additional paid meal period of one-half (1/2) hour. For each additional four (4) hour overtime increment beyond the two (2) hours, the employee shall receive an additional meal period of one-half (1/2) hour. If the Employer furnishes meals, the employee shall eat them on his or hertheir their own time. Whenever possible the meal period shall be scheduled near the middle of the workday. An employee may voluntarily waive their unpaid meal period with written approval from their supervisor. The documentation showing that it was a voluntary waiver at the employee’s request will be retained by HRRM in compliance with Department of Labor’s Wage and Hour regulations. This voluntary waiver is to be used occasionally and is not intended to be a regular on-going change to the employee’s work schedule/shift. 3.4.1.3.4.2. Rest Period – Except in emergency situations, there shall be one fifteen (15) minute rest period AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 29 during each four (4) hour period of the workday whenever feasible. Emergency situations are defined as situations where injury to persons, loss of life and/or serious public or private property damage are possible. 3.5. Clean-Up Time Employees whose work requires personal clean-up prior to leaving the Employer’s premises or job site shall be allowed necessary time for doing so prior to meal breaks, not to exceed five (5) minutes, and the end of the shift, not to exceed ten (10) minutes. Work schedules shall be arranged so employees may take advantage of this provision where it is applicable. 3.6 Hotel Accommodations and Snow Operations Employeess moved to a new schedule (day or night shift) due to a winter weather event (snow or ice) receive pay at one and on e-half times (1.5) their normal hourly rate for the entire first shift worked on the new schedule if not provided 48 hours notice of the schedule change. For those that are “held over” to work a 12 hour12-hour shift that intersects with their regular day/shift should will for time-coding purposes be 9 hours regular, 9 hours half-time straight-time, and 3 hours overtime, if working the 9/80 schedule. This example would change if the employee is regularly scheduled to work 5/8’s or 4/10’s schedule. Due to the unpredictable nature and duration of snow events, employees moved from snow shift back to their regularly AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 30 scheduled shift will receive no overtime compensation if 2 days’ notice is not provided as stated in section 3.3.3. In the event of winter weather requiring winter operations, the City shall make hotel accommodations available to employees working a winter operations schedule, under the direction of the Public Works Administrator or their designee. When an employee is placed on a winter weather schedule, the City shall offer the employee the option of utilizing hotel accommodations. Any value of the hotel stay(s) utilized by employees above $150 per night shall be treated as imputed income on the employee’s paycheck. ARTICLE 4 – OVERTIME & PAY ASSIGNMENTS 4.1. Overtime 4.1.1. Allocation of Overtime – The Employer shall determine when and by whom overtime will be worked. Whenever feasible, the Employer will request volunteers from among the employees with the requisite skills to perform the work, before requiring employees to work overtime. Overtime opportunities will be allocated as equally as possible among employees within a work unit. 4.1.2. Overtime Rate – Except as otherwise provided in this Article, all hours worked in excess of the employee’s scheduled workday, when worked upon the direction or approval of the employee’s supervisor, shall be paid AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 31 at the rate of one and one-half (1½) times the employee’s straight-time hourly rate or compensated by granting one and one-half (1½) times the number of excess hours worked as compensatory time. Overtime shall be based on compensated hours and in accordance with FLSA regulations. The employee shall make his or hertheir choice (overtime pay or compensatory time) known to his or hertheir supervisor not later than the end of the work week in which the work was performed. 4.1.3. Compensatory Time – Compensatory time off, when granted, shall be at a time convenient to the employee and consistent with the operating needs of the Employer. Compensatory time off shall be taken under this Article as required by the Fair Labor Standards Act, if such continues to be applicable to local government employees. Compensatory time banks shall not exceed one hundred (100) hours. Employees may cash out compensatory time during any pay period throughout the calendar year. Any compensatory time over forty (40) hours as of December 31 will be automatically cashed out at the employee’s regular rate of pay and paid on the January 10 paycheck. Employees with forty (40) hours or less shall be allowed to carry over the time into the following year. 4.1.4. Computing Overtime – The nearest one-quarter (1/4) hour shall be used in computing overtime. AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 32 4.1.5. Meeting Attendance Outside of Normal Work Schedule – With supervisory approval, each employee that is required to attend a meeting on their normally scheduled workday before or after their regularly scheduled shift shall be allowed to modify their schedule during the work week of the meeting so that the work week does not exceed their regularly scheduled hours. This Section does not prohibit employees that modify their time, as above, from receiving overtime as otherwise provided in this Article for hours worked outside of their normally scheduled work day that fall on non-modified days. 4.1.6. Consecutive Day Overtime– Employees required to work on a regularly scheduled day off shall be paid at the rate of time and one-half (1 ½) for the first twelve (12) hours and the rate of two times (2x) their regular rate of pay, consistent with Section 4.3 below, for any hours worked in excess of twelve (12) hours. Employees required to work on a second consecutive day shall be paid at two (2) times their regular rate of pay for all hours worked. If during the workweek, a half day (or more) of holiday, vacation, sick leave and comp-time are taken, this does not count as paid work when determining the consecutive days for purposes of double time. 4.1.7. The following positions are set up as program oriented and as a condition of hire these positions may perform evening and weekend work as programs require. These positions may require a voluntary shifting of AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 33 schedule within the workday and this shift will not trigger overtime. These positions are not subject to daily overtime but will be paid weekly overtime for compensable hours in excess of the normally scheduled work week.  Senior Program Specialist and Program Specialist  Neighborhood Program Coordinator  Farmer’s Market Coordinator  Program Assistant  Recreation Coordinator  Recreation Specialist  Recreation Assistant 4.2. Call-back Pay Call-back shall be defined as all time worked in excess of a scheduled shift, which is not an extension of that shift, and is unanticipated, unforeseen, and not a regular function of the employee’s work schedule. “Unanticipated, unforeseen” shall include, but not be limited to, work that is performed where the employee has been notified after the conclusion of their regular work day and the work is performed prior to the start of their next regular work day. Employees who are required to report to the work site or the field shall be paid a minimum of two (2) hours at a rate of two times (2x) their regular hourly rate of pay, starting from the time they answer the phone through the time they return home (portal to portal). AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 34 Employees who are not required to report to the work site or field but can address the issue(s) from home shall be paid for one (1) hour of work at two times (2x) their regular hourly rate so long as the time is spent working and not merely informational, (i.e.e.g., schedule change). Employees who qualify for the one (1) hour call back pay shall not be subject to the provisions of paragraph 4.5 of this Article regarding the suspension of standby pay. Employees who work more than one (1) hour without reporting to the worksite or field shall be paid at (2x) their regular hourly rate for all hours worked at home and will be subject to the provisions of paragraph 4.5 of this Article regarding the suspension of standby pay. Recreation staff involved in conducting scheduled recreation programs/events shall be excluded from this provision. Employees who must attend regularly scheduled meetings after their normal work hours shall be paid a one (1) hour minimum at the time and one-half (1½) rate. 4.3. Extended Shift Overtime Employees required to work more than four (4) hours beyond the end of their scheduled work shift shall be paid at two times (2x) their regular rate of pay for all time worked beyond the first four hours of overtime. 4.4. Shift Differential A shift differential of $1.00 shall be paid for all hours worked by an employee when fifty percent (50%) of his or hertheir regular workday is between 12:00 midnight and 8:00 a.m. When such shift AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 35 is requested by the employee and approved by the Employer, this provision shall not apply. 4.5. Standby The Employer reserves the right to establish a standby program. Based on service needs, each department may establish a roster of qualified personnel who would be available for callback during an emergency situation. Personnel identified as on standby shall be required to carry a city issued cell phone or other device and be able to respond immediately to call-back situations without restrictions or impairments, . aAnd reply to the dispatch center within fifteen (15) minutes of the initial call, and if required be within the city in 60 minutes or less if responding in person. If an employee on standby duty fails to respond to a call or report to work when called back, they may be subject to disciplinary action. Employees on standby shall receive standby pay as follows: Starting with the first full pay period following ratification and adoption of the successor agreement standby pay shall be paid at $4.003.40 per hour. An employee on standby duty who is called out shall receive the applicable callout rate in addition to Standby Duty pay. Only the employee carrying the standby phone at the time of the callout, and driving their own personal vehicle, is eligible for reimbursement at the standard federal mileage rate. The reimbursement would be for their drive to the worksite due to a callback (roundtrip) from the employee’s home address or a maximum of 30 miles each way, whichever is less. Travel time for distance between home and regular or main job is considered a taxable fringe benefit and will be added to their paycheck. Travel time for distances between home and temporary AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 36 work location (if not regular or main job), or main job and temporary work location, are not considered a taxable fringe benefit. To request mileage reimbursement, the employee must submit a written claim verifying mileage, travel location(s) and the date(s) of call-back(s). Standby allowance shall be suspended upon callback and the provisions of Section 4.2 of this Article shall prevail. Standby periods shall be determined by the Employer. Standby pay is not available during the employee’s regular work hours. Management shall reserves the right to transfer the standby assignment when the employee is unavailable for their standby assignment (i.e.e.g. sick, or approved vacation, or comp-time used by designated employee). Qualified personnel shall be determined by the Employer and assigned standby on a rotational basis. Every effort will be made to establish the roster on a volunteer basis. If insufficient volunteers exist, placement on the roster shall be mandatory. Employees on sStand Bby duty may trade or give away shifts to other qualified employees, with the appropriate advanced written notice to and approval of their Supervisor/Manager/Director. 4.6. Uniform Allowance The City of Renton shall furnish standard clothing of the City’s choice and design to all field staff in the Maintenance Services , Airport Maintenance, Facilities and Transportation Maintenance Divisions of Public Works as well as the Parks Maintenance division of Parks & Recreation. Eligible staff in these divisions shall have an allowance of $300 per calendar year to purchase any combination of the following items: AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 37 T-Shirts Long Sleeve Button Down Shirt Long Sleeve T-Shirts Long Jeans** Sweat Shirts (1) Stocking Cap Collared Shirt ** The purchase of long jeans must not exceed $150. A newly hired employee will be able to access this $300 clothing allowance upon hire. Clothing damaged or contaminated on-duty shall be cleaned or replaced at the City’s discretion, however the City will not exceed $175 in replacement costs per employee, per calendar year. The City of Renton shall furnish standard clothing of the City’s choice and design to the Court Security Officer to include: (5) Shirts with Court Security language and name (1) Light-Weight Jacket with Court Security language and name (3) Pairs of Black pants Clothing will be replaced once per year or as needed for the Court Security Officer. All clothing items bearing a Renton insignia and in the employee’s possession remain the property of the City and must be returned AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 38 when leaving employment with the City. If the insignia-bearing items are not returned by the employee, the employee will be subject to a pro rata deduction of the current year’s utilized benefit (not to exceed $300) from the employee’s final paycheck. 4.7. Acting Pay & Working Out of Class When an employee is asked to assume the duties of a position at a higher salary grade on a temporary basis, the employee shall receive a premium equal to five percent (5%) of their base salary, provided the temporary promotion will extend for at least fifteen (15) calendar days. While working out of class by performing some but not all of the responsibilities of another, higher- paid position, the employee will receive a five percent (5%) premium when assigned these duties for a minimum of fifteen (15) calendar days or more. The premium will be applied based on assignment, without subtracting time for single day absences. 4.8 Interpreters Department Administrators will review employee requests to be certified interpreters based on the nature of their job duties, language spoken, Renton demographics, and their frequency of contact with the public. An employee may elect to discontinue participation as an interpreter provided 5 working day s notice.; their payment will end in the pay period that they provided notice. Employees in AFSCME represented positions who are approved to be interpreters by the Administrator and who pass a City approved AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 39 and provided examination for interpreters will be compensated at the rate of $150 per pay period while certified. This amount is taxable. Employees that pass the initial examination will be required to recertify annually, at the City’s expense, in order to retain this compensation. Employees will maintain a log documenting occurrences of interpretation services they provide. If an employee does not pass the interpreter examination that employee will be able to retake the test within the first year at their own expense by issuing a check to the City and City staff will schedule the test utilizing the City-selected test vendor. Alternately, employees can retake the examination at the City’s expense 1 year after the failed test results being received. ARTICLE 5 – SICK LEAVE 5.1. Sick Leave Accrual Sick leave is available when an employee is absent as a result of personal illness or injury, or when medically necessary to care for the employee’s child, parent, parent-in-law, spouse, domestic partner or a domestic partner’s child, and grandparent, as provided by the Family Care Act of Washington (FCA), WAC 296-130, and/or the Family and Medical Leave Act (FMLA), the Washington State Family Leave Act (FLA), or any qualified FMLA covered reason. 5.1.1. Upon employment, new full time employees shall receive twenty-four (24) hours sick leave. At the end of the first three months of full time employment an additional twenty-four (24) hours sick leave shall be AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 40 granted. At the completion of six full months of employment, employees shall accrue sick leave at the rate of eight (8) hours per month. Employees who resign or are terminated prior to completing six full months of employment shall reimburse the Employer for any used but unearned sick leave. 5.1.2. Sick leave accrual shall be prorated based on the employee’s regularly scheduled weekly hours of work, divided by 40. 5.1.3. Employees shall be allowed to use sick leave in increments of fifteen (15) minutes. 5.2. Sick Leave Cash Out For employees hired before January 1, 1994, cash payment of accrued, unused sick leave shall be made upon a PERS I employee’s resignation, retirement, discharge (unless discharge is a result of the employee’s conviction of any criminal statutes relating to or connected with his/her employment), or death. Such payment shall be limited to 50% of accumulated but unused sick leave, to a maximum of 960 hours. In the event of death, payment shall be made to the estate of the employee. Employees hired on or after January 1, 1994, shall not be eligible for cash out of any accrued but unused sick leave. 5.3. Long Term Disability Plan All employees will be enrolled in an Employer-sponsored long-term disability plan with a benefit equal to 60% of base salary after a maximum waiting period of 90 calendar days. If an LTD claim is AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 41 approved by the carrier, employees will be permitted to use any accrued leave balance they have at 40%, bringing the combination of the LTD benefit and accrued leave payment to 100% of their pre- disability earnings. The Employer will pay the premiums necessary to fund the benefits of the plan. 5.4. Notification Requirements 5.4.1. Sick leave may be taken in lieu of vacation time whenever an employee is on vacation and becomes sick or hospitalized. A doctor’s certificate of the illness must be furnished by the employee in a timely manner to substantiate such sickness or disability. This exchange will not alter the employee’s scheduled vacation except by mutual agreement with the Employer. 5.4.2. The Employer may require a signed statement from the employee’s Health Care Provider for absences of three (3) days or longer or if the City reasonably suspects sick leave abuse. 5.4.3. An employee who will be out on sick leave must notify his or hertheir immediate supervisor or other designated person of the absence prior to the start of said leave, or as soon as possible. 5.5. Abuse of Sick Leave Use of sick leave is restricted to the purposes set forth in Section 5.1 of this Article. Employees found to be abusing sick leave privileges shall be subject to disciplinary action, pursuant to Article 16, Section 16.3. AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 42 5.6 WA State Paid Family Medical Leave 5.6.1 Eligible employees are covered by Washington’s Family and Medical Leave Program, RCW 50A.04. Eligibility for leave and benefits, which began January 1, 2020, is established by Washington law and is therefore independent of this Agreement. Premiums for benefits are established by law, will total four-tenths of one percent (0.4%) of employees’ wages (unless otherwise limited by action of the State). Employees will pay through payroll deduction the full cost of the premiums associated with family leave benefits and forty-five percent (45%) of the cost of the premiums associated with the medical leave benefits, as determined under RCW 50A.04.115 5.6.2 Use of sick leave: For better consistency across leave plans, sick leave may be used for family members, including spouse, child, grandchild, parent, or grandparent, as these relationships are defined in the State PFML. Leave may be taken for siblings only for State Accrued Sick Leave, and PFML. 5.6.3 Coordination with PFML: Employees who are approved by the State for a benefit under PFML will be permitted to use their accrued leave balance as a “Supplemental Benefit” to bring them to full base pay, in accordance with provisions outlined by the State. AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 43 Employees will have the option to 1) use accrued leave exclusively and forgo the PFML, or 2) use PFML exclusively and forgo use of accrued leave, or 3) use their accrued leave as a Supplemental Benefit in combination with their PFML to bring them to full base pay. Employees may change their election effective the first day of any pay period, by notifying HR and completing a new election form. For those employees, electing option 3 above, the procedures for a Supplemental Benefit will be similar to the City’s existing procedures for Workers’ Comp Time Loss, with the accompanying leave buy back. Employees will submit leave time to the City for a Supplemental Benefit for the full number of hours not worked. They will submit the full amount of the PFML benefit they receive to the City in a timely manner. The amount of the PFML benefit will be used to “buy back” a portion of the accrued leave that was taken as a Supplemental Benefit. In order to use accrued leave as a “Supplemental Benefit” the employee must, in advance, sign an agreement to submit the PFML benefit amount to the City as soon as practical, and in no case later than 30 days of receipt. Any employee electing this option and failing to return the PFML benefit amount(s) received will be in violation of City policy and the Union Contract and may be subject to discipline. When necessary, the Union will support the bargaining unit members in meeting their “check AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 44 return” obligation. If leave balances with the City are exhausted, the employee will move to option 2 above. ARTICLE 6 – HOLIDAYS Employees shall receive holidays in accord with the following: 6.1. Observed Holidays The following days shall be observed as legal holidays: 6.1.1. January 1 (New Year’s Day) 6.1.2. Third Monday in January (Martin Luther King, Jr. Day) 6.1.3. Last Monday in May (Memorial Day) 6.1.4. June 19th (Juneteenth) 6.1.5. July 4 (Independence Day) 6.1.6. 1st Monday in September (Labor Day) 6.1.7. November 11 (Veterans’ Day) 6.1.8. 4th Thursday in November (Thanksgiving) 6.1.9. 4th Friday in November (day after Thanksgiving) 6.1.10. December 25 (Christmas Day) 6.1.11. When Christmas Day is observed on a Tuesday, Wednesday or Friday, the previous day shall be a holiday. When Christmas day occurs on a Monday or Thursday the next day shall be a holiday. When Christmas day occurs on a Saturday, the two preceding working days shall be observed as holidays. When Christmas Day occurs on a Sunday, the two working days following shall be observed as holidays. AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 45 6.1.12. Two personal holidays of employee’s choice. Existing employees will be eligible for the two (2) personal holidays from the beginning of the year. Upon employment, new employees will be eligible for one (1) day (8 hours) of personal holiday to use. After being employed for six (6) months, the employee will be eligible for the second day (8 hours) of personal holiday to use. Except, if the employee begins employment on/or after July 1st, they will not be eligible for the second personal holiday in that year. 6.1.13. Any other day proclaimed by the Governor for all political subdivisions of the State, or by the Mayor of the City. 6.2. Holiday Pay 6.2.1. Working on Holidays - Holiday situations are as follows: 6.2.1.1. For employees working on an observed holiday, the observed holiday shall be considered the holiday. 6.2.1.2. For employees working on an actual holiday but not the observed holiday, the actual holiday shall be considered the holiday. 6.2.1.3. For employees working on both the actual holiday and the observed holiday, only the actual holiday shall be considered a holiday. AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 46 6.2.2. Pay Rates for Working on Holidays: Employees scheduled to work in one of the three (3) situations listed above shall receive one and one-half (1½) times their regular rate of pay for all hours worked on the holiday and the employee shall be permitted to: 6.2.2.1. Schedule an alternate day off within the same calendar year (up to eight (8) hours) with prior approval from his or hertheir supervisor which does not cause significant operational disruption for the department; or 6.2.2.2. Receive up to eight (8) hours holiday pay for that holiday worked. 6.2.3. The decision to grant holiday pay or a compensatory day off shall be determined in advance. 6.2.4. Employees scheduled in advance to work on a holiday shall be scheduled for a minimum of four (4) hours. 6.3. Holidays Falling on Scheduled Day Off Whenever the actual holiday or the observed holiday falls on an employee’s regularly scheduled day off, the employee shall be allowed to use eight (8) hours, in one (1) hour increments, at anytime before the end of the year. If both the actual holiday and the observed holiday occur on regularly scheduled days off the employee shall be granted only eight (8) hours off with pay. Unused holidays granted under this provision shall have no cash value. AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 47 6.4. Holidays Falling on Weekends When a holiday falls on a Saturday, the preceding Friday shall be observed as the Holiday. When a holiday falls on a Sunday, the following Monday shall be observed as the holiday. For employees regularly scheduled Saturday and/or Sunday, holidays shall be observed on the actual holidays. If an employee is scheduled to work on both an observed holiday and the actual holiday, they will be compensated as described in Section 6.2 of this Article. 6.5 Regular Part-time All regular part-time employees subject to the provisions of this Agreement shall receive holiday leave at a pro-rated amount based on the number of hours scheduled in their work week divided by forty (40) hours. 6.6. Personal Holiday Use/Cash Out Personal Holiday hours may be used in 15 minute increments. Personal Holiday hours not used by the employee by December 31 will be cashed out at the employee’s hourly base rate for that same year, and paid on the January 10 pay check. Eligible Personal Holiday hours not used by the employee at time of employment separation for any reason will be cashed out at the employee’s current hourly base rate and paid in the employee’s final paycheck. AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 48 ARTICLE 7 – VACATIONS 7.1. Accrual Rate The following vacation benefits shall be provided: Length of Service Days per Year Hours per Pay Period Hours per Year 0 through 35 years 12 4 96 4 through 5 years 15 5 120 6 through 10 years 18 6 144 11 through 15 years 21 7 168 16 through 20 years 24 8 192 21 and subsequent years 27 9 216 7.1.1 Regular part-time employees subject to the provisions of this Agreement shall be provided vacation benefits at a pro-rated amount based on the number of hours scheduled in their workweek divided by forty (40) hours. 7.1.2 Employees may use accrued vacation leave in increments of fifteen (15) minutes. 7.1.3 Employees begin accruing vacation on their hire date and accruals are available for immediate use. AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 49 7.2. New Hire Vacation Incentive A Ddepartment Aadministrator may deem a new hire eligible to receive a one-time lump sum up to 40 hours of vacation leave to be eligible for use upon successful passing of probation. The decision to grant hours will be made at the time of the employment offer to a new hire and will be based on the number of years the individual has in their particular field or discipline, as well as the difficulty in recruiting for the position. No hours will be accrued or paid to a new hire who is terminated or voluntarily leaves the city prior to passing probation. 7.3 Maximum Vacation Accumulation The maximum accumulation of vacation time for an employee shall not exceed twice the current annual accrual limit as provided in above Section 7.1. 7.34. Vacation Requests Requests for vacation leave are subject to supervisory approval. Except in emergency situations, requests for vacation leave shall be submitted in writing, at least the workday prior to the requested time off. Vacation requests shall be responded to within one week unless submitted less than two weeks in advance. For vacation requests submitted less than two weeks in advance, a response within one working day after receipt is required. 7.45 Cash Out Upon Separation Vacation accrued but unused during the term of the employee’s employment with the city will be cashed out at the employee’s AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 50 hourly base rate at the time the employee separates from city employment. ARTICLE 8 – BEREAVEMENT LEAVE Up to five (5) three days with pay shall be given to employees for each instance of a death of the employee’s mother, father, step- parent, legal guardian, spouse/domestic partner, child, stepchild, child of a domestic partner, mother-in-law, father-in-law, sister, brother, brother-in-law, sister-in-law, grandchild, or grandparents. Exceptions to this list will be reviewed for eligibility by the HRRM Administrator based on written request explaining the family-type relationship. The number of hours of bereavement leave allowed regular part-time employees covered by this Agreement shall be adjusted to reflect the number of scheduled hours in their workweek. Leave will be taken within six months of death, or longer with the HRRM Administrator or designee’s review and approval. All requests for extended bereavement leave shall be approved by the Department Administrator in advance. Employees may use accrued vacation, sick, compensatory time, and/or personal holiday hours to cover extended bereavement leave. Sick leave may be used if all other leave banks are exhausted. ARTICLE 9 – INSURANCES Definitions: REHBT: Renton Employees’ Healthcare Board of Trustees REHP: Renton Employees’ Healthcare Plan AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 51 Funding Goal: It is the responsibility of the Renton Employees’ Healthcare Board of Trustees to establish and maintain fund goals in relationship to the Renton Employee’s Healthcare Plan. Plan Member: An eligible Renton employee, along with their dependents, that is covered under the Renton Employees’ Healthcare Plan. Premiums: The contributions made to the REHP by both the City and the employees to cover the total cost of purchasing the REHP. Contributions made by employees for co-pays, lab fees, ineligible charges, etc., are not considered premiums for the purpose of this Article. 9.1. Health Insurance 9.1.1. Participation - The City and the Local/Union/Guild agree to jointly manage the REHP during the term of this agreement. The REHBT is comprised of AFSCME Local 2170; Police Guild; and the City, and will meet at least quarterly to review the REHP including costs associated with the REHP. Medical coverage shall be provided in accord with the laws of the State of Washington, RCW 41.26.150 and federal plans: Patient Protection and Affordable Care Act and the Health Care and Education Affordability Reconciliation Act of 2010. The Local/Union/Guild agrees to continue participation in the REHBT and to identify and support cost containment measures. 9.1.2. Plan Coverage - The City will provide a medical/dental, vision, and prescription drug insurance plan for all AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 52 eligible employees including all bargaining unit members and their eligible dependents. 9.1.3. Premiums - For the calendar years 2022 2025 through calendar year 20242027, the total cost of the plan shall be divided as follows: YEAR CITY EMPLOYEES 20222025 91% 9% 20232026 91% 9% 20242027 91% 9% Employee premiums will be based upon the following categories:  Employee  Employee/1  Employee/2+  Employee/Spouse or Domestic Partner  Employee/Spouse or Domestic Partner/1  Employee/Spouse or Domestic Partner/2+ 9.1.4. Projected Costs –The plan contributions shall be calculated by the percentage of actual plan cost increase that occurred in the previous year and based on consideration of Actuarial projections. The year in review shall be from July 1st to June 30th. 9.1.5. Alternative Plan Coverage – City contributions for the alternative plan will be at the same cost share percentage as the self-funded plan capped at the dollar amount contributed to the self-funded plan. AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 53 9.1.6. Renton Employees’ Healthcare Board of Trustees For purposes of clarifying the role of the REHBT the parties will meet in 2025. – The REHBT includes members from each participating Union. Each union will have a maximum of one (1) vote, i.e. the Police Guild has two (2) bargaining units but only receives one (1) vote on the REHBT. The City only receives one (1) vote also. If all bargaining units participate, the voting bodies would be as follows: AFSCME – 2170; Police Guild; and the City for a total of three (3) votes. 9.1.6.9.1.7. Plan Changes – The members of the REHBT shall have full authority to make plan design changes without further concurrence from bargaining unit members and the City Council during the life of this agreement. 9.1.7.9.1.8. Voting – Changes in the REHP will be determined by a majority of the votes cast by REHBT members. A tie vote of the REHBT members related to a proposed plan design change will result in continuing the current design. 9.1.8.9.1.9. Surplus – Any surplus in the Medical Plan shall remain available only for use by the Renton Employees’ Health Plan Board of Trustees for either improvements in the Plan, future costs increase offsets, rebates to participants, or reduction in employee contributions. AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 54 9.2. Life Insurance The Employer shall furnish to the employee a group term life insurance policy in the amount of the employee’s annual salary plus longevity, rounded to the nearest $1,000 and includes accidental deathl and dismemberment coverage including double indemnity and limited to a maximum benefit of $50,000. The Employer shall furnish a group term life insurance policy for $1,000 for the employee’s spouse and $1,000 for each dependent. 9.3. Federal/State Healthcare Options In the event of a Federal/State healthcare option, the REHBT shall have the option to review the proposed Federal/State option and take appropriate actions. 9.4. COBRA When an employee or dependents health care benefits ceases based on a qualifying event, the employee or dependent shall be offered medical and dental benefits under the provision of Consolidated Omnibus Budget Reconciliation Act (COBRA). ARTICLE 10 – JURY DUTY When an employee is called for jury duty, or is subpoenaed as a witness in any litigation/administrative hearing process in which the employee is not a party, such time shall be considered as time worked and paid at the appropriate salary level of the employee. Employees shall be required to give reasonable advance notice of such subpoena or other legal requirement to appear and provide the City with a copy of the subpoena or other legal document AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 55 requiring the employee’s presence. The copy of the subpoena or legal document will be given to the City in advance of the hearing or jury duty or if that is not possible, then the copy must be furnished within 72 hours after the hearing or jury duty date. All monies received as witness or jury fees must be signed over to the City excluding any mileage/expense reimbursements. Employees will be required to call their supervisor when less than a normal workday is required by jury or witness duty. The supervisor shall determine if the employee shall be required to report to work and shall take into consideration the travel time of the employee. ARTICLE 11 – EDUCATION AND CONFERENCE 11.1. Time Off and Financial Reimbursement Employees will be granted reasonable amounts of time off and financial reimbursement for attending training programs whenever such training is work-related and attendance is required by the Employer. 11.2. Valid Business Expenses Employees who conduct authorized, official City business or participate in conferences as official representatives of the Employer while outside the City shall be reimbursed for all valid business expenses. 11.3. Access to Training The Employer is committed to the principle of training for all employees. Whenever feasible, training shall be made available for each employee within a classification within a division to prepare AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 56 them to perform all the job duties associated with that classification. Equal access to training opportunities to the extent that operational requirements permit shall be provided. 11.4 Commercial Driver’s License Training (CDL) For positions where the Employer requires an employee to obtain a Commercial Driver’s License (CDL) as a requirement of their job, the Employer shall pay for the first training and certification fees. The training and certification will be approvedprovided by an approved vendor of the Employer’s choice, and the employee will complete the training on approved work time. Effective for employees who begin city-paid CDL training on or after, January 1, 2025, should an employee voluntarily resign or be terminated within the first 12 months after completing their CDL training and measured from the date that they obtain their CDL, the employee shall reimburse the City 100% of the total cost s of the CDL training course. Should the employee voluntarily resign or be terminated within 12-24 months after the date they obtained their CDL the employee will repay 50% of the total cost of the CDL course. Should an employee voluntarily resign after 24 months, no CDL training cost repayment shall be required. The City is authorized and shall have the right to deduct and withhold part or all of such reimbursement from an employee’s salary, leave cashouts (vacation, comp-time, etc.) or other amounts due to the employee and may seek recovery of such reimbursement by any legal means. Any outstanding monies owed to the City must be paid in full within 60 days after the last day of employment. AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 57 to the employee and may seek recovery of such reimbursement by any legal means. Any outstanding monies owed to the City must be paid in full within 60 days after the last day of employment. ARTICLE 12 – SALARIES 12.1. Salaries Effective January 1, 2022, wages shall be increased by 6% over the base wages of 2021. The 6% increase for pay periods that have already been processed will be retroactively paid to all AFSCME represented employees who were employed on or after January 1, 2022.The parties understand and agree that the “me too” language of the 2021 contract extension is no longer active and that the current contract is focused on future wage adjustments. 12.1.1. Effective January 1, 2023, wages shall be increased by 100% of the 2022 Seattle-Tacoma-Bellevue June to June CPI-U with a minimum of 1.5% and a maximum of 4.5%. 12.1.2. Effective January 1, 2024, wages shall be increased by 100% of the 2023 Seattle-Tacoma-Bellevue June to June CPI-U with a minimum of 1.5% and a maximum of 4.5%. Wages shall be increased by 3.8% over the base wages of 2024, effective January 1, 2025. Retro-payment will be made no later than June 25, 2025. AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 58 In addition to this wage increase, the title of Maintenance Services Worker 1 will receive a 1-grade increase, effective January 1, 2025. This wage adjustment was negotiated in recognition of the encampment clean-up duties that this position may occasionally perform in the right-of-way and other City properties outside of Parks. The parties understand that this is an occasional duty, not to exceed 140 hours of work per employee in a year. The parties agree that the use of contracted firms to perform encampment clean-up duties may be necessary due to the size and scope of clean-up efforts, and the City retains the right to contract out this work as needed. 12.1.1 Effective January 1, 2026, wages shall be increased by 100% of the 2025 Seattle-Tacoma-Bellevue June CPI-U with a minimum of 1.5% and a maximum of 4.5%. 12.1.2 Effective January 1, 2027, wages shall be increased by 100% of the 2026 Seattle-Tacoma-Bellevue June CPI-U with a minimum of 1.5% and a maximum of 4.5%. In order to maintain a competitive compensation structure, the City shall complete an external market study of every represented position no less than every three (3) years. The City shall select the vendor that will conduct the market study. The parties agree to re-open the contract to negotiate any wage adjustments proposed during the life of this contract for those deemed over and under market. AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 59 12.2. Step Increases All anniversary step increases shall begin being paid upon the payday following the anniversary date and thereafter during the life of this Agreement. There is no acceleration of steps. 12.3 VEBA One (1) percent of employee’s base pay in lieu of One (1) percent of the existing Deferred Compensation Benefit (Article 14) to fund a City selected and contracted Voluntary Employees’ Beneficiary Association (VEBA) plan/vendor. Funding of the VEBA plans for employees will be effective April 1, 2022. Funding of the VEBA account will occur in each pay period where the employee has pay from the City for at least half of their scheduled hours and the City will handle the transfer of funds. During a pay period where the employee does not have pay for at least half of their scheduled hours, they will not have the VEBA contribution (except for leaves covered by FMLA and/or PFML). These funds are provided by the employer and are a Mandatory Employee Contribution to VEBA. ARTICLE 13 - LONGEVITY 13.1. Longevity Pay Calculation Effective June 1, 2019 employees shall receive monthly longevity pay in accordance with the following scale: Years of Service 5 years 2.0% of the monthly Grade a14, step E 10 years 3.0 % of the monthly Grade a14, step E 15 years 4.0% of the monthly Grade a14, step E AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 60 20 years 5.0% of the monthly Grade a14, step E 25 years 6.0% of the monthly Grade a14, step E 30 years 7.0% of the monthly Grade a14, step E Regular part-time employees covered by this Agreement shall receive a pro-rated amount of this scale based on the number of hours scheduled in their workweek. 13.2. Longevity Pay Date Longevity will be paid as follows based on adjusted service date: • If the employee’s Adjusted Service Date is on or between the 1st and the 15th, the employee will receive their longevity allowances on the 25th of that month. • If the employee’s Adjusted Service Date is on or between the 16th and the 31st, the employee will receive their longevity allowances on the 10th of the next month. ARTICLE 14 – DEFERRED COMPENSATION Effective April 1, 2022, the Employer shall make a deposit equal to three percent (3%) of each eligible employee’s base wage into a deferred compensation account selected by the employee from the accounts provided by the City, each pay period. Prior to April 1, 2022, the Employer shall make a deposit equal to four percent (4%). ARTICLE 15 – PAY PERIOD Employees shall be paid twice each month and any employee who is laid off or terminated shall be paid all monies due on the next AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 61 following payday. All employees shall be paid on the 10 th and 25th day of each month. If the 10th or 25th day of the month falls on a holiday or weekend period, the employees shall be paid on the last business day prior to that period. All employees will participate in payroll direct deposit. The employer will provide computer stations in convenient work locations to enable employees to access and print their electronic pay stubs during working hours. ARTICLE 16 – MANAGEMENT RIGHTS Subject only to the limitations expressly stated in this Agreement, the Union recognizes the prerogative of the Employer to operate and manage its affairs in accord with its responsibilities, powers, and authority, including but not limited to the following: 16.1. The right to establish reasonable work rules. 16.2. The right to schedule overtime in a manner most advantageous to the Employer. 16.3. The right to discipline and/or discharge employees for just cause. 16.4. The right to determine work schedules, to establish the methods and processes by which work is to be performed and the number of employees necessary to perform the work. 16.5. The right to assign work and determine the duties performed by employees in classifications included in the bargaining unit. AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 62 16.6. The employer shall retain the right to determine whether layoffs are necessary and in which departments, divisions, and classifications they will occur. 16.7 Application of the management rights as detailed above to employees in the Municipal Court shall reside with the Presiding Judge. The presiding judge of the Renton Municipal Court or their judicial designee will maintain full responsibility for discipline, termination, layoff and recall decisions subject to the provisions of this agreement. It is understood that judicial and administrative duties of the presiding judge cannot be delegated to persons in either the legislative or executive branches of government. Further, it is understood by both parties that every incidental duty connected with operations enumerated in a job classification is not always specifically described. ARTICLE 17 – UNION ACTIVITIES 17.1. Paid Release Time With prior notice, the Employer will grant employees who are Union officials, or members who are appointed to a joint management committee, reasonable time off with pay for the purpose of attending scheduled meetings with City officials. Additionally, members may have 30 minutes prior to the meeting to prepare and 30 minutes after the meeting to debrief. The Shop Steward or alternate Shop Steward and/or one Union official will be granted reasonable time off with pay by the immediate supervisor to investigate grievances. Notwithstanding the above, AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 63 only two employees per work section shall be released to attend Union meetings during the workday and must code their time as union business. 17.2. Facility Access The designated Staff Representative of the Union shall be allowed access at all reasonable times to all facilities of the Employer wherein the employees covered under this contract may be working. Access shall be granted for the purpose of conducting necessary official local Union business and investigating grievances; provided there is minimal interruption to normal work processes. 17.3. Union Communication The Employer shall permit the reasonable use of bulletin boards, e- mail, and interoffice mail by the Union for the posting of notices or communications relating to official Union business. 17.4. Training Time Union officials may request reasonable time off with pay to attend training that is beneficial to both labor and management. Approval will be at the discretion of the employee’s Department Administrator or designee for the scheduling of time, the appropriateness of the leave shall be at the discretion of the Human Resources Department. 17.5. Negotiations Six (6) members of the Union shall be granted paid release time to participate in negotiations occurring during their normally scheduled work hours. The Union agrees that a bargaining team AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 64 that is as broadly representative as possible of the various work sites, departments, classifications, and demographics is a goal when selecting the participants for the Union bargaining team. ARTICLE 18 – LABOR/MANAGEMENT COMMITTEE The Employer and the Union agree that a need exists for closer cooperation between labor and management, and that from time to time suggestions and complaints of a general nature affecting the Union and the Employer need consideration. To accomplish this end, the Employer and the Union agree that not more than three (3) authorized representatives of the Union shall function as one- half of a Labor/Management Committee; the other half being not more than three (3) representatives of the Employer named for that purpose. The parties agree to allow expanded participation in Labor/Management Committee discussions, when necessary, by mutual agreement. Said committee shall meet as requested by either party for the purpose of discussing and facilitating the resolution of all problems which may arise between the parties other than those for which another procedure is provided by law or by other provisions of this Agreement. It is understood and agreed that the purpose of this committee does not include the hearing of formal grievances brought under the provisions of Article 23 of this Agreement. ARTICLE 19 – WORK STOPPAGES AND EMPLOYER PROTECTION 19.1. Uninterrupted City Services The Employer and the Union agree that the public interest requires efficient and uninterrupted performance of all City services and to AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 65 this end pledge their best efforts to avoid or eliminate any conduct contrary to this objective during the term of this Agreement or any extension mutually agreed upon. Specifically, the Union shall not cause or condone any work stoppage including any strike, slowdown, non-bona fide sick leave absence, refusal to perform any customarily assigned duties, refusal to cross a picket line on City premises (unless same is sanctioned by the King County Labor Council), or other interference with City functions by employees under this Agreement. Any concerted action by any employee in any bargaining unit shall be deemed a work stoppage if any of the foregoing activities has occurred. Should any such activity occur, the Union agrees to take appropriate action immediately to end such interference. 19.2. Work Stoppage Upon notification in writing by the Employer to the Union that any of its members are engaged in a work stoppage, the Union immediately shall order, in writing, such members to cease engaging immediately in such work stoppage and shall provide the Employer with a copy of such order. In addition, a responsible official of the Union shall publicly order such Union employees to cease engaging in such a work stoppage. 19.3. Disciplinary Action for Work Stoppage Regardless of any penalty to which the Union is subject under this Section, any employee who commits any act prohibited in this section may be subject to the following penalties: 19.3.1. Oral reprimand 19.3.2. Written reprimand AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 66 19.3.3. Suspension (notice to be given in writing) 19.3.4. Discharge It is understood that these penalties are not necessarily sequential. Disciplinary action resulting from violation of this Article will be tailored to the nature and severity of the offense. ARTICLE 20 – NON-DISCRIMINATION The Employer and the Union agree that they shall not discriminate against any employee because of race, color, religion, national origin, ethnic group, age, gender, marital status, sexual orientation, genetic information, disability status, veteran/military status, union affiliation, non-affiliation or union activities as sanctioned by this contract, and/or any other protected class or characteristic under federal, state, or local law. ARTICLE 21 – RECRUITMENT AND SELECTION PROCESS 21.1. Posting of Vacancies Whenever the Employer determines to fill a vacant bargaining unit position, the Employer will post the announcement on the City’s website and provide the announcement to the Union’s Executive Board. Vacancies may be posted as internal only recruitments for at least seven (7) working days or external recruitments for at least ten (10) working days. Any City employee may apply for a vacant position. AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 67 All bargaining unit employees who apply and meet the selection criteria shall be tested evaluated in accordance with procedures set forth in the job announcement. Recruitments that are posted internally and then re-posted externally will be considered the same recruitment. A bargaining unit applicant failing to advance during an internal only recruitment will not be considered during any subsequent external recruitment for the vacant position. Internal postings that result in only one employee passing the selection process may be re-posted externally. An internal applicant that has passed the prior internal selection process will be considered during the subsequent external process.As a result, the internal applicant that has passed the prior internal selection process will be considered during the subsequent external process. Any bargaining unit employee not meeting the selection criteria may request, and will receive in writing, the selection criteria used, and the criteria that they did not meet. 21.2. Selection Process 21.2.1. Selection Procedure. The filling of vacancies will be done in an objective, fair and impartial manner. The Employer will determine the selection procedure which may include written, practical, and oral examinations. Selection criteria will bear a direct relationship to job performance and constitute bona fide occupational qualifications necessary to properly AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 68 and efficiently function in the position. All qualified applicants will go through a consistent selection procedure and be informed of the passing point for any administered exam. 21.2.2. Process Review. In the event that a bargaining unit applicant is not selected, that employee may request, and shall be given in writing, his or hertheir itemized score and placement according to test results within one week of the request. 21.3. Eligible Candidate Pool A candidate that passes the selection process as specified in Section 21.2 above has been determined to be qualified for the position and will have their application remain in the “eligible candidate pool” for that particular recruitment. Hiring managers may offer a position to any candidate who passes the selection process and has their name in the eligible candidate pool. The Employer may use the eligible candidate pool for a period of up to twelve (12) months to fill vacancies for the same position or another position in the same job classification. 21.4. Promotional Opportunities Whenever a promotional opportunity within the bargaining unit is created through the conversion of an existing filled position to a new classification with higher duties, the Employer shall give only AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 69 employees within the same classification and section an opportunity to apply for the promotion. The Employer will distribute an announcement of the promotional opportunity to the Union President and employees in the same classification and section as the position to be restructured. Eligible employees may apply for the position by submitting an application within the seven (7) working day posting period. The Employer will award the promotion to the most qualified employee in accordance with Section 21.2 of this Article. 21.5 New Hire Benefits The City agrees that it will not offer a potential candidate hired into a Union position benefits outside of this Contract unless mutually agreed upon by the City and AFSCME. ARTICLE 22 – PROBATIONARY PERIOD 22.1. 12-Month Probationary Period New employees shall serve a probationary period during their first twelve months of employment. During this time, they are considered “At Will” employees and serve at the pleasure of the Employer. Employees terminated during their first twelve months of employment shall not have recourse to the grievance procedure. AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 70 22.2. 6-Month Probationary Period Existing City employees who are promoted shall serve a six-month probationary period. In the event a promoted employee fails to pass probation: Series Position: The employee will return to his/her lower classification in the series. Non-Series Position: The employee shall be eligible to return to his/her previous position, if it has not been filled. If the position has been filled, the employee may be eligible to return to his/her previous position if the current incumbent fails their probationary period. ARTICLE 23 – GRIEVANCE PROCEDURE 23.1. Definition Grievance is hereby defined as the question or challenge raised by an employee or the Union as to the correct interpretation or application of this Agreement by the Employer. It is the purpose of this clause to provide the employees and the Union with an orderly and effective means of achieving consideration of any grievance, which may arise during the life of this Agreement. 23.2. Grievance Process The following steps are agreed upon as the appropriate order of contact: AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 71 Step 1. An employee and/or his/hertheir Union representative must present a grievance within fifteen (15) working days of occurrence or when the Union or employee knew or should have known of the occurrence to the supervisor, manager, or the official of the Employer most immediately involved. If, however, the grievance concerns a payroll matter involving the computation of the employee’s wages the grievance must be presented within thirty (30) calendar days of occurrence or when the Union or employee knew or should have known of the occurrence. The parties shall have fifteen (15) working days to resolve the grievance. The parties agree to meet to discuss the grievance at the request of either party. Step 2. The employee and/or Union representative shall present the grievance within 15 working days of the Step 1 response in writing to the employee’s Department Administrator. The parties agree to meet to discuss the grievance at the request of either party. The Department Administrator shall attempt to resolve the matter within 15 working days of the receipt of the written grievance and provide their response in writing to the Union and the grievant. Step 3. If not resolved at Step 2, the employee (grievant) shall refer the matter in writing to the Union Grievance Committee for investigation and determination of whether the grievance shall be advanced. Advancement or settlement of a grievance beyond Step 2 of the Grievance Procedure shall be the sole authority of the AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 72 Union Grievance Committee. The Grievance Committee shall be given reasonable time off with pay for this purpose. Step 4. If not resolved by the Department Administrator and advanced by the Grievance Committee, the grievance shall be presented, in writing, together with all pertinent materials to the Mayor or Judge within ten (10) working days of the Administrator’s response. The Mayor, Chief Administrative Officer, or designated representative shall schedule a meeting with the Union for the purpose of hearing and reviewing the merits of the grievance. The Mayor, Chief Administrative Officer, or designated representative, shall attempt to resolve the grievance within ten (10) working days of receipt of the material. Step 5. In the event that the grievance is not resolved at Step 4, the matter may, within twenty (20) working days after the Step 4 decision has been rendered, be referred by either party to the arbitration process. If the matter is not referred to arbitration within this period, it shall be considered resolved. If referred to arbitration: (1) the arbitrator’s decision shall be final and binding, (2) the arbitrator shall be empowered to render a decision based on interpretation of the contract only and shall not add or delete from the provisions of this Agreement, (3) the arbitrator shall render a decision within thirty (30) days of hearing, (4) AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 73 the arbitrator shall be selected by a joint request of a list of names (Washington) from the Federal Mediation and Conciliation Service (F.M.C.S.). Upon receipt, the parties shall eliminate names alternately until one name remains, (5) it is agreed that the costs shall be borne equally between the parties with the exception that if the matter is a question of procedural arbitrability, the losing party shall bear all expenses for the services of the arbitrator. Except as provided above, each party shall be responsible for paying their own costs and fees incurred in the matter. 23.3. Employer Grievance The following procedure shall be observed if the Employer files a grievance against the Union for an alleged violation of the contract: Step 1. The Mayor, Judge or his/hertheir designated representative shall present the grievance in writing to the Union Staff Representative within 10 days of occurrence. The Union shall attempt to resolve the matter within thirty (30) days of receipt. Step 2. If the matter is not satisfactorily resolved at Step 1, the Employer may within twenty (20) working days refer the matter to arbitration using the procedure outlined in Section 23.2, Step 5. AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 74 23.4. Grievance Documentation Written submissions shall include the specific article(s) of the contract, which were allegedly violated, the specific facts and the remedy sought. 23.5. Grievance Timelines Grievances shall be properly filed and processed within the timetables outlined at each step. If these timetables are violated by the Union, the grievance shall be deemed waived. If violated by the Employer, the grievance shall be advanced to the next step. Through mutual agreement, the parties may put timelines on abeyance or extend them for a set period of time. ARTICLE 24 – HEALTH, SAFETY AND PRODUCTIVITY 24.1. Quality and Safety of Work All work shall be done in a competent, productive, and professional manner. Work shall also be done, in accord with State, Federal, and City safety codes and with ordinances and rules relating to this subject. 24.2. Working Conditions It shall not be considered a violation of this Agreement if any employee refuses to work with unsafe equipment, where adequate safeguards are not provided, or when the facilities and services are not being maintained in a reasonably sanitary condition. It shall be a requirement of the employee to immediately report all unsafe conditions in accordance with the City procedures to his/her AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 75 supervisor upon becoming aware of those conditions. Per City Policy #700-60 dated August 23, 2017, page 4, AFSCME shall select at least one representative and one alternate from each of the following areas: public works, community services/parks, and city hall (collectively known as the Department Representatives). In addition to the Department Representatives, Local 2170 shall have a designated member on the Safety Committee as appointed by the Local Executive Board. 24.3. Rain Gear Where necessary, employees furnished rain gear by the Employer will be provided up to one (1) set of new rain gear annually, provided that new rain gear will not be issued until used rain gear is returned by the employee to the appropriate supervisor. 24.4. Custodial Services The Employer shall provide custodial services to employee restrooms and lunchrooms to insure sanitary conditions. 24.5. Safety Shoes Regular employees in positions listed below shall be entitled to a $205 shoe allowance annually for the purchase of shoes or boots. The allowance shall be paid once annually to all active employees listed below as of the first paycheck in March and is subject to tax. New employees shall be eligible for a shoe allowance upon hire, provided however, should the employee fail to successfully pass their probationary period, the value of the allowance shall be withheld from their final paycheck. Reimbursement up to $205 can be provided on a more frequent basis if shoes are damaged or contaminated on duty and subject to supervisor approval. Nothing AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 76 in this clause negates the foot protection requirement as described in the Personal Protective Equipment Policy #700-12. Safety shoes required for titles not listed below will be subject to the mutual agreement of the Union and the Employer as to whether incumbent employees are eligible for the allowance.  Airport Maintenance Worker  Airport Operations Specialist  Airport Operations and Maintenance Supervisor  Building Inspector  Capital Project Coordinator  Code Compliance Inspector, Lead Code Compliance Inspector  Construction Engineering Inspector  Custodian, Maintenance Custodian, Lead Maintenance Custodian, Custodial Maintenance Supervisor  Electrical Technician  Facilities Supervisor  Facilities Technician 1 and 2  Fleet Management Technician  Golf Course Maintenance Worker 1,2,3  Grounds Equipment Mechanic  HVAC Systems Technician  Lead Construction Engineering Inspector  Lead Golf Course Maintenance Worker AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 77  Lead Electrical/Control Systems Technician  Lead Vehicle & Equipment Mechanic  Lift Station Technician  Maintenance Services Worker 1,2,3 and Lead Maintenance Services Worker  Pavement Management Technician  Parks Maintenance Assistants 1&2, Parks Maintenance Worker 1,2,3 Lead Parks Maintenance Worker, Parks Maintenance Supervisor  Signal/Electronic Systems Technician 1,2,3, Signal/Electronic Systems Supervisor  Solid Waste Maintenance Worker  Street Maintenance Services Supervisor  Traffic Maintenance Worker 1,2, Senior Traffic Maintenance Worker, Traffic Signage & Marking Supervisor  Vehicle & Equipment Mechanic  Waste Water/Surface Water Maintenance Supervisor  Water Maintenance Services Supervisor  Water Meter Technician  Water Quality/Treatment Plan Operator  Water Utility Maintenance Supervisor  Water Utility Inspector SCADA Technician  Water Utility Maintenance Technician AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 78 For positions not named above, a request for reimbursement of safety footwear up to $175 is available once per year, upon the completion and approval of the Hazard Assessment for PPE Certification form by the City’s Safety Officer. The purchase shall meet the standards of protection required such as toe protection, punction resistance, electrical protection, etc. City staff are prohibited from using a City-issued Purchase Card for this purchase. ARTICLE 25 – SAVINGS CLAUSE If any Article of this Agreement or any addenda thereto should be held invalid by operation of law or by any tribunal of competent jurisdiction, or if compliance with or enforcement of any Article should be restrained by such tribunal, the remainder of this Agreement and addenda should not be affected thereby and the parties shall enter into immediate collective bargaining negotiations for the purpose of arriving at a mutually satisfactory replacement of such Article. ARTICLE 26 – ENTIRE AGREEMENT The Agreement expressed herein in writing constitutes the entire Agreement between the parties is intended to replace the prior agreement and no oral statement shall add to or supersede any of its provisions. The parties acknowledge that each has had the unlimited right and opportunity to make demands and proposals with respect to any AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 79 matter deemed a proper subject for collective bargaining. The results of the exercise of that right and opportunity are set forth in this Agreement. Therefore, unless otherwise agreed, the Employer and the Union, for the duration of this Agreement, each voluntarily and unqualifiedly agree to waive the right to oblige the other party to bargain with respect to any subject or matter not specifically referred to or covered in this Agreement. All wages and/or benefits being received prior to this contract by members covered in this Agreement shall not be reduced except where specifically modified by this Agreement. ARTICLE 27 – PRIORITY OF FEDERAL, STATE AND CITY LAWS It is understood and agreed by and between the parties that in negotiations and collective bargaining and in the administration of all matters covered by this Agreement, the parties hereto and the City employees are governed by the provisions of applicable State laws, City Ordinances and Resolutions. If there is a conflict between any provision of this Agreement and State law, the latter shall prevail. Provided, however, the Employer agrees that no Ordinance or Resolution shall modify or change any article or section of this Agreement during the life of said Agreement. ARTICLE 28 – VOLUNTEERS The City and Union agree that volunteer programs can be mutually beneficial to the City, employees, and citizens of Renton. The parties recognize that volunteer programs provide a sense of community involvement and require a commitment of time and service on behalf of the volunteer. To that end, the City is AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 80 committed to working in partnership with the Union to build successful volunteer programs. The use of volunteers will not supplant bargaining unit positions. No bargaining unit member shall be laid off as a result of volunteer programs. The City and the Union will meet in a labor-management forum and come to mutual agreement prior to implementing any new volunteer programs. ARTICLE 29 – DISCIPLINE 29.1 Discipline The City shall not discipline or discharge an employee without just cause. Employees shall be given the opportunity to have a Union Representative present at meetings where disciplinary proceedings will take place. The City agrees with the principles of progressive discipline. Disciplinary action generally includes the following progressive steps: 29.1.1. Oral reprimand (which shall be reduced to writing although not placed in the employee’s personnel file) 29.1.2. Written reprimand 29.1.3. Suspension 29.1.4. Discharge AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 81 Disciplinary action will be tailored to the nature and severity of the offense. Management maintains the right to take disciplinary action, as they deem appropriate. 29.2 Demotion The term “demotion” as used in this provision means the involuntary reassignment of an employee from a position in one job classification to a lower paying position in another job classification. In any case involving demotion, the employee shall have the right to due process. ARTICLE 30 – LEAVE DONATION A Leave Donation Program has been established to assist employees faced with a serious medical illness or injury to themselves or an immediate family member. The Leave Donation Program will be administered in accordance with City Policy #350-12 (Leave Donation), as revised effective August 23, 2017. The following exception applies as a benefit above and beyond those granted by the Policy. State-Registered domestic partners shall be considered family when considering qualifying events for donation. Donated leave may be: vacation, compensatory time, personal holidays, and sick leave. Sick leave donation is capped at 8040 hours per recipient per calendar year. The donator’s bank cannot drop below 80 hours. AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 82 ARTICLE 31 – LAYOFF AND RECALL 31.1. Layoff and Recall The Employer shall retain the Right to determine whether lay-offs are necessary and in which department(s) and classification(s) they will occur. City employees in other departments are not eligible to exercise bumping rights to displace any Court employees regardless of seniority or job classification. 31.2. Definitions 31.2.1. Adjusted Hire Date: The date used to determine “City Seniority.” The Adjusted Hire Date is calculated on the employee’s length of continuous service with the City in a regular full-time or part-time position. Part-time employees will have their length of continuous service adjusted for longevity purposes. Seniority earned as a regular, part-time employee shall be prorated. The City will calculate the number of compensated hours in any regular position and divide the total by full time equivalent hours (i.e.e.g., 2080 hours per year) to determine the employee’s adjusted hire date for purpose of seniority. 31.2.2. Bumping Rights: An employee’s ability to move into the same classification or another classification, in which he/she has previously achieved regular status, based on his/her overall seniority. AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 83 31.2.3. Classification: A classification is a position or group of positions performing similar duties that have the same title, class code, and salary range. 31.2.4. Classification Series: A series of related classifications with an entry level and one or more additional levels as defined in City Policy #320-01, Classification Series. 31.2.5. Initial Probationary Period: The probationary period served by a new employee when hired into a regular position with the City. 31.2.6. Layoff: A reduction in the workforce due lack of funds, lack of work, or the result of a reorganization. 31.2.7. Recall List (also called “Reemployment List,” “Rehire List,” or “Layoff List”): A list of employees who have been laid off from a specific classification and who are eligible for recall. 31.2.8. Original Hire Date: The first day an employee started working for the City, either in a regular status or non- regular status position. 31.2.9 Previously Held Position: A position within the City’s classification system to which the employee has been formally appointed and successfully completed probation. AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 84 31.2.10. Probationary Employee: An employee in their initial probationary period who has not achieved regular employee status. 31.2.11. Recall (also called “Reinstatement”): When an employee on the recall list returns to the classification from which he/she was laid off or to a lower classification in which they previously achieved regular employee status. 31.2.12. Seniority: 31.2.12.1 City Seniority, or “Adjusted Hire Date,” is an employee’s length of continuous service with the City in a regular full-time or part- time position. 31.2.12.2 Classification Seniority is the date that the employee was appointed to his/her current position. Classification seniority shall be prorated as described under the definition of Adjusted Hire Date. 31.3. Departmental Review AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 85 31.3.1. Each department may periodically review its budget and projected workload to determine if layoffs are necessary. 31.3.2. If it becomes necessary to initiate organizational change for any reason that results in the reduction of employees, the Department Administrator will discuss the organizational change with the Mayor or designee and the Human Resources Risk Management Administrator prior to making any changes. The Department Administrator will determine which classifications will be affected. 31.3.3. The Mayor will have final authority to eliminate positions and/or lay off employees. 31.4. Human Resources Risk Management Review 31.4.1 Once the Department Administrator has determined which classification(s) will be affected, Human Resources Risk Management (HRRM) will determine which employee(s) shall be laid off. 31.4.2. No lay-off or reduction to a lower classification shall be executed so long as there are non-regular (temporary) employees, whether full-time or part time, performing substantially similar job duties in a specific department/division. 31.4.3. For the purpose of the initial layoff, classification seniority shall be the determining factor. Employees AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 86 shall be laid off from their department or major division in the inverse order of their classification seniority in the classification in which the work force is being reduced. New employees in the affected classification, serving in their initial probationary period, shall be separated before any regular Union employee is laid off in the work unit. 31.4.4. At no time shall layoff, bumping, or recall result in a promotion. 31.4.5. Tie-Breakers: In the event two or more employees have the same classification seniority, City seniority shall prevail. In the event two or more employees have the same City seniority, a tie-breaker will be used to determine the employee with the least seniority. The tie-breaker will be the last four digits of the employee’s social security number. The employee with the lowest number shall be considered the employee with the lowest seniority. 31.4.6. It is understood that classifications may change title. If a classification has been re-titled or a new classification created and the duties are substantially the same, the employee shall be considered having “previously achieved regular employee status” in the re-titled or new classification. AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 87 31.5. Notice of Layoff 31.5.1 It is the City’s intent to provide employees with notice of any layoff at least thirty (30) calendar days in advance of the intended layoff date. When such a time period is not possible, employees shall be provided with at least two weeks (14 calendar days) notice or receive two weeks’ pay in lieu of notification. 31.5.2 Layoffs resulting from the biennial budget process shall not be final until such time as the budget is adopted by the City Council. 31.6. Bumping Rights 31.6.1. An employee who is laid off may replace another employee in an equal or lower classification series in which the employee works or has previously achieved regular employee status, provided such employee has greater City seniority than the employee whom he/she seeks to replace, and provided the replacing employee is qualified to perform the work without further training. 31.6.2. An employee who is laid off may not replace another employee in the same classification in the same workgroup from which they are in the process of being laid off. AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 88 31.6.3. The requirement to have previously worked in a classification shall not apply to employees bumping down to a lower compensated position within a recognized classification series (e.g., Maintenance Service Worker, Fire Inspector, etc.). 31.6.4. If the employee is not eligible to bump into another classification based on his/her City seniority, the employee shall be laid off and have his/her name placed on the recall list. 31.7. Recall Rights 31.7.1. The name of any employee who is laid off shall be placed on the recall list for a period of two (2) years. 31.7.2. Employees who are laid off may be recalled to the original classification from which they were laid off or to a lower classification in which they previously achieved regular status with the City, provided they are qualified at the time to perform the work in the classification to which they are recalled without further training. 31.7.3. When there is a recall during the life of the recall list, employees who are still on the list shall be recalled in the inverse order in which they were laid off. AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 89 31.7.4. The City shall not hire new employees in a given classification as long as there are still employees on the recall list eligible for recall to that classification. 31.7.5. If employees bump into another classification or if employees are recalled to a lower classification in a series, they shall have the right to return to the classification from which they were originally laid off as long as their name remains on the recall list. 31.7.6. An employee who bumps into the same classification but in a different department/division shall have no recall rights to the position from which he/she was originally laid off from. 31.7.7. Employees shall be responsible for keeping HRRM informed of a current e-mail, phone number, and postal mailing address. HRRM will provide notice of recall using e-mail and certified mail. Employees who are recalled to a position shall have seven (7) calendar days from the date they receive notification by certified mail of the recall to respond to HRRM and either accept or reject the position. 31.7.8. Employees who reject, or fail to respond to, a recall offer back to the original classification from which they were laid off shall have their names removed from the recall list. AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 90 31.7.9. Seniority dates will be handled as follows during the event of recall, or rehire into a different regular position. For the purposes of this section, “regular position” also includes Limited Term positions: 31.7.9.1 City seniority: Employees who have been recalled or rehired into a regular position within the recall period shall retain their City seniority as of the date of layoff and shall begin accumulating additional City seniority when recalled or rehired back to work. 31.7.9.2 Classification seniority: Employees who have been laid off shall begin accumulating additional classification seniority when recalled to the classification from which they were laid off. Employees who are rehired into a different regular position within the recall period shall begin accumulating classification seniority in the “new” classification as of their date of rehire. 31.7.9.3 Employees affected by layoffs: Employees who bump into a different classification as part of a layoff shall retain their classification seniority as of the date of layoff and shall begin accumulating additional classification seniority when AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 91 recalled back to the classification from which they were originally laid off. City seniority shall continue to accumulate as long as the employee remains continuously employed in a regular position. 31.7.9.4 Accrual rates: Longevity, vacation, and sick leave accrual rates shall be the same as they were on the date of the layoff. 31.7.10 Employees recalled, or rehired into a different regular position within the recall period, shall have their sick leave balance restored to the amount he/she had at the time of the layoff, excluding any cashed out hours. AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 92 ARTICLE 32 – FINGERPRINTING 32.1. Fingerprint Check Requirements All union members who have authorized access to or direct responsibility for configuring and maintaining computer systems and networks that could access Criminal Justice Information (CJI) and/or have access to the Criminal Justice Information System (CJIS) network must pass a fingerprint check prior to unescorted access. Fingerprint check results will be provided to the Police Chief or designee for review and determination to pass or fail access. 32.2. Fingerprint Check Passed Employees moving into a position that requires a fingerprint check must be fingerprinted and successfully pass prior to receiving a formal written offer. 32.3. Fingerprint Check Failed If access is denied, management will attempt to transfer the employee to a non-CJI/CJIS access location. The union member may also request alternative employment for which he/she qualifies, if available. It is understood that in order to continue the employment of a member denied access, the city may need to place the member in an alternate job or job site without posting the position. Failure to be granted access shall not be considered part of the discipline process. The union and the city shall utilize the Labor/Management Committee process to negotiate any potential impacts. AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 93 32.4. Right of Appeal Members denied access by the Chief of Police will have the right of appeal. Appeal may be made in writing or by scheduling a meeting with the Police Chief. If a meeting is requested a good faith attempt will be made to meet within ten (10) business days to hear the appeal. The Police Chief will issue a final determination within five (5) business days of the appeal meeting or receipt of a written appeal, if no meeting was requested. In the case of transfer or promotion the position being applied for will not be filled until the appeal has been heard and decided by the Police Chief. Members will have the right to be assisted in the appeal, be it a meeting or written form, by an AFSCME Council 2 Representative or designee. 32.5 Document Destruction All documents will be destroyed after the final report has been provided to Human Resources or after any appeal process is completed. The final report presented to Human Resources will not be kept in the Personnel file. AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 94 ARTICLE 33 – DURATION OF AGREEMENT This Agreement shall become effective January 1, 2022 2025, and shall remain in full force and effect until and through December 31, 20242027. Signed this _____ day of __________________, 2022 2025, at Renton, Washington. LOCAL 2170, WASHINGTON STATE COUNCIL CITY OF RENTON OF COUNTY AND CITY EMPLOYEES, AMERICAN FEDERATION OF STATE, COUNTY, AND MUNICIPAL EMPLOYEES, AFL-CIO. ______________________________ _____________________________________ Armondo Pavone, Mayor Jayson GallawayJared McDonald, Local 2170 President ______________________________ _____________________________________ Ellen Bradley-MakKim Gilman , Mark WatsonJason Canfield, Staff RepresentativeInterimRepresentative HR Labor ManagerRM Administrator Washington State Council of County & City Employees ATTEST: ______________________________ Jason Seth, City Clerk APPROVED AS TO FORM: ______________________________ Shane Moloney, City Attorney AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 95 APPENDIX A – AFSCME CLASSIFICATIONS IN ALPHABETICAL ORDER (with Job Grades) a03a04 *Accounting Assistant 1 a05 a06 *Accounting Assistant 2 a07a08 *Accounting Assistant 3 a09a10 *Accounting Assistant 4 a09a10 Administrative Secretary 1 a23 a24 Airport Operations & Maintenance Supervisor a11a12 Airport Maintenance Worker a15a13 Airport Operations Specialist a31a32 Assistant Airport Manager a15 Asset Management Systems Tech. a17a18 *Assistant Planner a21a22 *Associate Planner a21a22 Building Inspector/Combination a21a22 Building Inspector/Electrical a23a24 Building Plan Reviewer a20a21 Business Coordinator-Airport a23a24 *Business Systems Analyst a27a28 *Senior Business Systems Analyst a28a29 Capital Project Coordinator a21a22 Case Manager a13a12 City Clerk Specialist 1 a15a16 City Clerk Specialist 2 a26 *Civil Engineer 1 a30 *Civil Engineer 2 a33 *Civil Engineer 3 a30a31 Client Technology Services & Support Supervisor a15a16 *Client Technology Services Specialist 1 a19a20 *Client Technology Services Specialist 2 TBD *Client Technology Services Specialist 3 a19a22 Code Compliance Inspector a15a12 Communications Specialist 1 a21a22 Communications Specialist 2 a21a22 Construction Engineering Inspector a15a16 Court Operations Specialist a08a01 Court Security Officer a21a23 Custodial Maintenance Supervisor a01a02 Custodian a17 Digital Communications Specialist a18 Development Services Representative a20 *Economic Development Specialist a19 Electrical Technician a21a23 Emergency Management Coordinator a11 Encampment Clean-up Worker a19 Encampment Clean-up Lead a13a14 *Engineering Specialist 1 a19a20 *Engineering Specialist 2 a23a24 *Engineering Specialist 3 a25a26 Facilities Coordinator a21a23 Facilities Supervisor a13a14 *Facilities Technician 1 a15a16 *Facilities Technician 2 a18a19 Farmers Market Coordinator a11 Fleet Management Technician a21a22 *GIS Analyst 1 a23a24 *GIS Analyst 2 a26a27 *GIS Analyst 3 a01a03 Golf Course Associate a04a06 *Golf Course Maintenance Worker 1 a08a10 *Golf Course Maintenance Worker 2 a12a14 *Golf Course Maintenance Worker 3 a09a10 Golf Course Operations Assistant a15 Grounds Equipment Mechanic a15 Housing Maintenance Technician a20a23 Housing Repair Coordinator a21a20 Human Services Coordinator a19 HVAC Systems Technician a20 Inspecting Arborist a11 IT Procurement & Contract Coordinator a29 ITS & Signal Maintenance Supervisor a08a09 Judicial Specialist 1 a12a13 Judicial Specialist 2 a26 Lead Building Inspector a22a26 Lead Code Compliance Inspector a24a26 Lead Construction Engineering Inspector a25a26 Lead Electrical Control Systems Technician a16a18 Lead Golf Course Maintenance Worker a11 Lead Maintenance Custodian a16a18 Lead Maintenance Services Worker a16a18 Lead Park Maintenance Worker a19a21 Lead Vehicle & Equipment Mechanic a10a11 Legal Assistant AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 96 a15 a17 Lift Station Technician a17a18 Maintenance Buyer a07a08 Maintenance Custodian a04a07 *Maintenance Services Worker 1 a08a10 *Maintenance Services Worker 2 a12a14 *Maintenance Services Worker 3 a22a26 Neighborhood Program Coordinator a24a25 *Network Systems Specialist a25 *Network & Security Engineer 1 a29 *Network & Security Engineer 2 a17a18 Paralegal a21a22 Park Maintenance Supervisor a01 *Parks Maintenance Assistant 1 a03a04 *Parks Maintenance Assistant 2 a04a06 *Parks Maintenance Worker 1 a08a10 *Parks Maintenance Worker 2 a12a14 *Parks Maintenance Worker 3 a23 Pavement Management Technician a13a14 Permit Services Specialist a23 Plan Reviewer a15 Planning Technician a36a37 Principal Civil Engineer a32 Principal Planner a03a04 Print & Mail Assistant a13a14 Print & Mail Supervisor a23a24 Property Services Specialist a04 Pro Shop Assistant a16a17 Program Assistant a25a26 *Program Development Coordinator 1 a29 *Program Development Coordinator 2 a13a14 Program Specialist a21 Public Records Analyst a17 Public Records Specialist a08a09 Purchasing Assistant a18a19 Recreation Program Coordinator a09a10 Recreation Assistant a11a16 Recreation Specialist a14 Recreation Systems Technician a07a08 Secretary 2 a24a25 *Senior Economic Development Specialist a28a29 *Senior Network Systems Specialist a22a23 Senior Paralegal a28a29 *Senior Planner a15a20 Senior Program Specialist a19 *Senior Sustainability Specialist a29a30 *Senior Systems Analyst a17 Senior Traffic Maintenance Worker a13a15 *Signal/Electronics SystemsITS Technician 1 a17a19 *Signal/Electronics SystemsITS Technician 2 a21a23 *Signal/Electronics SystemsITS Technician 3 a23a24 Street Maintenance Services Supervisor a31a34 Structural Plans Examiner a17 *Sustainability Specialist a26a27 *Systems Analyst a08a10 *Traffic Maintenance Worker 1 a12a14 *Traffic Maintenance Worker 2 a15 *Traffic Maintenance Worker, Senior a21 Traffic Signage & Marking Supervisor a24a28 Transportation Planner a22a23 Utility Accounts Supervisor a15a16 Vehicle & Equipment Mechanic a23a24 Waste Water Maintenance Services Supv. a23a24 Water Maintenance Services Supervisor a11a12 Water Meter Systems Specialist a07 a08 Water Meter Technician a21a22 Water Meter Technician Services Supervisor TBD Water Treatment Plant Trainee a17a19 Water Quality/Treatment Plant Operator a19a21 Water Utility Instrument/SCADA TechSCADA/Telemetry Technician a26a28 Water Treatment Operations Utility Maintenance Supervisor a18a15 Water Utility Maintenance Technician *Classification Series AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 97 APPENDIX B – SALARY INDEX FOR 2022Wage Study The Employer will provide an additional one-grade increase beyond the 2025 wage adjustment for any position that did not have a market study before since July 2022. This increase will be added to the base pay effective the first full pay period after ratification and Council adoption, with retro payment back to January 1, 2025 made no later than June 30, 2025. Only those employees actively on the payroll on March 3, 2025 are eligible for this one-grade increase. The City commits to holding a market study for the positions listed below in 2025, with the market data shared with the Union no later than December 1, 2025. Title Accounting Assistant 1 Accounting Assistant 2 Accounting Assistant 3 Accounting Assistant 4 Administrative Secretary 1 Airport Maintenance Worker Airport Operations & Maintenance Supervisor Asset Management Systems Technician Assistant Airport Manager Assistant Planner Associate Planner Building Inspector-Combination AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 98 Building Inspector-Electrical Building Plan Reviewer Business Coordinator Business Systems Analyst Case Manager City Clerk Specialist 1 City Clerk Specialist 2 Client Technology Services & Support Supervisor Client Technology Services Specialist 1 Client Technology Services Specialist 2 Code Compliance Inspector Communications Specialist 2 Construction Engineering Inspector Court Operations Specialist Custodian Engineering Specialist 1 Engineering Specialist 2 Engineering Specialist 3 Facilities Coordinator Facilities Technician 1 Facilities Technician 2 Farmers’ Market Coordinator GIS Analyst 1 GIS Analyst 2 GIS Analyst 3 Golf Course Operations Assistant Human Services Coordinator Judicial Specialist 1 Judicial Specialist 2 Lead Electrical/Control Systems Technician AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 99 Legal Assistant Maintenance Buyer Maintenance Custodian Network Systems Specialist Paralegal Parks Maintenance Assistant Parks Maintenance Supervisor Permit Services Specialist Principal Planner Print & Mail Assistant Program Assistant Program Development Coordinator 1 Program Specialist Property Services Specialist Public Records Analyst Recreation Assistant Recreation Program Coordinator Secretary 2 Senior Business Systems Analyst Senior Network Systems Specialist Senior Paralegal Senior Planner Senior Sustainability Specialist Senior Systems Analyst Street Maintenance Supervisor Structural Plans Examiner Sustainability Specialist Systems Analyst Utility Accounts Supervisor Wastewater/Surface Water Maintenance Supervisor AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 100 Water Maintenance Services Supervisor Water Meter System Specialist Water Meter Technician Water Meter Technician Supervisor As there is special interest in the Maintenance Services Worker 3 position, this title will be added to the first batch of positions to be studied in 2025. If any comparable Maintenance Services Worker 3 positions found at other cities for the market study receive a CDL premium, that premium will be considered in addition to the base wage. As this position received a wage adjustment in 2024, this title is not eligible for the one grade pay increase as described above. In order to maintain a competitive compensation structure, the City shall complete an external market study of every represented position no less than every three (3) years. The survey will report at the maximum of base pay plus any deferred compensation amount, as well as just base pay data. The City will select the vendor to conduct the market study. Selection of the matches and associated job descriptions for the matches will be shared with the Union. The 10 comparable cities used for the study will include: Auburn, Bellevue, Everett, Federal Way, Issaquah, Kent, Kirkland, Redmond, Sammamish and Shoreline. Lakewood and Marysville will be used as alternate cities, in case 3 or more matches can not be found from the cities listed above. AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 101 The parties agree to re-open the contract to negotiate any wage adjustments proposed during the life of this contract for those deemed under and over market. APPENDIX C – Telework Reopener During this current round of negotiations, both parties have a continued interest in creating a Telework program that benefits the City and the employees. To this end, either party may reopen this Agreement for the purpose of bargaining over issues related to working conditions contained in a revised Telework Policy, to be shared with the Union no later than July 1, 2022. In the meantime, any rejected Telework applications shall be shared with the Union. AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 102 APPENDIX D C – INDEX A abuse of sick leave ......................... 35 accrual ........................................... 32 Accrual ........................................... 41 accrual rate .................................... 41 accrual rates .................................. 83 acting pay ...................................... 31 adjusted hire date ..................... 74, 76 alternative work schedules ....... 18, 19 alternative/flex work schedules ..... 18 anniversary .................................... 51 APPENDIX A – AFSCME Classifications ................................................... 87 APPENDIX B – SALARY INDEX FOR 2022 ............................................ 89 APPENDIX D – Index ....................... 94 arbitration ........................... 64, 65, 66 at will ............................................. 62 B base rate ................................... 40, 43 bereavement leave ........................ 43 biennial budget process ................. 79 bulletin boards ............................... 55 bumping rights .......................... 74, 79 bumps ............................................ 81 C callback .......................................... 28 call-back ......................................... 26 candidate pool ............................... 60 cash out ......................................... 33 cashed out hours ........................... 83 Christmas Day ................................ 37 city seniority 74, 76, 78, 79, 80, 82, 83 classification 12, 14, 48, 54, 61, 73, 74, 75, 76, 77, 78, 79, 80, 81, 82 classification seniority ............... 76, 82 classification series ........................ 75 AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 103 Classification Series ........................ 88 clean-up time ................................. 22 COBRA ........................................... 47 compensated hours ....................... 24 compensatory ................................ 24 compensatory time ........................ 24 conferences ................................... 48 consecutive hours worked ............. 20 continuous service .................... 74, 76 co-pays .......................................... 44 D deferred compensation ................. 53 demotion ....................................... 73 dental ....................................... 44, 47 disability plan ................................. 34 discharge ............................ 33, 54, 72 disciplinary action ............... 58, 72, 73 discipline ................................... 54, 72 double time ................................... 25 dues .......................................... 16, 17 E emergency situations .......... 20, 22, 42 employee contributions ................. 46 employment practices ................... 59 entire agreement ........................... 70 excluded positions ......................... 12 Executive Board .................. 13, 59, 67 Extended Shift Overtime ................ 27 F F.M.C.S. .......................................... 65 Fair Labor Standards Act ................ 24 Federal Mediation and Conciliation Service ........................................ 65 fingerprint ...................................... 84 FMLA.............................................. 32 G grievance ................ 62, 63, 64, 65, 66 grievance procedure ...................... 62 grievances ................................. 55, 57 group term ..................................... 47 H health insurance ............................ 44 health, safety and productivity ...... 66 holiday .......................... 38, 39, 40, 53 holiday pay .................................... 39 Holiday Pay .................................... 38 holidays falling on scheduled day off ................................................... 39 holidays falling on weekends ......... 40 hourly ..................... 20, 24, 27, 40, 43 hours of work ................................. 18 I Independence Day ......................... 37 initial probationary period ............. 75 insurance .................................. 44, 47 J July 4 .............................................. 37 Juneteenth ..................................... 37 jury duty ........................................ 47 AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 104 just cause .................................. 54, 72 L Labor Day ....................................... 37 labor/management committee ...... 56 layoff ................................... 74, 75, 79 layoff and recall ............................. 74 Leave Donation Program ............... 73 life insurance ................................. 47 limited term ................................ 9, 10 Limited Term .................................. 82 longevity ................................... 47, 52 long-term disability ........................ 34 lunch period ................................... 19 M management rights ........................ 53 Martin Luther King, Jr. Day ............. 37 meal and rest periods .................... 21 meal period.................................... 21 medical ............................... 44, 47, 73 medical leave ................................. 32 membership................................... 17 Memorial Day ................................ 37 N new employees .............................. 18 New Year’s Day .............................. 37 non-discrimination ......................... 58 O officers ........................................... 18 oral reprimand .......................... 58, 73 orientation ..................................... 58 original hire date ............................ 75 overtime ...... 20, 21, 23, 24, 25, 27, 54 P PAC program .................................. 17 pager ............................................. 28 paid release time ...................... 55, 56 part-time....................... 40, 41, 43, 52 pay period ...................................... 53 pay stubs ........................................ 53 PERS ............................................... 33 PERS I ............................................. 33 personal holiday ............................ 40 personal holidays ........................... 38 position review .............................. 14 posting of vacancies ....................... 59 Preamble ......................................... 9 premium ................................... 31, 45 previously held position ................. 75 priority of Federal, State and City Laws ............................................ 71 probationary employee ................. 76 probationary period ...... 62, 75, 76, 78 promoted ....................................... 62 promotion ........................... 31, 61, 78 promotional opportunity ............... 61 pro-rated ............................ 40, 41, 52 public interest ................................ 57 R rain gear ........................................ 67 recall ......................................... 75, 76 AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 105 recall list ........................................ 75 recall rights .................................... 80 reclassification reviews .................. 14 Recognition and Bargaining Unit ...... 9 reduction ............................ 46, 75, 77 reemployment list .......................... 75 regular part-time ........................... 43 REHBT ..................... 43, 44, 45, 46, 47 rehire list........................................ 75 REHP ............................. 43, 44, 45, 46 reinstatement ................................ 76 Renton Employees’ Healthcare Board of Trustees ....................... 43, 44, 46 Renton Employees’ Healthcare Plan .............................................. 43, 44 rest period ..................................... 22 S safety shoes ................................... 67 salaries ........................................... 50 savings clause ................................ 70 selection process ........................... 59 seniority .............................. 74, 76, 82 shift differential ............................. 28 shop steward ................................. 55 sick leave .......... 25, 32, 33, 34, 35, 57 sick leave cash out ......................... 33 staff representative ............ 55, 65, 86 standby .......................................... 28 steel toed boots ............................. 67 stewards ........................................ 18 suspension ................................ 58, 73 T Thanksgiving .................................. 37 tie-breaker ..................................... 78 time banks ..................................... 24 training ..................................... 48, 56 U union activities ............................... 58 union membership and dues deduction ................................... 16 union recognized ............................. 9 V vacancies ....................................... 59 Vacancies ....................................... 59 vacation ........................ 25, 34, 41, 42 Vacation Cash Out ......................... 42 Veterans’ Day ................................ 37 volunteers ........................... 23, 29, 72 W wages .................................. 17, 63, 71 work day ................. 19, 21, 25, 26, 42 work schedules ............. 18, 19, 20, 54 work stoppage ............................... 57 work week .............. 18, 19, 24, 25, 40 workday ....... 21, 22, 24, 25, 28, 48, 55 written reprimand .................... 58, 73 AGENDA ITEM #6. i) A abuse of sick leave ......................... 32 accrual ........................................... 30 Accrual ........................................... 39 accrual rate .................................... 39 accrual rates .................................. 78 acting pay ...................................... 30 adjusted hire date ............... 69, 71, 72 alternative work schedules ....... 19, 20 alternative/flex work schedules ..... 19 anniversary .................................... 47 APPENDIX A – AFSCME Classifications ................................................... 83 APPENDIX B – SALARY INDEX FOR 2022 ............................................ 85 APPENDIX C – Telework Reopener . 89 APPENDIX D – Index ....................... 90 arbitration ................................. 60, 61 at will ............................................. 57 B base rate ................................... 38, 40 bereavement leave ........................ 40 biennial budget process ................. 74 bulletin boards ............................... 51 bumping rights .......................... 70, 74 bumps ............................................ 76 C callback .......................................... 27 call-back ......................................... 25 candidate pool ............................... 56 cash out ......................................... 31 cashed out hours ........................... 78 Christmas Day ................................ 35 city seniority 69, 71, 73, 74, 75, 77, 78 classification 13, 14, 46, 50, 57, 68, 69, 70, 71, 73, 74, 75, 76, 77, 78 classification seniority ............... 72, 77 classification series ........................ 70 Classification Series ........................ 84 clean-up time ................................. 22 COBRA ........................................... 44 compensated hours ....................... 23 compensatory ................................ 23 compensatory time ........................ 23 conferences ................................... 45 consecutive hours worked ............. 21 continuous service .................... 69, 71 co-pays .......................................... 41 D deferred compensation ................. 48 demotion ....................................... 68 dental ....................................... 42, 44 disability plan ................................. 31 discharge ............................ 31, 49, 68 disciplinary action ..................... 54, 68 discipline ................................... 49, 68 double time ................................... 25 dues .......................................... 16, 18 E emergency situations .......... 20, 22, 40 employee contributions ................. 44 AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 107 employment practices ................... 54 entire agreement ........................... 66 excluded positions ......................... 12 Executive Board .................. 13, 55, 62 Extended Shift Overtime ................ 26 F F.M.C.S. .......................................... 60 Fair Labor Standards Act ................ 23 Federal Mediation and Conciliation Service ........................................ 60 fingerprint ...................................... 79 flexible work schedules .................. 20 flex-time ........................................ 20 FMLA.............................................. 30 G grievance .......... 57, 58, 59, 60, 61, 62 grievance procedure ...................... 58 grievances ................................. 51, 52 group term ..................................... 44 H health insurance ............................ 41 health, safety and productivity ...... 62 holiday .......................... 36, 37, 38, 49 holiday pay .................................... 37 Holiday Pay .................................... 36 holidays falling on scheduled day off ................................................... 37 holidays falling on weekends ......... 37 hourly ..................... 20, 23, 26, 38, 40 hours of work ................................. 19 I Independence Day ......................... 35 initial probationary period ............. 70 insurance .................................. 42, 44 J July 4 .............................................. 35 Juneteenth ..................................... 35 jury duty ........................................ 44 just cause .................................. 49, 68 L Labor Day ....................................... 35 labor/management committee ...... 52 layoff ............................. 69, 70, 71, 74 layoff and recall ............................. 69 Leave Donation Program ............... 69 life insurance ................................. 44 limited term ................................ 9, 10 Limited Term .................................. 77 longevity ................................... 44, 47 long-term disability ........................ 31 lunch period ................................... 19 M management rights ........................ 49 Martin Luther King, Jr. Day ............. 35 meal and rest periods .................... 21 meal period.................................... 21 medical ............................... 42, 44, 69 medical leave ................................. 30 membership................................... 18 Memorial Day ................................ 35 AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 108 N new employees .............................. 18 New Year’s Day .............................. 35 non-discrimination ......................... 54 O officers ........................................... 18 oral reprimand .......................... 54, 68 orientation ..................................... 54 original hire date ............................ 71 overtime ...... 20, 21, 22, 23, 24, 27, 49 P PAC program .................................. 17 pager ............................................. 27 paid release time ...................... 50, 52 part-time....................... 38, 39, 40, 48 pay period ...................................... 48 pay stubs ........................................ 49 PERS ............................................... 31 PERS I ............................................. 31 personal holiday ............................ 38 personal holidays ........................... 35 position review .............................. 14 posting of vacancies ....................... 54 Preamble ......................................... 9 premium ................................... 30, 43 previously held position ................. 71 priority of Federal, State and City Laws ............................................ 67 probationary employee ................. 71 probationary period ...... 57, 70, 71, 73 promoted ....................................... 57 promotion ........................... 30, 57, 73 promotional opportunity .......... 56, 57 pro-rated ............................ 38, 39, 48 public interest ................................ 53 R rain gear ........................................ 63 recall .............................................. 71 recall list ........................................ 71 recall rights .................................... 75 reclassification reviews .................. 15 Recognition and Bargaining Unit ...... 9 reduction ...................... 44, 70, 72, 73 reemployment list .......................... 71 regular part-time ........................... 40 REHBT ........................... 41, 42, 43, 44 rehire list........................................ 71 REHP ......................................... 41, 43 reinstatement ................................ 71 Renton Employees’ Healthcare Board of Trustees ............................. 41, 43 Renton Employees’ Healthcare Plan ................................................... 41 rest period ..................................... 22 S safety shoes ................................... 63 salaries ........................................... 46 savings clause ................................ 66 selection process ........................... 55 seniority .............................. 70, 71, 77 shift differential ............................. 27 AGENDA ITEM #6. i) AFSCME, Local 2170 Contract 2022 2025 – 20274 Page 109 shop steward ................................. 51 sick leave ................ 24, 30, 31, 32, 53 sick leave cash out ......................... 31 staff representative ............ 51, 61, 81 standby .......................................... 27 steel toed boots ............................. 63 stewards ........................................ 18 suspension ................................ 54, 68 T Thanksgiving .................................. 35 tie-breaker ..................................... 73 time banks ..................................... 23 training ............................... 45, 46, 51 U union activities ............................... 54 union membership and dues deduction ................................... 16 union recognized ............................. 9 V vacancies ....................................... 55 Vacancies ....................................... 55 vacation ........................ 24, 32, 39, 40 Vacation Cash Out ......................... 40 Veterans’ Day ................................ 35 volunteers ........................... 22, 28, 67 W wages .................................. 17, 59, 66 work day ................. 19, 21, 24, 26, 40 work schedules ................... 19, 20, 49 work stoppage ............................... 53 work week .................... 19, 23, 24, 38 workday ....... 21, 22, 23, 24, 27, 45, 51 written reprimand .................... 54, 68 AGENDA ITEM #6. i) AB - 3788 City Council Regular Meeting - 07 Apr 2025 SUBJECT/TITLE: Joint Funded 2025-2026 Human Services Agreement with Sound Generations - Meals on Wheels Program RECOMMENDED ACTION: Refer to Finance Committee DEPARTMENT: Parks & Recreation Department STAFF CONTACT: Lori Fleming, Human Services Coordinator EXT.: x6655 FISCAL IMPACT SUMMARY: This agreement includes Renton funding of $15,000 annually that is part of budgeted human services contracted services funding, along with $68,932 in annual funding from the cities of Burien, Covington, Des Moines, Federal Way, SeaTac, and Tukwila. The other cities funding is paid to Renton in advance and held in a custodial account until used for quarterly payments to the Agency. The annual amount for all cities is $83,932, with a total two-year contract amount of $167,864. SUMMARY OF ACTION: The City of Renton and other South King County cities signed a Memorandum of Understanding (MOU) in 2003 for the planning, funding, and implementation of a joint human services application and funding program (CAG-03-012). This MOU involves identifying human services programs that are commonly funded by multiple cities in the joint application process and designating a Lead City to contract on behalf of the cities. The Lead City does the contract and payments with the agency on behalf of the participating cities, which simplifies and reduces the administrative burden for the agency. This means the agency does one contract, rather than multiple contracts, and processes one payment each quarter rather than multiple payments. For 2025-2026, Renton is the Lead City for three contracts, including the Sound Generations - Meals on Wheels Program. Attached is the 2025 Exhibit A to the MOU showing the programs, lead cities, participating cities, and amounts. Renton's share is $15,000 annually for this contract and the participating cities of Burien, Covington, Des Moines, Federal Way, SeaTac, and Tukwila shares are $68,932, for an annual contract amount of $83,932 and a two-year total of $167,864. The Meals on Wheels program has been part of the cities joint funding program for many years. EXHIBITS: A. Joint Funded 2025-2026 Human Services Agreement with Sound Generations - Meals on Wheels Program. B. 2025 Exhibit A to Joint Human Services Funding MOU. STAFF RECOMMENDATION: Authorize the Mayor and City Clerk to execute the Joint Funded 2025-2026 Human Services Agreement with Sound Generations - Meals on Wheels Program for $167,864. AGENDA ITEM #6. j) 2025 - 2026 HUMAN SERVICES AGREEMENT Sound Generations – Meals on Wheels (MOW) THIS AGREEMENT, dated for reference purposes only as February 24, 2025, is by and between the City of Renton (the “City”), a Washington municipal corporation, and Sound Generations (“Agency”), a Washington nonprofit corporation. The City and the Agency are referred to collectively in this Agreement as the “Parties.” Once fully executed by the Parties, this Agreement is effective as of the last date signed by both parties. WHEREAS, the City has entered into a Memorandum of Understanding (“MO U”) with the other local cities for the planning, funding, and implementation of joint human services contracts, and such MOU is on file at the City as contract number CAG-03-012; and WHEREAS, the City of Renton, along with the MOU cities of Burien, Covington, Des Moines, Federal Way, SeaTac, and Tukwila have coordinated to enter into this joint human services agreement with Agency. WHEREAS, the programs provided by the Agency are for the general community’s benefit and are designed for the well-being of children, individuals, and families in the City of Renton and the participating MOU cities, and these programs are consistent with the goals of the MOU; NOW, THEREFORE, the Parties mutually agree: 1. Scope of Work: Agency agrees to provide the human services program as specified in Exhibit A, Scope of Services, which is attached and incorporated herein and may hereinafter be referred to as the “Services.” 2. Amendment or Changes in Scope of Work: A. By the City: The City, without invalidating this Agreement, may order changes to the Services consisting of additions, deletions or modifications. Any such changes to the Services shall be ordered by the City in writing and the Compensation shall be equitably adjusted consistent with the rates set forth in Exhibit A or as otherwise mutually agreed by the Parties. B. By the Agency: The Agency shall notify the City, in writing, within ten (10) business days of any changes in program personnel, permanent changes to location or hours of services, and/or other changes that substantially impact services to Renton residents pursuant to this contract. AGENDA ITEM #6. j) PAGE 2 OF 14 3. Time of Performance: The term of this Agreement shall be for a period of two (2) years commencing on January 1, 2025, and terminating on December 31, 2026 (“Term”). Funding for the contract is contingent upon the availability of funds to be allocated through Renton’s budget process and the Agency’s satisfactory contract performance. 4. Compensation: A. Amount. Total compensation to Agency for Services provided pursuant to this Agreement shall not exceed $167,864.00 plus any applicable state and local sales taxes. Compensation shall be paid based upon Services actually performed according to the rate(s) or amounts specified in Exhibit A. a. The Agency agrees that any hourly or flat rate charged by it for its Services shall remain locked at the negotiated rate(s) unless otherwise agreed to in writing or provided in Exhibit A. b. Except as specifically provided herein, the Agency shall be solely responsible for payment of any taxes imposed as a result of the performance and payment of this Agreement. c. If performance is below 90% of the service units identified in Exhibit A to this agreement, funding may be proportionately reduced. B. Method of Payment. Agency will submit quarterly invoices to Renton as specified in the Scope of Service. No payment will be made to the Agency until all required reports are submitted to the approved portal (Share1App, hosted by City of Redmond). Payment will be made no later than forty-five (45) calendar days after receipt of invoice and approval of reports. C. Effect of Payment. Payment for any part of the Services shall not constitute a waiver by the City of any remedies it may have against the Agency for failure of the Agency to perform the Services or for any breach of this Agreement by the Agency. D. Non-Appropriation of Funds. If sufficient funds are not appropriated or allocated for payment under this Agreement for any future fiscal period, the City shall not be obligated to make payments for Services or amounts incurred after the end of the current fiscal period, and this Agreement will terminate upon the completion of all remaining Services for which funds are allocated. No penalty or expense shall accrue to the City in the event this provision applies. 5. Termination or Suspension: A. The City reserves the right to terminate or suspend work subject to this Agreement at any time, with or without cause by giving ten (10) calendar days’ notice to the Agency in writing. AGENDA ITEM #6. j) PAGE 3 OF 14 B. The Agency may terminate this Agreement upon thirty (30) calendar days’ prior written notice to the City. C. In the event this Agreement is terminated or suspended, the Agency shall be entitled to compensation for any approved Services rendered prior to the termination or suspension of this Agreement. This provision shall not prevent the City from seeking any legal remedies it may have for the violation or nonperformance of any of the provisions of this Agreement and such charges due to the City shall be deducted from the final payment due the Agency. No payment shall be made by the City for any expenses incurred or services done following the effective date of termination unless authorized in advance in writing by the City. 6. Warranties: Agency represents and warrants that Agency will perform all Services identified in this Agreement in a professional manner and in accordance with all reasonable and professional standards and laws. 7. Monitoring: Even though the Agency is an independent contractor with the authority to control and direct the performance and details of the Services authorized under this Agreement, the Services must meet the approval of Renton and shall be subject to Renton’s general right of inspection to secure satisfact ory completion. Renton shall review reports to monitor compliance with the level of service required in the Scope of Service. Renton may also review program performance periodically on-site or virtually. Should the Agency fail to meet the minimum level of service represented by the Performance Measures in Exhibit A, Renton reserves the right to adjust payments as specified Section 4. “Compensation”. 8. Record Maintenance: The Agency shall maintain accounts and records, which properly reflect all direct and indirect costs expended and Services provided in the performance of this Agreement and retain such records for as long as may be required by applicable Washington State records retention laws, but in any event no less than six years after the termination of this Agreement. The Agency agrees to provide access to and copies of any records related to this Agreement as required by the City to audit expenditures and charges and/or to comply with the Washington State Public Records Act (Chapter 42.56 RCW). The provisions of this section shall survive the expiration or termination of this Agreement. 9. Public Records Compliance: To the full extent the City determines necessary to comply with the Washington State Public Records Act, Agency shall make a due diligent search of all records in its possession or control relating to this Agreement and the Services, including, but not limited to, e-mail, correspondence, notes, saved telephone messages, recordings, photos, or drawings and provide them to the City for production. In the event Agency believes said records need to be protected from disclosure, it may, at Agency’s own expense, seek judicial protection. Agency shall indemnify, defend, and hold harmless AGENDA ITEM #6. j) PAGE 4 OF 14 the City for all costs, including attorneys’ fees, attendant to any claim or litigation related to a Public Records Act request for which Agency has responsive records and for which Agency has withheld records or information contained therein, or not provided them to the City in a timely manner. Agency shall produce for distribution any and all records responsive to the Public Records Act request in a timely manner, unless those records are protected by court order. The provisions of this section shall survive the expiration or termination of this Agreement. 10. Independent Contractor Relationship: A. The Agency is retained by the City only for the purposes and to the extent set forth in this Agreement. The nature of the relationship between the Agency and the City during the period of the Services shall be that of an independent contractor, not employee. The Agency, not the City, shall have the power to control and direct the details, manner or means of Services. Specifically, but not by means of limitation, the Agency shall have no obligation to work any particular hours or particular schedule, unless otherwise indicated in the Scope of Services or where scheduling of attendance or performance is mutually arranged due to the nature of the Services. Agency shall retain the right to designate the means of performing the Services covered by this agreement, and the Agency shall be entitled to employ other workers at such compensation and such other conditions as it may deem proper, provided, however, that any contract so made by the Agency is to be paid by it alone, and that employing such workers, it is acting individually and not as an agent for the City. B. The City shall not be responsible for withholding or otherwise deducting federal income tax or Social Security or contributing to the State Industrial Insurance Program, or otherwise assuming the duties of an employer with respect to Agency or any employee of the Agency. C. If the Agency is a sole proprietorship or if this Agreement is with an individual, the Agency agrees to notify the City and complete any required form if the Agency retired under a State of Washington retirement system and agrees to indemnify any losses the City may sustain through the Agency’s failure to do so. 11. Hold Harmless: The Agency agrees to release, indemnify, defend, and hold harmless the City, elected officials, employees, officers, representatives, and volunteers from any and all claims, demands, actions, suits, causes of action, arbitrations, mediations, proceedings, judgments, awards, injuries, damages, liabilities, taxes, losses, fines, fees, penalties, expenses, attorney’s or attorneys’ fees, costs, and/or litigation expenses to or by any and all persons or entities, arising from, resulting from, or related to the negligent acts, errors or omissions of the Agency in its performance of this Agreement or a breach of this Agreement by Agency, except for that portion of the claims caused by the City’s sole negligence. AGENDA ITEM #6. j) PAGE 5 OF 14 Should a court of competent jurisdiction determine that this agreement is subject to RCW 4.24.115, (Validity of agreement to indemnify against liability for negligence relative to construction, alteration, improvement, etc., of structure or improvement attached to real estate…) 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 Agency and the City, its officers, officials, employees and volunteers, Agency’s liability shall be only to the extent of Agency’s negligence. It is further specifically and expressly understood that the indemnification provided in this Agreement constitute Agency’s waiver of immunity under the Industrial Insurance Act, RCW Title 51, solely for the purposes of this indemnification. The Parties have mutually negotiated and agreed to this waiver. The provisions of this section shall survive the expiration or termination of this Agreement. 12. Gifts and Conflicts: The City’s Code of Ethics and Washington State law prohibit City employees from soliciting, accepting, or receiving any gift, gratuity or favor from any person, firm or corporation involved in a contract or transaction. To ensure compliance with the City’s Code of Ethics and state law, the Agency shall not give a gift of any kind to City employees or officials. Agency also confirms that Agency does not have a business interest or a close family relationship with any City officer or employee who was, is, or will be involved in selecting the Agency, negotiating or administering this Agreement, or evaluating the Agency’s performance of the Services. 13. City of Renton Business License: Unless exempted by the Renton Municipal Code, Agency shall obtain a City of Renton Business License prior to performing any Services and maintain the business license in good standing throughout the term of this agreement with the City. Information regarding acquiring a city business license can be found at: https://www.rentonwa.gov/Tax Information regarding State business licensing requirements can be found at: https://dor.wa.gov/doing-business/register-my-business 14. Insurance: Agency shall secure and maintain: A. Commercial general liability insurance in the minimum amounts of $1,000,000 for each occurrence/$2,000,000 aggregate for the Term of this Agreement. B. In the event that Services delivered pursuant to this Agreement either directly or indirectly involve or require Professional Services, Professional Liability, Errors and Omissions coverage shall be provided with minimum limits of $1,000,000 per AGENDA ITEM #6. j) PAGE 6 OF 14 occurrence. "Professional Services", for the purpose of this section, shall mean any Services provided by a licensed professional or Services that requires a professional standard of care. C. Workers’ compensation coverage, as required by the Industrial Insurance laws of the State of Washington, shall also be secured. D. Commercial Automobile Liability for owned, leased, hired or non-owned, leased, hired or non-owned, with minimum limits of $1,000,000 per occurrence combined single limit, if there will be any use of Agency’s vehicles on the City’s Premises by or on behalf of the City, beyond normal commutes. E. Agency shall name the City as an Additional Insured on its commercial general liability policy on a non-contributory primary basis. The City’s insurance policies shall not be a source for payment of any Agency liability, nor shall the maintenance of any insurance required by this Agreement be construed to limit the liability of Agency to the coverage provided by such insurance or otherwise limit the City’s recourse to any remedy available at law or in equity. F. Subject to the City’s review and acceptance, a certificate of insurance showing the proper endorsements, shall be delivered to the City before performing the Services. G. Agency shall provide the City with written notice of any policy cancellation, within two (2) business days of their receipt of such notice. 15. Delays: Agency is not responsible for delays caused by factors beyond the Agency’s reasonable control. When such delays beyond the Agency’s reasonable control occur, the City agrees the Agency is not responsible for damages, nor shall the Agency be deemed to be in default of the Agreement. 16. Successors and Assigns: Neither the City nor the Agency shall assign, transfer or encumber any rights, duties or interests accruing from this Agreement without the written consent of the other. 17. Notices: Any notice required under this Agreement will be in writing, addressed to the appropriate party at the address which appears below (as modified in writing from time to time by such party), and given personally, by registered or certified mail, return recei pt requested, or by nationally recognized overnight courier service. Time period for notices shall be deemed to have commenced upon the date of receipt . Email and telephone may be used for purposes of administering the Agreement, but should not be used to give any formal notice required by the Agreement. AGENDA ITEM #6. j) PAGE 7 OF 14 CITY OF RENTON Lori Fleming Human Services Coordinator 1055 South Grady Way Renton, WA 98057 Phone: (425) 430-6655 LFleming@Rentonwa.gov AGENCY Adam Porter Meals on Wheels Director 2208 Second Ave. Suite 100 Seattle, WA 98121 Phone: (206) 727-6242 adamp@soundgenerations.org 18. Discrimination Prohibited: Except to the extent permitted by a bona fide occupational qualification, the Agency agrees as follows: A. Agency, and Agency’s agents, employees, representatives, and volunteers with regard to the Services performed or to be performed under this Agreement, shall not discriminate on the basis of race, color, sex, religion, nationality, creed, marital status, sexual orientation or preference, age (except minimum age and retirement provisions), honorably discharged veteran or military status, or the presence of any sensory, mental or physical handicap, unless based upon a bona fide occupational qualification in relationship to hiring and employment, in employment or application for employment, the administration of the delivery of Services or any other benefits under this Agreement, or procurement of materials or supplies. B. The Agency will take affirmative action to insure that applicants are employed and that employees are treated during employment without regard to their race, creed, color, national origin, sex, age, sexual orientation, physical, sensory or mental handicaps, or marital status. Such action shall include, but not be limited to the following employment, upgrading, demotion or transfer, recruitment or recruitment advertising, layoff or termination, rates of pay or other forms of compensation and selection for training. C. If the Agency fails to comply with any of this Agreement’s non-discrimination provisions, the City shall have the right, at its option, to cancel the Agreement in whole or in part. D. The Agency is responsible to be aware of and in compliance with all federal, state and local laws and regulations that may affect the satisfactory completion of the project, which includes but is not limited to fair labor laws, worker's compensation, and Title VI of the Federal Civil Rights Act of 1964, and will comply with City of Renton Council Resolution Number 4085. 19. Miscellaneous: The parties hereby acknowledge: A. The City is not responsible to train or provide training for Agency. AGENDA ITEM #6. j) PAGE 8 OF 14 B. Agency will not be reimbursed for job related expenses except to the extent specifically agreed within the attached exhibits. C. Agency shall furnish all tools and/or materials necessary to perform the Services except to the extent specifically agreed within the attached exhibits. D. In the event special training, licensing, or certification is required for Agency to provide Services he/she will acquire or maintain such at his/her own expense and, if Agency employs, sub-contracts, or otherwise assigns the responsibility to perform the Services, said employee/sub-contractor/assignee will acquire and or maintain such training, licensing, or certification. E. This is a non-exclusive agreement and Agency is free to provide his/her Services to other entities, so long as there is no interruption or interference with the provision of Services called for in this Agreement. F. Agency is responsible for his/her own insurance, including, but not limited to health insurance. G. Agency is responsible for his/her own Worker’s Compensation coverage as well as that for any persons employed by the Agency. 20. Other Provisions: A. Approval Authority. Each individual executing this Agreement on behalf of the City and Agency represents and warrants that such individuals are duly authorized to execute and deliver this Agreement on behalf of the City or Agency. B. General Administration and Management. The City’s contract manager is Lori Fleming, Human Services Coordinator. In providing Services, Agency shall coordinate with the City’s contract manager or his/her designee. C. Amendment and Modification. This Agreement may be amended only by an instrument in writing, duly executed by both Parties. D. Conflicts. In the event of any inconsistencies between Agency proposals and this Agreement, the terms of this Agreement shall prevail. Any exhibits/attachments to this Agreement are incorporated by reference only to the extent of the purpose for which they are referenced within this Agreement. To the extent a Agency prepared exhibit conflicts with the terms in the body of this Agreement or contains terms that are extraneous to the purpose for which it is referenced, the terms in the body of this Agreement shall prevail and the extraneous terms shall not be incorporated herein. AGENDA ITEM #6. j) PAGE 9 OF 14 E. Governing Law. This Agreement shall be made in and shall be governed by and interpreted in accordance with the laws of the State of Washington and the City of Renton. Agency and all of the Agency’s employees shall perform the Services in accordance with all applicable federal, state, county and city laws, codes and ordinances. F. Joint Drafting Effort. This Agreement shall be considered for all purposes as prepared by the joint efforts of the Parties and shall not be construed against one party or the other as a result of the preparation, substitution, submission or other event of negotiation, drafting or execution. G. Jurisdiction and Venue. Any lawsuit or legal action brought by any party to enforce or interpret this Agreement or any of its terms or covenants shall be brought in the King County Superior Court for the State of Washington at the Maleng Regional Justice Center in Kent, King County, Washington, or its replacement or successor. Agency hereby expressly consents to the personal and exclusive jurisdiction and venue of such court even if Agency is a foreign corporation not registered with the State of Washington. H. Severability. A court of competent jurisdiction’s determination that any provision or part of this Agreement is illegal or unenforceable shall not cancel or invalidate the remainder of this Agreement, which shall remain in full force and effect. I. Sole and Entire Agreement. This Agreement contains the entire agreement of the Parties and any representations or understandings, whether oral or written, not incorporated are excluded. J. Time is of the Essence. Time is of the essence of this Agreement and each and all of its provisions in which performance is a factor. Adherence to completion dates set forth in the description of the Services is essential to the Agency’s performance of this Agreement. K. Third-Party Beneficiaries. Nothing in this Agreement is intended to, nor shall be construed to give any rights or benefits in the Agreement to anyone other than the Parties, and all duties and responsibilities undertaken pursuant to this Agreement will be for the sole and exclusive benefit of the Parties and no one else. L. Binding Effect. The Parties each bind themselves, their partners, successors, assigns, and legal representatives to the other party to this Agreement, and to the partners, successors, assigns, and legal representatives of such other party with respect to all covenants of the Agreement. AGENDA ITEM #6. j) PAGE 10 OF 14 M. Waivers. All waivers shall be in writing and signed by the waiving party. Either party’s failure to enforce any provision of this Agreement shall not be a waiver and shall not prevent either the City or Agency from enforcing that provision or any other provision of this Agreement in the future. Waiver of breach of any provision of this Agreement shall not be deemed to be a waiver of any prior or subsequent breach unless it is expressly waived in writing. N. Counterparts. The Parties may execute this Agreement in any number of counterparts, each of which shall constitute an original, and all of which will together constitute this one Agreement. IN WITNESS WHEREOF, the Parties have voluntarily entered into this Agreement as of the date last signed by the Parties below. CITY OF RENTON By:_____________________________ AGENCY By:____________________________ Armondo Pavone Mayor Theresa Demeter Chief Programs Officer _____________________________ Date _____________________________ Date Attest _____________________________ Jason A. Seth City Clerk Approved as to Legal Form By: __________________________ Blythe Phillips Assistant City Attorney 2025-2026 Human Services Template – City of Renton Fundsd AGencues (MPK - 01.31.2025) AGENDA ITEM #6. j) PAGE 11 OF 14 EXHIBIT A 2025-2026 Scope of Services (“Services”) Agency: Sound Generations 2025 Funding: $83,932 Program: Meals on Wheels (MOW) 2026 Funding: $83,932 Effective Date Year 1: Jan. 1, 2025– Dec. 31, 2025 Year 2: Jan. 1, 2026– Dec. 31, 2026 Total: $167,864 Renton Need Area Basic Needs (BN) Agency Program Overview: Sound Generations – Meals on Wheels (MOW) Program is a network comprised of their main office and warehouse in Seattle, 20 satellite sites through King County, paid staff, and over 300 volunteers who coordinate and deliver nourishing meals to vulnerable homebound elders and disabled adults in King County who are unable to prepare meals themselves. Typically 7- 14 frozen meals are delivered to clients’ home per week. Meals are provided at no charge. Performance Measures: The Agency shall provide the approximate number of City clients with the following services each year of the agreement. Services shall be provided in a manner which fully complies with all applicable federal, state and local laws, statutes, ordinances rules and regulations, as are now in effect or may be amended or enacted during the course of the Agreement. Burien Annual Totals 1st Qtr 2nd Qtr 3rd Qtr 4th Qtr SU1 Number of Home Delivered Meals to homebound seniors 1,244 311 311 311 311 Unduplicated City of Burien clients served 4 1 1 1 1 Covington Annual Totals 1st Qtr 2nd Qtr 3rd Qtr 4th Qtr SU1 Number of Home Delivered Meals to homebound seniors 839 210 210 210 209 Unduplicated City of Covington clients served 4 1 1 1 1 AGENDA ITEM #6. j) PAGE 12 OF 14 Des Moines Annual Totals 1st Qtr 2nd Qtr 3rd Qtr 4th Qtr SU1 Number of Home Delivered Meals to homebound seniors 424 106 106 106 106 Unduplicated City of Des Moines clients served 2 1 2 0 0 Federal Way Annual Totals 1st Qtr 2nd Qtr 3rd Qtr 4th Qtr SU1 Number of Home Delivered Meals to homebound seniors 2,012 503 503 503 503 Unduplicated City of Federal Way clients served 5 2 1 1 1 Renton Annual Totals 1st Qtr 2nd Qtr 3rd Qtr 4th Qtr SU1 Number of Home Delivered Meals to homebound seniors 1,597 400 399 399 399 Unduplicated City of Renton clients served 5 2 1 1 1 SeaTac Annual Totals 1st Qtr 2nd Qtr 3rd Qtr 4th Qtr SU1 Number of Home Delivered Meals to homebound seniors 1,511 378 378 378 377 Unduplicated City of SeaTac clients served 5 2 1 1 1 Tukwila Annual Totals 1st Qtr 2nd Qtr 3rd Qtr 4th Qtr SU1 Number of Home Delivered Meals to homebound seniors 1,303 326 326 326 325 Unduplicated City of Tukwila clients served 4 1 1 1 1 Definition of Service Units (SU): SU1: Number of Home Delivered Meals to homebound seniors = Number of home delivered meals provided to a homebound elder or disabled adult. Unduplicated City of Renton clients served = Number of unduplicated city residents served each year, each client served to be counted once per year. AGENDA ITEM #6. j) PAGE 13 OF 14 The above Services shall be provided January 1 - December 31, 2025 for Year One and January 1 - December 31, 2026 for Year Two of the Agreement. Estimated Quarterly Payments: Reporting Quarterly Reports: The Agency shall submit a Quarterly Report at the end of each quarter in accordance with the schedule below. The Quarterly Report shall include an invoice along with a summary of Performance Measures, in a form approved by the City. Demographic Reports: The Agency shall collect and retain demographic data from the persons served through this contract. Data should be tracked in an ongoing manner and submitted annually by January 31 of the following year in a form approved by the City. Outcome Report: Outcome data shall be submitted annually in conjunction with the Demographic report. Data should be collected and demonstrate the program’s progress toward Outcomes as specified below. Outcome 1. 90% of client responders will indicate that being on Meals on Wheels makes it easier to have enough food in the home and get enough to eat. Outcome 2. 90% of client responders will indicate that their health has improved or been maintained since receiving Meals on Wheels. Measured by participant satisfaction responses from annual client survey mailed every September. Estimated Quarterly Amounts Annual Totals 1st Qtr 2nd Qtr 3rd Qtr 4th Qtr Burien 11,700$ 2,925$ 2,925$ 2,925$ 2,925$ 11,700 Covington 7,900 1,975 1,975 1,975 1,975 7,900 Des Moines 4,000 1,000 1,000 1,000 1,000 6,600 Federal Way 18,900 4,725 4,725 4,725 4,725 18,900 Renton 15,000 3,750 3,750 3,750 3,750 21,700 SeaTac 14,195 3,548.75 3,548.75 3,548.75 3,548.75 16,700 Tukwila 12,237 3,059.25 3,059.25 3,059.25 3,059.25 17,700 TOTALS 83,932.00$ 20,983.00$ 20,983.00$ 20,983.00$ 20,983.00$ AGENDA ITEM #6. j) PAGE 14 OF 14 Reporting Due Dates: REPORT DUE DATES* QUARTERLY REPORTS: 1st Quarter (January – March) April 15th 2nd Quarter (April – June) July 15th 3rd Quarter (July – September) October 15th 4th Quarter (October -December) and final annual reimbursement January 12th OUTCOMES AND DEMOGRAPHICS REPORTS January 31, 2026/ January 31, 2027 AGENDA ITEM #6. j) FINAL Calendar Year 2025 Exhibit A to Memorandum of Understanding (MOU) between the Cities for planning, funding, and implementation of a joint human services application and funding program Name of Nonprofit Agency & Program Participating Cities Funding Crisis Connections 2-1-1 Federal Way - Lead City 10,000.00$ Covington 2,000.00$ Des Moines 5,000.00$ Renton 20,000.00$ SeaTac 6,000.00$ Tukwila 2,500.00$ TOTAL 45,500.00$ HealthPoint - DENTAL Covington - Lead City 5,000.00$ Burien 5,100.00$ Des Moines 5,000.00$ Federal Way 20,000.00$ SeaTac 7,500.00$ Tukwila 7,500.00$ TOTAL 50,100.00$ HealthPoint - MEDICAL Covington - Lead City 10,000.00$ Burien 5,000.00$ Des Moines 10,000.00$ Renton 15,000.00$ SeaTac 7,000.00$ Tukwila 7,500.00$ TOTAL 54,500.00$ King County Bar Association Covington - Lead City 2,200.00$ Burien 11,000.00$ Federal Way 16,500.00$ SeaTac 6,600.00$ Tukwila 5,000.00$ TOTAL 41,300.00$ King County Sexual Assault Resource Center (KCSARC) Renton - Lead City 20,000.00$ Burien 8,902.00$ Covington 2,000.00$ Des Moines 4,500.00$ Federal Way 22,800.00$ SeaTac 5,200.00$ Tukwila 8,977.00$ TOTAL 72,379.00$ PUBLISHED 2/13/2025; AMENDED 3/19/2025 P:\Human Services\Lori - Agency Info\01 - Agencies- Contracted\Joint MOU\.Hum Serv Joint MOU Ex A-ALL YEARS 3/21/2025 Page 1 AGENDA ITEM #6. j) FINAL Calendar Year 2025 Exhibit A to Memorandum of Understanding (MOU) between the Cities for planning, funding, and implementation of a joint human services application and funding program Name of Nonprofit Agency & Program Participating Cities Funding Mary's Place Burien - Lead City 22,660.00$ Federal Way 50,000.00$ Renton 22,000.00$ SeaTac 10,000.00$ Tukwila 10,000.00$ TOTAL 114,660.00$ Multi-Service Center (MSC) Emergency Assistance (EARNS) Lead City - Federal Way 22,200.00$ Burien 20,000.00$ Renton 15,000.00$ SeaTac 25,650.00$ TOTAL 82,850.00$ Multi-Service Center (MSC) Shelter & Supportive Housing Lead City - Burien 6,300.00$ Federal Way 11,500.00$ SeaTac 6,900.00$ Tukwila 5,450.00$ TOTAL 30,150.00$ Sound Generations Meals on Wheels (MOW) Lead City - Renton 15,000.00$ Burien 11,700.00$ Covington 7,900.00$ Des Moines 4,000.00$ Federal Way 18,900.00$ SeaTac 14,195.00$ Tukwila 12,237.00$ TOTAL 83,932.00$ Sound Generations Volunteer Transportation Services (VTS) Lead City - Renton 15,000.00$ Burien 3,850.00$ Covington 2,000.00$ Des Moines 3,000.00$ Federal Way 11,000.00$ SeaTac 3,400.00$ Tukwila 3,090.00$ TOTAL 41,340.00$ PUBLISHED 2/13/2025; AMENDED 3/19/2025 P:\Human Services\Lori - Agency Info\01 - Agencies- Contracted\Joint MOU\.Hum Serv Joint MOU Ex A-ALL YEARS 3/21/2025 Page 2 AGENDA ITEM #6. j) FINAL Calendar Year 2025 Exhibit A to Memorandum of Understanding (MOU) between the Cities for planning, funding, and implementation of a joint human services application and funding program Summary of Lead Cities: Burien:Mary's Place Multi-Service Center - Shelter/Supp. Housing Covington: HealthPoint - Dental HealthPoint - Medical King County Bar Association Federal Way: Crisis Connections - 211 Multi-Service Center - EARNS Renton: KCSARC Sound Generations - Meals on Wheels Sound Generations - Volunteer Transport Services PUBLISHED 2/13/2025; AMENDED 3/19/2025 P:\Human Services\Lori - Agency Info\01 - Agencies- Contracted\Joint MOU\.Hum Serv Joint MOU Ex A-ALL YEARS 3/21/2025 Page 3 AGENDA ITEM #6. j) AB - 3787 City Council Regular Meeting - 07 Apr 2025 SUBJECT/TITLE: Joint Funded 2025-2026 Human Services Agreement with King County Sexual Assault Resource Center RECOMMENDED ACTION: Refer to Finance Committee DEPARTMENT: Parks & Recreation Department STAFF CONTACT: Lori Fleming, Human Services Coordinator EXT.: x6655 FISCAL IMPACT SUMMARY: This contract includes Renton funding of $20,000 annually that is part of budgeted human services contracted services funding, along with $52,379 in annual funding from the cities of Burien, Covington, Des Moines, Federal Way, SeaTac, and Tukwila. The other cities funding is paid to Renton in advance and held in a custodial account until used for quarterly payments to the Agency. The annual amount for all cities is $72,379, with a total two-year contract amount of $144,758. SUMMARY OF ACTION: The City of Renton and other South King County cities signed a Memorandum of Understanding (MOU) in 2003 for the planning, funding, and implementation of a joint human services application and funding program (CAG-03-012). This MOU involves identifying human services programs that are commonly funded by multiple cities in the joint application process and designating a Lead City to contract on behalf of the cities. The Lead City does the contract and payments with the agency on behalf of the participating cities, which simplifies and reduces the administrative burden for the agency. This means the agency does one contract, rather than multiple contracts, and processes one payment each quarter rather than multiple payments. For 2025-2026, Renton is the Lead City for three contracts, including King County Sexual Assault Resource Center (KCSARC). Attached is the 2025 Exhibit A to the MOU showing the programs, lead cities, participating cities, and amounts. Renton's share is $20,000 annually for this contract and the participating cities of Burien, Covington, Des Moines, Federal Way, SeaTac, and Tukwila shares are $52,379, for an annual contract amount of $72,379 and a two-year total of $144,758. King County Sexual Assault Resource Center has been part of the cities joint funding program for many years. EXHIBITS: A. Joint Funded 2025-2026 Human Services Agreement with King County Sexual Assault Resource Center B. 2025 MOU Exhibit A-Joint Funding List STAFF RECOMMENDATION: Authorize the Mayor and City Clerk to execute the Joint Funded 2025-2026 Human Services Agreement with King County Sexual Assault Resource Center for $144,758. AGENDA ITEM #6. k) 2025 - 2026 HUMAN SERVICES AGREEMENT King County Sexual Assault Resource Center (KCSARC) THIS AGREEMENT, dated for reference purposes only as March 6, 2025, is by and between the City of Renton (the “City”), a Washington municipal corporation, and King County Sexual Assault Resource Center (“Agency”), a Washington nonprofit corporation. The City and the Agency are referred to collectively in this Agreement as the “Parties.” Once fully executed by the Parties, this Agreement is effective as of the last date signed by both parties. WHEREAS, the City has entered into a Memorandum of Understanding (“MO U”) with the other local cities for the planning, funding, and implementation of joint human services contracts, and such MOU is on file at the City as contract number CAG-03-012; and WHEREAS, the City of Renton, along with the MOU cities of Burien, Covington, Des Moines, Federal Way, SeaTac, and Tukwila have coordinated to enter into this joint human services agreement with Agency. WHEREAS, the programs provided by the Agency are for the general community’s benefit and are designed for the well-being of children, individuals, and families in the City of Renton and the participating MOU cities, and these programs are consistent with the goals of the MOU; NOW, THEREFORE, the Parties mutually agree: 1. Scope of Work: Agency agrees to provide the human services program as specified in Exhibit A, Scope of Services, which is attached and incorporated herein and may hereinafter be referred to as the “Services.” 2. Amendment or Changes in Scope of Work: A. By the City: The City, without invalidating this Agreement, may order changes to the Services consisting of additions, deletions or modifications. Any such changes to the Services shall be ordered by the City in writing and the Compensation shall be equitably adjusted consistent with the rates set forth in Exhibit A or as otherwise mutually agreed by the Parties. B. By the Agency: The Agency shall notify the City, in writing, within ten (10) business days of any changes in program personnel, permanent changes to location or hours of services, and/or other changes that substantially impact services to Renton residents pursuant to this contract. AGENDA ITEM #6. k) PAGE 2 OF 14 3. Time of Performance: The term of this Agreement shall be for a period of two (2) years commencing on January 1, 2025, and terminating on December 31, 2026 (“Term”). Funding for the contract is contingent upon the availability of funds to be allocated through Renton’s budget process and the Agency’s satisfactory contract performance. 4. Compensation: A. Amount. Total compensation to Agency for Services provided pursuant to this Agreement shall not exceed $144,758.00 plus any applicable state and local sales taxes. Compensation shall be paid based upon Services actually performed according to the rate(s) or amounts specified in Exhibit A. a. The Agency agrees that any hourly or flat rate charged by it for its Services shall remain locked at the negotiated rate(s) unless otherwise agreed to in writing or provided in Exhibit A. b. Except as specifically provided herein, the Agency shall be solely responsible for payment of any taxes imposed as a result of the performance and payment of this Agreement. c. If performance is below 90% of the service units identified in Exhibit A to this agreement, funding may be proportionately reduced. B. Method of Payment. Agency will submit quarterly invoices to Renton as specified in the Scope of Service. No payment will be made to the Agency until all required reports are submitted to the approved portal (Share1App, hosted by City of Redmond). Payment will be made no later than forty-five (45) calendar days after receipt of invoice and approval of reports. C. Effect of Payment. Payment for any part of the Services shall not constitute a waiver by the City of any remedies it may have against the Agency for failure of the Agency to perform the Services or for any breach of this Agreement by the Agency. D. Non-Appropriation of Funds. If sufficient funds are not appropriated or allocated for payment under this Agreement for any future fiscal period, the City shall not be obligated to make payments for Services or amounts incurred after the end of the current fiscal period, and this Agreement will terminate upon the completion of all remaining Services for which funds are allocated. No penalty or expense shall accrue to the City in the event this provision applies. 5. Termination or Suspension: A. The City reserves the right to terminate or suspend work subject to this Agreement at any time, with or without cause by giving ten (10) calendar days’ notice to the Agency in writing. AGENDA ITEM #6. k) PAGE 3 OF 14 B. The Agency may terminate this Agreement upon thirty (30) calendar days’ prior written notice to the City. C. In the event this Agreement is terminated or suspended, the Agency shall be entitled to compensation for any approved Services rendered prior to the termination or suspension of this Agreement. This provision shall not prevent the City from seeking any legal remedies it may have for the violation or nonperformance of any of the provisions of this Agreement and such charges due to the City shall be deducted from the final payment due the Agency. No payment shall be made by the City for any expenses incurred or services done following the effective date of termination unless authorized in advance in writing by the City. 6. Warranties: Agency represents and warrants that Agency will perform all Services identified in this Agreement in a professional manner and in accordance with all reasonable and professional standards and laws. 7. Monitoring: Even though the Agency is an independent contractor with the authority to control and direct the performance and details of the Services authorized under this Agreement, the Services must meet the approval of Renton and shall be subject to Renton’s general right of inspection to secure satisfact ory completion. Renton shall review reports to monitor compliance with the level of service required in the Scope of Service. Renton may also review program performance periodically on-site or virtually. Should the Agency fail to meet the minimum level of service represented by the Performance Measures in Exhibit A, Renton reserves the right to adjust payments as specified Section 4. “Compensation”. 8. Record Maintenance: The Agency shall maintain accounts and records, which properly reflect all direct and indirect costs expended and Services provided in the performance of this Agreement and retain such records for as long as may be required by applicable Washington State records retention laws, but in any event no less than six years after the termination of this Agreement. The Agency agrees to provide access to and copies of any records related to this Agreement as required by the City to audit expenditures and charges and/or to comply with the Washington State Public Records Act (Chapter 42.56 RCW). The provisions of this section shall survive the expiration or termination of this Agreement. 9. Public Records Compliance: To the full extent the City determines necessary to comply with the Washington State Public Records Act, Agency shall make a due diligent search of all records in its possession or control relating to this Agreement and the Services, including, but not limited to, e-mail, correspondence, notes, saved telephone messages, recordings, photos, or drawings and provide them to the City for production. In the event Agency believes said records need to be protected from disclosure, it may, at Agency’s own expense, seek judicial protection. Agency shall indemnify, defend, and hold harmless AGENDA ITEM #6. k) PAGE 4 OF 14 the City for all costs, including attorneys’ fees, attendant to any claim or litigation related to a Public Records Act request for which Agency has responsive records and for which Agency has withheld records or information contained therein, or not provided them to the City in a timely manner. Agency shall produce for distribution any and all records responsive to the Public Records Act request in a timely manner, unless those records are protected by court order. The provisions of this section shall survive the expiration or termination of this Agreement. 10. Independent Contractor Relationship: A. The Agency is retained by the City only for the purposes and to the extent set forth in this Agreement. The nature of the relationship between the Agency and the City during the period of the Services shall be that of an independent contractor, not employee. The Agency, not the City, shall have the power to control and direct the details, manner or means of Services. Specifically, but not by means of limitation, the Agency shall have no obligation to work any particular hours or particular schedule, unless otherwise indicated in the Scope of Services or where scheduling of attendance or performance is mutually arranged due to the nature of the Services. Agency shall retain the right to designate the means of performing the Services covered by this agreement, and the Agency shall be entitled to employ other workers at such compensation and such other conditions as it may deem proper, provided, however, that any contract so made by the Agency is to be paid by it alone, and that employing such workers, it is acting individually and not as an agent for the City. B. The City shall not be responsible for withholding or otherwise deducting federal income tax or Social Security or contributing to the State Industrial Insurance Program, or otherwise assuming the duties of an employer with respect to Agency or any employee of the Agency. C. If the Agency is a sole proprietorship or if this Agreement is with an individual, the Agency agrees to notify the City and complete any required form if the Agency retired under a State of Washington retirement system and agrees to indemnify any losses the City may sustain through the Agency’s failure to do so. 11. Hold Harmless: The Agency agrees to release, indemnify, defend, and hold harmless the City, elected officials, employees, officers, representatives, and volunteers from any and all claims, demands, actions, suits, causes of action, arbitrations, mediations, proceedings, judgments, awards, injuries, damages, liabilities, taxes, losses, fines, fees, penalties, expenses, attorney’s or attorneys’ fees, costs, and/or litigation expenses to or by any and all persons or entities, arising from, resulting from, or related to the negligent acts, errors or omissions of the Agency in its performance of this Agreement or a breach of this Agreement by Agency, except for that portion of the claims caused by the City’s sole negligence. AGENDA ITEM #6. k) PAGE 5 OF 14 Should a court of competent jurisdiction determine that this agreement is subject to RCW 4.24.115, (Validity of agreement to indemnify against liability for negligence relative to construction, alteration, improvement, etc., of structure or improvement attached to real estate…) 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 Agency and the City, its officers, officials, employees and volunteers, Agency’s liability shall be only to the extent of Agency’s negligence. It is further specifically and expressly understood that the indemnification provided in this Agreement constitute Agency’s waiver of immunity under the Industrial Insurance Act, RCW Title 51, solely for the purposes of this indemnification. The Parties have mutually negotiated and agreed to this waiver. The provisions of this section shall survive the expiration or termination of this Agreement. 12. Gifts and Conflicts: The City’s Code of Ethics and Washington State law prohibit City employees from soliciting, accepting, or receiving any gift, gratuity or favor from any person, firm or corporation involved in a contract or transaction. To ensure compliance with the City’s Code of Ethics and state law, the Agency shall not give a gift of any kind to City employees or officials. Agency also confirms that Agency does not have a business interest or a close family relationship with any City officer or employee who was, is, or will be involved in selecting the Agency, negotiating or administering this Agreement, or evaluating the Agency’s performance of the Services. 13. City of Renton Business License: Unless exempted by the Renton Municipal Code, Agency shall obtain a City of Renton Business License prior to performing any Services and maintain the business license in good standing throughout the term of this agreement with the City. Information regarding acquiring a city business license can be found at: https://www.rentonwa.gov/Tax Information regarding State business licensing requirements can be found at: https://dor.wa.gov/doing-business/register-my-business 14. Insurance: Agency shall secure and maintain: A. Commercial general liability insurance in the minimum amounts of $1,000,000 for each occurrence/$2,000,000 aggregate for the Term of this Agreement. B. In the event that Services delivered pursuant to this Agreement either directly or indirectly involve or require Professional Services, Professional Liability, Errors and Omissions coverage shall be provided with minimum limits of $1,000,000 per AGENDA ITEM #6. k) PAGE 6 OF 14 occurrence. "Professional Services", for the purpose of this section, shall mean any Services provided by a licensed professional or Services that requires a professional standard of care. C. Workers’ compensation coverage, as required by the Industrial Insurance laws of the State of Washington, shall also be secured. D. Commercial Automobile Liability for owned, leased, hired or non-owned, leased, hired or non-owned, with minimum limits of $1,000,000 per occurrence combined single limit, if there will be any use of Agency’s vehicles on the City’s Premises by or on behalf of the City, beyond normal commutes. E. Agency shall name the City as an Additional Insured on its commercial general liability policy on a non-contributory primary basis. The City’s insurance policies shall not be a source for payment of any Agency liability, nor shall the maintenance of any insurance required by this Agreement be construed to limit the liability of Agency to the coverage provided by such insurance or otherwise limit the City’s recourse to any remedy available at law or in equity. F. Subject to the City’s review and acceptance, a certificate of insurance showing the proper endorsements, shall be delivered to the City before performing the Services. G. Agency shall provide the City with written notice of any policy cancellation, within two (2) business days of their receipt of such notice. 15. Delays: Agency is not responsible for delays caused by factors beyond the Agency’s reasonable control. When such delays beyond the Agency’s reasonable control occur, the City agrees the Agency is not responsible for damages, nor shall the Agency be deemed to be in default of the Agreement. 16. Successors and Assigns: Neither the City nor the Agency shall assign, transfer or encumber any rights, duties or interests accruing from this Agreement without the written consent of the other. 17. Notices: Any notice required under this Agreement will be in writing, addressed to the appropriate party at the address which appears below (as modified in writing from time to time by such party), and given personally, by registered or certified mail, return recei pt requested, or by nationally recognized overnight courier service. Time period for notices shall be deemed to have commenced upon the date of receipt . Email and telephone may be used for purposes of administering the Agreement, but should not be used to give any formal notice required by the Agreement. AGENDA ITEM #6. k) PAGE 7 OF 14 CITY OF RENTON Lori Fleming Human Services Coordinator 1055 South Grady Way Renton, WA 98057 Phone: (425) 430-6655 LFleming@Rentonwa.gov AGENCY Larraine Lynch Chief Program Officer 707 S. Grady Way, Suite 300 Renton, WA 98057 Phone: (425) 282-0339 GovGrants@kcsarc.org 18. Discrimination Prohibited: Except to the extent permitted by a bona fide occupational qualification, the Agency agrees as follows: A. Agency, and Agency’s agents, employees, representatives, and volunteers with regard to the Services performed or to be performed under this Agreement, shall not discriminate on the basis of race, color, sex, religion, nationality, creed, marital status, sexual orientation or preference, age (except minimum age and retirement provisions), honorably discharged veteran or military status, or the presence of any sensory, mental or physical handicap, unless based upon a bona fide occupational qualification in relationship to hiring and employment, in employment or application for employment, the administration of the delivery of Services or any other benefits under this Agreement, or procurement of materials or supplies. B. The Agency will take affirmative action to insure that applicants are employed and that employees are treated during employment without regard to their race, creed, color, national origin, sex, age, sexual orientation, physical, sensory or mental handicaps, or marital status. Such action shall include, but not be limited to the following employment, upgrading, demotion or transfer, recruitment or recruitment advertising, layoff or termination, rates of pay or other forms of compensation and selection for training. C. If the Agency fails to comply with any of this Agreement’s non-discrimination provisions, the City shall have the right, at its option, to cancel the Agreement in whole or in part. D. The Agency is responsible to be aware of and in compliance with all federal, state and local laws and regulations that may affect the satisfactory completion of the project, which includes but is not limited to fair labor laws, worker's compensation, and Title VI of the Federal Civil Rights Act of 1964, and will comply with City of Renton Council Resolution Number 4085. 19. Miscellaneous: The parties hereby acknowledge: A. The City is not responsible to train or provide training for Agency. AGENDA ITEM #6. k) PAGE 8 OF 14 B. Agency will not be reimbursed for job related expenses except to the extent specifically agreed within the attached exhibits. C. Agency shall furnish all tools and/or materials necessary to perform the Services except to the extent specifically agreed within the attached exhibits. D. In the event special training, licensing, or certification is required for Agency to provide Services he/she will acquire or maintain such at his/her own expense and, if Agency employs, sub-contracts, or otherwise assigns the responsibility to perform the Services, said employee/sub-contractor/assignee will acquire and or maintain such training, licensing, or certification. E. This is a non-exclusive agreement and Agency is free to provide his/her Services to other entities, so long as there is no interruption or interference with the provision of Services called for in this Agreement. F. Agency is responsible for his/her own insurance, including, but not limited to health insurance. G. Agency is responsible for his/her own Worker’s Compensation coverage as well as that for any persons employed by the Agency. 20. Other Provisions: A. Approval Authority. Each individual executing this Agreement on behalf of the City and Agency represents and warrants that such individuals are duly authorized to execute and deliver this Agreement on behalf of the City or Agency. B. General Administration and Management. The City’s contract manager is Lori Fleming, Human Services Coordinator. In providing Services, Agency shall coordinate with the City’s contract manager or his/her designee. C. Amendment and Modification. This Agreement may be amended only by an instrument in writing, duly executed by both Parties. D. Conflicts. In the event of any inconsistencies between Agency proposals and this Agreement, the terms of this Agreement shall prevail. Any exhibits/attachments to this Agreement are incorporated by reference only to the extent of the purpose for which they are referenced within this Agreement. To the extent a Agency prepared exhibit conflicts with the terms in the body of this Agreement or contains terms that are extraneous to the purpose for which it is referenced, the terms in the body of this Agreement shall prevail and the extraneous terms shall not be incorporated herein. AGENDA ITEM #6. k) PAGE 9 OF 14 E. Governing Law. This Agreement shall be made in and shall be governed by and interpreted in accordance with the laws of the State of Washington and the City of Renton. Agency and all of the Agency’s employees shall perform the Services in accordance with all applicable federal, state, county and city laws, codes and ordinances. F. Joint Drafting Effort. This Agreement shall be considered for all purposes as prepared by the joint efforts of the Parties and shall not be construed against one party or the other as a result of the preparation, substitution, submission or other event of negotiation, drafting or execution. G. Jurisdiction and Venue. Any lawsuit or legal action brought by any party to enforce or interpret this Agreement or any of its terms or covenants shall be brought in the King County Superior Court for the State of Washington at the Maleng Regional Justice Center in Kent, King County, Washington, or its replacement or successor. Agency hereby expressly consents to the personal and exclusive jurisdiction and venue of such court even if Agency is a foreign corporation not registered with the State of Washington. H. Severability. A court of competent jurisdiction’s determination that any provision or part of this Agreement is illegal or unenforceable shall not cancel or invalidate the remainder of this Agreement, which shall remain in full force and effect. I. Sole and Entire Agreement. This Agreement contains the entire agreement of the Parties and any representations or understandings, whether oral or written, not incorporated are excluded. J. Time is of the Essence. Time is of the essence of this Agreement and each and all of its provisions in which performance is a factor. Adherence to completion dates set forth in the description of the Services is essential to the Agency’s performance of this Agreement. K. Third-Party Beneficiaries. Nothing in this Agreement is intended to, nor shall be construed to give any rights or benefits in the Agreement to anyone other than the Parties, and all duties and responsibilities undertaken pursuant to this Agreement will be for the sole and exclusive benefit of the Parties and no one else. L. Binding Effect. The Parties each bind themselves, their partners, successors, assigns, and legal representatives to the other party to this Agreement, and to the partners, successors, assigns, and legal representatives of such other party with respect to all covenants of the Agreement. AGENDA ITEM #6. k) PAGE 10 OF 14 M. Waivers. All waivers shall be in writing and signed by the waiving party. Either party’s failure to enforce any provision of this Agreement shall not be a waiver and shall not prevent either the City or Agency from enforcing that provision or any other provision of this Agreement in the future. Waiver of breach of any provision of this Agreement shall not be deemed to be a waiver of any prior or subsequent breach unless it is expressly waived in writing. N. Counterparts. The Parties may execute this Agreement in any number of counterparts, each of which shall constitute an original, and all of which will together constitute this one Agreement. IN WITNESS WHEREOF, the Parties have voluntarily entered into this Agreement as of the date last signed by the Parties below. CITY OF RENTON By:_____________________________ AGENCY By:____________________________ Armondo Pavone Mayor Kate Garvey Chief Executive Officer _____________________________ Date _____________________________ Date Attest _____________________________ Jason A. Seth City Clerk Approved as to Legal Form By: __________________________ Blythe Phillips Assistant City Attorney 2025-2026 Human Services Template – City of Renton Fundsd AGencues (MPK - 01.31.2025) AGENDA ITEM #6. k) PAGE 11 OF 14 EXHIBIT A 2025-2026 Scope of Services (“Services”) Agency: King County Sexual Assault Resource Center (KCSARC) 2025 Funding: $72,379 Program: Advocacy services for sexual assault survivors and their families 2026 Funding: $72,379 Effective Date Year 1: Jan. 1, 2025– Dec. 31, 2025 Year 2: Jan. 1, 2026– Dec. 31, 2026 Total: $144,758 Renton Need Area Domestic Violence/ Sexual Assault Services (DV) Agency Program Overview: The King County Sexual Assault Resource Center (KCSARC) provides child, teen, and adult victims of sexual assault and abuse with comprehensive trauma focused crisis and advocacy services in English and Spanish. Services are provided by phone, online, or in -person with main office at 707 South Grady Way, Suite 300, Renton, Washington 98057. Performance Measures: The Agency shall provide the approximate number of City clients with the following services each year of the agreement. Services shall be provided in a manner which fully complies with all applicable federal, state and local laws, statutes, ordinances rules and regulations, as are now in effect or may be amended or enacted during the course of the Agreement. Burien Annual Totals 1st Qtr 2nd Qtr 3rd Qtr 4th Qtr SU1 Number of Advocacy Hours Provided 69 18 17 17 17 Unduplicated City of Burien clients served 20 5 5 5 5 Covington Annual Totals 1st Qtr 2nd Qtr 3rd Qtr 4th Qtr SU1 Number of Advocacy Hours Provided 15 4 4 4 3 Unduplicated City of Covington clients served 5 2 1 1 1 AGENDA ITEM #6. k) PAGE 12 OF 14 Des Moines Annual Totals 1st Qtr 2nd Qtr 3rd Qtr 4th Qtr SU1 Number of Advocacy Hours Provided 35 9 9 9 8 Unduplicated City of Des Moines clients served 10 3 2 3 2 Federal Way Annual Totals 1st Qtr 2nd Qtr 3rd Qtr 4th Qtr SU1 Number of Advocacy Hours Provided 178 45 44 45 44 Unduplicated City of Federal Way clients served 50 12 13 12 13 Renton Annual Totals 1st Qtr 2nd Qtr 3rd Qtr 4th Qtr SU1 Number of Advocacy Hours Provided 156 39 39 39 39 Unduplicated City of Renton clients served 46 12 11 12 11 SeaTac Annual Totals 1st Qtr 2nd Qtr 3rd Qtr 4th Qtr SU1 Number of Advocacy Hours Provided 40 10 10 10 10 Unduplicated City of SeaTac clients served 12 3 3 3 3 Tukwila Annual Totals 1st Qtr 2nd Qtr 3rd Qtr 4th Qtr SU1 Number of Advocacy Hours Provided 70 18 17 18 17 Unduplicated City of Tukwila clients served 21 6 5 5 5 Definition of Service Units (SU): SU1: Number of Advocacy Hours Provided = Number of legal and general Advocacy Hours provided to city residents in English and Spanish to victims of sexual violence and their families. AGENDA ITEM #6. k) PAGE 13 OF 14 Unduplicated City of Renton clients served = Number of unduplicated city residents served each year, each client served to be counted once per year. The above Services shall be provided January 1 - December 31, 2025 for Year One and January 1 - December 31, 2026 for Year Two of the Agreement. Estimated Quarterly Payments: Reporting Quarterly Reports: The Agency shall submit a Quarterly Report at the end of each quarter in accordance with the schedule below. The Quarterly Report shall include an invoice along with a summary of Performance Measures, in a form approved by the City. Demographic Reports: The Agency shall collect and retain demographic data from the persons served through this contract. Data should be tracked in an ongoing manner and submitted annually by January 31 of the following year in a form approved by the City. Outcome Report: Outcome data shall be submitted annually in conjunction with the Demographic report. Data should be collected and demonstrate the program’s progress toward Outcomes as specified below. Outcome 1. 75% of sexual assault survivors receiving advocacy, including crisis intervention, will better understand how the assault impacted them and have confidence in achieving their goals to recovery. Estimated Quarterly Amounts Annual Totals 1st Qtr 2nd Qtr 3rd Qtr 4th Qtr Burien 8,902$ 2,225.50$ 2,225.50$ 2,225.50$ 2,225.50$ Covington 2,000 500 500 500 500 Des Moines 4,500 1,125 1,125 1,125 1,125 Federal Way 22,800 5,700 5,700 5,700 5,700 Renton 20,000 5,000 5,000 5,000 5,000 SeaTac 5,200 1,300 1,300 1,300 1,300 Tukwila 8,977 2,244.25 2,244.25 2,244.25 2,244.25 TOTALS 72,379.00$ 18,094.75$ 18,094.75$ 18,094.75$ 18,094.75$ AGENDA ITEM #6. k) PAGE 14 OF 14 Reporting Due Dates: REPORT DUE DATES* QUARTERLY REPORTS: 1st Quarter (January – March) April 15th 2nd Quarter (April – June) July 15th 3rd Quarter (July – September) October 15th 4th Quarter (October -December) and final annual reimbursement January 12th OUTCOMES AND DEMOGRAPHICS REPORTS January 31, 2026/ January 31, 2027 *For 1st, 2nd, and 3rd Quarters, Agency may have an extension until the 30th of the indicated month to submit invoices and reports if needed. AGENDA ITEM #6. k) FINAL Calendar Year 2025 Exhibit A to Memorandum of Understanding (MOU) between the Cities for planning, funding, and implementation of a joint human services application and funding program Name of Nonprofit Agency & Program Participating Cities Funding Crisis Connections 2-1-1 Federal Way - Lead City 10,000.00$ Covington 2,000.00$ Des Moines 5,000.00$ Renton 20,000.00$ SeaTac 6,000.00$ Tukwila 2,500.00$ TOTAL 45,500.00$ HealthPoint - DENTAL Covington - Lead City 5,000.00$ Burien 5,100.00$ Des Moines 5,000.00$ Federal Way 20,000.00$ SeaTac 7,500.00$ Tukwila 7,500.00$ TOTAL 50,100.00$ HealthPoint - MEDICAL Covington - Lead City 10,000.00$ Burien 5,000.00$ Des Moines 10,000.00$ Renton 15,000.00$ SeaTac 7,000.00$ Tukwila 7,500.00$ TOTAL 54,500.00$ King County Bar Association Covington - Lead City 2,200.00$ Burien 11,000.00$ Federal Way 16,500.00$ SeaTac 6,600.00$ Tukwila 5,000.00$ TOTAL 41,300.00$ King County Sexual Assault Resource Center (KCSARC) Renton - Lead City 20,000.00$ Burien 8,902.00$ Covington 2,000.00$ Des Moines 4,500.00$ Federal Way 22,800.00$ SeaTac 5,200.00$ Tukwila 8,977.00$ TOTAL 72,379.00$ PUBLISHED 2/13/2025; AMENDED 3/19/2025 P:\Human Services\Lori - Agency Info\01 - Agencies- Contracted\Joint MOU\.Hum Serv Joint MOU Ex A-ALL YEARS 3/21/2025 Page 1 AGENDA ITEM #6. k) FINAL Calendar Year 2025 Exhibit A to Memorandum of Understanding (MOU) between the Cities for planning, funding, and implementation of a joint human services application and funding program Name of Nonprofit Agency & Program Participating Cities Funding Mary's Place Burien - Lead City 22,660.00$ Federal Way 50,000.00$ Renton 22,000.00$ SeaTac 10,000.00$ Tukwila 10,000.00$ TOTAL 114,660.00$ Multi-Service Center (MSC) Emergency Assistance (EARNS) Lead City - Federal Way 22,200.00$ Burien 20,000.00$ Renton 15,000.00$ SeaTac 25,650.00$ TOTAL 82,850.00$ Multi-Service Center (MSC) Shelter & Supportive Housing Lead City - Burien 6,300.00$ Federal Way 11,500.00$ SeaTac 6,900.00$ Tukwila 5,450.00$ TOTAL 30,150.00$ Sound Generations Meals on Wheels (MOW) Lead City - Renton 15,000.00$ Burien 11,700.00$ Covington 7,900.00$ Des Moines 4,000.00$ Federal Way 18,900.00$ SeaTac 14,195.00$ Tukwila 12,237.00$ TOTAL 83,932.00$ Sound Generations Volunteer Transportation Services (VTS) Lead City - Renton 15,000.00$ Burien 3,850.00$ Covington 2,000.00$ Des Moines 3,000.00$ Federal Way 11,000.00$ SeaTac 3,400.00$ Tukwila 3,090.00$ TOTAL 41,340.00$ PUBLISHED 2/13/2025; AMENDED 3/19/2025 P:\Human Services\Lori - Agency Info\01 - Agencies- Contracted\Joint MOU\.Hum Serv Joint MOU Ex A-ALL YEARS 3/21/2025 Page 2 AGENDA ITEM #6. k) FINAL Calendar Year 2025 Exhibit A to Memorandum of Understanding (MOU) between the Cities for planning, funding, and implementation of a joint human services application and funding program Summary of Lead Cities: Burien:Mary's Place Multi-Service Center - Shelter/Supp. Housing Covington: HealthPoint - Dental HealthPoint - Medical King County Bar Association Federal Way: Crisis Connections - 211 Multi-Service Center - EARNS Renton: KCSARC Sound Generations - Meals on Wheels Sound Generations - Volunteer Transport Services PUBLISHED 2/13/2025; AMENDED 3/19/2025 P:\Human Services\Lori - Agency Info\01 - Agencies- Contracted\Joint MOU\.Hum Serv Joint MOU Ex A-ALL YEARS 3/21/2025 Page 3 AGENDA ITEM #6. k) AB - 3789 City Council Regular Meeting - 07 Apr 2025 SUBJECT/TITLE: 2020 Washington State Department of Health SNAP Incentive Agreement Amendment 7 RECOMMENDED ACTION: Refer to Finance Committee DEPARTMENT: Parks & Recreation Department STAFF CONTACT: Carrie Olson, Farmers Market Coordinator EXT.: 7214 FISCAL IMPACT SUMMARY: Accept an additional $25,000, up to $132,950, as reimbursement from the Washington State Department of Health between January 1, 2025 and February 28, 2026 for Supplemental Nutrition Assistance Program (SNAP) incentives at the Renton Farmers Market. SUMMARY OF ACTION: From 2016 through 2024, the Renton Farmers Market has facilitated an incentive program for participants in the Supplemental Nutrition Assistance Program (SNAP). Known formerly as 'Fresh Bucks' and now 'SNAP Match' the incentive is a dollar-for-dollar match of SNAP benefits to use at the Market, with the incentive money coming back to Renton Farmers Market in a reimbursement process from an original grant with the City of Seattle, now with Washington State Department of Health. The Renton Farmers Market looks to continue this successful incentive program with funding from the Washington State Department of Health in 2025. This grant through six prior amendments covered up to $107,950 in incentives as reimbursement, from April 1, 2020 though February 28, 2025, but with this seventh amendment, will allow up to an additional $25,000 as reimbursement through February 28, 2026. EXHIBITS: A. 2020 DOH SNAP Incentive Amendment 7 STAFF RECOMMENDATION: Approve the 2020 Washington State Department of Health Supplemental Nutrition Assistance Program Incentive Agreement Amendment 7, to accept an additional $25,000 in funding at the Renton Farmers Market for January 1, 2025 through February 28, 2026. AGENDA ITEM #6. l) DOH Amendment GVL24912-7«Entity» Page 1 of 1 Revision 04/2024 CONTRACT AMENDMENT 1. NAME OF CONTRACTOR City of Renton Dba Renton Farmers Market 2. CONTRACT NUMBER CBO24912 1a. ADDRESS OF CONTRACTOR (STREET) 1055 south Grady Way 6th Floor 2a. AMENDMENT NUMBER 1b. CITY, STATE, ZIP CODE Renton, WA 98057 7 3. THIS ITEM APPLIES ONLY TO BILATERAL AMENDMENTS. The Contract identified herein, including any previous amendments thereto, is hereby amended as set forth in Item 5 below by mutual consent of all parties hereto. 4. THIS ITEM APPLIES ONLY TO UNILATERAL AMENDMENTS. The Contract identified herein, including any previous amendments thereto, is hereby unilaterally amended as set forth in Ite m 5 below pursuant to that changes and modifications clause as contained therein. 5. DESCRIPTION OF AMENDMENT: The purpose of this amendment is to update the Scope of Work section 2, add funds and extend the period of performance. 5a. Statement of Work: SCOPE of WORK section 2: is revised as follows and incorporated herein. 2. Report SNAP transaction data, which includes: 2a. SNAP and incentive distribution for each SNAP/EBT transaction each month – including transaction date, SNAP sale amount, and incentive distribution amount. 2b. At the conclusion of the contract period, DOH will determine how the disposition of DOH purchased materials will occur, including but not limited to, DOH provided tablet used for data collection. 5b. Consideration: This amendment increases the Contract Consideration by $25,000; therefore, the revised maximum consideration of this contract and all amendments shall not exceed $132,950. Source of Funds for this Amendment: (FED) $15,000; (ST) $10,000; (Other) $0; Total $25,000. Contractor agrees to comply with applicable rules and regulations associated with these funds. 5c. Period of Performance: is extended through February 28, 2026. 5d. The Effective Date of this Amendment: is Date of Execution. 6. All other terms and conditions of the original contract and any subsequent amendments thereto remain in full force and effect. 7. This is a unilateral amendment. Signature of contractor is not required below. Contractor hereby acknowledges and accepts the terms and conditions of this amendment. Signature is required below 8. CONTRACTOR SIGNATURE (also, please print/type your name) {{Sig_es_:signer1:signature}} DATE {{Dte_es_:signer1:date}} 9. DOH CONTRACTING OFFICER SIGNATURE {{Sig_es_:signer2:signature}} DATE {{Dte_es_:signer2:date}} This document has been approved as to form only by the Assistant Attorney General. AGENDA ITEM #6. l) AB - 3798 City Council Regular Meeting - 07 Apr 2025 SUBJECT/TITLE: DOJ Equitable Sharing Agreement and Certification (ESAC) - use of funds to purchase equipment RECOMMENDED ACTION: Refer to Finance Committee DEPARTMENT: Police Department STAFF CONTACT: Ryan Rutledge, Deputy Chief - Police EXT.: 7512 FISCAL IMPACT SUMMARY: The police department has approved the purchase of thirty-five new law enforcement rifles (Patrol Operations Division) to replace older models that have surpassed their life expectancy. This purchase of replacement rifles ensures improved safety and performance for officers in the field. PD has worked with Senior Grant Analyst (finance department), Roseanne Do to verify that the use of Equitable Sharing Agreement and Certificate (ESAC) federal seizure funds to make this purchase are in compliance with equitable sharing requirements. Proper tracking, documentation, and approval process will be managed by city staff and available for any future audits. PD is recommending approval for using available ESAC funds to pay for a portion of the cost ($50,000 in ESAC funds). The remainder of the cost, ($13,555.36) will be covered by the PD Administrative Services Division's budget. SUMMARY OF ACTION: The police department has approved the purchase of thirty-five new law enforcement rifles (Patrol Operations Division) to replace older models that have surpassed their life expectancy. This purchase of replacement rifles ensures improved safety and performance for officers in the field. PD has worked with Senior Grant Analyst (finance department), Roseanne Do to verify that the use of Equitable Sharing Agreement and Certificate (ESAC) federal seizure funds to make this purchase are in compliance with equitable sharing requirements. Proper tracking, documentation, and approval process will be managed by city staff and available for any future audits. PD is recommending approval for using available ESAC funds to pay for a portion of the cost ($50,000 in ESAC funds). The remainder of the cost, ($13,555.36) will be covered by the PD Administrative Services Division's budget. EXHIBITS: A. Purchase Order STAFF RECOMMENDATION: Staff recommendation, approve the use of available DOJ Equitable Sharing Agreement and Certificate (ESAC) funds ($50,000) to purchase thirty-five new law enforcement rifles to replace older models that have surpassed their life expectancy, ensuring improved safety and performance for officers in the field. AGENDA ITEM #6. m) QUOTE# O R D E R SHIP DATE Q U O T E PAGE SOLD SHIP TO TO JOB # ORD. DATE CUST.# LOC. SALESMAN SHIP VIA FRT. QTY.UOM ORDER ITEM NO./DESC. UNIT PRICE DISC. NET PRICE COMMENT TERMS 713387 1 A.S.A.P. RENTON POLICE DEPARTMENT RENTON POLICE DEPARTMENT 2ND FLOOR TRAINING UNIT JAMES GOULD 1055 S GRADY WAY 1055 S GRADY WAY 2ND FLOOR RENTON WA 98057 RENTON WA 98057 425-430-7508 NA 02/21/25 009350 A MIKE RUSSELL FX G-FOB ORIGIN 35 TRADES-WA 352.00- EA 12,320.00CR CREDIT FOR TRADES-IF NOT SENT .00 AS SPECIFIED, MAY BE REDUCED (35) Rainier Arms model RA-15, 10.5" .233 Wylde Rainier Arms barrel, Rainier Arms BCG, Seekins Precision Keymod handguards (mixed lengths, 10-14 inches), ambidextrous safety lever, Radian Arms Raptor Charging Handle, OSS Helix IFM 5.56 suppressors, MFT Minimalist buttstocks. These rifles will have the Renton Police Badge laser engraved on the left side of the receiver/ magazine well. All rifles have "Integrity, Service, Valor, Professionalism" engraved on the left hand side of the upper receiver, just below the picatinny rail. These rifles will NOT come with BUIS, Optics or lights unless specified. ***AGENCY RESPONSIBLE FOR ATF FORM 5 APPROVAL PRIOR TO SHIPPING TRADES*** 2 TRADES-WA 396.00- EA 792.00CR CREDIT FOR TRADES-IF NOT SENT .00 AS SPECIFIED, MAY BE REDUCED (2) Colt M4LE (SN: LE059314/ LE059309) 10.5" 5.56 with VTAC rails and a carry handle. Both guns are in fair good condition and are approximately 10 years old ***AGENCY RESPONSIBLE FOR ATF FORM 5 APPROVAL PRIOR TO AGENDA ITEM #6. m) QUOTE# O R D E R SHIP DATE Q U O T E PAGE SOLD SHIP TO TO JOB # ORD. DATE CUST.# LOC. SALESMAN SHIP VIA FRT. QTY.UOM ORDER ITEM NO./DESC. UNIT PRICE DISC. NET PRICE COMMENT TERMS 713387 2 A.S.A.P. RENTON POLICE DEPARTMENT RENTON POLICE DEPARTMENT 2ND FLOOR TRAINING UNIT JAMES GOULD 1055 S GRADY WAY 1055 S GRADY WAY 2ND FLOOR RENTON WA 98057 RENTON WA 98057 425-430-7508 NA 02/21/25 009350 A MIKE RUSSELL FX G-FOB ORIGIN SHIPPING TRADES*** 1 TRADES-WA 396.00- EA 396.00CR CREDIT FOR TRADES-IF NOT SENT .00 AS SPECIFIED, MAY BE REDUCED (1) Colt M4LE (SN: LE012446) 14.5" 5.56 with a surefire light handguard, carry handle. Both guns are in fair good condition and are approximately 1O years old ***AGENCY RESPONSIBLE FOR ATF FORM 5 APPROVAL PRIOR TO SHIPPING TRADES*** 1 TRADES-WA 396.00- EA 396.00CR CREDIT FOR TRADES-IF NOT SENT .00 AS SPECIFIED, MAY BE REDUCED (1) Colt M4 Carbine (SN: LE291265) 10.5" 5.56 with carry handle. The gun is approximately 1O years old and in good condition ***AGENCY RESPONSIBLE FOR ATF FORM 5 APPROVAL PRIOR TO SHIPPING TRADES*** AGENDA ITEM #6. m) QUOTE# O R D E R SHIP DATE Q U O T E PAGE SOLD SHIP TO TO JOB # ORD. DATE CUST.# LOC. SALESMAN SHIP VIA FRT. QTY.UOM ORDER ITEM NO./DESC. UNIT PRICE DISC. NET PRICE COMMENT TERMS 713387 3 A.S.A.P. RENTON POLICE DEPARTMENT RENTON POLICE DEPARTMENT 2ND FLOOR TRAINING UNIT JAMES GOULD 1055 S GRADY WAY 1055 S GRADY WAY 2ND FLOOR RENTON WA 98057 RENTON WA 98057 425-430-7508 NA 02/21/25 009350 A MIKE RUSSELL FX G-FOB ORIGIN 2 TRADES-WA 228.80- EA 457.60CR CREDIT FOR TRADES-IF NOT SENT .00 AS SPECIFIED, MAY BE REDUCED (2) Rainier Arms RA 15 (SN: RA5607/ SN: RA5606) 10.5" 5.56. Both guns are in fair good condition and are approximately 1O years old. ***AGENCY RESPONSIBLE FOR ATF FORM 5 APPROVAL PRIOR TO SHIPPING TRADES*** 1 TRADES-WA 198.00- EA 198.00CR CREDIT FOR TRADES-IF NOT SENT .00 AS SPECIFIED, MAY BE REDUCED (1) Lancer L 15 (SN: LN0044) 10.5" 5.56 with quad rail. The gun is in good condition ***AGENCY RESPONSIBLE FOR ATF FORM 5 APPROVAL PRIOR TO SHIPPING TRADES*** 4 TRADES-WA 198.00- EA 792.00CR CREDIT FOR TRADES-IF NOT SENT .00 AS SPECIFIED, MAY BE REDUCED (3) OSS BPR114 Gens 5.56 suppressors. Suppressors are in unused condition. (1) OSS BPR114 Gens 5.56 suppressor. This suppressor is in AGENDA ITEM #6. m) QUOTE# O R D E R SHIP DATE Q U O T E PAGE SOLD SHIP TO TO JOB # ORD. DATE CUST.# LOC. SALESMAN SHIP VIA FRT. QTY.UOM ORDER ITEM NO./DESC. UNIT PRICE DISC. NET PRICE COMMENT TERMS 713387 4 A.S.A.P. RENTON POLICE DEPARTMENT RENTON POLICE DEPARTMENT 2ND FLOOR TRAINING UNIT JAMES GOULD 1055 S GRADY WAY 1055 S GRADY WAY 2ND FLOOR RENTON WA 98057 RENTON WA 98057 425-430-7508 NA 02/21/25 009350 A MIKE RUSSELL FX G-FOB ORIGIN used condition. ***AGENCY RESPONSIBLE FOR ATF FORM 5 APPROVAL PRIOR TO SHIPPING TRADES*** 5 TRADES-WA 308.00- EA 1,540.00CR CREDIT FOR TRADES-IF NOT SENT .00 AS SPECIFIED, MAY BE REDUCED (5) OSS Helix HX-QD 5.56 suppressors. These suppressors are new in box ***AGENCY RESPONSIBLE FOR ATF FORM 5 APPROVAL PRIOR TO SHIPPING TRADES*** 1 TRADES-WA 660.00- EA 660.00CR CREDIT FOR TRADES-IF NOT SENT .00 AS SPECIFIED, MAY BE REDUCED (1) Colt Sporter HBAR (SN: MH027984) 20" .223. This rifle is in very good used condition 1 TRADES-WA 330.00- EA 330.00CR CREDIT FOR TRADES-IF NOT SENT .00 AS SPECIFIED, MAY BE REDUCED (1) Colt AR15 A2 (SN: LGC023549) 10.5" .223 with surefire AGENDA ITEM #6. m) QUOTE# O R D E R SHIP DATE Q U O T E PAGE SOLD SHIP TO TO JOB # ORD. DATE CUST.# LOC. SALESMAN SHIP VIA FRT. QTY.UOM ORDER ITEM NO./DESC. UNIT PRICE DISC. NET PRICE COMMENT TERMS 713387 5 A.S.A.P. RENTON POLICE DEPARTMENT RENTON POLICE DEPARTMENT 2ND FLOOR TRAINING UNIT JAMES GOULD 1055 S GRADY WAY 1055 S GRADY WAY 2ND FLOOR RENTON WA 98057 RENTON WA 98057 425-430-7508 NA 02/21/25 009350 A MIKE RUSSELL FX G-FOB ORIGIN light handguard and carry handle. This rifle is in used condition ***AGENCY RESPONSIBLE FOR ATF FORM 5 APPROVAL PRIOR TO SHIPPING TRADES*** 1 TRADES-WA 145.20- EA 145.20CR CREDIT FOR TRADES-IF NOT SENT .00 AS SPECIFIED, MAY BE REDUCED (1) Beretta 8000 Cougar-F (SN: 008026MC) 9mm. This handgun is in good condition 35 08-490B-XFET 1,451.79 EA 50,812.65 GEI SUPER DUTY LE V2 SBR 5.56 .00 11.5" SEMI BLK *D/S ONLY* 35 SU5059-DS 709.56 EA 24,834.60 SCO VELOS LBP .00 This quote is valid for 45 days, pending credit approval, and is subject to manufacturer's availability and price change. Please call (800) 367-5855 if this bid is still pending on the expiration date for updated pricing. AGENDA ITEM #6. m) QUOTE# O R D E R SHIP DATE Q U O T E PAGE SOLD SHIP TO TO JOB # ORD. DATE CUST.# LOC. SALESMAN SHIP VIA FRT. QTY.UOM ORDER ITEM NO./DESC. UNIT PRICE DISC. NET PRICE COMMENT TERMS 713387 6 A.S.A.P. RENTON POLICE DEPARTMENT RENTON POLICE DEPARTMENT 2ND FLOOR TRAINING UNIT JAMES GOULD 1055 S GRADY WAY 1055 S GRADY WAY 2ND FLOOR RENTON WA 98057 RENTON WA 98057 425-430-7508 NA 02/21/25 009350 A MIKE RUSSELL FX G-FOB ORIGIN Standard Terms are Net 30 days. If department policy does not allow for partial shipments and payments, separate purchase orders for each item will be necessary. Standard manufacturer's warranty applies to all department ProForce Law Enforcement agrees to defend, indemnify and hold harmless its customers from claims for personal injury or property damages, to the extent arising from the negligent acts or omissions of ProForce Law Enforcement or its employees, agents or independent contractors. ORDERING INSTRUCTIONS: Please reply to your sales represen- tative in writing to process this order or send an email to sales@proforceonline.com. For orders over $5,000, a PO or signed quote is required to process the order. Returned items are subject to 20% restocking fee. All sales are final on non-stocked/special order items IMPORTANT: To order from this quotation, please sign below. Printed Name: ____________________________________________ - Date: ___________________________ P.O.:___________________ - Signature: _______________________________________________ AGENDA ITEM #6. m) QUOTE# O R D E R SHIP DATE Q U O T E PAGE SOLD SHIP TO TO JOB # ORD. DATE CUST.# LOC. SALESMAN SHIP VIA FRT. QTY.UOM ORDER ITEM NO./DESC. UNIT PRICE DISC. NET PRICE COMMENT TERMS 713387 7 A.S.A.P. RENTON POLICE DEPARTMENT RENTON POLICE DEPARTMENT 2ND FLOOR TRAINING UNIT JAMES GOULD 1055 S GRADY WAY 1055 S GRADY WAY 2ND FLOOR RENTON WA 98057 RENTON WA 98057 425-430-7508 NA 02/21/25 009350 A MIKE RUSSELL FX G-FOB ORIGIN **PLEASE NOTE: WHEN SHIPPING TRADE GUNS, PLEASE SUPPLY A LETTER STATING THAT THE GUNS HAVE BEEN INSPECTED BY AN ARMORER AND THAT THEY ARE SAFE AND FUNCTIONAL. ALL CONFISCATED WEAPONS MUST BE CLEARED BY AN NCIC CHECK AND STATED ON YOUR PAPERWORK PRIOR TO SHIPPING TO PROFORCE. NO SATURDAY DELIVERIES. AN ADULT SIGNATURE IS REQUIRED.** **PLEASE EMAIL THE COMPLETED TRADE WEAPONS FORM IN EXCEL FORMAT PRIOR TO SHIPPING THE TRADES TO PROFORCE LAW ENFORCEMENT.** **NOTE: PROFORCE LAW ENFORCEMENT DOES NOT ACCEPT CLASS III WEAPONS TRADES. PLEASE DO NOT SHIP ANY CLASS III WEAPONS TO PROFORCE REGARDLESS OF THE CIRCUMSTANCES.** IMPORTANT: TRADE GUNS ARE TO BE DELIVERED AT THE DEPARTMENT'S EXPENSE WITHIN 45 DAYS OF ACCEPTANCE OF NEW PRODUCT. DELIVERY ADDRESS TO BE PROVIDED BY PROFORCE INSIDE SALES REPRESENTATIVE. PLEASE CONFIRM ADDRESS BEFORE SHIPPING TRADES. **ALL CLASS III WEAPONS ARE BID TO BE FULLY TRANSFERRABLE. ALL NECESSARY PAPERWORK MUST ACCOMPANY THE TRANSFER.** **PLEASE DO NOT SHIP CLASS III WEAPONS TO PROFORCE LAW ENFORCEMENT. PLEASE CALL 800-367-5855 FOR INSTRUCTIONS.** SALES AMOUNT 57,620.45 FOR: JAMES GOULD BY: DANNY GONZALES 10.300% SALES TAX 5,934.91 SUB TOTAL 63,555.36 DUE NET 30 DAYS AGENDA ITEM #6. m) AB - 3802 City Council Regular Meeting - 07 Apr 2025 SUBJECT/TITLE: MOU with Seattle Police Department for internet Crimes Against Children (ICAC) Task Force RECOMMENDED ACTION: Refer to Finance Committee DEPARTMENT: Police Department STAFF CONTACT: Susan Hassinger, Commander EXT.: 7527 FISCAL IMPACT SUMMARY: This grant reimburses the Renton Police Department for costs related to Internet Crimes against Children (ICAC) investigations from January 1, 2025, through September 30, 2025, up to $10,000. SUMMARY OF ACTION: Seattle Police Department & ICAC Task Force has awarded up to $10,000 to the Renton Police Department for the purposes of supporting RPD's ICAC overtime, travel/training, equipment, and software necessary for ICAC investigations. EXHIBITS: A. FY24 ICAC Renton PD MOU (25-00410) STAFF RECOMMENDATION: Recommendation to approve the MOU with Seattle Police Department and to approve funds in the amount of no more than $10,000, to support RPD's ICAC overtime, travel/training, equipment, and software necessary for ICAC investigations. AGENDA ITEM #6. n) 25-00410 Page 1 of 4 MEMORANDUM OF UNDERSTANDING City of Renton Renton Police Department 1055 S. Grady Way Renton, WA 98057 THIS AGREEMENT is made and entered into by and between the City of Seattle Police Department, hereinafter referred to as “SPD” and City of Renton. WHEREAS, The Seattle Police Department is the Lead Agency for Washington State’s Internet Crimes Against Children (ICAC) Task Force; WHEREAS, City of Renton, is a member of the ICAC Task Force and requires funding to support its investigation and prosecution of ICAC crimes; WHEREAS, The Seattle Police Department receives funding to support investigation and prosecution of ICAC crimes and wishes to share this funding with Task Force Members to further the mission of the Task Force; NOW, THEREFORE, in consideration of the terms, conditions, covenants, and performance of the scope of work contained herein, or as attached and made a part hereof, the parties hereto agree as follows: IT IS THEREFORE MUTUALLY AGREED THAT: This agreement is to support City of Renton’s ICAC overtime, travel/training, equipment, and software necessary for ICAC investigations. Written pre-approval from SPD is required before incurring expenses. In the event the MOU requires a change in scope or an increase in cost beyond the amount agreed to, the SPD and City of Renton shall agree to any such changes in writing prior to the commencement of Services requiring the change in the scope or cost increase. TERM OF AGREEMENT This Agreement shall begin January 1, 2025, and terminates September 30, 2025. This agreement may be modified and continued, by amendment, for work beyond this date, by mutual agreement of the parties. PAYMENT SPD will pay City of Renton for work covered in the Scope of Work for actual costs incurred by City of Renton. The funding limit shall not exceed $10,000 and shall reflect the Parties’ best estimate of the cost of work to be accomplished under this Agreement. SPD shall not be obligated for any expenditure in excess of the funding limit unless prior written authorization is received. Actual amounts reimbursed under this Agreement shall be based on actual costs incurred by City of Renton. In no event, shall any Party be paid for costs that are not documented pursuant to the requirements of this Agreement. All requests for travel reimbursement will include receipts for all claimed travel expenses, with the exception of meals. The Recipient shall submit requests for reimbursement in accordance with the following restrictions: •Lodging expenses shall not exceed the federal lodging rates. •Travel expenses shall be the most economical rate available in Coach AGENDA ITEM #6. n) 25-00410 Page 2 of 4 •Meal expenses must be in accordance with the federal per diem rates. •Ground travel expenses, only as necessary •Parking expenses, only as necessary. SPD will pay City of Renton pursuant to the following provisions, unless otherwise agreed in writing: 1. City of Renton shall submit to SPD an invoice for Services performed no later than thirty (30) calendar days following the month in which the Services were performed. Invoice shall include a summary of total costs billed to date. Any request for payment for work performed prior to the issuance of a notice to begin work, or work billed later than ninety (90) calendar days after its completion shall not be eligible for payment. 2. Unless otherwise directed, City of Renton shall submit invoices and appropriate supporting materials to: Seattle Police Department Attn: Fiscal Office PO Box 34986 Seattle, WA 98124-4986 spdap@seattle.gov 3. City of Renton agrees to submit a final bill to SPD within thirty (30) calendar days after the end date of this Contract and will label the invoice “FINAL BILL.” 4. Funding Source: FEDERAL AWARD INFORMATION GRANT AWARD TITLE: 16.543 - FY24 Washington State ICAC Task Force Program (FY24 ICAC) FEDERAL AWARD ID #SUBRECIPIENT NAME UEI NUMBER FUNDS OBLIGATED FOR THIS AGREEMENT 15PJDP-24-GK-04213-MECP City of Renton UG2PSBS6UJJ3 $10,000 FEDERAL AWARD DATE SUBAWARD PERIOD OF PERFORMANCE START DATE SUBAWARD PERIOD OF PERFORMANCE END DATE 11/1/2024 01/01/2025 09/30/2025 TOTAL GRANT AWARD COMMITTED TO THIS ENTITY SUBAWARD BUDGET PERIOD START DATE SUBAWARD BUDGET PERIOD END DATE $10,000 01/01/2025 09/30/2025 TOTAL FEDERAL FUNDS OBLIGATED TO THIS ENTITY RESEARCH & DEVELOPMENT INDIRECT COST RATE $107,651 N N FEDERAL AWARDING AGENCY PASS-THROUGH ENTITY PASS-THROUGH AWARDING OFFICIAL DOJ/OJP/OJJDP Seattle Police Department (Seattle, City of) RGJ5CPK2YHK1 Brian G. Maxey brian.maxey@seattle.gov AWARD PROJECT DESCRIPTION: The Seattle Police Department (SPD) has participated in the Federal ICAC Task Force Grant Program since 1998 and formed its Internet Crimes Against Children (ICAC) Task Force that same year. As the Lead Law Enforcement Agency in the State of Washington, SPD proactively and reactively investigates an ever-growing number of technology-facilitated crimes against children. Each year since the ICAC Task Force began, the SPD ICAC Commander has successfully coordinated the number of investigative partner agencies within Washington State which improves the overall task force’s response to interdict, investigate and prosecute ICAC cases. As the lead agency for the Washington State ICAC, SPD will continue its long-standing partnership with the Western and Eastern U.S. Attorney’s Office and their Project Safe Childhood Program, collaborate on multijurisdictional investigations to prosecute ICAC cases, and provide regional ICAC related training and technical assistance to all Washington State Task Force affiliates. The Task Force will work to: AGENDA ITEM #6. n) 25-00410 Page 3 of 4 increase the number of both proactive and reactive investigations; increase the number of forensic examinations; increase the number of referrals received from other ICAC Task Forces and federal partners; increase the capabilities of the Washington State ICAC Task Force agencies in the investigation of technology-facilitated crimes against children; enhance the Washington State ICAC Task Force’s effectiveness in preventing these types of offenses; and formalize law enforcement partnerships through written agreements. INDEMNIFICATION AND HOLD HARMLESS City of Renton shall defend, indemnify, and hold the City harmless from and against all claims, demands, losses, damages or costs, including but not limited to damages arising out of bodily injury or death to persons and damage to property, caused by or resulting from: •The sole negligence or willful misconduct of City of Renton, its officials, officers, employees, and agents; •The concurrent negligence of City of Renton, its officials, officers, employees, or agents but only to the extent of the negligence of City of Renton, its officials, officers, employees, and agents; •The negligent performance of non-performance of the contract by City of Renton; and Company waives its immunity under Title 51 RCW to the extent it is required to indemnify, defend and hold harmless the City and its officials, agents, and employees. INSURANCE The City of Renton agrees that it will maintain premises operations and vehicle liability insurance in force with coverages and limits of liability typically maintained by consultants performing work of a scope and nature similar to that called for under this Agreement, but in no event less than the coverages and/or limits required by Washington state law. Such insurance shall include “The City of Seattle” as an additional insured for primary and non-contributory limits of liability. Workers compensation insurance shall also be maintained if required by Washington state law. TERMINATION Either party may terminate this Agreement without recourse by the other party upon written notice to terminate. Notice of termination shall be given by the party terminating this Agreement to the other, not fewer than fifteen (15) business days prior to the effective date of termination. AGENCY CONTACTS Contact between the Parties regarding Agreement administration will be between the representatives of each Party or their designee as follows: City of Renton Seattle Police Department Name: Commander Susan Hassinger Name: Kelly Crouch Phone: 425-430-7527 Phone: 206.386.9140 Email: shassinger@rentonwa.gov Email: Kelly.crouch@seattle.gov IN WITNESS WHEREOF, the Parties hereto have executed this Agreement as of the latest day and year written below. CITY OF RENTON SEATTLE POLICE DEPARTMENT ______________________________ ____________________________ Armondo Pavone Date Brian G. Maxey Date Mayor Chief Operating Officer Attest _________________________________ Jason A. Seth City Clerk AGENDA ITEM #6. n) 25-00410 Page 4 of 4 Approved as to Legal Form, _________________________________ Shany Moloney City Attorney AGENDA ITEM #6. n) Department of Justice (DOJ) Office of Justice Programs Office of Juvenile Justice Delinquency Prevention Washington, D.C. 20531 Name and Address of Recipient: SEATTLE POLICE DEPARTMENT 610 5TH AVE City, State and Zip:SEATTLE, WA 98104 Recipient UEI:RGJ5CPK2YHK1 Project Title: FY24 Washington State ICAC Task Force Program Award Number: 15PJDP-24-GK-04213-MECP Solicitation Title: OJJDP FY24 Internet Crimes Against Children (ICAC) Task Forces – Invited to Apply Federal Award Amount: $644,924.00 Federal Award Date: 11/1/24 Awarding Agency: Office of Justice Programs Office of Juvenile Justice Delinquency Prevention Funding Instrument Type:CA Opportunity Category: C Assistance Listing: 16.543 - Missing Children's Assistance Project Period Start Date: 10/1/24 Project Period End Date: 9/30/25 Budget Period Start Date: 10/1/24 Budget Period End Date : 9/30/25 Project Description: The Seattle Police Department (SPD) has participated in the Federal ICAC Task Force Grant Program since 1998 and formed its Internet Crimes Against Children (ICAC) Task Force that same year. As the Lead Law Enforcement Agency in the State of Washington, SPD proactively and reactively investigates an ever-growing number of technology- facilitated crimes against children. Each year since the ICAC Task Force began, the SPD ICAC Commander has successfully coordinated the number of investigative partner agencies within Washington State which improves the overall task force’s response to interdict, investigate and prosecute ICAC cases. As the lead agency for the Washington State ICAC, SPD will continue its long-standing partnership with the Western and Eastern U.S. Attorney’s Office and their Project Safe Childhood Program, collaborate on multijurisdictional investigations to prosecute ICAC cases, and provide regional ICAC related training and technical assistance to all Washington State Task Force affiliates. The Task Force will work to: increase the number of both proactive and reactive investigations; increase the number of forensic examinations; increase the number of referrals received from other ICAC Task Forces and federal partners; increase the capabilities of the Washington State ICAC Task Force agencies in the investigation of technology-facilitated crimes against children; enhance the Washington State ICAC Task Force’s effectiveness in preventing these types of offenses; and formalize law enforcement partnerships through written agreements. Page: 1 of 21 AGENDA ITEM #6. n) Award Letter November 1, 2024 Dear Melissa Cordeiro, On behalf of Attorney General Merrick B. Garland, it is my pleasure to inform you the Office of Justice Programs (OJP) has approved the application submitted by SEATTLE POLICE DEPARTMENT for an award under the funding opportunity entitled 2024 OJJDP FY24 Internet Crimes Against Children (ICAC) Task Forces – Invited to Apply. The approved award amount is $644,924. Review the Award Instrument below carefully and familiarize yourself with all conditions and requirements before accepting your award. The Award Instrument includes the Award Offer (Award Information, Project Information, Financial Information, and Award Conditions) and Award Acceptance. For COPS Office and OVW funding the Award Offer also includes any Other Award Documents. Please note that award requirements include not only the conditions and limitations set forth in the Award Offer, but also compliance with assurances and certifications that relate to conduct during the period of performance for the award. These requirements encompass financial, administrative, and programmatic matters, as well as other important matters (e.g., specific restrictions on use of funds). Therefore, all key staff should receive the award conditions, the assurances and certifications, and the application as approved by OJP , so that they understand the award requirements. Information on all pertinent award requirements also must be provided to any subrecipient of the award. Should you accept the award and then fail to comply with an award requirement, DOJ will pursue appropriate remedies for non-compliance, which may include termination of the award and/or a requirement to repay award funds. Prior to accepting the award, your Entity Administrator must assign a Financial Manager, Grant Award Administrator, and Authorized Representative(s) in the Justice Grants System (JustGrants). The Entity Administrator will need to ensure the assigned Authorized Representative(s) is current and has the legal authority to accept awards and bind the entity to the award terms and conditions. To accept the award, the Authorized Representative(s) must accept all parts of the Award Offer in the Justice Grants System (JustGrants), including by executing the required declaration and certification, within 45 days from the award date. To access your funds, you will need to enroll in the Automated Standard Application for Payments (ASAP) system, if you haven’t already completed the enrollment process in ASAP. The Entity Administrator should have already received an email from ASAP to initiate this process. Congratulations, and we look forward to working with you. Brent J. Cohen Acting Assistant Attorney General Office for Civil Rights Notice for All Recipients The Office for Civil Rights (OCR), Office of Justice Programs (OJP), U.S. Department of Justice (DOJ) enforces federal civil rights laws and other provisions that prohibit discrimination by recipients of federal financial assistance from OJP, the Office of Community Oriented Policing Services (COPS), and the Office on Violence Against Women (OVW). Several civil rights laws, including Title VI of the Civil Rights Act of 1964 and Section 504 of the Rehabilitation Act of 1973, require recipients of federal financial assistance (recipients) to give assurances that they will comply with those laws. Taken together, these and other civil rights laws prohibit recipients from discriminating in the provision of services and employment because of race, color, national origin, religion, disability, and sex or from discriminating in the provision of services on the bases of age. Some recipients of DOJ financial assistance have additional obligations to comply with other applicable nondiscrimination provisions like the Omnibus Crime Control and Safe Streets Act of 1968, which prohibits discrimination on the basis of religion in addition to race, color, national origin, and sex. Recipients may also have related requirements regarding the development and implementation of equal employment opportunity programs. Page: 2 of 21 AGENDA ITEM #6. n) OCR provides technical assistance, training, and other resources to help recipients comply with civil rights obligations. Further, OCR administratively enforces civil rights laws and nondiscrimination provisions by investigating DOJ recipients that are the subject of discrimination complaints. In addition, OCR conducts compliance reviews of DOJ recipients based on regulatory criteria. These investigations and compliance reviews permit OCR to evaluate whether DOJ recipients are providing services to the public and engaging in employment practices in a nondiscriminatory manner . For more information about OCR, your civil rights and nondiscrimination responsibilities, how to notify your employees or beneficiaries of their civil rights protections and responsibilities and how to file a complaint, as well as technical assistance, training, and other resources, please visit www.ojp.gov/program/civil-rights-office/outreach. If you would like OCR to assist you in fulfilling your civil rights or nondiscrimination responsibilities, please contact us at askOCR@o jp.usdoj.gov or www.ojp.gov/program/civil-rights-office/about#ocr-contacts . Memorandum Regarding NEPA NEPA Letter Type OJP - Categorical Exclusion NEPA Letter National Environmental Policy Act (NEPA) record Solicitation Title: OJJDP FY 2024 Internet Crimes Against Children Task Force Program Award number: 15PJDP-24-GK-04213-MECP Date: October 22, 2024 NEPA determination : Categorical Exclusion The ICAC Task Force Program furthers the Department of Justice’s mission by helping state and local law enforcement agencies develop effective responses to online enticement of children by sexual predators, child exploitation, and child obscenity and child sexual abuse material cases. This program was developed in 1998 to assist state and local law enforcement agencies with acquiring the necessary knowledge, equipment, and personnel needed to prevent, interdict, and investigate offenses that constitute technology-facilitated crimes against children. The task forces provide forensic and investigative technical assistance to law enforcement and prosecutorial officials, and provide community education information to parents, educators, prosecutors, law enforcement, and others concerned with child victimization. The ICAC Task Force Program consists of 61 task forces, each led by a single law enforcement agency. Every state has at least one task force, with the more populated states having multiple task forces. Each lead agency receives an annual award from OJJDP, and then serves as the primary entity responsible for improving the effectiveness and sustainability of their state or regional task force. None of the following activities will be conducted whether under the Office of Justice Programs federal action or a related third-party action: Page: 3 of 21 AGENDA ITEM #6. n) (1) New construction (2) Any renovation or remodeling of a property located in an environmentally or historically sensitive area, including property (a) listed on or eligible for listing on the National Register of Historic Places, or (b) located within a 100-year flood plain, a wetland, or habitat for an endangered species (3) A renovation that will change the basic prior use of a facility or significantly change its size (4) Research and technology whose anticipated and future application could be expected to have an effect on the environment (5) Implementation of a program involving the use of chemicals (including the identification, seizure, or closure of clandestine methamphetamine laboratories) Additionally, the proposed action is neither a phase nor a segment of a project that when reviewed in its entirety would not meet the criteria for a categorical exclusion. Consequently, the subject federal action meets the Office of Justice Programs' criteria for a categorical exclusion as contained in paragraph 4(b) of Appendix D to Part 61 of Title 28 of the Code of Federal Regulations. Questions about this determination may be directed to Lou Ann Holland, OJJDP’s NEPA Coordinator. NEPA Coordinator First Name Lou Ann Middle Name no value Last Name Holland Award Information This award is offered subject to the conditions or limitations set forth in the Award Information, Project Information, Financial Information, and Award Conditions. Recipient Information Recipient Name SEATTLE POLICE DEPARTMENT UEI RGJ5CPK2YHK1 Street 1 610 5TH AVE Street 2 City SEATTLE State/U.S. Territory Washington Zip/Postal Code 98104 Country United States Page: 4 of 21 AGENDA ITEM #6. n) County/Parish no value Province no value Award Details Federal Award Date 11/1/24 Award Type Initial Award Number 15PJDP-24-GK-04213-MECP Supplement Number 00 Federal Award Amount $644,924.00 Funding Instrument Type CA Assistance Listing Number Assistance Listings Program Title 16.543 Missing Children's Assistance Statutory Authority Pub. L. No. 118-42, 138 Stat. 25, 150 [X] I have read and understand the information presented in this section of the Federal Award Instrument . Project Information This award is offered subject to the conditions or limitations set forth in the Award Information, Project Information, Financial Information, and Award Conditions. Solicitation Title 2024 OJJDP FY24 Internet Crimes Against Children (ICAC) Task Forces – Invited to Apply Application Number GRANT14258647 Awarding Agency OJP Program Office OJJDP Grant Manager Stephanie Rapp Phone Number 202-431-6972 E-mail Address Stephanie.Rapp@usdoj.gov Project Title FY24 Washington State ICAC Task Force Program Performance Period Start Date 10/01/2024 Performance Period End Date 09/30/2025 Budget Period Start Date Budget Period End Date Page: 5 of 21 AGENDA ITEM #6. n) 10/01/2024 09/30/2025 Project Description The Seattle Police Department (SPD) has participated in the Federal ICAC Task Force Grant Program since 1998 and formed its Internet Crimes Against Children (ICAC) Task Force that same year. As the Lead Law Enforcement Agency in the State of Washington, SPD proactively and reactively investigates an ever-growing number of technology- facilitated crimes against children. Each year since the ICAC Task Force began, the SPD ICAC Commander has successfully coordinated the number of investigative partner agencies within Washington State which improves the overall task force’s response to interdict, investigate and prosecute ICAC cases. As the lead agency for the Washington State ICAC, SPD will continue its long-standing partnership with the Western and Eastern U.S. Attorney’s Office and their Project Safe Childhood Program, collaborate on multijurisdictional investigations to prosecute ICAC cases, and provide regional ICAC related training and technical assistance to all Washington State Task Force affiliates. The Task Force will work to: increase the number of both proactive and reactive investigations; increase the number of forensic examinations; increase the number of referrals received from other ICAC Task Forces and federal partners; increase the capabilities of the Washington State ICAC Task Force agencies in the investigation of technology-facilitated crimes against children; enhance the Washington State ICAC Task Force’s effectiveness in preventing these types of offenses; and formalize law enforcement partnerships through written agreements. [X] I have read and understand the information presented in this section of the Federal Award Instrument . Financial Information This award is offered subject to the conditions or limitations set forth in the Award Information, Project Information, Financial Information, and Award Conditions. The recipient budget is currently under review. [X] I have read and understand the information presented in this section of the Federal Award Instrument . Award Conditions This award is offered subject to the conditions or limitations set forth in the Award Information, Project Information, Financial Information, and Award Conditions. Condition 1 Meaningful access requirement for individuals with limited English proficiency The recipient, and any subrecipient at any tier, must take reasonable steps to ensure that individuals with limited English proficiency (LEP) have meaningful access to their programs and activities to comply with Title VI of the Civil Rights Act of 1964 (Title VI), which prohibits discrimination on the basis of national origin, including discrimination against individuals with LEP. Such steps may require providing language assistance services, such as interpretation or translation services. The Department of Justice guidance on compliance with this requirement may be found at "Guidance to Federal Financial Assistance Recipients Regarding Title VI Prohibition Against National Origin Discrimination Affecting Limited English Proficient Persons" (67 Fed. Reg. 41455-41472) (https:// www.federalregister.gov/d/02-15207) and is incorporated by reference here. Condition 2 Compliance with general appropriations-law restrictions on the use of federal funds (FY 2024) The recipient, and any subrecipient ("subgrantee") at any tier, must comply with all applicable restrictions on the use of federal funds set out in federal appropriations statutes. Pertinent restrictions that may be set out in applicable appropriations acts are indicated at https://ojp.gov/funding/Explore/FY24AppropriationsRestrictions.htm, and are incorporated by reference here. Page: 6 of 21 AGENDA ITEM #6. n) Should a question arise as to whether a particular use of federal funds by a recipient (or a subrecipient) would or might fall within the scope of an appropriations-law restriction, the recipient is to contact OJP for guidance, and may not proceed without the express prior written approval of OJP. Condition 3 Compliance with DOJ regulations pertaining to civil rights and nondiscrimination - 28 C.F.R. Part 38 The recipient, and any subrecipient ("subgrantee") at any tier, must comply with all applicable requirements of 28 C.F.R. Part 38. Among other things, 28 C.F.R. Part 38 states that recipients may not use direct Federal financial assistance from the Department to support or engage in any explicitly religious activities except when consistent with the Establishment Clause of the First Amendment and any other applicable requirements. An organization receiving Federal financial assistance also may not, in providing services funded by the Department of Justice, or in their outreach activities related to such services, discriminate against a program beneficiary or prospective program beneficiary on the basis of religion, a religious belief, a refusal to hold a religious belief, or refusal to attend or participate in a religious practice. Part 38 also sets out rules and requirements that pertain to recipient and subrecipient ("subgrantee") organizations that engage in or conduct explicitly religious activities, as well as rules and requirements that pertain to recipients and subrecipients that are faith-based or religious organizations. In addition, Part 38 states that a faith-based organization that participates a Department of Justice funded program retains its independence from the Government and may continue to carry out its mission consistent with religious freedom and conscience protections in Federal law. Recipients and subrecipients that provide social services under this award must give written notice to beneficiaries and prospective beneficiaries prior to the provision of services (if practicable) which shall include language substantially similar to the language in 28 CFR Part 38, Appendix C, sections (1) through (4). A sample written notice may be found at https://www.ojp.gov/program/civil-rights-office/partnerships-faith-based-and-other-neighborhood-organizations. In certain instances, a faith-based or religious organization may be able to take religion into account when making hiring decisions, provided it satisfies certain requirements. For more information, please see https://www.ojp.gov/ funding/explore/legaloverview2024/civilrightsrequirements. Condition 4 Requirements of the award; remedies for non-compliance or for materially false statements The conditions of this award are material requirements of the award. Compliance with any assurances or certifications submitted by or on behalf of the recipient that relate to conduct during the period of performance also is a material requirement of this award. Limited Exceptions. In certain special circumstances, the U.S. Department of Justice ("DOJ") may determine that it will not enforce, or enforce only in part, one or more requirements otherwise applicable to the award. Any such exceptions regarding enforcement, including any such exceptions made during the period of performance, are (or will be during the period of performance) set out through the Office of Justice Programs ("OJP") webpage entitled "Legal Notices: Special circumstances as to particular award conditions" (ojp.gov/funding/Explore/LegalNotices-AwardReqts.htm), and incorporated by reference into the award. By signing and accepting this award on behalf of the recipient, the authorized recipient official accepts all material requirements of the award, and specifically adopts, as if personally executed by the authorized recipient official, all assurances or certifications submitted by or on behalf of the recipient that relate to conduct during the period of performance. Failure to comply with one or more award requirements -- whether a condition set out in full below, a condition incorporated by reference below, or an assurance or certification related to conduct during the award period -- may result in OJP taking appropriate action with respect to the recipient and the award. Among other things, the OJP may withhold award funds, disallow costs, or suspend or terminate the award. DOJ, including OJP, also may take other legal action as appropriate. Any materially false, fictitious, or fraudulent statement to the federal government related to this award (or concealment Page: 7 of 21 AGENDA ITEM #6. n) or omission of a material fact) may be the subject of criminal prosecution (including under 18 U.S.C. 1001 and/or 1621, and/or 34 U.S.C. 10271-10273), and also may lead to imposition of civil penalties and administrative remedies for false claims or otherwise (including under 31 U.S.C. 3729-3730 and 3801-3812). Should any provision of a requirement of this award be held to be invalid or unenforceable by its terms, that provision shall first be applied with a limited construction so as to give it the maximum effect permitted by law. Should it be held, instead, that the provision is utterly invalid or -unenforceable, such provision shall be deemed severable from this award. Condition 5 Effect of failure to address audit issues The recipient understands and agrees that the DOJ awarding agency (OJP or OVW, as appropriate) may withhold award funds, or may impose other related requirements, if (as determined by the DOJ awarding agency) the recipient does not satisfactorily and promptly address outstanding issues from audits required by the Part 200 Uniform Requirements (or by the terms of this award), or other outstanding issues that arise in connection with audits, investigations, or reviews of DOJ awards. Condition 6 Applicability of Part 200 Uniform Requirements The Uniform Administrative Requirements, Cost Principles, and Audit Requirements in 2 C.F.R. Part 200, as adopted and supplemented by DOJ in 2 C.F.R. Part 2800 (together, the "Part 200 Uniform Requirements") apply to this award from OJP. For more information and resources on the Part 200 Uniform Requirements as they relate to OJP awards and subawards ("subgrants"), see the OJP website at https://ojp.gov/funding/Part200UniformRequirements.htm. Record retention and access: Records pertinent to the award that the recipient (and any subrecipient ("subgrantee") at any tier) must retain -- typically for a period of 3 years from the date of submission of the final expenditure report (SF 425), unless a different retention period applies -- and to which the recipient (and any subrecipient ("subgrantee") at any tier) must provide access, include performance measurement information, in addition to the financial records, supporting documents, statistical records, and other pertinent records indicated at 2 C.F.R. 200.334. In the event that an award-related question arises from documents or other materials prepared or distributed by OJP that may appear to conflict with, or differ in some way from, the provisions of the Part 200 Uniform Requirements, the recipient is to contact OJP promptly for clarification. Condition 7 Reporting potential fraud, waste, and abuse, and similar misconduct The recipient, and any subrecipients ("subgrantees") at any tier, must promptly refer to the DOJ Office of the Inspector General (OIG) any credible evidence that a principal, employee, agent, subrecipient, contractor, subcontractor, or other person has, in connection with funds under this award-- (1) submitted a claim that violates the False Claims Act; or (2) committed a criminal or civil violation of laws pertaining to fraud, conflict of interest, bribery, gratuity, or similar misconduct. Potential fraud, waste, abuse, or misconduct involving or relating to funds under this award should be reported to the OIG by--(1) online submission accessible via the OIG webpage at https://oig.justice.gov/hotline/contact-grants.htm (select "Submit Report Online"); (2) mail directed to: U.S. Department of Justice, Office of the Inspector General, Investigations Division, ATTN: Grantee Reporting, 950 Pennsylvania Ave., NW, Washington, DC 20530; and/or (3) by facsimile directed to the DOJ OIG Investigations Division (Attn: Grantee Reporting) at (202) 616-9881 (fax). Additional information is available from the DOJ OIG website at https://oig.justice.gov/hotline. Condition 8 Requirements related to "de minimis" indirect cost rate Page: 8 of 21 AGENDA ITEM #6. n) A recipient that is eligible under the Part 200 Uniform Requirements and other applicable law to use the "de minimis" indirect cost rate described in 2 C.F.R. 200.414(f), and that elects to use the "de minimis" indirect cost rate, must advise OJP in writing of both its eligibility and its election, and must comply with all associated requirements in the Part 200 Uniform Requirements. The "de minimis" rate may be applied only to modified total direct costs (MTDC) as defined by the Part 200 Uniform Requirements. Condition 9 Compliance with applicable rules regarding approval, planning, and reporting of conferences, meetings, trainings, and other events The recipient, and any subrecipient ("subgrantee") at any tier, must comply with all applicable laws, regulations, policies, and official DOJ guidance (including specific cost limits, prior approval and reporting requirements, where applicable) governing the use of federal funds for expenses related to conferences (as that term is defined by DOJ), including the provision of food and/or beverages at such conferences, and costs of attendance at such conferences. Information on the pertinent DOJ definition of conferences and the rules applicable to this award appears in the DOJ Grants Financial Guide (currently, as section 3.10 of "Postaward Requirements" in the "DOJ Grants Financial Guide"). Condition 10 Requirement for data on performance and effectiveness under the award The recipient must collect and maintain data that measure the performance and effectiveness of work under this award. The data must be provided to OJP in the manner (including within the timeframes) specified by OJP in the program solicitation or other applicable written guidance. Data collection supports compliance with the Government Performance and Results Act (GPRA) and the GPRA Modernization Act of 2010, and other applicable laws. Condition 11 Compliance with DOJ Grants Financial Guide References to the DOJ Grants Financial Guide are to the DOJ Grants Financial Guide as posted on the OJP website (currently, the "DOJ Grants Financial Guide" available at https://ojp.gov/financialguide/DOJ/index.htm), including any updated version that may be posted during the period of performance. The recipient agrees to comply with the DOJ Grants Financial Guide. Condition 12 Compliance with DOJ regulations pertaining to civil rights and nondiscrimination - 28 C.F.R. Part 42 The recipient, and any subrecipient ("subgrantee") at any tier, must comply with all applicable requirements of 28 C.F.R. Part 42, specifically including any applicable requirements in Subpart E of 28 C.F.R. Part 42 that relate to an equal employment opportunity program. Among other items, 28 C.F.R. § 42.106(d), 28 C.F.R. § 42.405(c), and 28 C.F.R. § 42.505(f) contain notice requirements that covered recipients must follow regarding the dissemination of information regarding federal nondiscrimination requirements. Condition 13 Determination of suitability to interact with participating minors SCOPE. This condition applies to this award if it is indicated -- in the application for the award (as approved by DOJ)(or in the application for any subaward, at any tier), the DOJ funding announcement (solicitation), or an associated federal statute -- that a purpose of some or all of the activities to be carried out under the award (whether by the recipient, or a subrecipient at any tier) is to benefit a set of individuals under 18 years of age. The recipient, and any subrecipient at any tier, must make determinations of suitability before certain individuals may interact with participating minors. This requirement applies regardless of an individual's employment status. Page: 9 of 21 AGENDA ITEM #6. n) The details of this requirement are posted on the OJP web site at https://ojp.gov/funding/Explore/Interact-Minors.htm (Award condition: Determination of suitability required, in advance, for certain individuals who may interact with participating minors), and are incorporated by reference here. Condition 14 Requirement to disclose whether recipient is designated "high risk" by a federal grant-making agency outside of DOJ If the recipient is designated "high risk" by a federal grant-making agency outside of DOJ, currently or at any time during the course of the period of performance under this award, the recipient must disclose that fact and certain related information to OJP by email at OJP.ComplianceReporting@ojp.usdoj.gov. For purposes of this disclosure, high risk includes any status under which a federal awarding agency provides additional oversight due to the recipient's past performance, or other programmatic or financial concerns with the recipient. The recipient's disclosure must include the following: 1. The federal awarding agency that currently designates the recipient high risk, 2. The date the recipient was designated high risk, 3. The high-risk point of contact at that federal awarding agency (name, phone number, and email address), and 4. The reasons for the high-risk status, as set out by the federal awarding agency. Condition 15 Employment eligibility verification for hiring under the award 1. The recipient (and any subrecipient at any tier) must-- A. Ensure that, as part of the hiring process for any position within the United States that is or will be funded (in whole or in part) with award funds, the recipient (or any subrecipient) properly verifies the employment eligibility of the individual who is being hired, consistent with the provisions of 8 U.S.C. 1324a(a)(1). B. Notify all persons associated with the recipient (or any subrecipient) who are or will be involved in activities under this award of both-- (1) this award requirement for verification of employment eligibility, and (2) the associated provisions in 8 U.S.C. 1324a(a)(1) that, generally speaking, make it unlawful, in the United States, to hire (or recruit for employment) certain aliens. C. Provide training (to the extent necessary) to those persons required by this condition to be notified of the award requirement for employment eligibility verification and of the associated provisions of 8 U.S.C. 1324a(a)(1). D. As part of the recordkeeping for the award (including pursuant to the Part 200 Uniform Requirements), maintain records of all employment eligibility verifications pertinent to compliance with this award condition in accordance with Form I-9 record retention requirements, as well as records of all pertinent notifications and trainings. 2. Monitoring The recipient's monitoring responsibilities include monitoring of subrecipient compliance with this condition. 3. Allowable costs To the extent that such costs are not reimbursed under any other federal program, award funds may be obligated for the reasonable, necessary, and allocable costs (if any) of actions designed to ensure compliance with this condition. 4. Rules of construction A. Staff involved in the hiring process For purposes of this condition, persons "who are or will be involved in activities under this award" specifically includes (without limitation) any and all recipient (or any subrecipient) officials or other staff who are or will be involved in the hiring process with respect to a position that is or will be funded (in whole or in part) with award funds. B. Employment eligibility confirmation with E-Verify Page: 10 of 21 AGENDA ITEM #6. n) For purposes of satisfying the requirement of this condition regarding verification of employment eligibility, the recipient (or any subrecipient) may choose to participate in, and use, E-Verify (www.e-verify.gov), provided an appropriate person authorized to act on behalf of the recipient (or subrecipient) uses E-Verify (and follows the proper E-Verify procedures, including in the event of a "Tentative Nonconfirmation" or a "Final Nonconfirmation") to confirm employment eligibility for each hiring for a position in the United States that is or will be funded (in whole or in part) with award funds. C. "United States" specifically includes the District of Columbia, Puerto Rico, Guam, the Virgin Islands of the United States, and the Commonwealth of the Northern Mariana Islands. D. Nothing in this condition shall be understood to authorize or require any recipient, any subrecipient at any tier, or any person or other entity, to violate any federal law, including any applicable civil rights or nondiscrimination law. E. Nothing in this condition, including in paragraph 4.B., shall be understood to relieve any recipient, any subrecipient at any tier, or any person or other entity, of any obligation otherwise imposed by law, including 8 U.S.C. 1324a(a)(1). Questions about E-Verify should be directed to DHS. For more information about E-Verify visit the E-Verify website (https://www.e-verify.gov/) or email E-Verify at E-Verify@dhs.gov. E-Verify employer agents can email E-Verify at E- VerifyEmployerAgent@dhs.gov. Questions about the meaning or scope of this condition should be directed to OJP, before award acceptance. Condition 16 Encouragement of policies to ban text messaging while driving Pursuant to Executive Order 13513, "Federal Leadership on Reducing Text Messaging While Driving," 74 Fed. Reg. 51225 (October 1, 2009), DOJ encourages recipients and subrecipients ("subgrantees") to adopt and enforce policies banning employees from text messaging while driving any vehicle during the course of performing work funded by this award, and to establish workplace safety policies and conduct education, awareness, and other outreach to decrease crashes caused by distracted drivers. Condition 17 Reclassification of various statutory provisions to a new Title 34 of the United States Code On September 1, 2017, various statutory provisions previously codified elsewhere in the U.S. Code were editorially reclassified (that is, moved and renumbered) to a new Title 34, entitled "Crime Control and Law Enforcement." The reclassification encompassed a number of statutory provisions pertinent to OJP awards (that is, OJP grants and cooperative agreements), including many provisions previously codified in Title 42 of the U.S. Code. Effective as of September 1, 2017, any reference in this award document to a statutory provision that has been reclassified to the new Title 34 of the U.S. Code is to be read as a reference to that statutory provision as reclassified to Title 34. This rule of construction specifically includes references set out in award conditions, references set out in material incorporated by reference through award conditions, and references set out in other award requirements. Condition 18 Restrictions and certifications regarding non-disclosure agreements and related matters No recipient or subrecipient ("subgrantee") under this award, or entity that receives a procurement contract or subcontract with any funds under this award, may require any employee or contractor to sign an internal confidentiality agreement or statement that prohibits or otherwise restricts, or purports to prohibit or restrict, the reporting (in accordance with law) of waste, fraud, or abuse to an investigative or law enforcement representative of a federal department or agency authorized to receive such information. The foregoing is not intended, and shall not be understood by the agency making this award, to contravene requirements applicable to Standard Form 312 (which relates to classified information), Form 4414 (which relates to sensitive compartmented information), or any other form issued by a federal department or agency governing the nondisclosure of classified information. Page: 11 of 21 AGENDA ITEM #6. n) 1. In accepting this award, the recipient-- a. represents that it neither requires nor has required internal confidentiality agreements or statements from employees or contractors that currently prohibit or otherwise currently restrict (or purport to prohibit or restrict) employees or contractors from reporting waste, fraud, or abuse as described above; and b. certifies that, if it learns or is notified that it is or has been requiring its employees or contractors to execute agreements or statements that prohibit or otherwise restrict (or purport to prohibit or restrict), reporting of waste, fraud, or abuse as described above, it will immediately stop any further obligations of award funds, will provide prompt written notification to the federal agency making this award, and will resume (or permit resumption of) such obligations only if expressly authorized to do so by that agency. 2. If the recipient does or is authorized under this award to make subawards ("subgrants"), procurement contracts, or both-- a. it represents that-- (1) it has determined that no other entity that the recipient's application proposes may or will receive award funds (whether through a subaward ("subgrant"), procurement contract, or subcontract under a procurement contract) either requires or has required internal confidentiality agreements or statements from employees or contractors that currently prohibit or otherwise currently restrict (or purport to prohibit or restrict) employees or contractors from reporting waste, fraud, or abuse as described above; and (2) it has made appropriate inquiry, or otherwise has an adequate factual basis, to support this representation; and b. it certifies that, if it learns or is notified that any subrecipient, contractor, or subcontractor entity that receives funds under this award is or has been requiring its employees or contractors to execute agreements or statements that prohibit or otherwise restrict (or purport to prohibit or restrict), reporting of waste, fraud, or abuse as described above, it will immediately stop any further obligations of award funds to or by that entity, will provide prompt written notification to the federal agency making this award, and will resume (or permit resumption of) such obligations only if expressly authorized to do so by that agency. Condition 19 OJP Training Guiding Principles Any training or training materials that the recipient -- or any subrecipient ("subgrantee") at any tier -- develops or delivers with OJP award funds must adhere to the OJP Training Guiding Principles for Grantees and Subgrantees, available at https://www.ojp.gov/funding/implement/training-guiding-principles-grantees-and-subgrantees. Condition 20 Specific post-award approval required to use a noncompetitive approach in any procurement contract that would exceed $250,000 The recipient, and any subrecipient ("subgrantee") at any tier, must comply with all applicable requirements to obtain specific advance approval to use a noncompetitive approach in any procurement contract that would exceed the Simplified Acquisition Threshold (currently, $250,000). This condition applies to agreements that -- for purposes of federal grants administrative requirements -- OJP considers a procurement "contract" (and therefore does not consider a subaward). The details of the requirement for advance approval to use a noncompetitive approach in a procurement contract under an OJP award are posted on the OJP web site at https://ojp.gov/funding/Explore/NoncompetitiveProcurement.htm (Award condition: Specific post-award approval required to use a noncompetitive approach in a procurement contract (if contract would exceed $250,000)), and are incorporated by reference here. Condition 21 Requirement to report potentially duplicative funding Page: 12 of 21 AGENDA ITEM #6. n) If the recipient currently has other active awards of federal funds, or if the recipient receives any other award of federal funds during the period of performance for this award, the recipient promptly must determine whether funds from any of those other federal awards have been, are being, or are to be used (in whole or in part) for one or more of the identical cost items for which funds are provided under this award. If so, the recipient must promptly notify the DOJ awarding agency (OJP or OVW, as appropriate) in writing of the potential duplication, and, if so requested by the DOJ awarding agency, must seek a budget-modification or change-of-project-scope Grant Award Modification (GAM) to eliminate any inappropriate duplication of funding. Condition 22 Required training for Grant Award Administrator and Financial Manager The Grant Award Administrator and all Financial Managers for this award must have successfully completed an "OJP financial management and grant administration training" by 120 days after the date of the recipient's acceptance of the award. Successful completion of such a training on or after January 1, 2021, will satisfy this condition. In the event that either the Grant Award Administrator or a Financial Manager for this award changes during the period of performance, the new Grant Award Administrator or Financial Manager must have successfully completed an "OJP financial management and grant administration training" by 120 calendar days after the date the Entity Administrator enters updated Grant Award Administrator or Financial Manager information in JustGrants. Successful completion of such a training on or after January 1, 2021, will satisfy this condition. A list of OJP trainings that OJP will consider "OJP financial management and grant administration training" for purposes of this condition is available at https://onlinegfmt.training.ojp.gov/. All trainings that satisfy this condition include a session on grant fraud prevention and detection. The recipient should anticipate that OJP will immediately withhold ("freeze") award funds if the recipient fails to comply with this condition. The recipient's failure to comply also may lead OJP to impose additional appropriate conditions on this award. Condition 23 Compliance with 41 U.S.C. 4712 (including prohibitions on reprisal; notice to employees) The recipient (and any subrecipient at any tier) must comply with, and is subject to, all applicable provisions of 41 U.S.C. 4712, including all applicable provisions that prohibit, under specified circumstances, discrimination against an employee as reprisal for the employee's disclosure of information related to gross mismanagement of a federal grant, a gross waste of federal funds, an abuse of authority relating to a federal grant, a substantial and specific danger to public health or safety, or a violation of law, rule, or regulation related to a federal grant. The recipient also must inform its employees, in writing (and in the predominant native language of the workforce), of employee rights and remedies under 41 U.S.C. 4712. Should a question arise as to the applicability of the provisions of 41 U.S.C. 4712 to this award, the recipient is to contact the DOJ awarding agency (OJP or OVW, as appropriate) for guidance. Condition 24 Requirements pertaining to prohibited conduct related to trafficking in persons (including reporting requirements and OJP authority to terminate award) The recipient, and any subrecipient ("subgrantee") at any tier, must comply with all applicable requirements (including requirements to report allegations) pertaining to prohibited conduct related to the trafficking of persons, whether on the part of recipients, subrecipients ("subgrantees"), or individuals defined (for purposes of this condition) as "employees" of the recipient or of any subrecipient. The details of the recipient's obligations related to prohibited conduct related to trafficking in persons are posted on the OJP web site at https://ojp.gov/funding/Explore/ProhibitedConduct-Trafficking.htm (Award condition: Prohibited conduct by recipients and subrecipients related to trafficking in persons (including reporting requirements and OJP authority to terminate award)), and are incorporated by reference here. Page: 13 of 21 AGENDA ITEM #6. n) Condition 25 Potential imposition of additional requirements The recipient agrees to comply with any additional requirements that may be imposed by the DOJ awarding agency (OJP or OVW, as appropriate) during the period of performance for this award, if the recipient is designated as "high- risk" for purposes of the DOJ high-risk grantee list. Condition 26 Requirement to report actual or imminent breach of personally identifiable information (PII) The recipient (and any "subrecipient" at any tier) must have written procedures in place to respond in the event of an actual or imminent "breach" (OMB M-17-12) if it (or a subrecipient) -- (1) creates, collects, uses, processes, stores, maintains, disseminates, discloses, or disposes of "Personally Identifiable Information (PII)" (2 CFR 200.1) within the scope of an OJP grant-funded program or activity, or (2) uses or operates a "Federal information system" (OMB Circular A-130). The recipient's breach procedures must include a requirement to report actual or imminent breach of PII to an OJP Program Manager no later than 24 hours after an occurrence of an actual breach, or the detection of an imminent breach. Condition 27 Requirements related to System for Award Management and Universal Identifier Requirements The recipient must comply with applicable requirements regarding the System for Award Management (SAM), currently accessible at https://www.sam.gov/. This includes applicable requirements regarding registration with SAM, as well as maintaining the currency of information in SAM. The recipient also must comply with applicable restrictions on subawards ("subgrants") to first-tier subrecipients (first- tier "subgrantees"), including restrictions on subawards to entities that do not acquire and provide (to the recipient) the unique entity identifier required for SAM registration. The details of the recipient's obligations related to SAM and to unique entity identifiers are posted on the OJP web site at https://ojp.gov/funding/Explore/SAM.htm (Award condition: System for Award Management (SAM) and Universal Identifier Requirements), and are incorporated by reference here. This condition does not apply to an award to an individual who received the award as a natural person (i.e., unrelated to any business or non-profit organization that he or she may own or operate in his or her name). Condition 28 Compliance with restrictions on the use of federal funds--prohibited and controlled equipment under OJP awards Consistent with Executive Order 14074, “Advancing Effective, Accountable Policing and Criminal Justice Practices To Enhance Public Trust and Public Safety,” OJP has prohibited the use of federal funds under this award for purchases or transfers of specified equipment by law enforcement agencies. In addition, OJP requires the recipient, and any subrecipient (“subgrantee”) at any tier, to put in place specified controls prior to using federal funds under this award to acquire or transfer any property identified on the “controlled equipment” list. The details of the requirement are posted on the OJP web site at https://www.ojp.gov/funding/explore/prohibited-and-controlled-equipment (Award condition: Compliance with restrictions on the use of federal funds--prohibited and controlled equipment under OJP awards), and are incorporated by reference here. Condition 29 Restrictions on "lobbying" In general, as a matter of federal law, federal funds awarded by OJP may not be used by the recipient, or any subrecipient ("subgrantee") at any tier, either directly or indirectly, to support or oppose the enactment, repeal, modification, or adoption of any law, regulation, or policy, at any level of government. See 18 U.S.C. 1913. (There may be exceptions if an applicable federal statute specifically authorizes certain activities that otherwise would be barred by law.) Page: 14 of 21 AGENDA ITEM #6. n) Another federal law generally prohibits federal funds awarded by OJP from being used by the recipient, or any subrecipient at any tier, to pay any person to influence (or attempt to influence) a federal agency, a Member of Congress, or Congress (or an official or employee of any of them) with respect to the awarding of a federal grant or cooperative agreement, subgrant, contract, subcontract, or loan, or with respect to actions such as renewing, extending, or modifying any such award. See 31 U.S.C. 1352. Certain exceptions to this law apply, including an exception that applies to Indian tribes and tribal organizations. Should any question arise as to whether a particular use of federal funds by a recipient (or subrecipient) would or might fall within the scope of these prohibitions, the recipient is to contact OJP for guidance, and may not proceed without the express prior written approval of OJP. Condition 30 All subawards ("subgrants") must have specific federal authorization The recipient, and any subrecipient ("subgrantee") at any tier, must comply with all applicable requirements for authorization of any subaward. This condition applies to agreements that -- for purposes of federal grants administrative requirements -- OJP considers a "subaward" (and therefore does not consider a procurement "contract"). The details of the requirement for authorization of any subaward are posted on the OJP web site at https://ojp.gov/ funding/Explore/SubawardAuthorization.htm (Award condition: All subawards ("subgrants") must have specific federal authorization), and are incorporated by reference here. Condition 31 Compliance with DOJ regulations pertaining to civil rights and nondiscrimination - 28 C.F.R. Part 54 The recipient, and any subrecipient ("subgrantee") at any tier, must comply with all applicable requirements of 28 C.F.R. Part 54, which relates to nondiscrimination on the basis of sex in certain "education programs." Among other items, 28 C.F.R. § 54.140 contains notice requirements that covered recipients must follow regarding the dissemination of information regarding federal nondiscrimination requirements. Condition 32 The recipient agrees to submit a final report at the end of this award documenting all relevant project activities during the entire period of support under this award. This report will include detailed information about the project(s) funded, including, but not limited to, information about how the funds were actually used for each purpose area, data to support statements of progress, and data concerning individual results and outcomes of funded projects reflecting project successes and impacts. The final report is due no later than 120 days following the close of this award period or the expiration of any extension periods. This report will be submitted to the Office of Justice Programs, on-line through the Internet at https://justgrants.usdoj.gov/ Condition 33 Justification of consultant rate Approval of this award does not indicate approval of any consultant rate in excess of $650 per day. A detailed justification must be submitted to and approved by the OJP program office prior to obligation or expenditure of such funds. Condition 34 Cooperating with OJP Monitoring The recipient agrees to cooperate with OJP monitoring of this award pursuant to OJP's guidelines, protocols, and procedures, and to cooperate with OJP (including the grant manager for this award and the Office of Chief Financial Officer (OCFO)) requests related to such monitoring, including requests related to desk reviews and/or site visits. The recipient agrees to provide to OJP all documentation necessary for OJP to complete its monitoring tasks, including documentation related to any subawards made under this award. Further, the recipient agrees to abide by reasonable deadlines set by OJP for providing the requested documents. Failure to cooperate with OJP's monitoring activities may Page: 15 of 21 AGENDA ITEM #6. n) result in actions that affect the recipient's DOJ awards, including, but not limited to: withholdings and/or other restrictions on the recipient's access to award funds; referral to the DOJ OIG for audit review; designation of the recipient as a DOJ High Risk grantee; or termination of an award(s). Condition 35 Limit on use of grant funds for grantees' employees' salaries With respect to this award, federal funds may not be used to pay cash compensation (salary plus bonuses) to any employee of the award recipient at a rate that exceeds 110% of the maximum annual salary payable to a member of the federal government's Senior Executive Service (SES) at an agency with a Certified SES Performance Appraisal System for that year. (An award recipient may compensate an employee at a higher rate, provided the amount in excess of this compensation limitation is paid with non-federal funds.) This limitation on compensation rates allowable under this award may be waived on an individual basis at the discretion of the OJP official indicated in the program announcement under which this award is made. Condition 36 FFATA reporting: Subawards and executive compensation The recipient must comply with applicable requirements to report first-tier subawards ("subgrants") of $30,000 or more and, in certain circumstances, to report the names and total compensation of the five most highly compensated executives of the recipient and first-tier subrecipients (first-tier "subgrantees") of award funds. The details of recipient obligations, which derive from the Federal Funding Accountability and Transparency Act of 2006 (FFATA), are posted on the OJP web site at https://ojp.gov/funding/Explore/FFATA.htm (Award condition: Reporting Subawards and Executive Compensation), and are incorporated by reference here. This condition, including its reporting requirement, does not apply to-- (1) an award of less than $30,000, or (2) an award made to an individual who received the award as a natural person (i.e., unrelated to any business or non-profit organization that he or she may own or operate in his or her name). Condition 37 The Project Director and/or any other key program personnel designated in the application shall be replaced only for compelling reasons. Successors to key personnel must be approved by OJP, and such approval is contingent upon submission of appropriate information, including, but not limited to, a resume. Changes in program personnel, other than key personnel, require only notification to OJP and submission of resumes, unless otherwise designated in the award document. Condition 38 Statement of Federal Involvement: Due to the substantial Federal involvement contemplated in completion of this project, the Office of Juvenile Justice and Delinquency Prevention (OJJDP) has elected to enter into a cooperative agreement rather than a grant. This decision is based on OJP and OJJDP's ongoing responsibility to assist and coordinate projects that relate to the funded activities. OJP and OJJDP will provide input and re-direction to the project, as needed, in consultation with the recipient, and will actively monitor the project by methods including, but not limited to, ongoing contact with the recipient. In meeting programmatic responsibilities, OJP, OJJDP, and the recipient will be guided by the following principles: responsibility for the day-to-day operations of this project rests with the recipient in implementation of the recipient's approved proposal, the recipient's approved budget, and the terms and conditions specified in this award. Responsibility for general oversight and redirection of the project, if necessary, rests with OJJDP. In addition to its programmatic reporting requirements, the recipient agrees to provide necessary information as requested by OJP and OJJDP. Information requests may include, but are not limited to, specific submissions related to: performance, including measurement of project outputs/outcomes; meeting performance specifications; developmental decision points; changes in project scope or personnel; budget modifications; and/or coordination of related projects. Condition 39 Within 45 calendar days after the end of any conference, meeting, retreat, seminar, symposium, training activity, or similar event funded under this award, and the total cost of which exceeds $20,000 in award funds, the recipient must Page: 16 of 21 AGENDA ITEM #6. n) provide the program manager with the following information and itemized costs: 1) name of event; 2) event dates; 3) location of event; 4) number of federal attendees; 5) number of non-federal attendees; 6) costs of event space, including rooms for break-out sessions; 7) costs of audio visual services; 8) other equipment costs (e.g., computer fees, telephone fees); 9) costs of printing and distribution; 10) costs of meals provided during the event; 11) costs of refreshments provided during the event; 12) costs of event planner; 13) costs of event facilitators; and 14) any other costs associated with the event. The recipient must also itemize and report any of the following attendee (including participants, presenters, speakers) costs that are paid or reimbursed with cooperative agreement funds: 1) meals and incidental expenses (M&IE portion of per diem); 2) lodging; 3) transportation to/from event location (e.g., common carrier, Privately Owned Vehicle (POV)); and, 4) local transportation (e.g., rental car, POV) at event location. Note that if any item is paid for with registration fees, or any other non-award funding, then that portion of the expense does not need to be reported. Further instructions regarding the submission of this data, and how to determine costs, are available in the DOJ Financial Guide Conference Cost Chapter. Condition 40 Confidential Funds Prior to the expenditure of confidential funds, the recipient and any subrecipients agree to sign a certification that the recipient (or the subrecipient, as applicable) has read, understands, and agrees to abide by all of the conditions pertaining to confidential fund expenditures set forth in the DOJ Grants Financial Guide. Condition 41 Copyright; Data rights Page: 17 of 21 AGENDA ITEM #6. n) The recipient acknowledges that OJP reserves a royalty-free, non-exclusive, and irrevocable license to reproduce, publish, or otherwise use, and authorize others to use (in whole or in part, including in connection with derivative works), for Federal purposes: (1) any work subject to copyright developed under an award or subaward (at any tier); and (2) any rights of copyright to which a recipient or subrecipient (at any tier) purchases ownership with Federal support. The recipient acknowledges that OJP has the right to (1) obtain, reproduce, publish, or otherwise use the data first produced under any such award or subaward; and (2) authorize others to receive, reproduce, publish, or otherwise use such data for Federal purposes. "Data" includes data as defined in Federal Acquisition Regulation (FAR) provision 52.227-14 (Rights in Data - General). It is the responsibility of the recipient (and of each subrecipient (at any tier), if applicable) to ensure that the provisions of this condition are included in any subaward (at any tier) under this award. The recipient has the responsibility to obtain from subrecipients, contractors, and subcontractors (if any) all rights and data necessary to fulfill the recipient's obligations to the Government under this award. If a proposed subrecipient, contractor, or subcontractor refuses to accept terms affording the Government such rights, the recipient shall promptly bring such refusal to the attention of the OJP program manager for the award and not proceed with the agreement in question without further authorization from the OJP program office. Condition 42 OJJDP - Web Site Notice of Federal Funding and Disclaimer Any Web site that is funded in whole or in part under this award must include the following statement on the home page, on all major entry pages (i.e., pages (exclusive of documents) whose primary purpose is to navigate the user to interior content), and on any pages from which a visitor may access or use a Web-based service, including any pages that provide results or outputs from the service: "This Web site is funded in whole or in part through a grant from the Office of Juvenile Justice and Delinquency Prevention, Office of Justice Programs, U.S. Department of Justice. Neither the U.S. Department of Justice nor any of its components operate, control, are responsible for, or necessarily endorse, this Web site (including, without limitation, its content, technical infrastructure, and policies, and any services or tools provided)." The full text of the foregoing statement must be clearly visible on the home page. On other pages, the statement may be included through a link, entitled "Notice of Federal Funding and Federal Disclaimer," to the full text of the statement. Condition 43 ICAC Task Force Standards. The recipient agrees to comply with the OJJDP approved ICAC Task Force Operational and Investigative Standards Condition 44 ICAC Task Force Representation. The recipient agrees to designate one individual from its task force to attend the ICAC Task Force commander meetings during the 12-month project period. Condition 45 ICAC Annual Reports The recipient agrees to submit annual reports to OJP that set forth the following: (A) The number of law enforcement agencies participating in Internet crimes against children program standards established by the task force. (B) Staffing levels of the task force, including the number of investigators, prosecutors, education specialists, and forensic specialists dedicated to investigating and prosecuting Internet crimes against children. Condition 46 The recipient agrees to forward reports of ICAC Task Force Program Monthly Performance Measures to the OJJDP- designated site. Page: 18 of 21 AGENDA ITEM #6. n) Condition 47 All electronic and information technology materials developed or maintained under this award must be compliant with Section 508 of the Rehabilitation Act of 1973. Please refer to www.section508.gov for more detail. Condition 48 OJJDP- OJJDP-Funded Webinars The award recipient must comply with OJJDP's Webinar Guidelines, as described in the OJJDP Training and Technical Assistance (TTA) Standards at https://www.ojjdp.gov/programs/ Core_Performance_Standards_updated%20May%202012_508c.pdf. At a minimum, OJJDP training and technical assistance providers shall submit to the OJJDP NTTAC information (i.e. title, description of the webinar, intended audience, panelists, etc.) 30 days in advance of all webinar events for the OJJDP NTTAC online calendar, use the approved OJJDP presentation template, and record events and send a copy of the files to OJJDP. Condition 49 Recipient integrity and performance matters: Requirement to report information on certain civil, criminal, and administrative proceedings to SAM and FAPIIS The recipient must comply with any and all applicable requirements regarding reporting of information on civil, criminal, and administrative proceedings connected with (or connected to the performance of) either this OJP award or any other grant, cooperative agreement, or procurement contract from the federal government. Under certain circumstances, recipients of OJP awards are required to report information about such proceedings, through the federal System for Award Management (known as "SAM"), to the designated federal integrity and performance system (currently, "FAPIIS"). The details of recipient obligations regarding the required reporting (and updating) of information on certain civil, criminal, and administrative proceedings to the federal designated integrity and performance system (currently, "FAPIIS") within SAM are posted on the OJP web site at https://ojp.gov/funding/FAPIIS.htm (Award condition: Recipient Integrity and Performance Matters, including Recipient Reporting to FAPIIS), and are incorporated by reference here. Condition 50 The recipient's budget (and budget narrative) is pending clearance by OJP. Prior to budget clearance (and unless there is a more restrictive condition on this award, in which case the terms of that more restrictive condition apply): The recipient may not drawdown more than 10% of the award. Pre-clearance obligations, expenditures, and drawdowns may be disallowed if not in compliance with program requirements. The recipient should be judicious in using award funds prior to budget clearance. Generally, OJP expects that recipients (depending on the specific project scope) may need to advertise for award-funded positions, pay personnel and fringe benefits for positions budgeted under the award, plan for project activities, attend training and pay training- related travel needed to begin the project, and engage in other limited activities conducted by recipient staff (i.e., generally not requiring a subaward or procurement contract under an award). OJP will issue an Award Condition Modification upon budget clearance. Condition 51 The recipient may not obligate, expend, or draw down any award funds for indirect costs, unless and until either -- (1) the recipient submits to OJP a current, federally-approved indirect cost rate agreement, or (2) the recipient determines that it is eligible under the Part 200 Uniform Requirements to use the "de minimis" indirect cost rate described in 2 C.F.R. 200.414(f), and advises OJP in writing of both its eligibility and its election. The financial review of the budget for this award is pending. If the OJP Office of the Chief Financial Officer (OCFO) determines as part of its financial review that the recipient already has submitted the documentation concerning indirect costs described above, this condition will be released through a Grant Award Condition Modification (ACM) upon completion of the OCFO final budget review. Page: 19 of 21 AGENDA ITEM #6. n) If the OJP OCFO instead determines as part of its financial review that the recipient has not yet submitted the required documentation concerning indirect costs, this condition will not be released until OJP (including its OCFO) receives and reviews a satisfactory submission. [X] I have read and understand the information presented in this section of the Federal Award Instrument . Award Acceptance Declaration and Certification to the U.S. Department of Justice as to Acceptance By checking the declaration and certification box below, I-- A. Declare to the U.S. Department of Justice (DOJ), under penalty of perjury, that I have authority to make this declaration and certification on behalf of the applicant. B. Certify to DOJ, under penalty of perjury, on behalf of myself and the applicant, to the best of my knowledge and belief, that the following are true as of the date of this award acceptance: (1) I have conducted or there was conducted (including by applicant’s legal counsel as appropriate and made available to me) a diligent review of all terms and conditions of, and all supporting materials submitted in connection with, this award, including any assurances and certifications (including anything submitted in connection therewith by a person on behalf of the applicant before, after, or at the time of the application submission and any materials that accompany this acceptance and certification); and (2) I have the legal authority to accept this award on behalf of the applicant. C. Accept this award on behalf of the applicant. D. Declare the following to DOJ, under penalty of perjury, on behalf of myself and the applicant: (1) I understand that, in taking (or not taking) any action pursuant to this declaration and certification, DOJ will rely upon this declaration and certification as a material representation; and (2) I understand that any materially false, fictitious, or fraudulent information or statement in this declaration and certification (or concealment or omission of a material fact as to either) may be the subject of criminal prosecution (including under 18 U.S.C. §§ 1001 and/or 1621, and/or 34 U.S.C. §§ 10271-10273), and also may subject me and the applicant to civil penalties and administrative remedies under the federal False Claims Act (including under 31 U.S.C. §§ 3729-3730 and/or §§ 3801-3812) or otherwise. Agency Approval Title of Approving Official Acting Assistant Attorney General Name of Approving Official Brent J. Cohen Signed Date And Time 10/30/24 1:59 PM Authorized Representative [X] Entity Acceptance Title of Authorized Entity Official Grants & Contracts Unit Manager Name of Authorized Entity Official Melissa Cordeiro Signed Date And Time 11/4/2024 11:56 AM Page: 20 of 21 AGENDA ITEM #6. n) Page: 21 of 21 AGENDA ITEM #6. n) AB - 3804 City Council Regular Meeting - 07 Apr 2025 SUBJECT/TITLE: Interagency Agreement with the United States Department of Energy for Energy Efficiency & Conservation Block Grant Funds for 2025 RECOMMENDED ACTION: Refer to Finance Committee DEPARTMENT: Public Works Administration STAFF CONTACT: Emily Morton, Senior Sustainability Specialist EXT.: 7381 FISCAL IMPACT SUMMARY: This interagency agreement provides $157,700 of non-matching grant funding into the 2025-2026 PW/Sustainability section budget. Grant funding will be used to transition a portion of Parks Maintenance and Public Works off-road maintenance equipment from gas-powered to battery electric-powered. This grant fully reimburses the city for expenditures related to the agreement’s scope of work. SUMMARY OF ACTION: The City of Renton is eligible to receive $157,700of non-matching grant funding in 2025-2026 through the U. S. Department of Energy’s Energy Efficiency & Conservation Block Grant (EECBG). The PW/ Sustainability & Solid Waste section has identified Grant funding can be used to replace a portion of the gas-poweredhandheld and off-road maintenance equipmentused by the Parks & Recreation and Public Works Departments with high- performancebattery electric alternatives. This project aligns with the city’s climate priorities in the Clean Economy Strategy 2.0and the city’s commitment to making Renton a safe, healthy, and vibrantcommunity for residents, visitors, and workers. The project will achieve severalobjectives: 1. Reduce or eliminate greenhouse gas emissions, air toxins, and particulate matter emitted by gas-powered maintenance equipment used bycity staff. 2. Reduce negative health impacts caused by use of gas-powered maintenance equipment, which particularly impact maintenance workers andvulnerable populations. 3. Equip the Parks & Recreation and Public Works Departments with high quality, effective equipment that not only facilitates their job dutiesand helps them provide high-qualityservice to the residents of Renton but also fosters a safe and healthy working environment. Staff proposes EECBG funding be used primarily to purchase battery-powered equipment for the Parks & Recreation and Public Works Departments. Equipment purchased will include battery electric leaf blowers, push mowers, hedgers, pole saws, chainsaw, trimmers and associated batteries and chargers. The city will use a portion of the grant funds to engage a consultant to supportequipment transition planning. The consultant will recommendequipment and charging infrastructure,conduct staff training, and help develop community outreach materials. EXHIBITS: A. Agreement STAFF RECOMMENDATION: AGENDA ITEM #6. o) Authorize the Mayor to execute the agreement with U.S. Department of Energyto accept $157,700of non- matching grant funds available in 2025-2026to implement project totransition maintenance equipment from gas-powered to battery electric-powered. AGENDA ITEM #6. o) 1. Award No.2. Modification No.3. Effective Date 4. CFDA No. DE-SE0000369 12/01/2024 81.128 ASSISTANCE AGREEMENT 1055 S GRADY WAY 7. Period of Performance 12/01/2024 through 11/30/2026 6. Sponsoring Office State and Community Energy Programs U.S. Department of Energy 1000 Independence Ave, SW washington DC 20585RENTON WA 980573232 Attn: Kari Roller CITY OF RENTON 5. Awarded To Other Cooperative Agreement Grant 110-140 EISA of 2007 IIJA PL 117-58, 2021 25SE000243 10. Purchase Request or Funding Document No.9. Authority8. Type of Agreement X 11. Remittance Address 12. Total Amount 13. Funds Obligated CITY OF RENTON Attn: Kari Roller RENTON WA 980573232 Govt. Share: $157,700.00 Cost Share : $0.00 Total : $157,700.00 This action: $157,700.00 Total : $157,700.001055 S GRADY WAY Margaret Benson Golden CO 80401 15013 Denver West Parkway Golden Field Office U.S. Department of Energy Golden Field Office Phone: 240-780-6134 14. Principal Investigator 15. Program Manager 16. Administrator See Attachment 2Payment - Direct Payment from U.S. Dept of Treasuryfrom U.S. Dept of Treasury Payment - Direct Payment 19. Submit Reports To18. Paying Office17. Submit Payment Requests To 20. Accounting and Appropriation Data 05461-2022-31-200835-41020-1005917-0000000-0000000-0000000 21. Research Title and/or Description of Project BIL: EECBG Program - City of Renton For the Recipient For the United States of America 22. Signature of Person Authorized to Sign 25. Signature of Grants/Agreements Officer 23. Name and Title 24. Date Signed 26. Name of Officer 27. Date Signed Geoffrey I. Walker 12/17/2024 Signature on File AGENDA ITEM #6. o) CONTINUATION SHEET REFERENCE NO. OF DOCUMENT BEING CONTINUED NAME OF OFFEROR OR CONTRACTOR AMOUNTUNIT PRICEUNITQUANTITYSUPPLIES/SERVICESITEM NO. PAGE OF (A)(B)(C)(E)(F) DE-SE0000369 2 2 CITY OF RENTON (D) UEI: UG2PSBS6UJJ3 The purpose of this action is to obligate EECBG BIL funds and to authorize activities under Section 40552. In addition to this Assistance Agreement, this award consists of the items listed on the Cover Page of the Special Terms and Conditions. The Project Period for this award is 12/01/2024 through 11/30/2026. This award is subject to the Financial Assistance regulations contained in 2 CFR 200 as amended by 2 CFR Part 910. Funding for all awards and future budget periods is contingent upon the availability of funds appropriated by Congress for the purpose of this program and the availability of future-year budget authority. DOE Award Administrator: Geraly Amador Email: geraly.amador@ee.doe.gov Phone: 240-562-1794 DOE Project Officer: Margaret Benson E-mail: margaret.benson@hq.doe.gov Phone: 240-780-6134 Recipient Business Officer: Duncan McKelvey E-mail: dmckelvey@rentonwa.gov Phone: 425-430-6968 Recipient Principal Investigator: Linda Knight E-mail: lknight@rentonwa.gov Phone: 425-430-7397 "Electronic signature or signatures as used in this document means a method of signing an electronic message that-- (A) Identifies and authenticates a particular person as the source of the electronic message; (B) Indicates such person's approval of the information contained in the electronic message; and, (C) Submission via FedConnect constitutes electronically signed documents." ASAP: YES Extent Competed: NOT AVAIL FOR COMP Davis-Bacon Act: YES PI: Knight, Linda Fund: 05461 Appr Year: 2022 Allottee: 31 Report Entity: 200835 Object Class: 41020 Program: 1005917 Project: 0000000 WFO: 0000000 Local Use: 0000000 AGENDA ITEM #6. o) JULY 2004 AGENDA ITEM #6. o) DOE Special Terms and Conditions Award No. DE-SE0000369.0000 With City of Renton Template Version 08/05/2022 Bipartisan Infrastructure Law - Special Terms and Conditions City of Renton (“Recipient”), which is identified in Block 5 of the Assistance Agreement, and the Office of State and Community Energy Programs (“SCEP”), and Energy Efficiency and Conservation Block Grant Program (“EECBG”), an office within the United States Department of Energy (“DOE”), enter into this Award, referenced above, to achieve the project objectives and the technical milestones and deliverables stated in Attachment 1 to this Award. This Award consists of the following documents, including all terms and conditions therein: Assistance Agreement Special Terms and Conditions Attachment 1 Activity File Attachment 2 Federal Assistance Reporting Checklist and Instructions Attachment 3 Budget Information SF-424A Attachment 4 Intellectual Property Provisions Attachment 5 Energy Efficiency and Conservation Strategy The following are incorporated into this Award by reference: • DOE Assistance Regulations, 2 CFR part 200 as amended by 2 CFR part 910 at http://www.eCFR.gov. • National Policy Requirements (November 12, 2020) at http://www.nsf.gov/awards/managing/rtc.jsp. • The Recipient’s application/proposal as approved by SCEP. • Public Law 117-58, also known as the Bipartisan Infrastructure Law (BIL). AGENDA ITEM #6. o) DOE Special Terms and Conditions Award No. DE-SE0000369.0000 With City of Renton 2 Table of Contents Subpart A. General Provisions ............................................................................................................................ 4 Term 1. Legal Authority and Effect ....................................................................................................................... 4 Term 2. Flow Down Requirement......................................................................................................................... 4 Term 3. Pre-Award Information ........................................................................................................................... 4 Term 4. Compliance with Federal, State, and Municipal Law ............................................................................. 4 Term 5. Inconsistency with Federal Law .............................................................................................................. 4 Term 6. Federal Stewardship ................................................................................................................................ 5 Term 7. Whistleblower Protections...................................................................................................................... 5 Term 8. Termination ............................................................................................................................................. 5 Term 9. Foreign National Participation ................................................................................................................ 5 Term 10. Post-Award Due Diligence Reviews ........................................................................................................ 5 Term 11. NEPA Requirements ................................................................................................................................ 6 Term 12. Performance of Work in United States ................................................................................................... 7 Term 13. Notice Regarding the Purchase of American-Made Equipment and Products – Sense of Congress .... 8 Term 14. Reporting Requirements ......................................................................................................................... 8 Term 15. Lobbying ................................................................................................................................................... 8 Term 16. Publications ............................................................................................................................................. 8 Term 17. One Time No-Cost Extension ................................................................................................................... 9 Term 18. Property Standards .................................................................................................................................. 9 Term 19. Insurance Coverage ................................................................................................................................. 9 Term 20. Real Property ......................................................................................................................................... 10 Term 21. Equipment ............................................................................................................................................. 10 Term 22. Supplies .................................................................................................................................................. 11 Term 23. Continued Use of Real Property and Equipment .................................................................................. 11 Term 24. Property Trust Relationship .................................................................................................................. 12 Term 25. Record Retention ................................................................................................................................... 12 Term 26. Audits ..................................................................................................................................................... 12 Term 27. Indemnity ............................................................................................................................................... 13 Subpart B. Financial Provisions.......................................................................................................................... 13 Term 28. Maximum Obligation ............................................................................................................................. 13 Term 29. Refund Obligation.................................................................................................................................. 14 Term 30. Allowable Costs ..................................................................................................................................... 14 Term 31. Indirect Costs ......................................................................................................................................... 14 Term 32. Decontamination and/or Decommissioning (D&D) Costs .................................................................... 15 Term 33. Use of Program Income ......................................................................................................................... 15 Term 34. Payment Procedures ............................................................................................................................. 16 Term 35. Budget Changes ..................................................................................................................................... 16 Subpart C. Miscellaneous Provisions ................................................................................................................ 17 Term 36. Environmental, Safety and Health Performance of Work at DOE Facilities ........................................ 17 Term 37. Reporting Subawards and Executive Compensation ............................................................................ 18 Term 38. System for Award Management and Universal Identifier Requirements ........................................... 22 Term 39. Nondisclosure and Confidentiality Agreements Assurances ............................................................... 24 Term 40. Subrecipient Change Notification ......................................................................................................... 25 Term 41. Conference Spending ............................................................................................................................. 26 Term 42. Reporting of Matters Related to Recipient Integrity and Performance Matters ................................ 26 AGENDA ITEM #6. o) DOE Special Terms and Conditions Award No. DE-SE0000369.0000 With City of Renton 3 Term 43. Export Control ........................................................................................................................................ 28 Term 44. Interim Conflict of Interest Policy for Financial Assistance .................................................................. 28 Term 45. Organizational Conflict of Interest ........................................................................................................ 29 Term 46. Prohibition on Certain Telecommunications and Video Surveillance Services or Equipment ............ 29 Term 47. Human Subjects Research ..................................................................................................................... 30 Term 48. Fraud, Waste and Abuse ....................................................................................................................... 31 Term 49. Trafficking in Persons ............................................................................................................................ 32 Term 50. Affirmative Action and Pay Transparency Requirements .................................................................... 34 Term 51. Potentially Duplicative Funding Notice ................................................................................................ 35 Term 52. Transparency of Foreign Connections................................................................................................... 35 Term 53. Foreign Collaboration Considerations .................................................................................................. 36 Term 54. Entity of Concern Prohibition ................................................................................................................ 37 Term 55. Impacted Indian Tribes .......................................................................................................................... 38 Term 56. Historic Preservation ............................................................................................................................. 38 Term 57. Implementation of Executive Order 13798, Promoting Free Speech and Religious Liberty ............... 38 Subpart D. Bipartisan Infrastructure Law (BIL)-Specific Requirements ................................................................ 38 Term 58. Reporting, Tracking and Segregation of Incurred Costs ....................................................................... 38 Term 59. Davis-Bacon Requirements ................................................................................................................... 39 Term 60. Construction Signage ............................................................................................................................. 40 AGENDA ITEM #6. o) DOE Special Terms and Conditions Award No. DE-SE0000369.0000 With City of Renton 4 Subpart A. General Provisions Term 1. Legal Authority and Effect A DOE financial assistance award is valid only if it is in writing and is signed, either in writing or electronically, by a DOE Contracting Officer. The Recipient may accept or reject the Award. A request to draw down DOE funds or acknowledgement of award documents by the Recipient’s authorized representative through electronic systems used by DOE, specifically FedConnect, constitutes the Recipient's acceptance of the terms and conditions of this Award. Acknowledgement via FedConnect by the Recipient’s authorized representative constitutes the Recipient's electronic signature. Term 2. Flow Down Requirement The Recipient agrees to apply the terms and conditions of this Award, including the Intellectual Property Provisions, to all subrecipients (and contractors, as appropriate). See, 2 CFR 200.101(b)(2), 2 CFR 200.327, and 2 CFR 200.332. Term 3. Pre-Award Information Prior to award, the recipient was required to provide certain information, disclosures, representations, and certifications. Certification of the information was required by the recipient’s authorized representative on behalf of the recipient, via the pre-award information sheet. If there are any changes to the provided information, disclosures, representations, and/or certifications throughout the life of the award, the recipient must notify the DOE Grants Officer, in writing, within fifteen (15) business days of the changes, unless a different notification period is specified in an applicable law or controlling term, in which case the specific period controls. Term 4. Compliance with Federal, State, and Municipal Law The Recipient is required to comply with applicable Federal, state, and local laws and regulations for all work performed under this Award. The Recipient is required to obtain all necessary Federal, state, and local permits, authorizations, and approvals for all work performed under this Award. Term 5. Inconsistency with Federal Law Any apparent inconsistency between Federal statutes and regulations and the terms and conditions contained in this Award must be referred to the DOE Award Administrator for guidance. AGENDA ITEM #6. o) DOE Special Terms and Conditions Award No. DE-SE0000369.0000 With City of Renton 5 Term 6. Federal Stewardship SCEP will exercise normal Federal stewardship in overseeing the project activities performed under this Award. Stewardship activities include, but are not limited to, conducting site visits; reviewing performance and financial reports; providing technical assistance and/or temporary intervention in unusual circumstances to address deficiencies that develop during the project; assuring compliance with terms and conditions; and reviewing technical performance after project completion to ensure that the project objectives have been accomplished. Term 7. Whistleblower Protections As provided in 2 CFR 200.217, an employee of a recipient or subrecipient must not be discharged, demoted, or otherwise discriminated against as a reprisal for disclosing information that the employee reasonably believes is evidence of gross mismanagement of a federal contract or grant, a gross waste of federal funds, an abuse of authority relating to a federal contract or grant, a substantial and specific danger to public health or safety, or a violation of law, rule, or regulation related to a federal contract (including the competition for or negotiation of a contract) or grant. The recipient and subrecipient must inform their employees in writing of employee whistleblower rights and protections. Term 8. Termination This award may be terminated in part or in its entirety in accordance with 2 CFR 200.340. Term 9. Foreign National Participation If the Recipient (including any of its subrecipients and contractors) anticipates involving foreign nationals in the performance of the Award, the Recipient must, upon DOE’s request, provide DOE with specific information about each foreign national to ensure compliance with the requirements for participation and access approval. The volume and type of information required may depend on various factors associated with the Award. The DOE Contracting Officer will notify the Recipient if this information is required. DOE may elect to deny a foreign national’s participation in the Award. Likewise, DOE may elect to deny a foreign national’s access to a DOE sites, information, technologies, equipment, programs or personnel. Term 10. Post-Award Due Diligence Reviews During the life of the Award, DOE may conduct ongoing due diligence reviews, through Government resources, to identify potential risks of undue foreign influence. In the event, a risk is identified, DOE may require risk mitigation measures, including but not limited to, requiring an individual or entity not participate in the Award. AGENDA ITEM #6. o) DOE Special Terms and Conditions Award No. DE-SE0000369.0000 With City of Renton 6 Term 11. NEPA Requirements DOE must comply with the National Environmental Policy Act (NEPA) prior to authorizing the use of Federal funds. Based on all information provided by the Recipient, SCEP has made a NEPA determination by issuing a categorical exclusion (CX) for all activities listed in the Activity File approved by the Contracting Officer and the DOE NEPA Determination. The Recipient is thereby authorized to use Federal funds for the defined project activities, subject the Recipient’s compliance with the conditions stated below and except where such activity is subject to a restriction set forth elsewhere in this Award. Condition(s): 1. This NEPA Determination only applies to activities funded by the Administrative and Legal Requirements Document (ALRD) for the EECBG Program Formula Infrastructure Investment and Jobs Act (EECBG Formula - IIJA) awarded to non-tribal recipients proposing non-ground disturbing activities within states that have a DOE executed Historic Preservation Programmatic Agreement. 2. Activities not listed under "Blueprints and additional activities” within this NEPA determination are subject to additional NEPA review and approval by DOE. For activities requiring additional NEPA review, Recipients must complete the environmental questionnaire (EQ-1) found at https: //www.eere-pmc.energy.gov/NEPA.aspx and receive notification from DOE that the NEPA review has been completed and approved by the Contracting Officer prior to initiating the project or activities. 3. Activities proposed on tribal lands or tribal properties would be restricted to homes/buildings less than forty-five (45) years old and without ground disturbance. Recipients must contact the DOE Project Officer for a Historic Preservation Worksheet to request a review of activities that are listed below on tribal homes/buildings forty- five (45) years and older and/or ground disturbing activities. The DOE NEPA team must review the Historic Preservation Worksheet and notify the Recipient’s DOE Project Officer before activities listed on the Historic Preservation Worksheet may begin. 4. This authorization does not include activities where the following elements exist: extraordinary circumstances; cumulative impacts or connected actions that may lead to significant effects on the human environment; or any inconsistency with the "integral elements" (as contained in 10 CFR Part 1021, Appendix B) as they relate to a particular project. 5. The Recipient must identify and promptly notify DOE of extraordinary circumstances, cumulative impacts or connected actions that may lead to significant effects on the human environment, or any inconsistency with the “integral elements” (as contained in 10 CFR Part 1021, Appendix B) as they relate to project activities. 6. Recipients must have a DOE executed Historic Preservation Programmatic Agreement and adhere to the terms and restrictions of its DOE executed Historic Preservation Programmatic Agreement. DOE executed Historic Preservation Programmatic Agreements are available at https://www.energy.gov/node/812599. AGENDA ITEM #6. o) DOE Special Terms and Conditions Award No. DE-SE0000369.0000 With City of Renton 7 7. Recipients are responsible for reviewing the online NEPA and Historic preservation training at www.energy.gov/node/4816816 and contacting EECBG.NEPA@ee.doe.gov with any EECBG NEPA or historic preservation questions. 8. Recipients are required to submit an annual Historic Preservation Report in the Performance and Accountability for Grants in Energy system (PAGE) at https://www.page.energy.gov/default.aspx. 9. Most activities listed under “Blueprints and additional activities” within this NEPA determination are more restrictive than the Categorical Exclusion. The restrictions included in the “Blueprints and additional activities” must be followed. 10. This authorization excludes any activities that are otherwise subject to a restriction set forth elsewhere in the award. This authorization is specific to the project activities and locations as described in the Activity File approved by the Contracting Officer and the DOE NEPA Determination. If the Recipient later intends to add to or modify the activities or locations as described in the approved Activity File and the DOE NEPA Determination, those new activities/locations or modified activities/locations are subject to additional NEPA review and are not authorized for Federal funding until the Contracting Officer provides written authorization on those additions or modifications. Should the Recipient elect to undertake activities or change locations prior to written authorization from the Contracting Officer, the Recipient does so at risk of not receiving Federal funding for those activities, and such costs may not be recognized as allowable cost share. Term 12. Performance of Work in United States A. Requirement All work performed under this Award must be performed in the United States unless the Contracting Officer provides a waiver. This requirement does not apply to the purchase of supplies and equipment; however, the Recipient should make every effort to purchase supplies and equipment within the United States. The Recipient must flow down this requirement to its subrecipients. B. Failure to Comply If the Recipient fails to comply with the Performance of Work in the United States requirement, the Contracting Officer may deny reimbursement for the work conducted outside the United States and such costs may not be recognized as allowable Recipient cost share of if the work is performed by the Recipient, subrecipients, contractors or other project partners. C. Waiver for Work Outside the U.S. All work performed under this Award must be performed in the United States. However, the Contracting Officer may approve the Recipient to perform a portion of the work outside the AGENDA ITEM #6. o) DOE Special Terms and Conditions Award No. DE-SE0000369.0000 With City of Renton 8 United States under limited circumstances. The Recipient must obtain a waiver from the Contracting Officer prior to conducting any work outside the U.S. To request a waiver, the Recipient must submit a written waiver request to the Contracting Officer, which includes the information as required in the FOA that the Award was selected under. For the rationale, the Recipient must demonstrate to the satisfaction of the Contracting Officer that the performance of work outside the United States would further the purposes of the FOA that the Award was selected under and is in the economic interests of the United States. The Contracting Officer may require additional information before considering such request. Term 13. Notice Regarding the Purchase of American-Made Equipment and Products – Sense of Congress It is the sense of the Congress that, to the greatest extent practicable, all equipment and products purchased with funds made available under this Award should be American-made. Term 14. Reporting Requirements The reporting requirements for this Award are identified on the Federal Assistance Reporting Checklist, attached to this Award. Failure to comply with these reporting requirements is considered a material noncompliance with the terms of the Award. Noncompliance may result in withholding of future payments, suspension, or termination of the current award, and withholding of future awards. A willful failure to perform, a history of failure to perform, or unsatisfactory performance of this and/or other financial assistance awards, may also result in a debarment action to preclude future awards by federal agencies. Term 15. Lobbying By accepting funds under this Award, the Recipient agrees that none of the funds obligated on the Award shall be expended, directly or indirectly, to influence congressional action on any legislation or appropriation matters pending before Congress, other than to communicate to Members of Congress as described in 18 U.S.C. § 1913. This restriction is in addition to those prescribed elsewhere in statute and regulation. Term 16. Publications The Recipient is required to include the following acknowledgement in publications arising out of, or relating to, work performed under this Award, whether copyrighted or not: • Acknowledgment: “This material is based upon work supported by the U.S. Department of Energy’s Office of State and Community Energy Programs (SCEP) under the Energy Efficiency and Conservation Block Grant Program (EECBG) Award Number DE- SE0000369.” AGENDA ITEM #6. o) DOE Special Terms and Conditions Award No. DE-SE0000369.0000 With City of Renton 9 • Full Legal Disclaimer: “This report was prepared as an account of work sponsored by an agency of the United States Government. Neither the United States Government nor any agency thereof, nor any of their employees, makes any warranty, express or implied, or assumes any legal liability or responsibility for the accuracy, completeness, or usefulness of any information, apparatus, product, or process disclosed, or represents that its use would not infringe privately owned rights. Reference herein to any specific commercial product, process, or service by trade name, trademark, manufacturer, or otherwise does not necessarily constitute or imply its endorsement, recommendation, or favoring by the United States Government or any agency thereof. The views and opinions of authors expressed herein do not necessarily state or reflect those of the United States Government or any agency thereof.” Abridged Legal Disclaimer: “The views expressed herein do not necessarily represent the views of the U.S. Department of Energy or the United States Government.” Recipients should make every effort to include the full Legal Disclaimer. However, in the event that recipients are constrained by formatting and/or page limitations set by the publisher, the abridged Legal Disclaimer is an acceptable alternative. Term 17. One Time No-Cost Extension As provided in 2 CFR 200.308(g)(2), the recipient must provide the Grants Officer with written notice in advance if it intends to utilize a one-time, no-cost extension of this award. The notification must include the supporting justification and a revised period of performance. The recipient must submit this notification in writing to the Grants Officer and DOE Technology Manager/Federal Project Manager at least 10 days before the end of the current budget period. This paragraph does not preclude the federal agency from approving further no-cost extensions to the federal award. Any no-cost extension will not alter the project scope, deliverables, budget, or milestones (if applicable) of this award. Term 18. Property Standards The complete text of the Property Standards can be found at 2 CFR 200.310 through 200.316. Also see 2 CFR 910.360 for additional requirements for real property and equipment for For- Profit recipients. Term 19. Insurance Coverage See 2 CFR 200.310 for insurance requirements for real property and equipment acquired or improved with Federal funds. Also see 2 CFR 910.360(d) for additional requirements for real property and equipment for For-Profit recipients. AGENDA ITEM #6. o) DOE Special Terms and Conditions Award No. DE-SE0000369.0000 With City of Renton 10 Term 20. Real Property Subject to the conditions set forth in 2 CFR 200.311, title to real property acquired or improved under a Federal award will conditionally vest upon acquisition in the non-Federal entity. The non-Federal entity cannot encumber this property and must follow the requirements of 2 CFR 200.311 before disposing of the property. Except as otherwise provided by Federal statutes or by the Federal awarding agency, real property will be used for the originally authorized purpose as long as needed for that purpose. When real property is no longer needed for the originally authorized purpose, the non-Federal entity must obtain disposition instructions from DOE or pass-through entity. The instructions must provide for one of the following alternatives: (1) retain title after compensating DOE as described in 2 CFR 200.311(c)(1); (2) Sell the property and compensate DOE as specified in 2 CFR 200.311(c)(2); or (3) transfer title to DOE or to a third party designated/approved by DOE as specified in 2 CFR 200.311(c)(3). See 2 CFR 200.311 for additional requirements pertaining to real property acquired or improved under a Federal award. Also see 2 CFR 910.360 for additional requirements for real property for For-Profit recipients. Term 21. Equipment Subject to the conditions provided in 2 CFR 200.313, and 2 CFR 910.360 (as applicable), title to equipment (property) acquired under the federal award will conditionally vest upon acquisition with the recipient or subrecipient. The recipient or subrecipient must not encumber this property or permit encumbrance without prior written approval of the Grants Officer and must follow the requirements of 2 CFR 200.313 before disposing of the property. A state must use equipment acquired under a federal award by the state in accordance with state laws and procedures. Indian Tribes must use, manage, and dispose of equipment acquired under a federal award in accordance with tribal laws and procedures. If such laws and procedures do not exist, Indian Tribes must follow the guidance in 2 CFR 200.313. The recipient or subrecipient must use equipment for the project or program for which it was acquired and for as long as needed, whether or not the project or program continues to be supported by the federal award. When no longer needed for the originally original project or program, the equipment may be used by programs supported by DOE in the priority order specified in 2 CFR 200.313(c)(1)(i) and (ii). Equipment with a current per unit fair market value of $10,000 or less (per unit) may be retained, sold, or otherwise disposed of with no further responsibility to the federal awarding AGENDA ITEM #6. o) DOE Special Terms and Conditions Award No. DE-SE0000369.0000 With City of Renton 11 agency or pass-through entity, as specified in 2 CFR 200.313(e)(1) and 2 CFR 910.360 (as applicable). Management requirements, including inventory and control systems, for equipment are provided in 2 CFR 200.313(d). When equipment acquired under a federal award is no longer needed, the recipient or subrecipient must obtain disposition instructions from DOE or pass-through entity. However, pursuant to the FY23 Consolidation Appropriations Act (Pub. L. No. 117-328), Division D, Title III, Section 309, the Secretary, or a designee of the Secretary may, at their discretion, vest unconditional title or other property interests acquired under this project regardless of the fair market value of the property at the end of the award period of performance. Subject to vesting of any property pursuant to Section 309 of the FY23 Consolidated Appropriations Act (Pub. L. No. 117-328), Division D, Title III, disposition will be made as follows: (a) items of equipment with a current fair market value of $10,000 or less (per unit) may be retained, sold, or otherwise disposed of with no further obligation to the federal agency or pass-through entity; (b) the recipient or subrecipient may retain title or sell the equipment after compensating the federal agency as described in 2 CFR 200.313(e)(2); or (c) transfer title to the federal agency or to an eligible third Party as specified in 2 CFR 200.313(e)(3). See 2 CFR 200.313 for additional requirements pertaining to equipment acquired under a federal award. Also see 2 CFR 910.360 for additional requirements for for-profit recipients. See also 2 CFR 200.439 Equipment and other capital expenditures. Term 22. Supplies See 2 CFR 200.314 for requirements pertaining to supplies acquired under a Federal award. See also 2 CFR 200.453 Materials and supplies costs, including costs of computing devices. Term 23. Continued Use of Real Property and Equipment Real property and equipment purchased with project funds (federal share and recipient cost share) under this Award are subject to the requirements at 2 CFR 200.311, 200.313, and 200.316 (non-Federal entities, except for-profit entities) and 2 CFR 910.360 (for-profit entities). The Recipient may continue to use the real property and equipment after the conclusion of the award period of performance so long as the Recipient: a. continues to use the property for the authorized project purposes; b. complies with the applicable reporting requirements and regulatory property standards; c. as applicable to for-profit entities, UCC filing statements are maintained; and d. submits a written Request for Continued Use for DOE authorization, which is approved by the DOE Contracting Officer. AGENDA ITEM #6. o) DOE Special Terms and Conditions Award No. DE-SE0000369.0000 With City of Renton 12 The Recipient must request authorization from the Contracting Officer to continue to use the property for the authorized project purposes beyond the award period of performance (“Request for Continued Use”). The Recipient’s written Request for Continued Use must identify the property and include: a summary of how the property will be used (must align with the authorized project purposes); a proposed use period (e.g., perpetuity, until fully depreciated, or a calendar date where the Recipient expects to submit disposition instructions); acknowledgement that the recipient shall not sell or encumber the property or permit any encumbrance without prior written DOE approval; current fair market value of the property; and an Estimated Useful Life or depreciation schedule for equipment. When the property is no longer needed for authorized project purposes, the Recipient must request disposition instructions from DOE. For-profit entity disposition requirements are set forth at 2 CFR 910.360. Property disposition requirements for other non-federal entities are set forth in 2 CFR 200.310 – 200.316. Term 24. Property Trust Relationship Real property, equipment, and intangible property, that are acquired or improved with a Federal award must be held in trust by the non-Federal entity as trustee for the beneficiaries of the project or program under which the property was acquired or improved. See 2 CFR 200.316 for additional requirements pertaining to real property, equipment, and intangible property acquired or improved under a Federal award. Term 25. Record Retention Consistent with 2 CFR 200.334 through 200.338, the Recipient is required to retain records relating to this Award. Term 26. Audits A. Government-Initiated Audits The Recipient must provide any information, documents, site access, or other assistance requested by SCEP, DOE or Federal auditing agencies (e.g., DOE Inspector General, Government Accountability Office) for the purpose of audits and investigations. Such assistance may include, but is not limited to, reasonable access to the Recipient’s records relating to this Award. Consistent with 2 CFR part 200 as amended by 2 CFR part 910, DOE may audit the Recipient’s financial records or administrative records relating to this Award at any time. Government-initiated audits are generally paid for by DOE. AGENDA ITEM #6. o) DOE Special Terms and Conditions Award No. DE-SE0000369.0000 With City of Renton 13 DOE may conduct a final audit at the end of the project period (or the termination of the Award, if applicable). Upon completion of the audit, the Recipient is required to refund to DOE any payments for costs that were determined to be unallowable. If the audit has not been performed or completed prior to the closeout of the award, DOE retains the right to recover an appropriate amount after fully considering the recommendations on disallowed costs resulting from the final audit. DOE will provide reasonable advance notice of audits and will minimize interference with ongoing work, to the maximum extent practicable. B. Annual Independent Audits (Single Audit or Compliance Audit) The Recipient must comply with the annual independent audit requirements in 2 CFR 200.500 through .521 for institutions of higher education, nonprofit organizations, and state and local governments (Single audit), and 2 CFR 910.500 through .521 for for-profit entities (Compliance audit). The annual independent audits are separate from Government-initiated audits discussed in part A. of this Term and must be paid for by the Recipient. To minimize expense, the Recipient may have a Compliance audit in conjunction with its annual audit of financial statements. The financial statement audit is not a substitute for the Compliance audit. If the audit (Single audit or Compliance audit, depending on Recipient entity type) has not been performed or completed prior to the closeout of the award, DOE may impose one or more of the actions outlined in 2 CFR 200.339, Remedies for Noncompliance. Term 27. Indemnity The Recipient shall indemnify DOE and its officers, agents, or employees for any and all liability, including litigation expenses and attorneys' fees, arising from suits, actions, or claims of any character for death, bodily injury, or loss of or damage to property or to the environment, resulting from the project, except to the extent that such liability results from the direct fault or negligence of DOE officers, agents or employees, or to the extent such liability may be covered by applicable allowable costs provisions. Subpart B. Financial Provisions Term 28. Maximum Obligation The maximum obligation of DOE for this Award is the total “Funds Obligated” stated in Block 13 of the Assistance Agreement to this Award. AGENDA ITEM #6. o) DOE Special Terms and Conditions Award No. DE-SE0000369.0000 With City of Renton 14 Term 29. Refund Obligation The Recipient must refund any excess payments received from SCEP, including any costs determined unallowable by the Contracting Officer. Upon the end of the project period (or the termination of the Award, if applicable), the Recipient must refund to SCEP the difference between (1) the total payments received from SCEP, and (2) the Federal share of the costs incurred. Refund obligations under this Term do not supersede the annual reconciliation or true up process if specified under the Indirect Cost Term. Term 30. Allowable Costs SCEP determines the allowability of costs through reference to 2 CFR part 200 as amended by 2 CFR part 910. All project costs must be allowable, allocable, and reasonable. The Recipient must document and maintain records of all project costs, including, but not limited to, the costs paid by Federal funds, costs claimed by its subrecipients and project costs that the Recipient claims as cost sharing, including in-kind contributions. The Recipient is responsible for maintaining records adequate to demonstrate that costs claimed have been incurred, are reasonable, allowable and allocable, and comply with the cost principles. Upon request, the Recipient is required to provide such records to SCEP. Such records are subject to audit. Failure to provide SCEP adequate supporting documentation may result in a determination by the Contracting Officer that those costs are unallowable. The Recipient is required to obtain the prior written approval of the Contracting Officer for any foreign travel costs. Term 31. Indirect Costs A. Indirect Cost Allocation: The budget for this Award does not include an allocation of segregated indirect billing rates. Therefore, indirect charges shall not be charged under allocated billing rates, nor shall reimbursement be requested for this project for segregated indirect cost billing rates, nor shall any indirect charges for this project be allocated to any other Federally sponsored project. The Recipient cannot claim indirect costs separately as cost share. B. Fringe Cost Allocation: The budget for this award does not include an allocation of segregated fringe billing rates. Fringe benefit costs have been found reasonable as incorporated in the Recipient’s burdened labor rate or under an allocated indirect cost billing rate. Therefore, fringe benefit costs shall not be charged as a separate rate allocation to this Award. SCEP will not reimburse fringe benefit costs as a separate budget item. Fringe benefit costs for this Award cannot be allocated as a separate rate allocation to any other Federally sponsored project. AGENDA ITEM #6. o) DOE Special Terms and Conditions Award No. DE-SE0000369.0000 With City of Renton 15 C. Subrecipient Indirect Costs (If Applicable): The Recipient must ensure its subrecipient’s indirect costs are appropriately managed, have been found to be allowable, and comply with the requirements of this Award and 2 CFR Part 200 as amended by 2 CFR Part 910. D. Indirect Cost Stipulations: i. Modification to Indirect Cost Billing Rates SCEP will not modify this Award solely to provide additional funds to cover increases in the Recipient’s indirect cost billing rate(s). Adjustments to the indirect cost billing rates must be approved by the Recipient’s Cognizant Agency or Cognizant Federal Agency Official. The Recipient must provide a copy of an updated NICRA or indirect rate proposal to the DOE Award Administrator in order to increase indirect cost billing rates. If the Contracting Officer provides prior written approval, the Recipient may incur an increase in the indirect cost billing rates. Reimbursement will be limited by the budgeted dollar amount for indirect costs for each budget period as shown in Attachment 3 to this Award. ii. Award Closeout The closeout of the DOE award does not affect (1) the right of the DOE to disallow costs and recover funds on the basis of a later audit or other review; (2) the requirement for the Recipient to return any funds due as a result of later refunds, corrections or other transactions including final indirect cost billing rate adjustments; and (3) the ability of the DOE to make financial adjustments to a previously closed award resolving indirect cost payments and making final payments. Term 32. Decontamination and/or Decommissioning (D&D) Costs Notwithstanding any other provisions of this Award, the Government shall not be responsible for or have any obligation to the Recipient for (1) Decontamination and/or Decommissioning (D&D) of any of the Recipient’s facilities, or (2) any costs which may be incurred by the Recipient in connection with the D&D of any of its facilities due to the performance of the work under this Award, whether said work was performed prior to or subsequent to the effective date of the Award. Term 33. Use of Program Income If the Recipient earns program income during the project period as a result of this Award, the Recipient must add the program income to the funds committed to the Award and used to further eligible project objectives. AGENDA ITEM #6. o) DOE Special Terms and Conditions Award No. DE-SE0000369.0000 With City of Renton 16 Term 34. Payment Procedures A. Method of Payment Payment will be made by reimbursement through the Department of Treasury’s ASAP system. B. Requesting Reimbursement Requests for reimbursements must be made through the ASAP system. C. Adjusting Payment Requests for Available Cash The Recipient must disburse any funds that are available from repayments to and interest earned on a revolving fund, program income, rebates, refunds, contract settlements, audit recoveries, credits, discounts, and interest earned on any of those funds before requesting additional cash payments from SCEP. D. Payments All payments are made by electronic funds transfer to the bank account identified on the Bank Information Form that the Recipient filed with the U.S. Department of Treasury. E. Unauthorized Drawdown of Federal Funds For each budget period, the Recipient may not spend more than the Federal share authorized to that particular budget period, without specific written approval from the Contracting Officer. The Recipient must immediately refund SCEP any amounts spent or drawn down in excess of the authorized amount for a budget period. The Recipient and subrecipients shall promptly, but at least quarterly, remit to DOE interest earned on advances drawn in excess of disbursement needs, and shall comply with the procedure for remitting interest earned to the Federal government per 2 CFR 200.305, as applicable. Term 35. Budget Changes A. Budget Changes Generally The Contracting Officer has reviewed and approved the SF-424A in Attachment 3 to this Award. Any increase in the total project cost, whether DOE share or Cost Share, which is stated as “Total” in Block 12 to the Assistance Agreement of this Award, must be approved in advance and in writing by the Contracting Officer. AGENDA ITEM #6. o) DOE Special Terms and Conditions Award No. DE-SE0000369.0000 With City of Renton 17 Any change that alters the project scope, milestones or deliverables requires prior written approval of the Contracting Officer. SCEP may deny reimbursement for any failure to comply with the requirements in this term. B. Transfers of Funds Among Direct Cost Categories The Recipient is required to obtain the prior written approval of the Contracting Officer for any transfer of funds among direct cost categories where the cumulative amount of such transfers exceeds or is expected to exceed 10 percent of the total project cost, which is stated as “Total” in Block 12 to the Assistance Agreement of this Award. The Recipient is required to notify the DOE Technology Manager/Project Officer of any transfer of funds among direct cost categories where the cumulative amount of such transfers is equal to or below 10 percent of the total project cost, which is stated as “Total” in Block 12 to the Assistance Agreement of this Award. C. Transfer of Funds Between Direct and Indirect Cost Categories The Recipient is required to obtain the prior written approval of the Contracting Officer for any transfer of funds between direct and indirect cost categories. If the Recipient’s actual allowable indirect costs are less than those budgeted in Attachment 3 to this Award, the Recipient may use the difference to pay additional allowable direct costs during the project period so long as the total difference is less than 10% of total project costs and the difference is reflected in actual requests for reimbursement to DOE. Subpart C. Miscellaneous Provisions Term 36. Environmental, Safety and Health Performance of Work at DOE Facilities With respect to the performance of any portion of the work under this Award which is performed at a DOE -owned or controlled site, the Recipient agrees to comply with all State and Federal Environmental, Safety and Health (ES&H) regulations and with all other ES&H requirements of the operator of such site. Prior to the performance on any work at a DOE-owned or controlled site, the Recipient shall contact the site facility manager for information on DOE and site-specific ES&H requirements. The Recipient is required apply this provision to its subrecipients and contractors. AGENDA ITEM #6. o) DOE Special Terms and Conditions Award No. DE-SE0000369.0000 With City of Renton 18 Term 37. Reporting Subawards and Executive Compensation A. Reporting of first-tier subawards i. Applicability. Unless the Recipient is exempt as provided in paragraph D. of this award term, the Recipient must report each action that equals or exceeds $30,000 in federal funds for a subaward to an entity (see definitions in paragraph E. of this award term). ii. Where and when to report. 1. The Recipient must report each obligating action described in paragraph A.i. of this award term to https://www.fsrs.gov. 2. For subaward information, report no later than the end of the month following the month in which the obligation was made. (For example, if the obligation was made on November 7 the obligation must be reported no later than December 31.) iii. What to report. The Recipient must report the information about each obligating action that the submission instructions posted at https://www.fsrs.gov specify. B. Reporting Total Compensation of Recipient Executives i. Applicability and what to report. The Recipient must report total compensation for each of its five most highly compensated executives for the preceding completed fiscal year, if: 1. The total federal funding authorized to date under this Award equals or exceeds $30,000 as defined in 2 CFR 170.320; 2. In the preceding fiscal year, the Recipient received; a. 80 percent or more of the Recipient’s annual gross revenues from federal procurement contracts (and subcontracts) and federal financial assistance subject to the Transparency Act, as defined at 2 CFR 170.320 (and subawards); and AGENDA ITEM #6. o) DOE Special Terms and Conditions Award No. DE-SE0000369.0000 With City of Renton 19 b. $25,000,000 or more in annual gross revenues from federal procurement contracts (and subcontracts) and federal financial assistance subject to the Transparency Act, as defined at 2 CFR 170.320 (and subawards). 3. The public does not have access to information about the compensation of the executives through periodic reports filed under section 13(a) or 15(d) of the Securities Exchange Act of 1934 (15 U.S.C. 78m(a), 78o(d)) or section 6104 of the Internal Revenue Code of 1986. (To determine if the public has access to the compensation information, see the U.S. Security and Exchange Commission total compensation filings at http://www.sec.gov/answers/execomp.htm). ii. Where and when to report. The Recipient must report executive total compensation described in paragraph B.i. of this award term: 1. As part of the Recipient’s registration profile at https://www.sam.gov. 2. By the end of the month following the month in which this award is made, and annually thereafter. C. Reporting of Total Compensation of Subrecipient Executives i. Applicability and what to report. Unless the Recipient is exempt as provided in paragraph D. of this award term, for each first-tier subrecipient under this award, the Recipient shall report the names and total compensation of each of the subrecipient's five most highly compensated executives for the subrecipient's preceding completed fiscal year, if: 1. In the subrecipient's preceding fiscal year, the subrecipient received: a. 80 percent or more of its annual gross revenues from federal procurement contracts (and subcontracts) and federal financial assistance subject to the Transparency Act, as defined at 2 CFR 170.320 (and subawards); and b. $25,000,000 or more in annual gross revenues from federal procurement contracts (and subcontracts), and federal financial assistance subject to the Transparency Act (and subawards). AGENDA ITEM #6. o) DOE Special Terms and Conditions Award No. DE-SE0000369.0000 With City of Renton 20 2. The public does not have access to information about the compensation of the executives through periodic reports filed under section 13(a) or 15(d) of the Securities Exchange Act of 1934 (15 U.S.C. 78m(a), 78o(d)) or section 6104 of the Internal Revenue Code of 1986. (To determine if the public has access to the compensation information, see the U.S. Security and Exchange Commission total compensation filings at http://www.sec.gov/answers/execomp.htm). ii. Where and when to report. The Recipient must report subrecipient executive total compensation described in paragraph C.i. of this award term: 1. To the recipient. 2. By the end of the month following the month during which the Recipient makes the subaward. For example, if a subaward is obligated on any date during the month of October of a given year (i.e., between October 1 and 31), the Recipient must report any required compensation information of the subrecipient by November 30 of that year. D. Exemptions If, in the previous tax year, the Recipient had gross income, from all sources, under $300,000, it is exempt from the requirements to report: i. Subawards; and ii. The total compensation of the five most highly compensated executives of any subrecipient. E. Definitions For purposes of this Award term: i. Entity means all of the following, as defined in 2 CFR Part 25: 1. A Governmental organization, which is a State, local government, or Indian tribe. 2. A foreign public entity. 3. A domestic or foreign nonprofit organization. 4. A domestic or foreign for-profit organization. 5. A federal agency, but only as a subrecipient under an award or subaward to a non-federal entity. AGENDA ITEM #6. o) DOE Special Terms and Conditions Award No. DE-SE0000369.0000 With City of Renton 21 ii. Executive means officers, managing partners, or any other employees in management positions. iii. Subaward: 1. This term means a legal instrument to provide support for the performance of any portion of the substantive project or program for which the Recipient received this award and that the recipient awards to an eligible subrecipient. 2. The term does not include the Recipient’s procurement of property and services needed to carry out the project or program (for further explanation, see 2 CFR 200.501 Audit requirements, (f) Subrecipients and Contractors and/or 2 CFR 910.501 Audit requirements, (f) Subrecipients and Contractors). 3. A subaward may be provided through any legal agreement, including an agreement that the Recipient or a subrecipient considers a contract. iv. Subrecipient means an entity that: 1. Receives a subaward from the Recipient under this award; and 2. Is accountable to the Recipient for the use of the federal funds provided by the subaward. v. Total compensation means the cash and noncash dollar value earned by the executive during the recipient's or subrecipient's preceding fiscal year and includes the following (for more information see 17 CFR 229.402(c)(2)): 1. Salary and bonus. 2. Awards of stock, stock options, and stock appreciation rights. Use the dollar amount recognized for financial statement reporting purposes with respect to the fiscal year in accordance with the Statement of Financial Accounting Standards No. 123 (Revised 2004) (FAS 123R), Shared Based Payments. AGENDA ITEM #6. o) DOE Special Terms and Conditions Award No. DE-SE0000369.0000 With City of Renton 22 3. Earnings for services under non-equity incentive plans. This does not include group life, health, hospitalization or medical reimbursement plans that do not discriminate in favor of executives and are available generally to all salaried employees. 4. Change in pension value. This is the change in present value of defined benefit and actuarial pension plans. 5. Above-market earnings on deferred compensation which is not tax- qualified. 6. Other compensation, if the aggregate value of all such other compensation (e.g., severance, termination payments, value of life insurance paid on behalf of the employee, perequisites or property) for the executive exceeds $10,000. Term 38. System for Award Management and Universal Identifier Requirements A. Requirement for Registration in the System for Award Management (SAM) Unless the Recipient is exempted from this requirement under 2 CFR 25.110, the Recipient must maintain the currency of its information in SAM until the Recipient submits the final financial report required under this Award or receive the final payment, whichever is later. This requires that the Recipient reviews and updates the information at least annually after the initial registration, and more frequently if required by changes in its information or another award term. B. Unique Entity Identifier (UEI) SAM automatically assigns a UEI to all active SAM.gov registered entities. Entities no longer have to go to a third-party website to obtain their identifier. This information is displayed on SAM.gov. If the Recipient is authorized to make subawards under this Award, the Recipient: i. Must notify potential subrecipients that no entity (see definition in paragraph C of this award term) may receive a subaward from the Recipient unless the entity has provided its UEI number to the Recipient. ii. May not make a subaward to an entity unless the entity has provided its UEI number to the Recipient. AGENDA ITEM #6. o) DOE Special Terms and Conditions Award No. DE-SE0000369.0000 With City of Renton 23 C. Definitions For purposes of this award term: i. System for Award Management (SAM) means the Federal repository into which an entity must provide information required for the conduct of business as a recipient. Additional information about registration procedures may be found at the SAM Internet site (currently at https://www.sam.gov). ii. Unique Entity Identifier (UEI) is the 12-character, alpha-numeric identifier that will be assigned by SAM.gov upon registration. iii. Entity, as it is used in this award term, means all of the following, as defined at 2 CFR Part 25, subpart C: 1. A Governmental organization, which is a State, local government, or Indian Tribe. 2. A foreign public entity. 3. A domestic or foreign nonprofit organization. 4. A domestic or foreign for-profit organization. 5. A Federal agency, but only as a subrecipient under an award or subaward to a non-Federal entity. iv. Subaward: 1. This term means a legal instrument to provide support for the performance of any portion of the substantive project or program for which the Recipient received this Award and that the Recipient awards to an eligible subrecipient. 2. The term does not include the Recipient’s procurement of property and services needed to carry out the project or program (for further explanation, see 2 CFR 200.501 Audit requirements, (f) Subrecipients and Contractors and/or 2 CFR 910.501 Audit requirements, (f) Subrecipients and Contractors). 3. A subaward may be provided through any legal agreement, including an agreement that the Recipient considers a contract. AGENDA ITEM #6. o) DOE Special Terms and Conditions Award No. DE-SE0000369.0000 With City of Renton 24 v. Subrecipient means an entity that: 1. Receives a subaward from the Recipient under this Award; and 2. Is accountable to the Recipient for the use of the Federal funds provided by the subaward. Term 39. Nondisclosure and Confidentiality Agreements Assurances A. By entering into this agreement, the Recipient attests that it does not and will not require its employees or contractors to sign internal nondisclosure or confidentiality agreements or statements prohibiting or otherwise restricting its employees or contactors from lawfully reporting waste, fraud, or abuse to a designated investigative or law enforcement representative of a Federal department or agency authorized to receive such information. B. The Recipient further attests that it does not and will not use any Federal funds to implement or enforce any nondisclosure and/or confidentiality policy, form, or agreement it uses unless it contains the following provisions: i. ‘‘These provisions are consistent with and do not supersede, conflict with, or otherwise alter the employee obligations, rights, or liabilities created by existing statute or Executive order relating to (1) classified information, (2) communications to Congress, (3) the reporting to an Inspector General of a violation of any law, rule, or regulation, or mismanagement, a gross waste of funds, an abuse of authority, or a substantial and specific danger to public health or safety, or (4) any other whistleblower protection. The definitions, requirements, obligations, rights, sanctions, and liabilities created by controlling Executive orders and statutory provisions are incorporated into this agreement and are controlling.’’ ii. The limitation above shall not contravene requirements applicable to Standard Form 312, Form 4414, or any other form issued by a Federal department or agency governing the nondisclosure of classified information. Notwithstanding provision listed in paragraph (a), a nondisclosure or confidentiality policy form or agreement that is to be executed by a person connected with the conduct of an intelligence or intelligence-related activity, other than an employee or officer of the United States Government, may contain provisions appropriate to the particular activity for which such document is to be used. Such form or agreement shall, at a minimum, require that the person will not disclose any classified information received in the course of such activity unless specifically authorized to do so by the United States Government. Such nondisclosure or confidentiality forms shall also make it clear that they do not bar disclosures to Congress, or to AGENDA ITEM #6. o) DOE Special Terms and Conditions Award No. DE-SE0000369.0000 With City of Renton 25 an authorized official of an executive agency or the Department of Justice, that are essential to reporting a substantial violation of law. Term 40. Subrecipient Change Notification Except for subrecipients specifically proposed as part of the Recipient’s Application for award, the Recipient must notify the Contracting Officer and Project Manager in writing 30 days prior to the execution of new or modified subrecipient agreements, including naming any To Be Determined subrecipients. This notification does not constitute a waiver of the prior approval requirements outlined in 2 CFR part 200 as amended by 2 CFR part 910, nor does it relieve the Recipient from its obligation to comply with applicable Federal statutes, regulations, and executive orders. In order to satisfy this notification requirement, the Recipient documentation must, as a minimum, include the following: • A description of the research to be performed, the service to be provided, or the equipment to be purchased. • Cost share commitment letter if the subrecipient is providing cost share to the Award. • An assurance that the process undertaken by the Recipient to solicit the subrecipient complies with their written procurement procedures as outlined in 2 CFR 200.317 through 200.327. • An assurance that no planned, actual or apparent conflict of interest exists between the Recipient and the selected subrecipient and that the Recipient’s written standards of conduct were followed.1 • A completed Environmental Questionnaire, if applicable. • An assurance that the subrecipient is not a debarred or suspended entity. • An assurance that all required award provisions will be flowed down in the resulting subrecipient agreement. The Recipient is responsible for making a final determination to award or modify subrecipient agreements under this agreement, but the Recipient may not proceed with the subrecipient agreement until the Contracting Officer determines, and provides the Recipient written notification, that the information provided is adequate. 1 It is DOE’s position that the existence of a “covered relationship” as defined in 5 CFR 2635.502(a)&(b) between a member of the Recipient’s owners or senior management and a member of a subrecipient’s owners or senior management creates at a minimum an apparent conflict of interest that would require the Recipient to notify the Contracting Officer and provide detailed information and justification (including, for example, mitigation measures) as to why the subrecipient agreement does not create an actual conflict of interest. The Recipient must also notify the Contracting Officer of any new subrecipient agreement with: (1) an entity that is owned or otherwise controlled by the Recipient; or (2) an entity that is owned or otherwise controlled by another entity that also owns or otherwise controls the Recipient, as it is DOE’s position that these situations also create at a minimum an apparent conflict of interest. AGENDA ITEM #6. o) DOE Special Terms and Conditions Award No. DE-SE0000369.0000 With City of Renton 26 Should the Recipient not receive a written notification of adequacy from the Contracting Officer within 30 days of the submission of the subrecipient documentation stipulated above, the Recipient may proceed to award or modify the proposed subrecipient agreement. Term 41. Conference Spending The Recipient shall not expend any funds on a conference not directly and programmatically related to the purpose for which the grant was awarded that would defray the cost to the United States Government of a conference held by any Executive branch department, agency, board, commission, or office for which the cost to the United States Government would otherwise exceed $20,000, thereby circumventing the required notification by the head of any such Executive Branch department, agency, board, commission, or office to the Inspector General (or senior ethics official for any entity without an Inspector General), of the date, location, and number of employees attending such conference. Term 42. Reporting of Matters Related to Recipient Integrity and Performance Matters A. General Reporting Requirement If the total value of your active grants, cooperative agreements, and procurement contracts from all federal agencies exceeds $10,000,000 for any period of time during the period of performance of this federal award, then you as the recipient must ensure the information available in the responsibility/qualification records through the System for Award Management (SAM.gov) about civil, criminal, or administrative proceedings described in paragraph B of this award term is current and complete. This is a statutory requirement under section 872 of Public Law 110-417, as amended (41 U.S.C. 2313). As required by section 3010 of Public Law 111-212, all information posted in responsibility/qualification records in SAM.gov on or after April 15, 2011, (except past performance reviews required for federal procurement contracts) will be publicly available. B. Proceedings About Which You Must Report You must submit the required information about each proceeding that: 1. Is in connection with the award or performance of a grant, cooperative agreement, or procurement contract from the federal government; 2. Reached its final disposition during the most recent five-year period; and 3. Is one of the following: i. A criminal proceeding that resulted in a conviction, as defined in paragraph E of this award term and condition; ii. A civil proceeding that resulted in a finding of fault and liability and payment of a monetary fine, penalty, reimbursement, restitution, or damages of $5,000 or more; AGENDA ITEM #6. o) DOE Special Terms and Conditions Award No. DE-SE0000369.0000 With City of Renton 27 iii. An administrative proceeding that resulted in a finding of fault and liability and your payment of either a monetary fine or penalty of $5,000 or more or reimbursement, restitution, or damages in excess of $100,000; or iv. Any other criminal, civil, or administrative proceeding if: a. It could have led to an outcome described in paragraph B.3.i, ii, or iii; b. It had a different disposition arrived at by consent or compromise with an acknowledgment of fault on your part; and c. The requirement in this award term to disclose information about the proceeding does not conflict with applicable laws and regulations. C. Reporting Procedures Enter the required information in SAM.gov for each proceeding described in paragraph B of this award term. You do not need to submit the information a second time under grants and cooperative agreements that you received if you already provided the information in SAM.gov because you were required to do so under federal procurement contracts that you were awarded. D. Reporting Frequency During any period of time when you are subject to the requirement in paragraph A of this award term, you must report proceedings information in SAM.gov for the most recent five- year period, either to report new information about a proceeding that you have not reported previously or affirm that there is no new information to report. If you have federal contract, grant, and cooperative agreement awards with a cumulative total value greater than $10,000,000, you must disclose semiannually any information about the criminal, civil, and administrative proceedings. E. Definitions For purposes of this term: 1. Administrative proceeding means a non-judicial process that is adjudicatory in nature to make a determination of fault or liability (for example, Securities and Exchange Commission Administrative proceedings, Civilian Board of Contract Appeals proceedings, and Armed Services Board of Contract Appeals proceedings). This includes proceedings at the federal and state level but only in connection with the performance of a federal contract or grant. It does not include audits, site visits, corrective plans, or inspection of deliverables. 2. Conviction means a judgment or conviction of a criminal offense by any court of competent jurisdiction, whether entered upon a verdict or a plea, and includes a conviction entered upon a plea of nolo contendere. AGENDA ITEM #6. o) DOE Special Terms and Conditions Award No. DE-SE0000369.0000 With City of Renton 28 3. Total value of currently active grants, cooperative agreements, and procurement contracts includes the value of the federal share already received plus any anticipated federal share under those awards (such as continuation funding. Term 43. Export Control The United States government regulates the transfer of information, commodities, technology, and software considered to be strategically important to the United States to protect national security, foreign policy, and economic interests without imposing undue regulatory burdens on legitimate international trade. There is a network of federal agencies and regulations that govern exports that are collectively referred to as “Export Controls.” All recipients and subrecipients are responsible for ensuring compliance with all applicable United States Export Control laws and regulations relating to any work performed under a resulting award. The recipient must immediately report to DOE any export control investigations, indictments, charges, convictions, and violations upon occurrence, at the recipient or subrecipient level, and provide the corrective action(s) to prevent future violations. Term 44. Interim Conflict of Interest Policy for Financial Assistance The DOE interim Conflict of Interest Policy for Financial Assistance (COI Policy) can be found at https://www.energy.gov/management/department-energy-interim-conflict-interest-policy- requirements-financial-assistance. This policy is applicable to all non-federal entities applying for, or that receive, DOE funding by means of a financial assistance award (e.g., a grant, cooperative agreement, or technology investment agreement) and, through the implementation of this policy by the entity, to each Investigator who is planning to participate in, or is participating in, the project funded wholly or in part under this Award. The term “Investigator” means the PI and any other person, regardless of title or position, who is responsible for the purpose, design, conduct, or reporting of a project funded by DOE or proposed for funding by DOE. The Recipient must flow down the requirements of the interim COI Policy to any subrecipient non-federal entities, with the exception of DOE National Laboratories. Further, the Recipient must identify all financial conflicts of interests (FCOI), i.e., managed and unmanaged/unmanageable, in its initial and ongoing FCOI reports. Prior to award, the Recipient was required to: 1) ensure all Investigators on this Award completed their significant financial disclosures; 2) review the disclosures; 3) determine whether a FCOI exists; 4) develop and implement a management plan for FCOIs; and 5) provide DOE with an initial FCOI report that includes all FCOIs (i.e., managed and unmanaged/unmanageable). Within 180 days of the date of the Award, the Recipient must be in full compliance with the other requirements set forth in DOE’s interim COI Policy. AGENDA ITEM #6. o) DOE Special Terms and Conditions Award No. DE-SE0000369.0000 With City of Renton 29 Term 45. Organizational Conflict of Interest Organizational conflicts of interest are those where, because of relationships with a parent company, affiliate, or subsidiary organization, the Recipient is unable or appears to be unable to be impartial in conducting procurement action involving a related organization (2 CFR 200.318(c)(2)). The Recipient must disclose in writing any potential or actual organizational conflict of interest to the DOE Contracting Officer. The Recipient must provide the disclosure prior to engaging in a procurement or transaction using project funds with a parent, affiliate, or subsidiary organization that is not a state, local government, or Indian tribe. For a list of the information that must be included the disclosure, see Section VI. of the DOE interim Conflict of Interest Policy for Financial Assistance at https://www.energy.gov/management/department-energy- interim-conflict-interest-policy-requirements-financial-assistance. If the effects of the potential or actual organizational conflict of interest cannot be avoided, neutralized, or mitigated, the Recipient must procure goods and services from other sources when using project funds. Otherwise, DOE may terminate the Award in accordance with 2 CFR 200.340 unless continued performance is determined to be in the best interest of the Federal government. The Recipient must flow down the requirements of the interim COI Policy to any subrecipient non-Federal entities, with the exception of DOE National Laboratories. The Recipient is responsible for ensuring subrecipient compliance with this term. If the Recipient has a parent, affiliate, or subsidiary organization that is not a state, local government, or Indian tribe, the Recipient must maintain written standards of conduct covering organizational conflicts of interest. Term 46. Prohibition on Certain Telecommunications and Video Surveillance Services or Equipment As set forth in 2 CFR 200.216, recipients and subrecipients are prohibited from obligating or expending project funds (Federal and non-Federal funds) to: (1) Procure or obtain; (2) Extend or renew a contract to procure or obtain; or (3) Enter into a contract (or extend or renew a contract) to procure or obtain equipment, services, or systems that uses covered telecommunications equipment or services as a substantial or essential component of any system, or as critical technology as part of any system. As described in Public Law 115-232, section 889, covered telecommunications AGENDA ITEM #6. o) DOE Special Terms and Conditions Award No. DE-SE0000369.0000 With City of Renton 30 equipment is telecommunications equipment produced by Huawei Technologies Company or ZTE Corporation (or any subsidiary or affiliate of such entities). (i) For the purpose of public safety, security of government facilities, physical security surveillance of critical infrastructure, and other national security purposes, video surveillance and telecommunications equipment produced by Hytera Communications Corporation, Hangzhou Hikvision Digital Technology Company, or Dahua Technology Company (or any subsidiary or affiliate of such entities). (ii) Telecommunications or video surveillance services provided by such entities or using such equipment. (iii) Telecommunications or video surveillance equipment or services produced or provided by an entity that the Secretary of Defense, in consultation with the Director of the National Intelligence or the Director of the Federal Bureau of Investigation, reasonably believes to be an entity owned or controlled by, or otherwise connected to, the government of a covered foreign country. See Public Law 115-232, section 889 for additional information. Term 47. Human Subjects Research Research involving human subjects, biospecimens, or identifiable private information conducted with Department of Energy (DOE) funding is subject to the requirements of DOE Order 443.1C, Protection of Human Research Subjects, 45 CFR Part 46, Protection of Human Subjects (subpart A which is referred to as the “Common Rule”), and 10 CFR Part 745, Protection of Human Subjects. Federal regulation and the DOE Order require review by an Institutional Review Board (IRB) of all proposed human subjects research projects. The IRB is an interdisciplinary ethics board responsible for ensuring that the proposed research is sound and justifies the use of human subjects or their data; the potential risks to human subjects have been minimized; participation is voluntary; and clear and accurate information about the study, the benefits and risks of participating, and how individuals’ data/specimens will be protected/used, is provided to potential participants for their use in determining whether or not to participate. The Recipient shall provide the Federal Wide Assurance number identified in item 1 below and the certification identified in item 2 below to DOE prior to initiation of any project that will involve interactions with humans in some way (e.g., through surveys); analysis of their identifiable data (e.g., demographic data and energy use over time); asking individuals to test devices, products, or materials developed through research; and/or testing of commercially available devices in buildings/homes in which humans will be present. Note: This list of examples is illustrative and not all inclusive. AGENDA ITEM #6. o) DOE Special Terms and Conditions Award No. DE-SE0000369.0000 With City of Renton 31 No DOE funded research activity involving human subjects, biospecimens, or identifiable private information shall be conducted without: 1) A registration and a Federal Wide Assurance of compliance accepted by the Office of Human Research Protection (OHRP) in the Department of Health and Human Services; and 2) Certification that the research has been reviewed and approved by an Institutional Review Board (IRB) provided for in the assurance. IRB review may be accomplished by the awardee’s institutional IRB; by the Central DOE IRB; or if collaborating with one of the DOE national laboratories, by the DOE national laboratory IRB. The Recipient is responsible for ensuring all subrecipients comply and for reporting information on the project annually to the DOE Human Subjects Research Database (HSRD) at https://science.osti.gov/HumanSubjects/Human-Subjects-Database/home. Note: If a DOE IRB is used, no end of year reporting will be needed. Additional information on the DOE Human Subjects Research Program can be found at: https://science.osti.gov/ber/human-subjects Term 48. Fraud, Waste and Abuse The mission of the DOE Office of Inspector General (OIG) is to strengthen the integrity, economy and efficiency of DOE’s programs and operations including deterring and detecting fraud, waste, abuse and mismanagement. The OIG accomplishes this mission primarily through investigations, audits, and inspections of Department of Energy activities to include grants, cooperative agreements, loans, and contracts. The OIG maintains a Hotline for reporting allegations of fraud, waste, abuse, or mismanagement. To report such allegations, please visit https://www.energy.gov/ig/ig-hotline. Additionally, the Recipient must be cognizant of the requirements of 2 CFR § 200.113 Mandatory disclosures, which states: The non-Federal entity or applicant for a Federal award must disclose, in a timely manner, in writing to the Federal awarding agency or pass-through entity all violations of Federal criminal law involving fraud, bribery, or gratuity violations potentially affecting the Federal award. Non-Federal entities that have received a Federal award including the term and condition outlined in appendix XII of 2 CFR Part 200 are required to report certain civil, criminal, or administrative proceedings to SAM (currently FAPIIS). Failure to make required disclosures can result in any of the remedies described in § 200.339. (See also 2 CFR part 180, 31 U.S.C. 3321, and 41 U.S.C. 2313.) AGENDA ITEM #6. o) DOE Special Terms and Conditions Award No. DE-SE0000369.0000 With City of Renton 32 Term 49. Trafficking in Persons A. Provisions applicable to a recipient that is a private entity: 1. Under this award, the recipient, its employees, subrecipients under this award, and subrecipient’s employees must not engage in: i. Severe forms of trafficking in persons; ii. The procurement of a commercial sex act during the period of time that this award or any subaward is in effect; iii. The use of forced labor in the performance of this award or any subaward; or iv. Acts that directly support or advance trafficking in persons, including the following acts: a. Destroying, concealing, removing, confiscating, or otherwise denying an employee access to that employee’s identity or immigration documents; b. Failing to provide return transportation or pay for return transportation costs to an employee from a country outside the United States to the country from which the employee was recruited upon the end of employment if requested by the employee, unless: 1) Exempted from the requirement to provide or pay for such return transportation by the federal department or agency providing or entering into the grant or cooperative agreement; or 2) The employee is a victim of human trafficking seeking victim services or legal redress in the country of employment or a witness in a human trafficking enforcement action. c. Soliciting a person for the purpose of employment, or offering employment, by means materially false or fraudulent pretenses, representations, or promises regarding that employment; d. Charging recruited employees a placement recruitment fee; e. Providing or arranging housing that fails to meet the host country’s housing and safety standards. 2. The federal agency may unilaterally terminate this award or take any remedial actions authorized by 22 U.S.C. 7104b(c), without penalty, if any private entity under this award: i. Is determined to have violated a prohibition in paragraph A.1 of this award term; or ii. Has an employee that is determined to have violated a prohibition in paragraph A.1 of this award term through conduct that is either: AGENDA ITEM #6. o) DOE Special Terms and Conditions Award No. DE-SE0000369.0000 With City of Renton 33 a. Associated with the performance under this award; or b. Imputed to the recipient or the subrecipient using the standards and due process for imputing the conduct of an individual to an organization that are provided in 2 CFR part 180, “OMB Guidelines to Agencies on Government-wide Debarment and Suspension (Nonprocurement).” B. Provision applicable to a recipient other than a private entity. The federal agency may unilaterally terminate this award or take any remedial action authorized by 22 U.S.C. 7104b(c), without penalty, if a subrecipient that is a private entity under this award: 1. Is determined to have violated a prohibition in paragraph A.1; or 2. Has an employee that is determined to have violated a prohibition in paragraph A.1 through conduct that is either: i. Associated with the performance under this award; or ii. Imputed to the subrecipient using the standards and due process for imputing the conduct of an individual to an organization that are provided in 2 CFR part 180, “OMB Guidelines to Agencies on Government-wide Debarment and Suspension (Nonprocurement).” C. Provisions applicable to any recipient. 1. The recipient must inform the federal agency and the Inspector General of the federal agency immediately of any information the recipient receives from any source alleging a violation of a prohibition in paragraph A.1 of this award term. 2. The federal agency’s right to unilaterally terminate this award as described in paragraphs A.2 or B of this award term: i. Implements the requirements of 22 U.S.C. 78; and ii. Is in addition to all other remedies for noncompliance that are available to the federal agency under this award. 3. The recipient must include the requirements of paragraph A.1 of this award term in any subaward it makes to a private entity. 4. If applicable, the recipient must also comply with the compliance plan and certification requirements in 2 CFR 175.105(b). AGENDA ITEM #6. o) DOE Special Terms and Conditions Award No. DE-SE0000369.0000 With City of Renton 34 D. Definitions. For purposes of this award term: 1. Employee means either: i. An individual employed by the recipient or a subrecipient who is engaged in the performance of the project or program under this award; or ii. Another person engaged in the performance of this project or program under this award and not compensated by the recipient including, but not limited to, a volunteer or individual whose services are contributed by a third party as an in-kind contribution toward cost sharing requirements. 2. Private Entity means any entity, including for-profit organizations, nonprofit organizations, institutions of higher education, and hospitals. The term does not include foreign public entities, Indian Tribes, local governments, or states as defined in 2 CFR 200.1. 3. The terms “severe forms of trafficking in persons,” “commercial sex act,” “sex trafficking,” “Abuse or threatened abuse of law or legal process,” “coercion,” “debt bondage,” and “involuntary servitude,” have the meanings given at Section 103 of the TVPA, as amended (22 U.S.C. 7102). Term 50. Affirmative Action and Pay Transparency Requirements All federally assisted construction contracts exceeding $10,000 annually will be subject to the requirements of Executive Order 11246: (1) Recipients, subrecipients, and contractors are prohibited from discriminating in employment decisions on the basis of race, color, religion, sex, sexual orientation, gender identity or national origin. (2) Recipients and Contractors are required to take affirmative action to ensure that equal opportunity is provided in all aspects of their employment. This includes flowing down the appropriate language to all subrecipients, contractors and subcontractors. (3) Recipients, subrecipients, contractors and subcontractors are prohibited from taking adverse employment actions against applicants and employees for asking about, discussing, or sharing information about their pay or, under certain circumstances, the pay of their co-workers. The Department of Labor’s (DOL) Office of Federal Contractor Compliance Programs (OFCCP) uses a neutral process to schedule contractors for compliance evaluations. OFCCP’s Technical AGENDA ITEM #6. o) DOE Special Terms and Conditions Award No. DE-SE0000369.0000 With City of Renton 35 assistance Guide2 should be consulted to gain an understanding of the requirements and possible actions the recipients, subrecipients, contractors and subcontractors must take. Term 51. Potentially Duplicative Funding Notice If the Recipient or subrecipients have or receive any other award of federal funds for activities that potentially overlap with the activities funded under this Award, the Recipient must promptly notify DOE in writing of the potential overlap and state whether project funds (i.e., recipient cost share and federal funds) from any of those other federal awards have been, are being, or are to be used (in whole or in part) for one or more of the identical cost items under this Award. If there are identical cost items, the Recipient must promptly notify the DOE Contracting Officer in writing of the potential duplication and eliminate any inappropriate duplication of funding. Term 52. Transparency of Foreign Connections The recipient must notify the DOE Grants Officer within fifteen (15) business days of learning of the circumstances listed below in relation to the recipient and subrecipients. Disclosure exceptions by entity type: • U.S. National Laboratories and domestic government entities are not required to respond to the Transparency of Foreign Connections disclosure. • Institutions of higher education are only required to report on items 5 and 7. For subrecipient reporting requirements, applicability is determined by the subrecipient entity type, regardless of whether the prime recipient was exempt. Disclosure Information: 1. Any current or pending subsidiary, foreign business entity, or offshore entity that is based in or funded by any foreign country of risk or foreign entity based in a country of risk; 2. Any current or pending contractual or financial obligation or other agreement specific to a business arrangement, or joint venture-like arrangement with an entity owned by a country of risk or foreign entity based in a country of risk; 3. Any current or pending change in ownership structure of the recipient or subrecipients that increases foreign ownership related to a country of risk. Each notification shall be accompanied by a complete and up-to-date capitalization table showing all equity interests held including limited liability company (LLC) and partnership interests, as well as derivative securities. Include both the number of shares issued to each equity holder, 2 See OFCCP’s Technical Assistance Guide at: https://www.dol.gov/sites/dolgov/files/ofccp/Construction/files/ConstructionTAG.pdf?msclkid=9e397d68c4b111ec 9d8e6fecb6c710ec Also see the National Policy Assurances http://www.nsf.gov/awards/managing/rtc.jsp AGENDA ITEM #6. o) DOE Special Terms and Conditions Award No. DE-SE0000369.0000 With City of Renton 36 as well as the percentage of that series and of all equity on fully diluted basis. For each equity holder, provide the place of incorporation and the principal place of business, as applicable. If the equity holder is a natural person, identify the citizenship(s); 4. Any current or pending venture capital or institutional investment by an entity that has a general partner or individual holding a leadership role in such entity who has a foreign affiliation with any foreign country of risk; 5. Any current or pending technology licensing, transfer or intellectual property sales to a foreign country of risk within the same technology area as the award (e.g., biotechnology, energy generation and storage, advanced computing; 6. Any changes to the recipient or the subrecipients’ board of directors, including additions to the number of directors, the identity of new directors, as well as each new director’s citizenship, shareholder affiliation (if applicable); each notification shall include a complete up-to-date list of all directors (and board observers), including their full name, citizenship and shareholder affiliation, date of appointment, duration of term, as well as a description of observer rights as applicable; and 7. Any of the following changes to the equipment proposed for use on the project: i. Unmanned aircraft, control, and communication components originally made or manufactured in a foreign country of risk (including relabeled or rebranded equipment). ii. Coded equipment where the source code is written in a foreign country of risk. iii. Equipment from a foreign country of risk that will be connected to the internet or other remote communication system. iv. Any entity from a foreign country of risk that will have physical or remote access to any part of the equipment used on the project after delivery. Should DOE determine the connection poses a risk to economic or national security, DOE will require measures to mitigate or eliminate the risk. DOE has designated the following countries as foreign countries of risk: Iran, North Korea, Russia, and China. This list is subject to change. Recognizing the disclosures may contain business confidential information, subrecipients may submit their disclosures directly to DOE. Term 53. Foreign Collaboration Considerations a. Consideration of new collaborations with foreign organizations and governments. The Recipient must provide DOE with advanced written notification of any potential collaboration with foreign entities, organizations or governments in connection with its DOE-funded award scope. The Recipient must await further guidance from DOE prior to contacting the proposed foreign entity, organization or government AGENDA ITEM #6. o) DOE Special Terms and Conditions Award No. DE-SE0000369.0000 With City of Renton 37 regarding the potential collaboration or negotiating the terms of any potential agreement. b. Existing collaborations with foreign entities, organizations and governments. The Recipient must provide DOE with a written list of all existing foreign collaborations in which has entered in connection with its DOE-funded award scope. c. Description of collaborations that should be reported: In general, a collaboration will involve some provision of a thing of value to, or from, the Recipient. A thing of value includes but may not be limited to all resources made available to, or from, the recipient in support of and/or related to the Award, regardless of whether or not they have monetary value. Things of value also may include in-kind contributions (such as office/laboratory space, data, equipment, supplies, employees, students). In-kind contributions not intended for direct use on the Award but resulting in provision of a thing of value from or to the Award must also be reported. Collaborations do not include routine workshops, conferences, use of the Recipient’s services and facilities by foreign investigators resulting from its standard published process for evaluating requests for access, or the routine use of foreign facilities by awardee staff in accordance with the Recipient’s standard policies and procedures. Term 54. Entity of Concern Prohibition No Entity of Concern, as defined in section 10114 of Public Law 117-167 (42 USC 18912), may receive any grant, contract, cooperative agreement, or loan of $10 million or more in Departmental funds including funds made available by the Consolidated Appropriations Act, 2024 (Public Law 118-42). In addition, for all awards involving Departmental activities authorized under Public Law 117-167, no Entity of Concern (including an individual that owns or controls, is owned or controlled by, or is under common ownership or control with an Entity of Concern) may receive DOE funds or perform work under the award, subject to certain penalties. See section 10114 of Public Law 117-167 and section 310 of Public Law 118-42 for additional information. Congress has given DOE authority to require the submission of documentation necessary to implement the requirements of this term. The recipient shall include this term, suitably modified to identify the parties, in all subawards/contracts, regardless of tier, under this award. If, at any time, the recipient becomes aware that any participant on the award is an Entity of Concern and therefore is unable to fully comply with this term, the recipient shall promptly stop all work on this award, notify the Contracting Officer, and not proceed with the award. AGENDA ITEM #6. o) DOE Special Terms and Conditions Award No. DE-SE0000369.0000 With City of Renton 38 Term 55. Impacted Indian Tribes If any activities anticipated to take place under this agreement could potentially impact the resources or reserved rights of Indian Tribe(s), as defined in 25 U.S.C. § 5304 (e), then the recipient/awardee agrees to develop and maintain active and open communications with the potentially impacted Indian Tribe(s), during the period of performance of the agreement, and, if necessary, after the end of the agreement. If the recipient proposes any activities that could impact Tribal resources or reserved rights, including but not limited to lands, cultural sites, sacred sites, water rights, mineral rights, fishing rights, and hunting rights, the recipient must notify DOE. The recipient/awardee must coordinate with DOE on all Tribal interactions. DOE will determine if formal government-to-government consultation is needed, and DOE will conduct that consultation accordingly. • Tribal lands is as defined in 25 U.S.C. §§ 3501(2), (3), (4)(A) and (13). • Indian Tribe is as defined in 25 U.S.C. § 5304 (e). Term 56. Historic Preservation DOE must comply with the National Historic Preservation Act ("NHPA"), 54 USC § 306108 et seq., which requires federal agencies to consider the effects of undertaking (federally funded or assisted projects and activities) on historic properties that are listed in or eligible for listing in the National Register of Historic places prior to the expenditures of federal funds. The recipient is required to cooperate with DOE in its compliance with the requirements of Section 106 of the NHPA. The recipient may not alter any structure or site, including any groundbreaking for any purpose, prior to the resolution of the NHPA process without DOE approval. The requirements of this part are applicable to activities funded under the award and shall be coordinated in conjunction with DOE and, as appropriate, other federal agencies, the State Historic Preservation Officer or Tribal Historic Preservation Officer, Tribal representatives, and consulting parties. Term 57. Implementation of Executive Order 13798, Promoting Free Speech and Religious Liberty States, local governments, or other public entities may not condition sub-awards in a manner that would discriminate, or disadvantage sub-recipients based on their religious character. Subpart D. Bipartisan Infrastructure Law (BIL)-Specific Requirements Term 58. Reporting, Tracking and Segregation of Incurred Costs BIL funds can be used in conjunction with other funding, as necessary to complete projects, but tracking and reporting must be separate to meet the reporting requirements of the BIL and related Office of Management and Budget (OMB) Guidance. The Recipient must keep separate records for BIL funds and must ensure those records comply with the requirements of the BIL. AGENDA ITEM #6. o) DOE Special Terms and Conditions Award No. DE-SE0000369.0000 With City of Renton 39 Term 59. Davis-Bacon Requirements This Award is funded under Division D of the Bipartisan Infrastructure Law (BIL). All laborers and mechanics employed by the recipient, subrecipients, contractors or subcontractors in the performance of construction, alteration, or repair work in excess of $2,000 on an award funded directly by or assisted in whole or in part by funds made available under this Award shall be paid wages at rates not less than those prevailing on similar projects in the locality, as determined by the Secretary of Labor in accordance with subchapter IV of chapter 31 of title 40, United States Code commonly referred to as the “Davis-Bacon Act” (DBA). Recipients shall provide written assurance acknowledging the DBA requirements for the Award and confirming that all of the laborers and mechanics performing construction, alteration, or repair work in excess of $2,000 funded directly by or assisted in whole or in part by the Award are paid wages at rates not less than those prevailing on projects of a character similar in the locality as determined by Subchapter IV of Chapter 31 of Title 40, United States Code (Davis- Bacon Act). The Recipient must comply with all Davis-Bacon Act requirements, including but not limited to: (1) ensuring that the wage determination(s) and appropriate Davis-Bacon clauses and requirements are flowed down to and incorporated into any applicable subcontracts or subrecipient awards. (2) being responsible for compliance by any subcontractor or subrecipient with the Davis-Bacon labor standards. (3) receiving and reviewing certified weekly payrolls submitted by all subcontractors and subrecipients for accuracy and to identify potential compliance issues. (4) maintaining original certified weekly payrolls for 3 years after the completion of the project and must make those payrolls available to the DOE or the Department of Labor upon request, as required by 29 CFR 5.6(a)(2). (5) conducting payroll and job-site reviews for construction work, including interviews with employees, with such frequency as may be necessary to assure compliance by its subcontractors and subrecipients and as requested or directed by the DOE. (6) cooperating with any authorized representative of the Department of Labor in their inspection of records, interviews with employees, and other actions undertaken as part of a Department of Labor investigation. (7) posting in a prominent and accessible place the wage determination(s) and Department of Labor Publication: WH-1321, Notice to Employees Working on Federal or Federally Assisted Construction Projects. AGENDA ITEM #6. o) DOE Special Terms and Conditions Award No. DE-SE0000369.0000 With City of Renton 40 (8) notifying the Contracting Officer of all labor standards issues, including all complaints regarding incorrect payment of prevailing wages and/or fringe benefits, received from the recipient, subrecipient, contractor, or subcontractor employees; significant labor standards violations, as defined in 29 CFR 5.7; disputes concerning labor standards pursuant to 29 CFR parts 4, 6, and 8 and as defined in FAR 52.222-14; disputed labor standards determinations; Department of Labor investigations; or legal or judicial proceedings related to the labor standards under this Contract, a subcontract, or subrecipient award. (9) preparing and submitting to the Contracting Officer, the Office of Management and Budget Control Number 1910-5165, Davis Bacon Semi-Annual Labor Compliance Report, by April 21 and October 21 of each year. Form submittal will be administered through the iBenefits system (https://doeibenefits2.energy.gov) or its successor system. The Recipient must complete Davis-Bacon Act compliance training and must maintain competency in Davis-Bacon Act compliance. The Contracting Officer will notify the Recipient of any DOE sponsored Davis-Bacon Act compliance trainings. The Department of Labor offers free Prevailing Wage Seminars several times a year that meet this requirement, at https://www.dol.gov/agencies/whd/government-contracts/construction/seminars/events. The Department of Energy has contracted with, a third-party DBA electronic payroll compliance software application. Once operable, the Recipient must ensure the timely electronic submission of weekly certified payrolls as part of its compliance with the Davis-Bacon Act unless a waiver is granted to the Recipient or a particular contractor or subcontractor because they are unable or limited in their ability to use or access the software. Davis Bacon Act Electronic Certified Payroll Submission Waiver A waiver must be granted before the Award starts. The applicant does not have the right to appeal DOE’s decision concerning a waiver request. For additional guidance on how to comply with the Davis-Bacon provisions and clauses, see https://www.dol.gov/agencies/whd/government-contracts/construction and https://www.dol.gov/agencies/whd/government-contracts/protections-for-workers-in- construction. Term 60. Construction Signage The recipient is encouraged to display DOE Investing in America signage during and after construction. Guidance can be found at: (https://www.energy.gov/design). Proposed signage costs that meet these specifications are an allowable cost and may be included in the proposed project budget. AGENDA ITEM #6. o) DOE Special Terms and Conditions Award No. DE-SE0000369.0000 With City of Renton 41 AGENDA ITEM #6. o) SEO title : Transitioning Gas Maintenance Equipment to Electric Revision status: Active (pending add) 1. Activity Strategy Development Technical Consultant Services Building Energy Audits Financial Incentive Programs Energy Efficiency Retrofits Energy Efficiency and Conservation Programs for Buildings and Facilities Development and Implementation of Transportation Programs Building Codes and Inspections Energy Distribution Technologies for Energy Efficiency Material Conservation Programs Reduction and Capture of Methane and Greenhouse Gases Traffic Signals and Street Lighting Renewable Energy Technologies on Government Buildings Programs for Financing, Purchasing, and Installing EE RE, and ZeroEmission Transportation Measures Administrative States Subgrants to FormulaIneligible Communities (states only) Blueprints Energy Planning 1. Energy Planning Efficient Buildings 2a. Energy Efficiency Energy Audits and Building Upgrades  2b. Energy Savings Performance Contracts: Energy Efficiency and Electrification in Government Buildings 2c. Building Electrification Campaign 2d. Building Performance Standards & Stretch Codes Renewables 3a. Solar & Storage Power Purchase Agreements and Direct Ownership 3b. Community Solar 3c. Solarize Campaign 3d. Renewable Resource Planning for Rural and Tribal Communities Electric Transportation 4a. Electric Vehicles and Fleet Electrification 4b. EV Charging Infrastructure for the Community Finance 5. Unlocking Sustainable Financing Solutions for Energy Projects and Programs with Revolving Loan Funds Workforce 6. Workforce Development 2. State: WA 3. Sectors Agriculture / Agricultural Local GovernmentResidential Commercial Low / Limited Income State or Territory Government Higher Education Nonprofits Transportation Industrial Not Applicable Tribal / Native American K12 Schools 4. Technology and/or Topic Areas Audits and Assessments (Energy, Water, and Process)Environmental Justice Benchmarking Financial Incentives U.S. Department of Energy Energy Efficiency and Conservation Block Grant Program ± Bipartisan Infrastructure Law 2021 (EECBGBIL) ACTIVITY FILE Grant Number: SE369 State: :A Program Year: 2023 Recipient: City of Renton PAGE, 07/30/2024 08:11:44 AM Page 1 / 3 Attachment 1 DESE369.AGENDA ITEM #6. o) Energy Savings Performance Contracting Fuel Cell and Hydrogen Technologies Biofuels Geothermal Building Energy Codes & Inspection Services Hydropower / Hydrokinetic Power Capital Investments & Financing Not Applicable Biomass Onsite Renewable Energy Clean Energy / Clean Energy TechnologiesPedestrian & Bike Infrastructure Commuting Infrastructure Reduce Commuting Distributed Energy Resources Resiliency Education and OutreachRetrofits Electric Vehicles and Infrastructure Solar Energy Affordability Workforce Development Energy Management STEM Education Energy Audits Storage Energy Certification ProgramsStrategy Development Energy Conservation Technical Assistance Energy EfficiencyTraffic Signals & Street Lighting Energy Equity Waste to Energy / Solid Waste Minimization Assessments & Feasibility Studies Weatherization ENERGY STAR Wind Energy Workforce Training 5. Estimated annual energy savings: MBtus 6. Description (executive summary of goals and objectives)* The goal of Renton’s Landscaping Equipment Transition Pilot Project is to replace a portion of the gaspowered handheld and offroad landscaping equipment used by the Parks & Recreation and Public Works departments with highperformance battery electric alternatives. This project will achieve several objectives that align with Renton’s longterm climate strategies, and with the City’s commitment to making Renton a safe, healthy, and vibrant community for residents, visitors, and workers: 1.Reduce or eliminate greenhouse gas emissions, air toxins, and particulate matter emitted by gaspowered landscape maintenance equipment used by City of Renton staff. 2.Reduce negative health impacts caused by use of gaspowered landscape maintenance equipment, which particularly impact maintenance workers and vulnerable populations. 3.Equip the Parks & Recreation and Public Works Departments with high quality, effective equipment that not only facilitates their job duties and helps them provide highquality service to the residents of Renton, but also fosters a safe and healthy working environment. To achieve these objectives, the city will work with a consultant (American Green Zone Alliance, or AGZA) to develop a transition plan and conduct an inventory of current equipment used by Public Works and Parks & Rec to determine equipment, storage and infrastructure needs. The transition plan will also include an assessment of cityowned properties and parks where Renton may be able to meet the qualifications for Green Zone certification (detailed in the Milestone Descriptions below). AGZA will then assemble a report on recommended equipment and charging infrastructure to purchase that fit the required use cases of the maintenance staff. Then, the majority of EECBG funding will be used to purchase equipment, and funds will be divided between the Public Works and Parks & Rec departments. Maintenance staff will be given time to trial the equipment and receive training on the operation and maintenance of battery electric equipment from AGZA. The consultant will also employ some of the grant funds to develop outreach and communication materials to provide the public with information on the project and on any city properties that receive Green Zone certification. The activities that will be completed by AGZA are outlined and detailed further in the Milestone Descriptions of this application. 7. Activity milestones Milestone Description Planned Amount Create transition plan and designate possible sites for AGZA Green Zone Certification (weeks) 3 Conduct kickoff orientation 1 Perform an inventory of all gas equipment used to maintain City of Renton properties (weeks) 4 Determine Renton's equipment, storage and infrastructure needs and provide recommendations (weeks) 2 U.S. Department of Energy Energy Efficiency and Conservation Block Grant Program – Bipartisan Infrastructure Law 2021 (EECBGBIL) ACTIVITY FILE Grant Number: SE0000369, State: WA, Program Year: 2023 Recipient: City of Renton PAGE, 07/30/2024 08:11:44 AM Page 2 / 3 AGENDA ITEM #6. o) Purchase equipment, including storage and charging infrastructure (Purchased by City of Renton) Number, type and model of equipment purchased to be determined through work with consultant (weeks) 8 Conduct environmental landscape footprint assessment to quantify the beneficial reductions in gas impacts (using the inventory above) achieved by transitioning to low impact practices, including but not limited to employee and public health and wellbeing, the visitor experience, and the learning and environment (weeks) 6 Complete online certifications Renton’s landscape maintenance staff from Parks & Rec and Public Works will be asked to complete the AGZA Service Pro Certification Course Level 1, a 14lesson online course in battery electric land care to ensure basic knowledge and competency in the safe operation, handling, maintenance, and storage of battery electric equipment (weeks) 6 Complete inperson trainings AGZA will provide classroom and field training for the City of Renton Parks & Rec and Public Works Departments as well as any vendors conducting landscape maintenance for the City of Renton (days) 2 Assess designated Renton parks for AGZA Green Zone Certification, which will be issued following 1) a verification process including physical onsite and management attesting that, at a minimum, all gas 2stroke and 4stroke handheld engines have been replaced with electric and/or manual tools; and 2) a commitment to maintaining the Green Zone with low impact practices (weeks) 2 Create and distribute press release to communicate via print and digital media outlets the establishment of the AGZA Certified Green Zone and its benefits for the community (weeks) 2 8. Activity performance metrics a. Specific metric activity (required)** 3. Equipment Purchased 9. Activity funds by source a. EECBGBIL grant (all funds in the approved budget) b. Leveraged funds anticipated (outside approved budget) Fund Source Planned Amount Federal Fund Source Type: Federal $157,700.00 Total $157,700.00 Fund Source Planned Amount No records found Total $0.00 *Please use additional pages if more space is needed. **Mandatory requirement U.S. Department of Energy Energy Efficiency and Conservation Block Grant Program – Bipartisan Infrastructure Law 2021 (EECBGBIL) ACTIVITY FILE Grant Number: SE0000369, State: WA, Program Year: 2023 Recipient: City of Renton PAGE, 07/30/2024 08:11:44 AM Page 3 / 3 AGENDA ITEM #6. o) Template Version 04/01/23 Federal Assistance Reporting Checklist Attachment 2 1. Award Number: DE-SE0000369 2. Program/Project Title: EECBG 3. Recipient: City of Renton 4. Reporting Requirements (see also the Special Instructions)Frequency Addresses I.PROJECT MANAGEMENT REPORTING A. Performance Report 1.Status and Milestones 2.Quantitative 3.Narrative S A. https://www.page.energy.gov B.Financial Report (SF-425) S B. https://www.page.energy.gov C. Other (see Special Instructions)A5 C. See Special Instructions II.AWARD MANAGEMENT REPORTING A.Tangible Personal Property Report - Annual Property Report (SF- 428 & SF-428A) A5 A. Send Email to DOE Project Officer B.Tangible Personal Property Report – Disposition Request/Report (SF-428 & SF-428C) Y B. https://www.page.energy.gov C.Uniform Commercial Code (UCC) Financing Statements A5 C. https://www.page.energy.gov D.Federal Subaward Reporting System (FSRS) A5 D.See section II. D. for instructions and due dates E.Annual Incurred Cost Proposal A5 E. FSRS F.Single Audit: States, Locals, Tribal Governments, and Non-Profits Y180 F.See section II. F. for instructions and due dates G. Other (see Special Instructions) 1. Annual Historic Preservation Report H. Davis Bacon 1. Semi-Annual Davis Bacon 2. Weekly Payroll report O Y S W G.See section II. G. for instructions and due dates G1. Email to project officer & EECBG.NEPA@ee.doe.gov G2. Submit via https://www.page.energy.gov H1. https://www.page.energy.gov H2. https://www.page.energy.gov III.CLOSEOUT REPORTING A. Tangible Personal Property Report – Final Report (SF-428 & SF- 428B) F A. https://www.page.energy.gov B.Other (see Special Instructions)F B. See Special Instructions Attachment 2 DE-SE0000369.0000 AGENDA ITEM #6. o) 2 Federal Assistance Reporting Checklist 4. Reporting Requirements (see also the Special Instructions) Frequency Addresses IV. Bipartisan Infrastructure Law Reporting A. Quality Job Creation 1. Direct Jobs 2. Good Jobs B. Equity and Justice 1. Community Engagement Process 2. Engagement Events and Technical Assistance C. Pathway to Net-Zero 1. Infrastructure Supported 2. Energy Saved D. One-Time Location Report A5 Y Y 1 A.1.See Section V.D.I for instructions and due dates A.2. https://www.page.energy.gov B. https://www.page.energy.gov C. https://www.page.energy.gov D. https://www.page.energy.gov FREQUENCY CODES AND DUE DATES: A5 – As Specified or within five (5) calendar days after the event. F – Final; within 120 calendar days after expiration or termination of the award. O – Other: See instructions for further details. P – Post-project (after the period of performance); within five (5) calendar days after the event, or as specified. Q – Quarterly; within 30 calendar days after the end of the federal fiscal year quarter. S – Semiannually; within 30 days after end of the reporting period. Y – Yearly; within 90 calendar days after the end of the federal fiscal year. Y180 – Yearly; within 180 calendar days after the close of the recipient’s fiscal year. W – Weekly; within 7 days of the payroll 1 – One time report FULL URLS: OSTI E-Link: http://www.osti.gov/elink-2413 OSTI E-Link Datasets: https://www.osti.gov/elink/2416-submission.jsp DOE CODE: https://www.osti.gov/doecode/ iEdison: http://www.iedison.gov EERE PMC: https://www.eere-pmc.energy.gov/SubmitReports.aspx FSRS: https://www.fsrs.gov PAGE: https://www.page.energy.gov Special Instructions: AGENDA ITEM #6. o) 3 Federal Assistance Reporting Checklist Contents I. Project Management Reporting ......................................................................................... 5 A. Performance Report ........................................................................................................... 5 1. Organizations .................................................................................................................. 5 2. Tasks and Milestones ...................................................................................................... 5 3. Outlays ............................................................................................................................ 5 4. Metrics ............................................................................................................................ 6 5. Products .......................................................................................................................... 6 6. Participants ..................................................................................................................... 7 7. Special Reporting Requirements .................................................................................... 8 8. Qualitative reporting requirements................................................................................ 8 B. Financial Report SF-425 Federal Financial Report .............................................................. 8 C. Other (see Special Instructions) .......................................................................................... 8 II. Award Management Reporting .......................................................................................... 9 A. Tangible Personal Property Report – Annual Property Report (SF-428 & SF-428A) .......... 9 B. Tangible Personal Property Report – Disposition Request/Report (SF-428 & SF-428C) .... 9 C. Uniform Commercial Code (UCC) Financing Statements ................................................... 9 D. Federal Subaward Reporting System (FSRS) ..................................................................... 10 E. Annual Incurred Cost Proposals ........................................................................................ 11 F. Single Audit: States, Local Government, Tribal Governments, Institution of Higher Education (IHE), or Non-Profit Organization .................................................................... 11 G. National Environmental Policy Act (NEPA) Reporting ...................................................... 12 H. Davis Bacon Reporting ...................................................................................................... 12 III. Closeout Reporting ........................................................................................................... 14 A. Tangible Personal Property Report – Final Report (SF-428 & SF-428B) ........................... 14 B. Other (see Special Instructions) ........................................................................................ 14 IV. BIL Reporting ..................................................................................................................... 15 A. Quality Job Creation .......................................................................................................... 15 1. Direct Jobs ..................................................................................................................... 15 2. Good Jobs ...................................................................................................................... 15 B. Equity and Justice ............................................................................................................. 15 1. Community Engagement Process ................................................................................. 16 2. Engagement Events and Technical Assistance ............................................................. 16 AGENDA ITEM #6. o) 4 Federal Assistance Reporting Checklist C. Pathways to Net Zero........................................................................................................ 16 1. Infrastructure Supported .............................................................................................. 16 2. Energy Saved ................................................................................................................. 16 D. One Time Location Report ................................................................................................ 16 V. Appendix A: Notice To Recipients (Prime Recipients And Subrecipients) Regarding Protected Data, Limited Rights Data And Protected Personally Identifiable Information ........... 18 AGENDA ITEM #6. o) 5 Federal Assistance Reporting Checklist *** Reporting Instructions Throughout the performance of the project, it is important that you mark Protected Data/Limited Rights Data as described in Appendix A. It is equally important that you not submit Protected Personally Identifiable Information (Protected PII) to DOE. See Appendix A for guidance on Protected PII. *** I. Project Management Reporting A. Performance Report Submit to: https://www.page.energy.gov Submission deadline: Within 30 calendar days after the end of the semi-annual reporting period (April 30 and October 30) Semi-annual, the prime recipient is required to submit a Performance Report for the project. This report summarizes the entirety of work performed by the prime recipient, subrecipients, and contractors. The Performance Report contains qualitative information on the project progress, and captures quantitative information on the project progress. The PR must include the following information. Your DOE project team will provide a form for submission. 1. Organizations Identify all subrecipients, contractors, U.S. National Laboratories, partners, and collaborating organizations. Recipients must also include all foreign collaborators as outlined in the Foreign Collaboration Considerations term of the award Terms and Conditions. For each, provide name, UEI, zip code or latitude/longitude, role in the project, contribution to the project, and start and end date. This is information can be included in the qualitative section of the report. 2. Tasks and Milestones Enter all tasks and milestones identified in your activity file. Each reporting period, update the status of the task/milestone. More milestones can be added as relevant to your project. 3. Outlays Using your approved budget, enter all of the expenditures incurred each reporting period. Also include recipient cost share. AGENDA ITEM #6. o) 6 Federal Assistance Reporting Checklist 4. Metrics Report on your primary process metric selected in the application and any additional metrics that are applicable to your project. Please refer to the EECBG Program Process Metrics, EECBG-BIL-Reporting-Guidance.pdf (energy.gov), and the Eligible Activity Areas and their Recommended Process Metrics (energy.gov) per your activity. 5. Products Can be uploaded as an attachment to the PAGE performance report. What has the project produced? In the qualitative section of this report, list any products resulting from the project during the reporting period. Examples of products include: publications, conference papers, and presentations; website(s); technologies or techniques; ; and other products, such as data or databases, physical collections, audio or video products, software or NetWare, models, educational aids or curricula, instruments or equipment, research material, interventions (e.g., clinical or educational), new business creation or any other public release of information related to the project. a. Publications, conference papers, and presentations Report the publication(s) resulting from the work under this award. Please note: Recipients must use the DOE acknowledgement and legal disclaimer language as described in the Special Terms and Conditions. The recipient is reminded that all data produced under the award should comply with the award’s data management plan (DMP). The DMP provides a plan for making all research data displayed in publications resulting from the proposed work digitally accessible at the time of publication. At a minimum, the DMP (1) describes how data sharing and preservation will enable validation of the results from the proposed work, how the results could be validated if data are not shared or preserved and (2) has a plan for making all research data displayed in publications resulting from the proposed work digitally accessible at the time of publications. i. Publications, conference papers and presentations Identify any other publications, conference papers and/or presentations not reported above. Specify the status of the publication as noted above. AGENDA ITEM #6. o) 7 Federal Assistance Reporting Checklist b. Website(s) List the URL for any Internet site(s) that disseminates the results of the research activities. A short description of each site should be provided. It is not necessary to include the publications already specified above in this section. c. Other products Identify any other significant products that were developed under this project. Describe the product and how it is being shared. Examples of other products are: Data or databases; Physical collections; Audio or video products; Software or NetWare; Models; Educational aids or curricula; Instruments or equipment; Research material (e.g., germplasm, cell lines, DNA probes, animal models); Interventions (e.g. clinical, educational); new business creation; and Other. 6. Participants The following information on participants (individuals) was provided during award negotiations. This can be updated in the awards contacts section in https://www.page.energy.gov. On a (quarterly/semi-annual/annual) basis, provide updates as needed. For most projects, recipients must identify and provide specific information for the following individuals at the prime and subrecipient level: (1) all senior and key personnel (including project director(s)/principal investigator(s)); and (2) each person who has worked or is expected to work at least 160 hours on the project at least one person month per year on the project regardless of the source of compensation (a person month equals approximately 160 hours of effort). In limited circumstances, typically large-scale construction projects, recipients are only required to report on (1) senior and key personnel for the prime recipient and subrecipients. Please refer to the Participants and Other Collaborating Organizations Term in your award Terms and Conditions to determine what level of reporting is required for your specific award. a. What individuals have worked on the project? Provide the following information for individuals at the prime recipient and subrecipient level: (1) all senior and key personnel; and (2) each person who has worked or is expected to work at least one person month per year on the project regardless of the source of compensation (a person month equals approximately 160 hours of effort). This information can be added as an attachment in the https://www.page.energy.gov document library. i. Name ii. Organization iii. Job Title iv. Role in the project AGENDA ITEM #6. o) 8 Federal Assistance Reporting Checklist v. Start and end date (month and year) working on the project vi. State, U.S. territory, and/or country of residence vii. Whether this person collaborated with an individual or entity located in a foreign country in connection with the scope of this Award, and viii. If yes to a.vii, whether the person traveled to the foreign country as part of that collaboration, and, if so, where and what the duration of stay was. 7. Special Reporting Requirements Respond to any special reporting requirements specified in the award terms and conditions, as well as any award specific reporting requirements. 8. Qualitative reporting requirements In this section, provide any additional description about the project. Can be used to elaborate on information requested above and can include on impact, changes or issues, achievements, or more. B. Financial Report SF-425 Federal Financial Report Submit to: https://www.page.energy.gov Submission deadline: Within 30 calendar days after the end of the semi-annual reporting period (April 30 and October 30) and within 120 calendar days after expiration or termination of the award Semi-annually the prime recipient is required to submit a completed SF-425 for the project to DOE, covering the entirety of work performed by the prime recipient, subrecipients, and contractors – to DOE. C. Other (see Special Instructions) Submit to: https://www.page.energy.gov Submission deadline: Within five (5) calendar days after the event, or as specified AGENDA ITEM #6. o) 9 Federal Assistance Reporting Checklist II. Award Management Reporting A. Tangible Personal Property Report – Annual Property Report (SF-428 & SF-428A) Submit to: Send Email to DOE Project Officer Submission deadline: Within 90 calendar days after the end of the annual reporting period when applicable The prime recipient must submit an annual inventory of federally-owned property (government-furnished) where the award specifies that title to the property vests with the federal government, whether it is in the possession of the prime recipient or subrecipient(s). The prime recipient must complete an SF-428 and SF-428A, available at Post-Award Reporting Forms | GRANTS.GOV. B. Tangible Personal Property Report – Disposition Request/Report (SF-428 & SF- 428C) Submit to: https://www.page.energy.gov Submission deadline: Within 5 calendar days of the event or as specified when applicable The prime recipient must request disposition instructions for or report disposition of federally-owned property or equipment acquired with project funds, whether the property or equipment is/was in the possession of the prime recipient or subrecipient(s). Recipients may also be required to provide compensation to the awarding agency when acquired equipment is sold or retained for use on activities not sponsored by the federal government. Any equipment with an acquisition cost above $5,000 must be included in the inventory. If disposition occurs at any time other than award closeout (i.e., at any time throughout the life of the project or after project completion and closeout as long as the federal government retains an interest in the item), the prime recipient must complete an SF-428 and SF-428C, available at Post-Award Reporting Forms | GRANTS.GOV If disposition instructions are requested at the time of award closeout, the prime recipient must submit the SF-428 and SF-428B (see III. Closeout Reporting). Only the DOE Contracting Officer has authority to approve disposition requests and issue disposition instructions. C. Uniform Commercial Code (UCC) Financing Statements Submit to: Send Email to DOE Project Officer AGENDA ITEM #6. o) 10 Federal Assistance Reporting Checklist Submission deadline: Within five (5) calendar days after the event, or as specified. If a for-profit recipient or subrecipient desires to purchase a piece of equipment for their project, and the per-unit dollar value of said equipment is $5,000 or more, and the federal share of the financial assistance agreement is more than $1M, the recipient or subrecipient must file a UCC financing statement. A UCC financing statement provides public notice that the federal government has an undivided reversionary interest in the equipment, and as such the equipment cannot be sold or used as collateral for a loan (encumbered). The for-profit recipient or subrecipient must file the UCC financing statement(s) with the Secretary of State where the equipment will be physically located and must pay any associated costs for such filings. The initial UCC financing statement may also be referred to as a UCC1. For additional pieces of equipment not specified in the award budget, TBD equipment, or equipment needed in future budget periods, the recipient can file an amendment to the original UCC1 financing statement, by submitting the UCC3 financing statement amendment. Each UCC financing statement or amendment is to be filed with the appropriate Secretary of State office, where the equipment will be physically located. Note: All costs associated with filing UCC financing statements, UCC financing statement amendments, and UCC financing statement terminations, are allowable and allocable costs which can be charged to the federal award. At a minimum, the recipient must have stated in their UCC financing statement in block 4. (collateral) the following: o “Title to all equipment (not real property) purchased with federal funds under this financial assistance agreement is conditional pursuant to the terms of 2 CFR 910.360, and the federal government retains an undivided reversionary interest in the equipment at the federal cost-share proportion specified in the award terms and conditions.” o Federal Award Identification Number (e.g., DE-EE000XXXX) D. Federal Subaward Reporting System (FSRS) Submit to: https://www.fsrs.gov/ Submission deadline: The prime recipient is required to file a FFATA sub-award report by the end of the month following the month in which the prime recipient awards any sub- grant greater than or equal to $30,000. AGENDA ITEM #6. o) 11 Federal Assistance Reporting Checklist The Federal Subaward Reporting System (FSRS) is the reporting tool prime recipients use to capture and report subaward and executive compensation data regarding their first-tier subrecipients to meet the FFATA reporting requirements. Prime recipients will report against subrecipients’ awards. The subrecipient information entered in FSRS will then be displayed on USASpending.gov associated with the prime recipient’s award furthering federal spending transparency. The prime recipient is required to file a FFATA sub-award report by the end of the month following the month in which the prime recipient awards any sub-award greater than or equal to $30,000. E. Annual Incurred Cost Proposals Submit to: If DOE is the Cognizant Federal Agency, send the Annual Incurred Cost Proposal to one of the following offices: • CostPrice@ee.doe.gov (if the Golden Field Office is Cognizant); OR • IndirectRates@hq.doe.gov (if OCED is Cognizant) • PricingGroup@netl.doe.gov (if NETL is Cognizant) Otherwise, submit the proposal to the Recipient’s appropriate Cognizant Federal Agency office. Submission deadline: Within 180 calendar days after the close of the recipient’s fiscal year* *The end of the period of the performance, or closure of an award, does not dismiss this reporting requirement. Prime recipients must submit a certified annual Incurred Cost Proposal (ICP), reconciled to its financial records, in order to finalize and reconcile billing rates incurred and billed to the Government. An ICP submission is required unless one of the following conditions apply to the DOE award: • Recipient elected to apply the 10% de minimis rate as allowed under 2 CFR 200.414(f); or • Recipient has a pre-determined Negotiated Indirect Cost Rate Agreement (NICRA). F. Single Audit: States, Local Government, Tribal Governments, Institution of Higher Education (IHE), or Non-Profit Organization Submit to: Federal Audit Clearinghouse - https://harvester.census.gov/facweb/Default.aspx Submission deadline: Within the earlier of 30 days after receipt of the auditor’s report(s) or 9 months after the end of the audit period (recipient’s fiscal year-end)* *The end of the period of the performance, or closure of an award, does not dismiss this reporting requirement. AGENDA ITEM #6. o) 12 Federal Assistance Reporting Checklist As required by 2 CFR 200 Subpart F, non-federal entities that expend $750,000 or more during the non-federal entity's fiscal year in federal awards must have a single or program- specific audit conducted. The single audit must be conducted in accordance with §200.514 Scope of audit, except when it elects to have a program-specific audit conducted. For most single audits, the requirement is for annual single audits. However, there are occasions where a single audit is not required annually. Per 2 CFR 200.504 - Frequency of audits, a state, local government, or Indian tribe that is required by constitution or statute to undergo its audits less frequently than annually, is permitted to undergo its audits biennially. Also, any nonprofit organization that had biennial audits for all biennial periods ending between July 1, 1992, and January 1, 1995, is permitted to undergo its single audits biennially. For a program-specific audit, when a recipient expends federal award funds under only one federal program (excluding R&D) and the federal program's statutes, regulations, or the terms and conditions of the federal award do not require a financial statement audit of the auditee, the auditee may elect to have a program-specific audit conducted. A program- specific audit may not be elected for R&D unless all of the federal awards expended were received from the same federal agency, or the same federal agency and the same pass- through entity, and that federal agency, or pass-through entity in the case of a subrecipient, approves in advance a program-specific audit. The single audit report shall include audited financial statements. G. National Environmental Policy Act (NEPA) Reporting Submit to: Historic Preservation report: https://www.page.energy.gov Submission deadline: Historic Preservation reports: September 15 of each year Activities utilizing the Historic Preservation Programmatic Agreements must indicate this on the annually required Historic Preservation report. Reports are due September 15 of each year. Forms can be found on and submitted through the DOE PAGE platform found at www.page.energy.gov/. The Historic Preservation report must be submitted for all activities including activities conducted by the sub-recipient. A full list of Programmatic Agreements can be found at Historic Preservation – Executed Programmatic Agreements | Department of Energy H. Davis Bacon Reporting Submit to: https://www.page.energy.gov AGENDA ITEM #6. o) 13 Federal Assistance Reporting Checklist Submission deadline: Within 7 days of each pay period and Semi-annually when applicable a. The DBA applies to contractors and subcontractors of the recipient or sub- recipients for contracts more than $2,000 for the construction, alteration, and/or repair of public buildings or public works, including painting and decorating, where the United States or the District of Columbia is a direct party to the contract. Contractors and subcontractors funded in whole or in part under this Award shall pay their laborers and mechanics wages at rates not less than those prevailing on similar projects in the locality, as determined by the Secretary of Labor in accordance with subchapter IV of chapter 31 of title 40, United States Code commonly referred to as the Davis-Bacon Act (DBA). b. EECBG Program formula grant recipients will also be required to undergo DBA compliance training and maintain competency in DBA compliance. The Contracting Officer will notify the recipient of any DOEsponsored DBA compliance trainings. DOL offers free Prevailing Wage Seminars several times a year that meet this requirement, at: https://www.dol.gov/agencies/whd/governmentcontracts/construction/seminar s/events c. Weekly Payroll Report i. EECBG prime recipients (grantees) must maintain an accurate record of hours worked and wages paid, including fringe benefit contributions, and submit certified payrolls on a weekly basis to DOE. Grantees are also responsible for tracking and maintain DBA records for all subcontractors and sub-recipients. Examples of labor compliance platforms available to help grantees streamline DBA reporting by contractors and subcontractors include: LCPtracker, eMARS, Elation Systems, and other third-party systems ii. EECBG Program recipients must ensure the timely electronic submission of weekly certified payrolls through the DOE-provided DBA software application as part of its compliance with the Davis-Bacon Act unless a waiver is granted to a particular contractor or subcontractor because it is unable or limited in its ability to use or access. Applicants should indicate if they will seek a waiver. d. Semi-Annual Compliance and Enforcement Report i. EECBG grantees must submit semi-annual reports on compliance with the enforcement of the labor standards provision of the Davis-Bacon Act and its related acts covering the periods of October 1 through March 31 and April 1 through September 30 ii. Examples of labor compliance platforms available to help grantees streamline DBA reporting by contractors and subcontractors include: LCPtracker, eMARS, Elation Systems, and other third-party systems For more information about labor laws to include Davis Bacon Act and Build American Buy American contact BILLabor@hq.doe.gov. AGENDA ITEM #6. o) 14 Federal Assistance Reporting Checklist III. Closeout Reporting A. Tangible Personal Property Report – Final Report (SF-428 & SF-428B) Submit to: https://www.page.energy.gov Submission deadline: Within 120 calendar days after expiration or termination of the award The prime recipient must submit a final inventory of and request disposition instructions for any federally-owned property and/or property or equipment acquired with project funds with an acquisition cost above $5,000, whether the property is/was in the possession of the prime recipient or subrecipients. The prime recipient must complete an SF-428 and SF-428B, available at Post-Award Reporting Forms | GRANTS.GOV. If disposition occurs at any time other than award closeout, the prime recipient must complete an SF-428 and SF-428C (see IV. Other Reporting H. Property Disposition Request/Report). Only the DOE Contracting Officer has authority to approve disposition requests and issue disposition instructions. B. Other (see Special Instructions) Submit to: https://www.page.energy.gov Submission deadline: Within 120 calendar days after expiration or termination of the award AGENDA ITEM #6. o) 15 Federal Assistance Reporting Checklist IV. BIL Reporting A. Quality Job Creation 1. Direct Jobs Submit to: Consult DOE Project team for the announcement of the Davis Bacon Reporting Tool Submission deadline: Weekly This award is funded under Division D of the Bipartisan Infrastructure Law (BIL). All laborers and mechanics employed by the recipient, subrecipients, contractors or subcontractors in the performance of construction, alteration, or repair work in excess of $2000 on an award funded directly by or assisted in whole or in part by funds made available under this award shall be paid wages at rates not less than those prevailing on similar projects in the locality, as determined by the Secretary of Labor in accordance with subchapter IV of chapter 31 of title 40, United States Code commonly referred to as the “Davis-Bacon Act” (DBA). The Recipient must ensure the timely electronic submission of weekly certified payrolls to a third-party DBA electronic payroll compliance software application unless a waiver is granted to a particular contractor or subcontractor because they are unable or limited in their ability to use or access the software. Please refer to section II.H. for information on Davis Bacon Act Reporting. 2. Good Jobs Submit to: https://www.page.energy.gov Submission deadline: Yearly; within 30 calendar days after the end of the federal fiscal year Recipients must complete and upload the jobs template (coming soon) that will be available for download from the PAGE site or the EECBG formula application hub on an annual basis. Once available, the report will be uploaded to the PAGE document library. The report focuses on good jobs provided to employees through EECBG Program funds. B. Equity and Justice Submit to: https://www.page.energy.gov Submission deadline: Semi-annually within 30 calendar days after the end of the federal fiscal year quarter The Equity and Justice reports are imbedded in the EECBG Program Process Metrics as part of the performance report. Please report on EECBG process metrics 9d. (Organizations Receiving TA) and 11a. (Community and Stakeholder Engagement) when applicable to #1 and #2 below. AGENDA ITEM #6. o) 16 Federal Assistance Reporting Checklist 1. Community Engagement Process This report applies to all projects that include building, expanding, or retrofitting a facility. Recipients should report on engagement activities such as participatory research, citizen advisory committees, open planning forums, etc. and the outputs of those activities such as memorandums of understanding, letters of support, etc. Information in this tab should reflect the objectives. 2. Engagement Events and Technical Assistance This report applies to all projects that hold stakeholder engagement events. Recipients are required to report on stakeholders engaged and from what, if any, communities of interest. C. Pathways to Net Zero Submit to: https://www.page.energy.gov Submission deadline: As Specified, within 30 calendar days after the end of the first quarterly reporting period; Yearly; within 90 calendar days after the end of the federal fiscal year and Final; within 120 calendar days after expiration or termination of the award. Pathways to Net Zero Reports will be imbedded in the EECBG Program Process Metrics as part of the performance reports. Please report on EECBG process metric areas 1 (Retrofits), 3 (Equipment Purchased), and 5 (Renewable Energy) when applicable. 1. Infrastructure Supported This report applies to projects that build, retrofit, retool, repurpose, or otherwise support the construction or continued operation of energy generation, energy storage, or other clean energy infrastructure. Projects that fund infrastructure planning should also report. Recipients are required to report on planned values, annual actual values for the life of project, and values at closeout. This report is structured by technology type, recipients need only complete the technology type applicable to their project as indicated by the DOE project team. 2. Energy Saved This report applies to all projects that include energy efficiency upgrades or fuel switching, water conservation upgrades that save energy, or distributed energy resources. Recipients are required to report on interventions completed as well as planned and actual energy savings. D. One Time Location Report AGENDA ITEM #6. o) 17 Federal Assistance Reporting Checklist Submit to: https://www.page.energy.gov Submission deadline: One time In addition to the reporting of metrics, there is a one-time special status report requirement for recipients with projects that take place in specific physical locations. The eligible activities that would be most applicable to the One-time Location Report are noted in Attachment 2. This report is required for all EECBG Program formula recipients pursuing activities mapped to this report, including projects benefitting disadvantaged communities. This report would be best completed during the first year of the award. AGENDA ITEM #6. o) 18 Federal Assistance Reporting Checklist V. Appendix A: Notice To Recipients (Prime Recipients And Subrecipients) Regarding Protected Data, Limited Rights Data And Protected Personally Identifiable Information I. PROTECTED DATA AND LIMITED RIGHTS DATA The recipient is required to mark protected data and limited rights data in accordance with the IP clause set of the award agreement. Failure to properly mark data may result in its public disclosure under the Freedom of Information Act (FOIA, 5 U.S.C. § 552) or otherwise. A. Protected Data - Technical Data or Commercial or Financial Data First Produced in the Performance of the Award The U.S. Government normally retains unlimited rights in any technical data or commercial or financial data produced in performance of Government financial assistance awards, including the right to distribute to the public. However, under certain DOE awards, the recipient may mark certain categories of data produced under the award as protected from public disclosure for a period of time (“Protected Data”).If the award agreement provides for protected data and the recipient wants the data to be protected, the recipient must properly mark any documents containing Protected Data. The recipient should review the IP clause set of the award agreement to determine the applicability of protected data, the maximum length of period of time for data protection and the required markings that must be used to invoke data protection for the award. B. Limited Rights Data - Data Produced Outside of the Award at Private Expense Limited Rights Data is data (other than computer software) developed at private expense outside any Government financial assistance award or contract that embody trade secrets or are commercial or financial and confidential or privileged. Prior to including any Limited Rights Data in any documents to DOE, the recipient should review the award agreement. In most DOE awards, the recipient should not deliver any limited rights data to DOE if the recipient wants to protect the Limited Rights Data. If the DOE award does allow and require the delivery of limited rights data, then the recipient must properly mark any documents containing Limited Rights Data as set forth in the IP clause of the award agreement. II. PROTECTED PERSONALLY IDENTIFIABLE INFORMATION The recipient should not include any Protected Personally Identifiable Information (Protected PII) in their submissions to DOE. Protected PII is defined as any data that, if compromised, could cause harm to an individual such as identify theft. Protected PII includes, but is not limited to: AGENDA ITEM #6. o) 19 Federal Assistance Reporting Checklist • Social Security Numbers in any form; • Place of Birth associated with an individual; • Date of Birth associated with an individual; • Mother’s maiden name associated with an individual; • Biometric record associated with an individual; • Fingerprint; • Iris Scan; • DNA; • Medical history information associated with an individual; • Medical conditions, including history of disease; • Metric information, e.g., weight, height, blood pressure; • Criminal history associated with an individual; • Ratings; • Disciplinary actions; • Passport number; • Educational transcripts; • Financial information associated with an individual; • Credit card numbers; and • Security clearance history or related information (not including actual clearances held). AGENDA ITEM #6. o) OMB Number: 4040-0006 Expiration Date: 02/28/2025BUDGET INFORMATION - Non-Construction Programs 2. Program/Project Title1. Program/Project Identification No. Energy Efficiency and Conservation Block Grant Program – Bipartisan Infrastructure Law 2021 SE0000369 City of Renton3.Name and Address 4. Program/Project Start Date 5. Completion Date 05/10/2024 06/30/2026 1055 S Grady Way Renton, WA 980573232 Total (g) Non-Federal (f) Federal (e) Non-Federal (d) New or Revised BudgetEstimated Unobligated Funds Federal (c) Federal Catalog No. (b) Grant Program Function or Activity (a) SECTION A - BUDGET SUMMARY 81.128 $ 0.00 $ 157,700.001. Federal $ 157,700.00 2. 3. 4. $ 0.00 $ 0.00 $ 157,700.00 $ 0.005.TOTAL $ 157,700.00 SECTION B - BUDGET CATEGORIES Grant Program, Function or Activity Total6. Object Class Categories (5)(4)(3)(2)(1)DOE a. Personnel $ 0.00 $ 0.00 b. Fringe Benefits $ 0.00 $ 0.00 c. Travel $ 0.00 $ 0.00 d. Equipment $ 132,700.00 $ 132,700.00 e. Supplies $ 0.00 $ 0.00 f. Contract $ 25,000.00 $ 25,000.00 g. Construction $ 0.00 $ 0.00 h. Other Direct Costs $ 0.00 $ 0.00 i. Total Direct Charges $ 157,700.00 $ 157,700.00 j. Indirect Costs $ 0.00 $ 0.00 k. Totals $ 157,700.00 $ 157,700.00 7. Program Income $ 0.00 $ 0.00 Standard Form 424A (Rev. 7-97) Prescribed by OMB Circular A-102 Previous Edition Usable Authorized for Local Reproduction Attachment 3 DE-SE0000369.0000AGENDA ITEM #6. o) Remarks The equipment type, number and prices included in this budget are estimates based on review of the City of Renton's current equipment inventory, a scan of market costs for batteryelectric equipment, and some guidance from the consultant (AGZA). A component of the services that AGZA will deliver includes a thorough analysis of Renton's equipment inventory and recommendations for equipment, storage and infrastructure to be purchased. As a result, it is highly likely that the costs by equipment type will change (though they will not exceed the funding allocated by EECBG) based on the consultant's recommendations. U.S. Department of Energy Energy Efficiency and Conservation Block Grant Program – Bipartisan Infrastructure Law 2021 (EECBGBIL) BUDGET INFORMATION REMARKS Grant Number: SE0000369, State: WA Recipient: City of Renton PAGE, 07/30/2024 08:11:41 AM Standard Form 424A (Rev. 7-97) Prescribed by OMB Circular A-102 Page 1 / 1 AGENDA ITEM #6. o) Attachment 4 DE-SE0000369.0000 Intellectual Property Provisions (NRD-821) Nonresearch and Development Intellectual property rights are subject to 2 CFR 200.315 (e.g. institution of higher education or nonprofit organizations) or 2 CFR 910.362 (e.g. for-profit). AGENDA ITEM #6. o) EECBG Program: Energy Efficiency and Conservation Strategy Template for Local Governments Local governments must submit a proposed Energy Efficiency and Conservation Strategy (EECS) to the Department of Energy (DOE) to meet the statutory requirements for the Energy Efficiency and Conservation Block Grant (EECBG) Program. The proposed EECS must include the information contained in Part A of this template. Local governments may use this streamlined EECS Template to meet the requirement, but the template is not required. If a local government chooses to submit an EECS using an alternative format, the information outlined in Part A must be included in the submission. Local governments have the option of submitting their EECS at the time of application or no later than 1 year after the effective date of the award. If the latter option is chosen, the EECS should be a comprehensive strategy that covers, at a minimum, all items detailed in this template. DOE will provide informational resources and technical assistance to support the development of comprehensive strategies. Local governments that do not submit an EECS with their application must submit an EECBG Program Activity File with their application and select Activity 1 (Energy Efficiency and Conservation Strategy). Part A Grantee: City of Renton Date: 6/24/2024 UEI Number: UG2PSBS6UJJ3 Program Contact Email: emorton@rentonwa.gov 1) Local governments must include within their proposed strategy a description of their goals for increased energy efficiency and conservation in the jurisdiction. Does your local government have existing energy efficiency and conservation or related goals? a. Yes  i. What goals do you have? (check all that apply) 1. GHG reduction goal a. Specific goal (e.g., 80% GHG reduced from 1990 levels): A 50% reduction in GHG emissions from 2007 levels by 2030 A 75% reduction in GHG emissions from 2007 levels by 2040 A 95% reduction in GHG emissions from 2007 levels and reach carbon neutrality by 2050. b. By what year? (e.g., 2050) 2050 2. Energy use reduction goal a. Specific goal: b. By what year? 3. Clean energy use goal a. Specific goal: U.S. Department of Energy Energy Efficiency and Conservation Block Grant Program ± Bipartisan Infrastructure Law 2021 (EECBGBIL) STRATEGY Grant Number: SE State: :A Program Year: 2023 Recipient: City of Renton PAGE, 07/30/2024 08:11:46 AM Page 1 / 8 Attachment 'ESE.AGENDA ITEM #6. o) b. By what year? 4. EV adoption goal a. Specific goal: b. By what year? 5. Job creation goal a. Specific goal: b. By what year? 6. Job quality goal a. Specific goal: b. By what year? 7. Other a. Specific goal: b. By what year? b. No, our local government does not have an existing goal, but we are selecting the following goal as part of our strategy. If you select option 5, you must also select from options 14 or option 6 (may select more than one option). i. Carbon neutrality by 2050 or sooner ii. Reduce energy use by 50% by 2050 or sooner iii. 100% carbonfree energy use by 2050 or sooner iv. 80% EV adoption by 2050 or sooner v. Pay prevailing wages for all construction and maintenance projects by 2025 U.S. Department of Energy Energy Efficiency and Conservation Block Grant Program – Bipartisan Infrastructure Law 2021 (EECBGBIL) STRATEGY Grant Number: SE0000369, State: WA, Program Year: 2023 Recipient: City of Renton PAGE, 07/30/2024 08:11:46 AM Page 2 / 8 AGENDA ITEM #6. o) vi. Other 2) Does your local government have an existing plan or strategy document (e.g., climate action plan, energy conservation plan, comprehensive energy plan, etc.) to reduce energy use, increase energy efficiency, reduce emissions, or train workers for highquality energy efficiency jobs? a. Yes  i. Strategy document uploaded:  ii. Do you intend to update your plan in the next two years? 1. Yes a. Are you planning to use any of your EECBG Program funds to update your plan? i. Yes ii. No b. What updates do you intend to make to your plan? b. No i. Please briefly describe your strategy to achieve your goals listed in Question 1 3) Are you planning to use a blueprint (see Section 4.5 of the EECBG Program Formula Grant Application Instructions document for more details)? a. Yes  i. Which one(s)? Energy Planning 1. Energy Planning Efficient Buildings 2a. Energy Efficiency Energy Audits and Building Upgrades  2b. Energy Savings Performance Contracts: Energy Efficiency and Electrification in Government Buildings 2c. Building Electrification Campaign 2d. Building Performance Standards & Stretch Codes Renewables 3a. Solar & Storage Power Purchase Agreements and Direct Ownership 3b. Community Solar 3c. Solarize Campaign 3d. Renewable Resource Planning for Rural and Tribal Communities Electric Transportation 4a. Electric Vehicles and Fleet Electrification 4b. EV Charging Infrastructure for the Community Finance 5. Unlocking Sustainable Financing Solutions for Energy Projects and Programs with Revolving Loan Funds Workforce 6. Workforce Development ii. How does this blueprint help you meet your strategy/goals? U.S. Department of Energy Energy Efficiency and Conservation Block Grant Program – Bipartisan Infrastructure Law 2021 (EECBGBIL) STRATEGY Grant Number: SE0000369, State: WA, Program Year: 2023 Recipient: City of Renton PAGE, 07/30/2024 08:11:46 AM Page 3 / 8 AGENDA ITEM #6. o) The city will use this blueprint to transition its small maintenance equipment from gas to electric. The project directly supports the goals and priorities included in the Clean Economy Strategy (CES) – Renton ’s climate action strategy document. The CES provides a framework for citywide planning efforts and moves the city toward its collective vision of net zero emissions and climate resilience. The CES outlines a set of priority strategies and actions to be implemented to reach our climate goals. Included in these strategies is an action directing the city to “Transition to electric offroad equipment such as lawnmowers and leaf blowers” (CES 2.0, Appendix A, TL 1.7). Findings from a 2019 GHG inventory of Renton’s emissions showed that approximately 378 MTCO2e came from offroad maintenance equipment. The proposed project will engage a consultant from the American Green Zone Alliance, who will conduct an equipment inventory and provide a report on their recommendations for the number and type of gas equipment units to replace with batteryelectric powered alternatives, maximizing emissions reductions within our allocated EECBG funding. Gaspowered lawn and garden equipment engines emit toxic and carcinogenic air pollutants, particulate matter, and carbon dioxide that have negative environmental and health effects. Maintenance workers and vulnerable groups including children, seniors, and people with preexisting health conditions are particularly susceptible to harm caused by emissions from gaspowered maintenance equipment. Electric equipment has been shown to be a viable strategy for eliminating or substantially reducing many of these impacts. Additionally, reduction of the high decibel level noise produced by gas landscape maintenance equipment is an ancillary benefit associated with transitioning to electric equipment. The city will use the EECBG funds to ensure a successful transition to electric equipment, in support of Renton ’s CES and climaterelated goals. b. No i. What category of work do you plan to apply your EECBG Program funds to? (check all that apply) 1. Strategy development a. Developing goals b. Developing measures to track progress c. Providing annual reporting on goals 2. Technical consultant services to assist in strategy development 3. Building energy audits a. Residential b. Commercial c. Industrial d. Municipal 4. Financial programs a. Loan programs b. Performance contracting programs c. Rebates/grants d. Incentives e. Other 5. Energy efficiency retrofits a. Residential b. Commercial c. Industrial d. Municipal 6. Energy efficiency and conservation programs for buildings and facilities a. Residential b. Commercial c. Industrial d. Municipal 7. Transportation Programs a. Electric vehicle planning i. Municipal ii. Communitywide b. Purchasing of electric vehicles c. Installation of electric vehicle chargers U.S. Department of Energy Energy Efficiency and Conservation Block Grant Program – Bipartisan Infrastructure Law 2021 (EECBGBIL) STRATEGY Grant Number: SE0000369, State: WA, Program Year: 2023 Recipient: City of Renton PAGE, 07/30/2024 08:11:46 AM Page 4 / 8 AGENDA ITEM #6. o) i. Municipal ii. Communitywide d. Use of flex time by employers e. Satellite work centers f. Zoning guidelines or requirements that promote energy efficient development g. Infrastructure, such as bike lanes and pathways and pedestrian walkways h. Synchronization of traffic signals i. Public transit system improvement investments j. Other 8. Building codes and inspection a. Updating building codes b. Improving enforcement/compliance with building codes c. Building performance standards d. Other 9. Energy distribution technologies for energy efficiency a. Distributed resources b. District heating and cooling systems d. Other 10. Material conservation programs a. Source reduction b. Recycling c. Composting d. Sustainable procurement e. Other 11. Reduction and capture of methane and other greenhouse gases generated a. Landfills b. Wastewater treatment facilities c. Other 12. Traffic signals and street lighting upgrades 13. Renewable energy on government buildings a. Solar b. Wind c. Fuel cells d. Biomass 14. Programs for financing, purchasing, and installing energy efficiency, renewable energy, and zeroemission transportation (and associated infrastructure) 15. Other (requires approval of Secretary) ii. How will your use of funds help your unit of government meet its strategy/goals? iii. Provide a brief description of your project(s)? U.S. Department of Energy Energy Efficiency and Conservation Block Grant Program – Bipartisan Infrastructure Law 2021 (EECBGBIL) STRATEGY Grant Number: SE0000369, State: WA, Program Year: 2023 Recipient: City of Renton PAGE, 07/30/2024 08:11:46 AM Page 5 / 8 AGENDA ITEM #6. o) 4) Local governments must coordinate and share information with the State in which the eligible local government is located regarding activities carried out using the grant to maximize the energy efficiency and conservation benefits under the EECBG Program. Have you coordinated and shared your planned activities with your State? a. Yes  i. Please describe how you plan to coordinate with your State The City of Renton Sustainability & Solid Waste team has shared our EECBG project plans with the Washington State Department of Commerce, who functions as the state energy office. The Department of Commerce's Energy Retrofits for Public Buildings program maintains a list of Washington entity's EECBG projects and connect entities with similar or complementary projects. Our EECBG project is included on that list. The City of Renton will continue to update the Department of Commerce with our project plans as requested, and as they change or are updated. 5) Local governments must take into account any plans for the use of funds by adjacent eligible local governments that receive grants under the EECBG Program. Have you taken into account how adjacent eligible units of local governments plan to use their funds? a. Yes  Part B 1) Do you plan to collaborate with other eligible units of government? a. Yes, we are going to form a team and apply through a joint application i. List the names of the units of government 1. Which unit of government is serving as the lead applicant? ii. Please describe what your team plans to work on together b. Yes, we are going to informally collaborate i. List the names of the units of government ii. Please describe your planned collaboration c. We are not yet sure if we are going to collaborate with others U.S. Department of Energy Energy Efficiency and Conservation Block Grant Program – Bipartisan Infrastructure Law 2021 (EECBGBIL) STRATEGY Grant Number: SE0000369, State: WA, Program Year: 2023 Recipient: City of Renton PAGE, 07/30/2024 08:11:46 AM Page 6 / 8 AGENDA ITEM #6. o) d. No  2) Are you planning to partner with other organizations including utilities, energy industry and financial companies, community based organizations, labor unions, and other nonprofit organizations for your project? a. Yes i. Please list your partners b. No  3) Have you engaged local stakeholders (such as utilities, energy industry and financial companies, communitybased organizations, labor unions, and other nonprofit organizations) in the development of your plan and/or how you intend to use your EECBG Program allocation? a. Yes  b. No 4) Will this EECBG Program funding help you to access additional sources of funding? a. Yes  i. What kind? (check all that apply) 1. Local government 2. State government 3. Federal government  4. Philanthropic 5. Private sector 6. Other  b. No i. Would you like assistance in identifying other sources of funding? a. Yes b. No 5) Do you anticipate needing support for your project development/implementation? a. Yes i. What kind? (check all that apply) 1. Policy, planning and program design 2. Retrofits 3. Engineering and modeling 4. Stakeholder engagement 5. Program administration and implementation support 6. Outreach, education and advertising 7. Other b. No  6) Do you anticipate the project(s) you use this funding for will continue after the EECBG Program funding period? a. Yes  i. Describe how the projects(s) have been designed to ensure that it sustains benefits beyond the EECBG Program funding period The project will sustain benefits beyond the EECBG Program funding period by incorporating activities and processes that (1) ensure the equipment continues to function effectively and (2) maximize benefits throughout its useful life. For example, the city plans to take a holistic look at charging infrastructure and charging policies, building out structures that ensure that equipment is always charged and properly maintained. Additionally, all operators will receive training U.S. Department of Energy Energy Efficiency and Conservation Block Grant Program – Bipartisan Infrastructure Law 2021 (EECBGBIL) STRATEGY Grant Number: SE0000369, State: WA, Program Year: 2023 Recipient: City of Renton PAGE, 07/30/2024 08:11:46 AM Page 7 / 8 AGENDA ITEM #6. o) on how to use the equipment. This ensures the equipment is operated and maintained in a way that maximizes its functionality, efficiency, and lifespan, so that the equipment can continue to deliver benefits for years to come. Furthermore, we have designed the Landscaping Equipment Transition Pilot Project as a pilot allowing the city to implement the program, while also learning best practices to apply as we continue to transition additional equipment in the future. By using Renton's EECBG funds to launch the city's equipment transition as a pilot, we not only increase the chances for success when transitioning the city's remaining maintenance equipment, but also when looking forward to broader electrification projects in the future. Ideally, this project will allow the city to showcase positive outcomes for its stakeholders and carry forward lessons learned to ensure successful results in future projects. b. No i. What would help you to continue? (check all that apply) 1. Local sustainable financing 2. Public and local political support 3. Staff capacity 4. Other 7) How will your project(s) benefit disadvantaged communities? (check all that apply) a. Benefits include (but are not limited to) measurable direct or indirect investments or positive project outcomes that achieve or contribute to the following in disadvantaged communities: i. A decrease in energy burden ii. A decrease in environmental exposure and burdens  iii. An increase in access to lowcost capital iv. An increase in job quality (including paying prevailing wages for construction and maintenance projects by 2025) v. An increase in clean energy enterprise creation and contracting (e.g., minorityowned or disadvantaged business enterprises) vi. An increase in clean energy jobs, job pipeline, and job training for individuals from disadvantaged communities vii. An increase in parity in clean energy technology access and adoption viii. An increase in energy democracy ix. Other 1. Please explain 8) How will your strategy support the goal that 40% of the overall benefits of certain federal investments flow to disadvantaged communities, in line with the Justice40 initiative? The City of Renton's project supports the goal that 40% of overall benefits of certain federal investments flow to disadvantaged communities by decreasing environmental exposures emitted by the two stroke gas engines of landscaping equipment like leaf blowers, string trimmers, saws and edgers in the neighborhoods and parks that support Renton residents, including those in disadvantaged communities. Equipment emissions include toxic and carcinogenic air pollutants, ozone forming chemicals, fine particulate matter, and greenhouse gases like carbon dioxide. These emissions are particularly harmful to vulnerable populations, including children, seniors, and people with preexisting health conditions. Forty one percent of Renton residents live in a census tract with one or more disadvantaged designations, according to the Justice40 Climate & Economic Justice Screening Tool. The roads, rightsof way and city owned properties in these census tracts are serviced by Renton Public Works Maintenance staff and the many city parks in these tracts are maintained by Renton Parks & Recreation staff. By transitioning the city's maintenance equipment to electric, we will reduce the harmful emissions from gaspowered equipment serving the Renton residents and visitors who live, work and play in disadvantaged communities within the city. U.S. Department of Energy Energy Efficiency and Conservation Block Grant Program – Bipartisan Infrastructure Law 2021 (EECBGBIL) STRATEGY Grant Number: SE0000369, State: WA, Program Year: 2023 Recipient: City of Renton PAGE, 07/30/2024 08:11:46 AM Page 8 / 8 AGENDA ITEM #6. o) AB - 3805 City Council Regular Meeting - 07 Apr 2025 SUBJECT/TITLE: Amendment #2 to CAG-23-128 A&E Professional Services with Century West – Taxiway Alpha Rehabilitation RECOMMENDED ACTION: Refer to Transportation (Aviation) Committee DEPARTMENT: Public Works Airport STAFF CONTACT: William Adams, Principal Engineer EXT.: 206-775-6862 FISCAL IMPACT SUMMARY: The fiscal impact of Amendment NO.2 with Century West Engineering for A&E Professional Services is not to exceed $250,796. The maximum amount of compensation payable to consultant is increased by $250,796 from $1,833,055to $2,083,851. The City of Renton received an FAA Airport Improvement Grant in the amount of $1,660,999 via Agenda Bill No.#3375 that will cover 90% of the costs incurred under the first amendment of this agreement. The airport will seek a discretionary grant from the FAA for 90% of this amendment No. 2 amount during the close out period. (Q4 2025) The remaining 10% will be funded by the Airport 422.725114 account. The total project has an adjusted 2025 budget of $2,171,397. SUMMARY OF ACTION: The Airport is seeking to amend the A&E professional services agreement with Century West Engineering to add the final 10% of designfor the upcoming Taxiway Alpha Rehabilitation project at the Renton Airport. Thisamendment will complete the final design and include, project management, FAA coordination, permitting, and construction safety phasing, and bidding of the taxiway alpha rehabilitation. The majority of the extra costs from this amendment come from having to make multiple sets of designs/phasing's at the FAA’s direction across multiple FAA Project Managers. Themajority of this additional effort is eligible for grant funding during the closeout period. The estimated construction cost of Taxiway Alpha Rehabilitation is $20,000,000 and will be funded with a combination of FAA AIP Fund (95%) and Airport Fund Balance (5%).The tentative schedule is as follows: - Project Biddingend of April; -Bid award -end of June; Notice To Proceed to Contractor with long lead time procurement items in July 2025; Phase 1 paving construction Spring 2026. - Begin phase 2 paving Spring 2027 EXHIBITS: A. Agreement STAFF RECOMMENDATION: Authorize the Mayor and the city clerk to execute the amendment with Century West Engineeringfor A&E Professional Services not to exceed $250,796 for the final design and biddingservices associated with Taxiway Alpha Rehabilitation. AGENDA ITEM #6. p) AMENDMENT NO. 2 TO AGREEMENT FOR PROFESSIONAL SERVICES THIS AMENDMENT, dated for reference purposes only as March 19, 2025, is by and between the City of Renton (the “City”), a Washington municipal corporation, and Century West Engineering Corporation (“Consultant”), an Oregon corporation. The City and the Consultant are referred to collectively in this Amendment as the “Parties.” Once fully executed by the Parties, this Amendment is effective as of the last date signed by both parties. Whereas, the City engaged the services of the Consultant under Agreement CAG-23-128, dated 4/5/2023, to provide necessary services for the Taxiway Alpha Reconstruction project (referred to herein as the “Agreement”); Whereas, the Parties wish to amend the Agreement to change the scope of work, and change the compensation in order to take the project to final design and bidding. NOW THEREFORE, It is mutually agreed upon that CAG-23-128 is amended as follows: 1. Scope of Work: Section 1, Scope of Work, is amended to add work as specified in Exhibit A-2, which is attached and incorporated herein. 2. Compensation: Section 4, Compensation, is amended so that the maximum amount of compensation payable to Consultant is increased by $250,796 from $1,833,055 to $2,083,851, plus any applicable state and local sales taxes. The additional compensation shall be paid based upon Work actually performed according to the rate(s) or amounts specified in Exhibit B-2 ,which is attached and incorporated herein. 3. All terms of the Agreement not explicitly modified herein shall remain in full force and effect and such terms shall apply to Work performed according to this Amendment as if fully set forth herein. AGENDA ITEM #6. p) PAGE 2 OF 2 IN WITNESS WHEREOF, the Parties have voluntarily entered into this Amendment as of the date last signed by the Parties below. CITY OF RENTON By:_____________________________ CONSULTANT By:____________________________ Armondo Pavone Mayor Joseph Roshak, PE President _____________________________ Date _____________________________ Date Attest _____________________________ Jason A. Seth City Clerk Approved as to Legal Form By: __________________________ Cheryl Beyer Senior Assistant City Attorney Contract Template Updated 06/17/2021 Clb 3/19/25 (2481) 3/20/2025 AGENDA ITEM #6. p) 1 Exhibit A -2 February 5, 2025 Scope of Work Taxiway A Reconstruction / Rehabilitation and Associated Improvements Addendum #2 – Additional Services Performed for the Renton Municipal Airport Rev 2-4-25_r0 GENERAL This Addendum #2 scope of work includes work performed out of the original scope and for additional work requested for the Taxiway A Reconstruction / Rehabilitation and Associated Improvements Project at the Renton Municipal Airport. The original scope of work is summarized in Attachment 1.( Attachment 1 was submitted documentation to the FAA and not included in this Exhibit A-2) A grant amendment request memo is summarized in Attachment 2 ( Attachment 2 was submitted documentation to the FAA and not included in this Exhibit A-2) and includes a background of the additional work performed as part of this scope of work. Century West Engineering (CWE, Consultant) has prepared the following scope of work document. PROJECT PURPOSE, NEED & PROPOSED IMPROVEMENTS Generally, the project originally consisted of a single bid package that would be split into two phases of construction. In the Fall of 2023, the FAA determined that the full project improvements could not be funded as originally scoped. The Consultant was directed by the FAA to provide alternatives for a project that could be constructed with anticipated available FAA funds. Furthermore, the FAA directed the Consultant to split the work into two, unique bid packages that would be bid over separate years. Work was advanced to a 100% Phase 1 bid package and a combined 90% Phase 1 & Phase 2 bid package. In December 2024, the FAA directed the Consultant to prepare a combined Phase 1 & Phase 2 bid package that is anticipated to be bid in Spring 2025 and constructed in Summer 2026 (Phase 1) and Summer 2027 (Phase 2). See Attachment 2 for additional detail on the timeline of the project to date and a summary of the additional out-of-scope work items performed. PROJECT IMPLEMENTATION ASSUMPTIONS It is assumed FAA, WSDOT, and City standard technical specifications and City front- end specifications will be utilized for the work. If other specifications are required, it is assumed incorporation and effort to include will be performed under a separate scope and fee. AGENDA ITEM #6. p) 2 PROJECT CONSULTANTS The prime consultant for this project is Century West Engineering (CWE). Subconsultant for this amendment of the project include: Kimley Horn (KH) will provide engineering services for electrical, lighting, signage, fire waterline/hydrant, stormwater, other utility adjustments, and supplemental civil support services. The activities and work elements for each task are described in the scope of work that follows. The original scope of work is shown in italics, and the additional scope of work required is shown in bold. Only changes or additions to the original scope of work are shown. All other scope of work items are unchanged. TASK 1 - PROJECT MANAGEMENT/ADMINISTRATION Task 1 Work Items: 1.Finalize work scope and negotiate contract with the Airport. (CWE, KH). Finalize work scope and negotiate contract with the Airport for Amendment #3. (CWE, KH). 2.Prepare and provide a detailed scope of work, as necessary prepare update to project overview exhibit, and a spreadsheet without costs to the Airport for obtaining an independent fee estimate (IFE) by a separate consultant. (CWE, KH) Prepare detailed scope of work and spreadsheet without costs to the Airport to prepare a cost analysis of the proposed fee for the Amendment #3 work. 3.Carry out project administration including, but not limited to monitoring design and project schedules, coordination of project with the Airport and FAA, coordination of subconsultants contracts, monitoring and reporting schedule and budget status to the Airport and FAA, preparation of monthly consultant invoices for submittal to the Airport. (CWE, KH) Activity during Phase 2 final design activities is expected to occur over a 6-month period. Carry out project administration over an additional 12-month period from the originally assumed 6-month period, 18-months total. 5.Coordinate and manage project team activities, including subconsultants work activities and project progress. This effort includes conducting and attending bi- weekly project consultant team meetings to coordinate work tasks and technical details between the prime consultant and subconsultants work tasks. Up to 12 meetings are anticipated. Meetings are anticipated to be attended by the Project Manager, Airfield Lead Engineer, and up to one other Airfield Engineer (CWE); AGENDA ITEM #6. p) 3 and by the Utilities Lead Engineer, and up to two other engineers (KH). Meetings will be held via video conferencing. (CWE, KH) Original scope assumed up to 12 meetings were anticipated. Total anticipated number of meetings throughout duration of project is 54. This scope includes additional 42 meetings that are 1 hour in duration attended by two Consultant staff. 9.Conduct in-house quality control for engineering submittal documents (30%, 60%, 90%, 100%, Final (issued for bid), and permitting submittals) (CWE, KH) Due to FAA project manager change and hence further different and new comments being provided by the FAA, another review of in house QAQC will be required for the Phase 1 100% & Final Review documents that will be submitted. Primary Task 1 Deliverables: Contract scope and fee PDF Documents for fee review PDF & EXCEL Meeting agendas and minutes/notes PDF TASK 2 – FAA ADMINISTRATION COORDINATION 2.Specific to the two construction AIP grants, prepare and submit up to five (5) FAA Quarterly Performance Reports per grant, and up to two (2) annual financial reporting (per grant) for fiscal year FY24 and FY25 (forms 425, and 270/271). All other construction administration is not included within this scope and will be part of separate contract scope of work. (CWE) The original scope assumed up to (5) quarterly performance reports to be prepared and two years of annual financial reports (FY23 & FY24). Because of delays in the project, the design grant will require an additional (3) quarterly performance reports to be prepared and submitted and another year of annual reports (FY25). Primary Task 2 Deliverables: FAA quarterly and annual reporting forms PDF & Word TASK 3 – CITY/STATE ENVIRONMENTAL REVIEW & PERMITTING 6.Prepare up to two (2) draft and one (1) final permit application documents, consolidate applicable permit support content from tasks 5, 6, and 8, and assemble permit submittal packets for the following City of Renton applications (CWE, KH). The original scope assumed one (1) final permit application document package. However, when the FAA directed the project to be split into two phases, the City directed the permit submittal to be submitted for each phase of work (2 applications). This effort assumes one additional City civil permit AGENDA ITEM #6. p) 4 application. TASK 5 – ELECTRICAL, LIGHTING, & SIGNAGE DESIGN (30%, 60%, 90%, 100% & FINAL) 1.Prepare 30%, 60%, 90%, 100%, and Final (bid ready) pavement, grading, and other site improvement design in compliance with FAA, and as appropriate other applicable local and State code. Due to FAA project manager change and hence further different and new comments being provided by the FAA, another separate submittal for the Phase 1 100% Bid documents will be required at FAA’s direction. 2.Relative to the design elements of Task 5, assist the Prime consultant analyze and prepare two separate submittals, each including up to three (3) phasing concept alternatives for consideration. Phasing considerations shall accommodate Airport operational constraints, multiple construction years, staggered multiple construction grants, constructability, and material acquisition lead times. One additional phasing concept was prepared as a result of FAA funding constraints and redefining the final scope of work. 3.Document submittals shall be prepared at 30%, 60%, 90%, 100%, and the Final (issued for bid) levels of completion. As a minimum each submittal shall include plans, specifications, estimates, and engineer’s design report (subconsultant specific content), per the submittal completion levels identified. Due to FAA project manager change and hence further different and new comments being provided by the FAA, an additional Phase 1 100% Review submittal incorporated FAA comments received after the initial 100% Review document. 4.City Permit Submittal Documents. Select permit support documents as itemized, are being prepared under this task. Assembly and preparation of permit application materials are being prepared under Task 3. Subconsultant will prepare up to two (2) draft and one (1) final version of the Civil Construction Permit. The original scope assumed only one final version of the Civil Construction Permit. Because of the previous direction from the FAA, two Civil Construction Permit submittals will be required. Primary Task 5 Deliverables: Civil Construction permit submittal plan/detail documents (Draft & Final) PDF AGENDA ITEM #6. p) 5 TASK 6 – STORM DRAINAGE, EROSION CONTROL, & UTILITIES DESIGN (30%, 60%, 90%, 100% & FINAL) 1.Storm Drainage, Subdrainage, & TESC Design (KH) Prepare 30%, 60%, 90%, 100%, and Final (bid ready) drainage design in compliance with the 2022 City of Renton Surface Water Design Manual. This task will include stormwater layout; profiles; sizing calculations for flow control, water quality, and conveyance capacity if required; and a stormwater technical information report. No changes or modifications to the Black River culvert or outfalls into Lake Washington are included in the design. All pipes will be gravity draining and no lift/pump stations are required. No detention vaults or structures are required with all conveyance being direct discharge. Due to FAA project manager change and hence further different and new comments being provided by the FAA, a subsequent 100% Phase 1 bid package will be prepared to address FAA comments from the initial 100% Phase 1 bid package. 2.Fire Waterline / Hydrants Improvements/Removals/Modifications Design (KH) Prepare 30%, 60%, 90%, 100%, and Final (bid ready) fire waterline improvements and removal design in compliance with applicable local standards. Due to FAA project manager change and hence further different and new comments being provided by the FAA, a subsequent 100% Phase 1 bid package will be prepared to address FAA comments from the initial 100% Phase 1 bid package. 3.Other Utility Improvements Design (FAA Fiber, Boeing, Other) (KH) Prepare 30%, 60%, 90%, 100%, and Final (bid ready) utility improvements and design in compliance with applicable local standards. Due to FAA project manager change and hence further different and new comments being provided by the FAA, a subsequent 100% Phase 1 bid package will be prepared to address FAA comments from the initial 100% Phase 1 bid package. 4.Relative to the design elements of Task 6, and to assist in the Prime consultant’s development of a phasing plan; attend one (1) initial project phasing initiation meeting with the Airport, and one (1) initial phasing coordination meeting with the Airport and Boeing company to identify tenant and operational constraint considerations. Meetings will be held onsite at the Airport. Relative to the design elements of Task 6, one (1) representative of KH will attend these meetings. Meetings are anticipated to be up to two (2) hours each in duration. AGENDA ITEM #6. p) 6 One additional phasing concept was prepared as a result of FAA funding constraints and redefining the final scope of work. 5.Document submittals shall be prepared at 30%, 60%, 90%, 100%, and the Final (issued for bid) levels of completion. As a minimum each submittal shall include plans, specifications, estimates, and engineer’s design report (subconsultant specific content), per the submittal completion levels identified. Due to FAA project manager change and hence further different and new comments being provided by the FAA, an additional Phase 1 100% Review submittal incorporated FAA comments received after the initial 100% Review document. 6.City Permit Submittal Documents. Select permit support documents as itemized, are being prepared under this task. Assembly and preparation of permit application materials are being prepared under Task 3. Subconsultant will prepare up to two (2) draft and one (1) final version of the Civil Construction Permit. The original scope assumed only one final version of the Civil Construction Permit. Because of the previous direction from the FAA, two Civil Construction Permit submittals will be required. Primary Task 6 Deliverables: Construction Plans – Phase 1 100% Review Civil Construction permit submittal plan/detail documents Final (PDF) TASK 8 –PAVEMENT, GRADING, & SITE IMPROVEMENTS DESIGN (30%, 60%, 90%, 100% & FINAL) 2.Project Safety & Phasing Design. Prepare a preliminary draft construction safety and phasing plan (CSPP) and recommendations. The CSPP will include both plan sheet documents as well as a specification document per FAA current standards. The safety plan is to be prepared, submitted to, and reviewed by the FAA and Airport. The effort includes soliciting comments and incorporating them into final form for approval by FAA. The original scope assumed preparing and finalizing one CSPP document. The CSPP was originally submitted for FAA review and comment in July 2024 and subsequently approved for submittal via the OEAAA portal. Additional CSPP and phasing comments were received in December 2024 and January 2025 and will have to be incorporated into a revised CSPP document for FAA review and submittal via OEAAA portal. 3.Plans, Specifications, Estimate, & Submittal Review Documents AGENDA ITEM #6. p) 7 Prepare 30%, 60%, 90%, 100%, and Final (bid ready) utility improvements and design in compliance with applicable local standards. Due to FAA project manager change and hence further different and new comments being provided by the FAA, a subsequent 100% Phase 1 bid package will be prepared to address FAA comments from the initial 100% Phase 1 bid package. Primary Task 8 Deliverables: Construction Plans – Phase 1 100% Review Civil Construction permit submittal plan/detail documents Final (PDF) TASK 10 – ADDITIONAL EXHIBIT SUPPORT This task was not included in the original scope of work and summarizes the out-of- scope work requested to be performed by the FAA. 1.Stormwater exhibit. Prepare exhibits that shows existing pavement crown location and ponding locations on and off pavement for FAA review and comment regarding stormwater improvements for the project. (5 Sheets). Approximate existing crown based on survey data and show on each exhibit. Estimate low points in infield and pavement areas based on topographic survey. Solicit input and show additional ponding locations on exhibit based on Airport experience. 2.Pavement section exhibit. Prepare exhibits that shows a profile of the existing Taxiway centerline and compare proposed subgrade excavation depth vs. existing subgrade depth to determine rehabilitation vs. reconstruction limits (5 Sheets). Approximate existing subgrade depth based on geotechnical investigation. Analyze pot holes and bore holes from geotechnical investigation and plot on plan and profile sheets to approximate existing subgrade depth. Review and optimize the proposed finish grade profile to ensure sufficient drainage and ensure proposed pavement section subgrade is above existing subgrade depth to avoid disturbance. 3.Prepare four (4) scope alternatives for FAA review and consideration for advancing the final plans. Each scope alternative will consist of (5) sheets. Prepare cost estimate showing AIP and non-AIP eligible work items associated with each alternative and color code exhibits to match cost estimate. (20 sheets, 4 cost estimates). AGENDA ITEM #6. p) 8 Primary Task 10 Deliverables: Stormwater exhibits (5 sheets) Pavement section exhibits (5 sheets) Scope Alternative Exhibits & Cost Estimates (20 sheets, 4 cost estimates) A. PROJECT SCHEDULE The general anticipated project schedule is as follows: March 2025 – Final Design Submitted for FAA Review/Concurrence April 2025 – Bid Advertisement May 2025 – Bid Opening, Grant Application Submittal Summer 2026 – Phase 1 Construction Summer 2027 – Phase 2 Construction AGENDA ITEM #6. p) Airport:RENTON MUNICIPAL AIRPORT Project:TAXIWAY A RECONSTRUCTION/REHABILITATION - AMENDMENT #3 WORK Sponsor:CITY OF RENTON A.I.P. Grant Number:3-53-0055-032-2023 CWEC Project Number:35022.008.05 2/4/2025_R0 Principal Project Manager Sr. Project Manager Project Manager II Project Manager Sr. Project Engineer Project Engineer EIT Sr. Planner Planner Clerical 1 PROJECT MANAGEMENT/ADMINISTRATION 160 35,330.00$ 20,086.00$ 1.1 Finalize scope and negotiate contract 6 2 0 0 0 0 0 0 0 4 12 2,870.00$ 1.2 Prepare IFE documents; assist Airport with Record of Negotiation 2 2 0 0 0 0 0 0 0 0 4 1,130.00$ 1.3 Project Administration (12 month period)12 12 12 0 0 0 0 0 0 12 48 10,800.00$ 5,522.00$ 1.0 -$ 1.5 Coordinate Internal Project Team & Subconsultants 0 0 42 42 0 0 0 0 0 0 84 17,010.00$ 9,944.00$ 1.0 -$ 1.0 -$ 1.0 -$ 1.9 Quality Control/Quality Assurance Review 8 4 0 0 0 0 0 0 0 0 12 3,520.00$ 4,620.00$ 2 FAA ADMINISTRATION COORDINATION 17 3,315.00$ -$ 2.0 -$ 2.2 Construction Grants Administration Reporting 1 8 0 0 0 0 8 0 0 0 17 3,315.00$ 2.0 -$ 2.0 -$ 2.0 -$ 2.0 -$ 2.0 -$ 2.0 -$ 2.0 -$ 2.0 -$ 3 CITY/STATE ENVIRONMENTAL REVIEW & PERMITTING 22 4,170.00$ 6,787.00$ 3.0 -$ -$ 3.0 -$ 3.0 -$ 3.0 -$ 3.0 -$ 3.6 Permit Application Documents, Assembly, Submission, & Coordination 0 -$ b Civil Construction Permit 2 0 0 16 0 0 4 0 0 0 22 4,170.00$ 6,787.00$ 0 -$ 3.0 -$ 4 GEOTECHNICAL/PAVEMENT INVESTIGATION: FINAL DESIGN SUPPORT SERVICES 0 -$ -$ 4.0 -$ -$ 4.0 -$ -$ 4.0 -$ -$ 4.0 -$ -$ 5 ELECTRICAL, LIGHTING, & SIGNAGE DESIGN (30%, 60%, 90%, 100%, & FINAL)24 4,720.00$ 21,780.00$ 5.1 Electrical, Lighting, & Signage Design a Electrical Desgin Site Visits (2)0 -$ b Edge Light and Signage Layout 0 -$ c Airfield Electrical Lighting Vault Design 0 -$ d Taxiway Electrical Lighting Ductbank/Homerun Infrastructure Design 0 -$ e Taxiway Circuit Map Analysis 0 -$ f Electrical Phasing Analysis 0 -$ g Electrical Construction Details 0 -$ 5.2 Project Safety & Phasing Support Analysis a Attend Initial Phasing Meetings (2)0 -$ b Phasing Concepts (Relative to Electrical Components)0 4 4 0 0 0 0 0 0 0 8 1,860.00$ c Attend Intermediate & Final Design Follow-up Phasing Meetings (2)0 -$ 5.3 Plans, Specifications, Estimate, & Submittal Review Documents a Prepare Electrical Plans - 30%, 60%, 90%, 100%, Final (IFB) (26 sheets)0 0 0 0 0 0 0 0 0 0 0 -$ 7,689.00$ b Review Prime Plans - 30%, 60%, 90%, 100%, Final (IFB) Relative to Electrical Components 0 0 0 0 0 0 0 0 0 0 0 -$ 2,629.00$ c Prepare List of Bidding Document Technical Electrical Specifications - 60%0 0 0 0 0 0 0 0 0 0 0 -$ d Prepare Bidding Document Technical Electrical Specifications - 90%, 100%, Final (IFB)0 0 0 0 0 0 0 0 0 0 0 -$ 2,365.00$ e Electrical Engineering Quantify & Cost Estimates - 30%, 60%, 90%, 100%, Final (IFB)0 0 0 0 0 0 0 0 0 0 0 -$ 2,629.00$ f Design Report Electrical Content - 60%, 90%, 100%, Final (IFB)0 0 0 0 0 0 0 0 0 0 0 -$ g Electrical Design Congruency Coordination & Meetings - 30%, 60%, 90%, 100%, Final (IFB)0 0 0 0 0 0 0 0 0 0 0 -$ 880.00$ h Airport Review Meetings - 30%, 60%, 90%, 100%0 0 0 0 0 0 0 0 0 0 0 -$ 880.00$ i FAA Review Meetings - 30%, 60%, 90%, 100%0 0 0 0 0 0 0 0 0 0 0 -$ j Incorporate Comments - 30%, 60%, 90%, 100%0 0 0 0 0 0 0 0 0 0 0 -$ 3,201.00$ k Prepare Final Issued for Bid Electrical Documents 0 0 0 0 0 0 0 0 0 0 0 -$ 1,507.00$ 5.4 City Permit Submittal Documents a Building Permit Electrical Vault Support Documents 0 0 0 0 0 0 0 0 0 0 0 -$ b Civil Construction Permit Electrical Support Documents 0 4 4 0 0 0 8 0 0 0 16 2,860.00$ 6 STORM DRAINAGE, EROSION CONTROL, & UTILITIES DESIGN (30%, 60%, 90%, 100%, & FINAL)8 1,860.00$ 65,043.00$ 6.1 Storm Drainage, Subdrainage, & TESC Design 23,925.00$ a Storm Drainage, Subdrainage, & TESC Desgin Site Visits (2)0 0 0 0 0 0 0 0 0 0 0 -$ b Subdrainage Design 0 0 0 0 0 0 0 0 0 0 0 -$ c Storm Drainage Water Quality Design 0 0 0 0 0 0 0 0 0 0 0 -$ d Storm Drainage Conveyance Design 0 0 0 0 0 0 0 0 0 0 0 -$ e TESC Design 0 0 0 0 0 0 0 0 0 0 0 -$ f Storm Drainage & TESC Details 0 0 0 0 0 0 0 0 0 0 0 -$ 6.2 Fire Waterline / Hydrants Improvements/Removals/ Modifications Design a Fire Waterline Desgin Site Visits (2)0 0 0 0 0 0 0 0 0 0 0 -$ b Fire Waterline Alternatives 0 0 0 0 0 0 0 0 0 0 0 -$ c Fire Waterline Design & Detail Preparation 0 0 0 0 0 0 0 0 0 0 0 -$ 6.3 Other Utility Improvements Design (FAA Fiber, Boeing, Other) a Other Utility Desgin Site Visits (2)0 0 0 0 0 0 0 0 0 0 0 -$ b Other Utilities Design & Detail Preparation 0 0 0 0 0 0 0 0 0 0 0 -$ 6.4 Project Safety & Phasing Support Analysis a Attend Initial Phasing Meetings (2)0 0 0 0 0 0 0 0 0 0 0 -$ b Assist Prime with Three (3) Phasing Concepts (Relative to Storm Drainage & Utilities Components)0 4 4 0 0 0 0 0 0 0 8 1,860.00$ c Attend Intermediate & Final Design Follow-up Phasing Meetings (2)0 0 0 0 0 0 0 0 0 0 0 -$ 6.5 Plans, Specifications, Estimate, & Submittal Review Documents a Prepare Storm, Subdrainage, Waterline, & Utility Plans - 30%, 60%, 90%, 100%, Final (IFB) (43 sheets)0 0 0 0 0 0 0 0 0 0 0 -$ 15,092.00$ b Review Prime Plans - 30%, 60%, 90%, 100%, Final (IFB) Relative to Storm & Utilities 0 0 0 0 0 0 0 0 0 0 0 -$ 1,705.00$ c Prepare List of Bidding Document Technical Storm, Subdrainage, Waterline, & Utility Specifications - 60%0 0 0 0 0 0 0 0 0 0 0 -$ d Prepare Bidding Document Technical Storm, Subdrainage, Waterline, & Utility Specifications - 90%, 100%, Final (IFB)0 0 0 0 0 0 0 0 0 0 0 -$ 5,665.00$ e Storm, Subdrainage, Waterline, & Utility Engineering Quantify & Cost Estimates - 30%, 60%, 90%, 100%, Final (IFB)0 0 0 0 0 0 0 0 0 0 0 -$ 5,665.00$ f Design Report Storm, Subdrainage, Waterline, & Utility Content - 60%, 90%, 100%, Final (IFB)0 0 0 0 0 0 0 0 0 0 0 -$ g Storm, Subdrainage, Waterline, & Utility Design Congruency Coordination & Meetings - 30%, 60%, 90%, 100%, Final (IFB)0 0 0 0 0 0 0 0 0 0 0 -$ 957.00$ h Airport Review Meetings - 30%, 60%, 90%, 100%0 0 0 0 0 0 0 0 0 0 0 -$ 957.00$ i FAA Review Meetings - 30%, 60%, 90%, 100%0 0 0 0 0 0 0 0 0 0 0 -$ 385.00$ j Incorporate Comments - 30%, 60%, 90%, 100%0 0 0 0 0 0 0 0 0 0 0 -$ 4,521.00$ SUBCONSULTANT EXPENSES KIMLEY HORN (ELEC, STORM, UTILITIES) CWE TOTAL LABOR COST (BILL RATE) CWE TOTAL HOURS SALARY COSTS TASKS CWE HOURS BY CLASSIFICATION AG E N D A I T E M # 6 . p ) k Prepare Final Issued for Bid Storm, Subdrainage, Waterline, & Utility Documents 0 0 0 0 0 0 0 0 0 0 0 -$ 2,453.00$ 6.6 City Permit Submittal Documents a Building Permit Storm Vault Support Documents 0 0 0 0 0 0 0 0 0 0 0 -$ 1,826.00$ b Land-Use Permit Storm, Subdrainage, Waterline, & Utility Support Documents 0 0 0 0 0 0 0 0 0 0 0 -$ -$ c Civil Construction Storm, Subdrainage, Waterline, & Utility Support Documents 0 0 0 0 0 0 0 0 0 0 0 -$ 1,892.00$ 7 FINALIZE DESIGN AIRCRAFT/VEHICLE FLEET MIX DETERMINATIONS 0 -$ -$ 7.1 Finalize Design Standards per Taxiway Rehabilitation Areas 0 -$ -$ 7.2 Update & Finalize Two Aircraft Fleet Mixes for Anticipated Two (2) ADG's 0 -$ -$ 7.3 Update & Finalize Design Aircraft Fleet Mix Summary Memorandum 0 -$ -$ 8 PAVEMENT, GRADING, & SITE IMPROVEMENTS DESIGN (30%, 60%, 90%, 100%, & FINAL)204 39,630.00$ -$ 8.1 Paving, Grading, & Site Improvements Desgin a Paving, Grading, & Site Improvements Desgin Site Visits (2)0 -$ -$ b Final Horizontal & Vertical Layout, Profile, and Transverse Pavement Grade Design 0 -$ -$ c Final Horizontal & Vertical In-field Layout and Grade Design 0 -$ -$ d Final Infrastructure Demolition Design 0 -$ -$ e Final Pavement Section Designs (11-TW Designs, & 1-Grp III Shoulder Design)0 -$ -$ f Final Grp I/II Shoulder Pavement Section Design (1-Grp I/II Shoulder Design) (AIP Non-Eligible)0 -$ -$ g Pavement Marking Design 0 -$ -$ h Perpare Typical Sections, Paving Details, Pavement Marking Details, & Other Misc. Details 0 -$ -$ i Prepare Title & Legend Content, Site/Survey Control Plan, and General Notes 0 -$ -$ 8.2 Project Safety & Phasing Design a Attend Initial Phasing Meetings (2 On-site Meetings)0 -$ -$ b Analyze & Prepare Three (3) Phasing Concepts 0 -$ -$ c Attend Alternatives Phasing Meeting with Airport ( 1 Virtual Meeting)0 -$ -$ d Update & Revise Three (3) Phasing Concepts 0 -$ -$ e Attend Intermediate & Final Design Follow-up Phasing Meetings (3 On-site Meetings)0 -$ -$ f Update & Prepare Final Phasing Concept Plan 0 -$ -$ g Prepare Draft CSPP 0 16 2 6 2 6 16 0 0 0 48 8,860.00$ -$ h Finalize CSPP 0 16 2 4 2 4 8 0 0 0 36 7,170.00$ -$ 8.3 Plans, Specifications, Estimate, & Submittal Review Documents a Prepare General/Control, Safety & Phasing, and Paving/Grading Site Civil Plans - 30%, 60%, 90%, 100%, Final (IFB) (80 sheets)40 40 0 40 0 0 0 120 23,600.00$ -$ b Review Subconsultant Plans - 30%, 60%, 90%, 100%, Final (IFB) 0 -$ -$ c Prepare List of Bidding Document Contract & Technical Specifications - 60%0 -$ -$ d Prepare Bidding Document Contract & Technical Specifications - 90%, 100%, Final (IFB)0 -$ -$ e Prepare Engineering Quantify & Cost Estimates - 30%, 60%, 90%, 100%, Final (IFB)0 -$ -$ f Prepare Design Report - 60%, 90%, 100%, Final (IFB)0 -$ -$ g Design Congruency with Subconsultant Coordination & Meetings - 30%, 60%, 90%, 100%, Final (IFB)0 -$ -$ h Provide Submittal Review Documents to Airport - 30%, 60%, 90%, 100%0 -$ -$ i Airport Review Meetings - 30%, 60%, 90%, 100%0 -$ -$ j FAA Review Meetings - 30%, 60%, 90%, 100%0 -$ -$ k Incorporate Comments - 30%, 60%, 90%, 100%0 -$ -$ l Prepare Final Issued for Bid Documents 0 -$ -$ 8.4 City Permit Submittal Documents a Land-Use Permit Site Plan, Topography Map, Grading Plans, & Other Support Documents 0 -$ -$ b Civil Construction Permit, General/Control, Safety & Phasing, and Paving/Grading Site Civil Support Documents 0 -$ -$ 9 BIDDING 0 -$ -$ 9.1 Prepare and provide Bidding Advertisement 0 -$ -$ 9.2 Coordinate and Upload PDF Bid Documents to Builders Exchange 0 -$ -$ 9.3 Bidding Project Coordination 0 -$ 9.4 Respond to Technical Bidding Questions 0 -$ 9.5 Prepare Bid Document Adenda (3)0 -$ 9.6 Coordinate, Prepare, and Attend Pre-Bid Meeting 0 -$ 9.7 Attend and assist in Facilitating Bid Opening 0 -$ 9.8 Undertake Bid Analysis, Prepare Bid Tabulation and Recommendation of Award Letter 0 -$ 10 ADDITIONAL EXHIBIT PREPARATION 0 45,585.00$ 10.1 Stormwater Exhibits (5 Sheets)1 4 16 24 7,755.00$ 10.2 Pavement Section Exhibits (5 Sheets)1 4 16 24 7,755.00$ 10.3 Scope Alternatives (4 total, 5 sheets each and cost estimate)1 16 64 96 30,075.00$ Subtotal Hours 34 136 206 68 4 10 228 0 0 16 702 Labor Bill Rate ($/hour)315.00$ 250.00$ 215.00$ 190.00$ 180.00$ 155.00$ 125.00$ 120.00$ Labor Rate Breakdown Direct Labor Rate ($/hour)102.81$ 81.60$ 70.17$ 62.01$ 58.75$ 50.59$ 40.80$ -$ -$ 39.17$ Direct Salary Cost 3,495.66$ 11,097.33$ 14,455.90$ 4,216.99$ 235.00$ 505.91$ 9,302.17$ -$ -$ 626.67$ Labor & General Administrative Overhead (%)171.38% Labor & General Administrative Overhead ($) 5,990.86$ 19,018.60$ 24,774.53$ 7,227.07$ 402.75$ 867.02$ 15,942.07$ -$ -$ 1,073.99$ Subtotal Salary Costs (Direct Salary + OH)9,486.52$ 30,115.93$ 39,230.43$ 11,444.06$ 637.75$ 1,372.93$ 25,244.24$ -$ -$ 1,700.66$ Total Salary (Direct Salary + OH) Costs = 119,232.53$ Fixed Fee on Direct Salary Costs (%) =35.00% Fixed Fee (Applied to Direct Salary Costs) = 15,377.47$ Total Labor (Direct Salary + OH+ Fixed Fee) Costs = 134,610.00$ Equivalent Multipier 3.06 checked 134,610.00$ 113,696.00$ -$ -$ -$ Quantity Miles/Trip # Staff / Flight Unit Rate Subtotal REIMBURSABLE EXPENSES 500.00$ Plotting 1 Lump Sum 250.00$ 250.00$ Printing 1 Lump Sum 250.00$ 250.00$ Contract Value Prime B&O (OH) % on Sub Fee Prime OH Expense on Sub Fee Subtotal SUBCONTRACTING EXPENSES KIMLEY HORN (ELEC, STORM, UTILITIES)113,696.00$ 1.75%1,989.68$ 115,685.68$ 0 -$ 1.75%-$ -$ 0 -$ 1.75%-$ -$ 0 -$ 1.75%-$ -$ Subtotal Reimbursable Expenses 500.00$ Subtotal Subcontracting Expenses 115,685.68$ Total Direct Non-Salary Costs 116,185.68$ TOTAL FEE FOR SERVICES 250,796$ DIRECT NON-SALARY COSTS AG E N D A I T E M # 6 . p ) 1 CITY OF RENTON, WASHINGTON RESOLUTION NO. _______ A RESOLUTION OF THE CITY OF RENTON, WASHINGTON, ADOPTING THE CITY OF RENTON DISASTER RECOVERY FRAMEWORK. WHEREAS, pursuant to RCW 38.52.070, each political subdivision of the state is authorized and directed to establish a local organization for emergency services in accordance with the State Comprehensive Emergency Management Plan and Program ; and WHEREAS, each such political subdivision is required to adopt a plan for the operation of its emergency services organization, and the state reviews such plan every five years in accordance with the terms prescribed by RCW 38.52.040 and WAC 118-30-060; and WHEREAS, in order to be eligible to receive Emergency Management Program Grant (EMPG) funds, the City must have a current Comprehensive Emergency Management Plan (CEMP) approved by the Washington State Military Department; and WHEREAS, the City Council, by Resolution No. 3411, adopted a CEMP, and subsequently updated, and expanded that plan by and through subsequent Resolutions 3704, 3988, 4163, 4319, and 4326 to satisfy this requirement; and WHEREAS, the City of Renton Emergency Management Division has formulated an additional component of the CEMP, specifically the City of Renton Disaster Recovery Framework; and WHEREAS, the City of Renton Disaster Recovery Framework has since been updated and expanded with the collaboration of all City Departments and Divisions; AGENDA ITEM # 8. a) 2 NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF RENTON, WASHINGTON, DO RESOLVE AS FOLLOWS: SECTION I. The above recitals are found to be true and correct in all respects. SECTION II. The attached Disaster Recovery Framework, as updated and expanded, attached hereto as Exhibit A and incorporated herein , is hereby adopted as the City of Renton Disaster Recovery Framework. Such plan may be regularly reviewed, updated, and amended. Such updates and amendments are effective henceforth upon approval of the Emergency Management Director of the City of Renton. PASSED BY THE CITY COUNCIL the day of , 2025. ______________________________ Jason A. Seth, City Clerk APPROVED BY THE MAYOR this day of , 2025. ______________________________ Armondo Pavone, Mayor Approved as to form: Shane Moloney, City Attorney RES- HRRM:25RES004:02/05/2025 AGENDA ITEM # 8. a) RESOLUTION NO. _______ 3 EXHIBIT A DISASTER RECOVERY FRAMEWORK AGENDA ITEM # 8. a) Disaster Recovery Framework AGENDA ITEM # 8. a) CITY OF RENTON – DISASTER RECOVERY FRAMEWORK 2 TABLE OF CONTENTS 1. Introduction ................................................................................................................................ 3 How the Framework Is Organized .............................................................................................. 3 Purpose ....................................................................................................................................... 3 Scope ........................................................................................................................................... 4 Recovery Context ........................................................................................................................ 4 Overarching Guidance ................................................................................................................ 8 2. Governance and Coordination .................................................................................................. 10 Organizational Structure ........................................................................................................... 10 Recovery Responsibilities ......................................................................................................... 11 Emergency Management Division ............................................................................................ 11 Damage Assessment ................................................................................................................. 13 Administration, Finance, and Logistics ..................................................................................... 17 Communications for Public Information and Outreach ........................................................... 18 Ongoing Maintenance of the Recovery Framework ................................................................. 18 3. Recovery Support Functions ..................................................................................................... 21 RSF 1. Housing ........................................................................................................................... 25 RSF 2. Economic Recovery ........................................................................................................ 31 RSF 3. Natural, Cultural, and Historic Resources ...................................................................... 35 RSF 4. Infrastructure Systems ................................................................................................... 40 RSF 5. Social Services ................................................................................................................ 46 RSF 6. Health Services ............................................................................................................... 50 RSF 7. Community Planning and Capacity Building .................................................................. 54 4. Appendix ................................................................................................................................... 59 Definitions and Acronyms ......................................................................................................... 59 Resources .................................................................................................................................. 60 Recovery Responsibility Tables ................................................................................................. 61 AGENDA ITEM # 8. a) CITY OF RENTON – DISASTER RECOVERY FRAMEWORK 3 1. INTRODUCTION How the Framework Is Organized The plan is organized into four sections. This section, Section 1. Introduction, provides the purpose, scope, and overarching guidance that should lead recovery efforts. This section also provides a reference guide to link the Renton Recovery Framework with relevant legal authorities and city, county, state, and federal plans. Section 2. Governance and Coordination describes the basic organizational structure, public responsibilities, and central activities of disaster recovery. This section demonstrates how everyone in the City of Renton has a role to play. Section 3. Recovery Support Functions details post-disaster goals and strategies in seven separate recovery support functions (RSFs) incorporated from the National Disaster Recovery Framework (NDRF). In adopting this framework, Renton’s recovery effort can better interface with county, state, and federal entities if necessary. Section 4. Appendices provides definitions and acronyms; a list of relevant federal, state, and local resources for disaster planning; and a detailed list of recovery responsibilities, organized by city division and linked to the appropriate section of the recovery framework. Information on stakeholder interviews held in drafting the framework is also included in this section. Appendices provide greater detail about roles and responsibilities of city departments and identify regional public, nonprofit, and private sector partners that offer programs or services relevant to that function. Several city departments will have responsibilities that intersect with multiple functions, while some recovery functions will apply to most or all departments. By participating in the planning process that produced this disaster recovery framework, each department with responsibility for one or more recovery functions will be able to develop and/or update its programs and procedures for disaster recovery and provide the appropriate level of training to city staff. Purpose The City of Renton Disaster Recovery Framework is intended to define the actions to be taken and the roles and responsibilities of local government, nongovernmental and voluntary organizations, and other agencies in Renton to recover from an emergency or disaster. To accelerate the pace and improve the effectiveness of coordinated post-disaster recovery, the city has outlined efforts each department will make, often partnering with other regional jurisdictions and agencies. Recovery encompasses both short-term and long-term efforts for the rebuilding and revitalization of affected communities. Planning for recovery facilitates a near-seamless transition from response activities to short-term recovery operations. This can include restoration of interrupted utility services, reestablishment of transportation routes, and the AGENDA ITEM # 8. a) CITY OF RENTON – DISASTER RECOVERY FRAMEWORK 4 provision of food and shelter to displaced persons. It provides for a coordinated approach to long-term economic recovery and community rebuilding, increasing the likelihood of a more sustainable and disaster resilient community post-recovery. Primary Core Capabilities Operational Coordination Establish and maintain a unified and coordinated operational structure and process that appropriately integrates all critical stakeholders and supports the execution of core capabilities. Situational Assessment Provide all decision makers with decision-relevant information regarding the nature and extent of the hazard, any cascading effects, and the status of the response. Scope This disaster recovery framework addresses incidents of local, regional, state, and national significance, including, but not limited to, presidentially declared disasters in King County and Washington State. The recovery framework applies to all City of Renton departments and provides an operational framework to guide coordinated recovery efforts. It recognizes that an effective disaster recovery strategy engages other public, private, and nonprofit partners; stakeholders; and the public at large. The framework supports and integrates state and federal plans that aid in recovery operations. Recovery Context The following section describes the recovery process and its relationship with other emergency management phases. General Planning Assumptions The following points describe the underlying assumptions that guide this recovery framework. Catastrophic Disaster Realities  The Puget Sound region is vulnerable to natural and man-made hazards, which can result in significant injury and loss of life and cause widespread catastrophic damage to the built environment.  Large-scale and widespread emergencies are likely to deplete local and regional recovery resources. Assistance from other cities and regions, the State of Washington, and the federal government will be requested as needed. AGENDA ITEM # 8. a) CITY OF RENTON – DISASTER RECOVERY FRAMEWORK 5  Critical infrastructure and transportation lifelines are likely to incur significant damage in a large-scale disaster event. Repair, restoration, and/or reconstruction may take days, weeks, or even years to complete.  The private sector will often bear the brunt of a major disaster event and will be a key partner in recovery efforts.  Small businesses are particularly vulnerable after a disaster; major disasters often result in the closure of half of all impacted small businesses. Recovery Challenges and Opportunities  Non-governmental organizations will provide direct services and programs that are crucial to recovery efforts.  Survivors with functional or access needs (such as those in wheelchairs, dependent on routine medical services in the home or at specialized clinics, in need of medication, deaf or hard-of-hearing, etc.), children and elderly, and lower income disaster survivors present specialized challenges in recovery efforts.  The local public and, in major events, people from all over the nation and world will seek opportunities to donate or volunteer to assist with recovery efforts. Recovery Sequencing  Recovery begins as soon as a disaster event occurs, often concurrently with emergency response. For the purposes of this disaster recovery framework, it is assumed that immediate threats to life and property have been addressed and that the operational focus has shifted to short-term recovery activities such as meeting basic human needs and restoring essential services and critical infrastructure. Response actions outlined in the Renton Comprehensive Emergency Management Plan (CEMP) take precedence as long as threats remain to life and property.  Initial short-term recovery activities are organized and directed at the Renton Emergency Operations Center (EOC), but longer-term recovery programs will transition to normal, non-emergency lines of authority. The transition will occur over a period of time as various elements of the community recover in phases.  City departments will develop procedures and provide appropriate training to staff with designated roles and responsibilities in this disaster recovery framework.  Events of regional, statewide, or national significance may require cross- jurisdictional cooperation in recovery efforts such as sheltering and temporary housing, resource acquisition, equipment, personnel, debris management, and infrastructure restoration.  Repair, restoration, and/or reconstruction of public infrastructure and the resumption of essential services may take days, weeks, or even years to complete. AGENDA ITEM # 8. a) CITY OF RENTON – DISASTER RECOVERY FRAMEWORK 6 Recovery Continuum Recovery begins immediately after a disaster event occurs. Often, recovery activities happen concurrently with response activities, and there may be no clear delineation between the two. The period in which immediate life safety situations have been addressed but during which the priorities are to meet basic human and societal needs and to restore critical infrastructure and essential services is called short-term recovery. Once basic needs are satisfied and critical systems are stabilized and/or functional, the period of long-term recovery begins and can last months or even years. It is during this period that government, nonprofit organizations, the private sector, and residents work together to rebuild the community, make permanent repairs to housing and infrastructure, and promote economic recovery. The goal of long-term recovery is to bring about a sense of normalcy and, where possible, to rebuild the community better than its pre-event condition. See Exhibit 1. Exhibit 1. Disaster Recovery Continuum The transition from short-term to long-term recovery is accompanied by a hand-off of responsibility for central coordination from the EOC to either another coordinating entity, such as a recovery management team, or to city departments with purview over various recovery- related programs. As the transition continues, command and control will revert back to Disaster Event Response •Emergency Response •Immediate Life/Safety •Emergency Protective Measures Short-Term Recovery •Damage Assessment •Essential Service and Critical Service Restoration •Health and Social Services •Short-Term Environmental Management and Stabilization Long-Term Recovery •Economic Recovery •Permanent Repairs and Restoration •Community Rebuilding including Housing, Health, and Social Services •Long-Term Environmental Management and Restoration AGENDA ITEM # 8. a) CITY OF RENTON – DISASTER RECOVERY FRAMEWORK 7 standard lines of authority for city departments. The transition may be staggered, as some elements of short-term recovery may happen more quickly than others. This document is intended as a framework to support long-term recovery only. Please see the CEMP for guidance on short-term recovery. Foundations of Recovery in the Response Phase Major events may stretch disaster response resources and capabilities to the point that decision makers are forced to prioritize certain operational actions over others. Often these decisions and priorities impact more than just immediate life safety and property protection issues because response actions set the tone for the pace and effectiveness of the entire disaster recovery process. The long-term effects of disaster response decisions require a consideration of recovery in the earliest hours or days following an event. Short-Term Recovery In most disasters short-term recovery is initially coordinated at the EOC, under the direction of the Emergency Management Director and in accordance with policies set forth by the mayor and the Policy Advisory Group. Various emergency support functions in the EOC delineate actions designed to stabilize basic human needs and to restore critical services and infrastructure to minimal functionality. Such actions include:  Damage assessment.  Restoration of critical infrastructure and essential services.  Health and social services.  Short-term environmental management and stabilization. Many of these actions are implemented by or in coordination with agencies external to city government. The city works closely with other public, private, and nonprofit partners to ensure an orderly and effective short-term recovery process. In large, catastrophic disasters that exceed the city’s capability to implement recovery actions, the King County Emergency Operations Center and the Washington State Emergency Operations Center may take a lead role in coordinating regional or statewide recovery efforts. Long-Term Recovery As disaster recovery continues, short-term recovery activity transitions to a focus on longer- term recovery needs. Responsibility for coordinating recovery actions and programs shifts from the EOC to city departments and to normal lines of authority. The transition may occur in phases as infrastructure and various sectors of the community stabilize and rebuild. Citywide coordination may be enhanced at any point in the recovery by the formation of a recovery management team. Long-term recovery activities include: AGENDA ITEM # 8. a) CITY OF RENTON – DISASTER RECOVERY FRAMEWORK 8  Restoration of critical infrastructure and essential services.  Housing, health, and social services.  Economic recovery.  Long-term environmental management and restoration. Department administrators continue to work collaboratively as a part of a recovery management team for a united effort. State and federal assistance teams may also be deployed to assist in local recovery efforts. Overarching Guidance 1. The best way to ensure a successful recovery is to organize and prepare before a disaster and to leverage community resources, including Renton’s community-based organizations and businesses.  Regularly discuss city roles in a recovery. Agreements should be in place, documented, and understood for response and recovery phases.  Recovery will require more than just the city and other public agencies. Recruitment and development of community resources should be leveraged, and the Greater Renton Community Organizations Active in Disaster (COAD) should be prioritized.  Maintain ongoing contact with businesses. With this, relationships are in place to move through recovery and the city knows where the challenges exist in rebuilding the economy at a neighborhood and a city level.  Continue to address the availability of quality, affordable housing, as outlined in the 2014 Community Needs Assessment for Human Services and Housing, with a focus on implementable, sustainable, and resilient solutions (e.g., seismic retrofits). 2. Public involvement is critical to ensure a speedy but sustainable recovery from a disaster event.  Community consultation is important to long-term recovery. Full recovery will require the combined and coordinated resources of Renton’s entire community.  All residents should have a voice and a role in recovery of their community. WHOLE COMMUNITY APPROACH According to FEMA, the Whole Community concept is “a means by which residents, emergency management practitioners, organizational and community leaders, and government officials can collectively understand and assess the needs of their respective communities and determine the best ways to organize and strengthen their assets, capacities, and interests.” This framework embraces this concept with its aspiration that the entire Renton community should be involved with and have a voice in the disaster recovery process. AGENDA ITEM # 8. a) CITY OF RENTON – DISASTER RECOVERY FRAMEWORK 9 3. Take guidance from the goals and strategies outlined in Renton’s Comprehensive Plan and community plans.  Renton’s economic development policies encourage collaboration between public, private, and nonprofit partners; stakeholders; and the public at large to ensure the long- term economic health of Renton and its residents. A healthy economy provides jobs and opportunities and helps pay for vital public services such as education, parks, transportation, police and fire protection, and human services. The policies encourage a mix of high-tech and creative jobs, as well as retail, service, and office land use that will result in a diversified employment base. They also encourage high quality development necessary to sustain a high standard of living in Renton.  Renton’s housing policies align with the Growth Management Act’s housing goal to “Encourage the availability of affordable housing to all economic segments of the population of this state, promote a variety of residential densities and housing types, and encourage preservation of existing housing stock.” The city states that housing availability, location, and affordability directly impact a household’s ability to access jobs, schools, and services, and their housing policies aim to bolster the social and economic wellbeing of all Renton’s residents. AGENDA ITEM # 8. a) CITY OF RENTON – DISASTER RECOVERY FRAMEWORK 10 2. GOVERNANCE AND COORDINATION Organizational Structure The City of Renton manages disaster recovery operations in accordance with the National Incident Management System (NIMS) as outlined in the Renton CEMP. Widespread catastrophic damage may require regional collaboration with King County, the State of Washington, and the federal government. City leadership will allocate staff and other resources to regional efforts as able. The city’s roles in disaster recovery efforts are described in Exhibit 2. Exhibit 2. Disaster Recovery Effort Organizational Structure If a key official is unable to perform their duties as assigned, a designee may be appointed consistent with the delegations of authority as defined in each department’s continuity planning. • Coordinates overall recovery policy direction with the city council. MAYOR • Establishes recovery policy and approves expenditures and contracts. CITY COUNCIL • Led by the mayor and includes the Chief Administrative Officer, Deputy CAO, other department administrators, and the Communications Director. • Serves as advisory body to mayor and council, provides unified approach to oversight of city departments and programs, and serves as recovery management team during initial recovery phase. ADVISORY GROUP • Includes members of the Policy Advisory Group, as designated by the mayor, and other community leaders and stakeholders. RECOVERY MANAGEMENT TEAM • Provides coordination support for recovery efforts from Renton EOC in according to mayor's policy direction. • Coordinates recovery activities while the EOC remains activated and as directed by the mayor throughout the recovery process. EMERGENCY MANAGEMENT DIRECTOR AGENDA ITEM # 8. a) CITY OF RENTON – DISASTER RECOVERY FRAMEWORK 11 City departments retain programmatic responsibility for recovery efforts under their purview. Each department will ensure that its personnel are aware of their disaster recovery roles and responsibilities, develop procedures for implementing disaster recovery programs and activities, and provide training to staff to maintain optimal capabilities for disaster recovery. Recovery Responsibilities The Renton Recovery Responsibility Tables outline the basic responsibilities of Renton city departments for disaster recovery. Standard Operating Procedures (SOPs) may be developed to provide further detail on how individual departments and divisions shall perform their responsibilities. Recovery activities may initially be coordinated in the Renton EOC or in the field in accordance with principles of NIMS as outlined in the CEMP. Long-term recovery operations will transition to normal departmental organization and functions over time. However, supplemental surge staffing may be required for much of the recovery process. Recovery Responsibility Tables by Department/Division To navigate to a specific department or division’s table, click on the name below: City Council Recovery Responsibility Table City Attorney Recovery Responsibility Table Community and Economic Development Recovery Responsibility Table Executive Services Recovery Responsibility Table Finance Recovery Responsibility Table Human Resources and Risk Management Recovery Responsibility Table Parks and Recreation Recovery Responsibility Table Police Recovery Responsibility Table Public Works Recovery Responsibility Table Renton Municipal Court Recovery Responsibility Table Emergency Management Division Emergency Management facilitates an orderly transition from response and short-term recovery activities coordinated in the EOC to long-term recovery program delivery by city departments and/or by a recovery management team. AGENDA ITEM # 8. a) CITY OF RENTON – DISASTER RECOVERY FRAMEWORK 12 Unless taken on directly by a recovery management team, Emergency Management is responsible for collecting and analyzing recovery information and for distributing a weekly Recovery Status Report to city leadership, staff, and external partners. This report replaces the EOC Situation Report once the EOC is demobilized, or as determined by the Emergency Management Director should the EOC remain activated for an extended period of time into long-term recovery. Recovery Status Report It is critical for planners and decision makers to have access to timely and accurate information to guide the recovery process. While the pace of events and information inputs may decrease as the response transitions into recovery, it is no less important to maintain situational awareness. The Recovery Status Report is the primary source of information and data for all planning, operations, and external communications. If errors are found in the Recovery Status Report, these should be submitted to Emergency Management immediately. Information collection and dissemination is administered in the following manner (refer to Exhibit 3):  Recovery information is collected and analyzed by Emergency Management throughout the period of recovery or until the information collection function is delegated by the mayor to another department or to a recovery management team.  All city departments will supply a standard information package for the Recovery Status Report, along with any other information requests, by the submission deadline specified by Emergency Management.  All city departments should use the information and data in the Recovery Status Report for planning and operational purposes.  The Recovery Status Report is the authoritative source of up-to-date recovery data and information for all internal departmental reports and communications. Time-sensitive information is submitted to Emergency Management, which determines the most effective manner of distribution in consultation with impacted departments and the Mayor’s Office. RECOVERY IMPACT The quality of information and data, and the timeliness of its distribution to stakeholders and/or the public, impacts recovery in the following ways:  Accurate data is needed to prioritize recovery actions.  Awareness of damages and associated repair efforts facilitates the effective identification of mitigation opportunities.  Timely and accurate information helps build trust and credibility with the public and reduces the prevalence of rumors.  Information collected in the early stages of recovery becomes a baseline for the development of recovery program metrics. AGENDA ITEM # 8. a) CITY OF RENTON – DISASTER RECOVERY FRAMEWORK 13  The Recovery Status Report is the factual basis for all other information outputs, including staff reports to the mayor and council, media releases, talking points for interviews, public education and outreach, and social media outputs. Damage Assessment Damage assessment, as a primary element of short-term recovery, will be coordinated by Community and Economic Development in accordance with principles of NIMS, as outlined in the CEMP, with input from every city department.  Damage information will be generated from a multitude of sources, including community groups. Every city department will have a role to play in the damage assessment process, even if only to report damages to its own facilities or operations, or personnel impacts.  Damage assessment for the City of Renton will be coordinated by Community and Economic Development. King County OEM (Office of Emergency Management) will be the central coordination point for regional Exhibit 3. EOC Situation Report and Recovery Status Report as Central Information Source RECOVERY IMPACT Field intelligence about the damages and impacts of a disaster inform response and recovery decisions, and should include data about the following event characteristics:  Deaths and injuries  Geographic location of damage  Extent of damage  Critical infrastructure and lifeline damage  Human needs  Residential and business impacts  Continuity of government operations AGENDA ITEM # 8. a) CITY OF RENTON – DISASTER RECOVERY FRAMEWORK 14 preliminary damage assessments and for aggregating countywide information to support a presidential disaster declaration. Damage Assessment in the Response Phase A complete and accurate damage assessment is needed to begin the recovery process and is a key component of situational awareness for responders, emergency managers, policy makers, and community leaders. There are two primary processes for city departments to begin early damage assessment and develop situational awareness: the Response Capability Assessment and the Initial Damage Assessment. Response Capability Assessment Following an event, all city departments will assess the condition of their personnel, structures, and equipment. From this assessment, a determination is made about the capability of that department to operationally respond to the needs of the event and provide vital services. The goal is to complete the Response Capability Assessment and report findings to Community and Economic Development to be relayed to the EOC within two hours. Initial Damage Assessment The Initial Damage Assessment is conducted immediately following the Response Capability Assessment. The initial assessment is used to further determine response capabilities by assessing response routes such as roadways and bridges. In addition to roadway assessment, the initial assessment is used for drive-by triage of high hazard, high population areas and to provide a quick overview to effectively dispatch response units and city staff to the areas in greatest need. The goal is to complete the initial assessment and report findings to the Renton EOC within six hours. This information is used to provide an initial overview of damages and impacts in Renton to the King County EOC. All city departments with a field presence will conduct an Initial Assessment. Preliminary Damage Assessment In the event an incident goes beyond the normal response capabilities of the City of Renton, and it becomes apparent that the city may be eligible for federal disaster assistance, a Preliminary Damage Assessment (PDA) may be requested by the county or state. If requested, it must be completed and forwarded to the King County EOC, often five days once notified. The PDA serves to further identify the impacts to Renton by providing more in-depth assessment of the population, structures, utilities, and other infrastructure. This assessment begins to determine monetary loss values and identifies hazardous areas and structures unable to be documented by the Initial Damage Assessment. AGENDA ITEM # 8. a) CITY OF RENTON – DISASTER RECOVERY FRAMEWORK 15 The PDA is conducted in two parts, one for each of the two principal declaration types: public assistance and individual assistance. Damage Reporting to EOC A barrage of early information about the extent and location of damages and associated secondary impacts is likely to come from a variety of sources. These may include:  Renton Regional Fire Authority and other first responders.  City staff.  Renton Responds app.  Eyewitness reports from the public.  Local media (TV, radio, newspaper, electronic, etc.).  Social media.  Volunteers. The Renton EOC/EOC Duty Officer is the destination for information gathered through the Response Capability Assessment, Initial Damage Assessment, and Preliminary Damage Assessment. It is vital that the information collected through those assessments is rapidly and PUBLIC ASSISTANCE VS INDIVIDUAL ASSISTANCE Public Assistance Individual Assistance  Focuses on damages to public facilities and infrastructure.  PDA information is reported by city departments and compiled by the EOC if activated, or by Community and Economic Development for Emergency Management.  King County EOC compiles PDA data for all jurisdictions within county boundaries to the WA State EOC.  WA State compiles data into a consolidated disaster declaration request package that forms the basis for FEMA’s analysis to recommend that the president make a disaster declaration for the impacted area.  Disaster declarations apply to the geographic county, as a whole, and they are inclusive of all jurisdictions within the county’s boundaries. King County, as a whole, must be declared eligible for public assistance in order for the City of Renton to be eligible.  Coordinated at the King County EOC but does require input from city departments.  King County solicits information about individual losses from people who report damages via the Damage Assessment Hotline.  The county may also utilize online forms or social media reports, or joint state/county/city teams may tour damaged areas to ascertain additional impacts to private property to compile additional data to support an individual assistance declaration by the president.  WA State then compiles data from all impacted counties into a consolidated disaster declaration request package for an individual assistance declaration.  Renton is automatically included if FEMA recommends and the president signs an individual assistance declaration for the county as a whole. AGENDA ITEM # 8. a) CITY OF RENTON – DISASTER RECOVERY FRAMEWORK 16 continuously relayed to the EOC. This way, analysis and sharing of damage assessment data can occur within the EOC and be appropriately relayed to external partners. Most damage assessment activity will occur as a part of short-term recovery during the first days and weeks following a disaster event. Information about damages is collected immediately upon the activation of the EOC and will include Response Capability Assessment and Initial Damage Assessment reports from city staff as well as verifiable information as it comes in from the other sources listed above. Damage assessment data is mapped, when possible, to maintain a common operating picture for decision makers. The Renton EOC disseminates initial damage assessment information from the EOC Situation Report, which is produced each operational period while the EOC is activated. The Situation Report is distributed to all EOC staff, city leadership, departments, and other jurisdictions and emergency management agencies. The EOC also reports Renton’s damage information to the King County EOC as required for justifying a presidential disaster declaration. Engineered assessments of damages may continue into long-term recovery and will be reported to the Office of Emergency Management for inclusion in the weekly Recovery Status Report to city leadership, staff, and external partners. This report will replace the EOC Situation Report once the EOC is demobilized or as determined by the Emergency Management Director, should the EOC remain open for an extended period into long-term recovery. Structural Assessments Closely related to damage assessment, structural assessment is the engineered inspection of damaged buildings, facilities, or infrastructure to determine functionality and whether they can be safely occupied. Trained building inspectors and structural engineers assess structural integrity and safety concerns before making a determination about occupancy and viability. The Applied Technology Council – 20 (ATC-20) protocols are designed for post-earthquake structural assessments, but the city also applies the green/yellow/red system of tagging safe or unsafe buildings in other types of disasters. Some city staff have been trained in ATC-45 protocols for post-windstorm or post-flood assessments as well. Regardless of the disaster, a green tag signifies that a building has been inspected and is safe for occupancy. A yellow tag indicates that a building is safe only for limited entry but not for permanent occupancy. A red tag will be posted when a building is unsafe for entry except as noted for emergency personnel or city staff. These determinations may trigger additional requirements for property owners to comply with applicable codes and may also influence decisions to implement cost-effective mitigation measures. SUPPLEMENTAL SUPPORT EOC staff will seek supplemental resource support from the following sources:  Other city departments.  Local/regional vendors (where possible).  National vendors. The EOC may also make resource requests via existing mutual aid agreements or through the King County Regional Coordination Framework. AGENDA ITEM # 8. a) CITY OF RENTON – DISASTER RECOVERY FRAMEWORK 17 The following are resources on ATC protocols:  Applied Technology Council, ATC-20 Procedures for Post-earthquake Safety Evaluation of Buildings.  Applied Technology Council, ATC-45 Procedures for Safety Evaluation of Buildings after Windstorms and Floods. Administration, Finance, and Logistics Administration and Finance Finance is the repository for information on recovery finance and administration, however all departments will keep accurate records. It is very important to document actions taken, recovery expenditures, overtime costs, and equipment use to facilitate the reimbursement of eligible expenses under the Federal Emergency Management Agency (FEMA) public assistance programs. Finance personnel collect recovery expenditure data submitted by each department, including transactions made under emergency procurement rules, for weekly reporting into the Recovery Status Report. Appropriate recordkeeping in compliance with the State Public Records Act is still required during the recovery phase of a disaster. The city clerk serves as the city's Public Records Officer, and the Clerk's Office is responsible for serving as the City Information Center regarding public information requests. Logistics and Resource Support When possible, departments will utilize their own resources or will rely on pre-existing agreements with partner agencies or vendors to obtain needed supplies and services. When resource needs in support of disaster recovery exceed existing departmental resource capabilities, the department will request, with as much advance notice as possible, resource support through the Renton EOC. While the EOC is activated, the logistics section and the finance section, in consultation with Finance, are responsible for locating, ordering, and procuring resources. Emergency management staff will continue to coordinate resource support if requested when the EOC is not activated. When necessary, the EOC may request emergency resource support from the Zone 3 Coordinator, the King County EOC, and/or the Washington State EOC. Washington State may, in turn, request emergency assistance from other state governments via the Emergency Management Assistance Compact (EMAC) or from the federal government. FINANCE RESPONSIBILITIES Finance is responsible for managing all aspects of recovery finance and procurement, including:  Tracking and reporting expenditures.  Administering and tracking of emergency procurement waivers  Managing special accounts for recovery.  Assisting in administering federal and state recovery grants. AGENDA ITEM # 8. a) CITY OF RENTON – DISASTER RECOVERY FRAMEWORK 18 Requesting departments are responsible for tracking the use of supplemental resources provided to them. Communications for Public Information and Outreach It is vital to maintain constant outreach to the public to ensure dissemination of accurate information regarding the progress of disaster recovery as well as to manage rumors and speculation about recovery programs. The Communications and Director in executive services has lead responsibility for the city’s public information activities throughout the recovery process. The Communications Director may be located in the mayor’s office, or another location from which they may effectively coordinate the public information function of the city. When the EOC is activated, a lead public information officer (PIO) within the EOC will coordinate with the Communications Director for key messages. In a regional event, multiple agencies and entities issue public information messages, increasing the possibility of conflicting information. To reduce inaccuracies and misinformation, the city utilizes a Joint Information System (JIS) to coordinate information with participating local, tribal, state, and federal agencies. City of Renton communications staff may also deploy to a Joint Information Center (JIC) with other regional jurisdictions, including the King County EOC JIC. Ongoing Maintenance of the Recovery Framework Plan Development The City of Renton Disaster Recovery Framework was originally created as a disaster recovery plan. It was developed with participation by a broad range of stakeholders and partners, including city departmental staff, neighboring cities, King County, the State of Washington, the Renton Regional Fire Authority, non-governmental organizations, and private sector partners. FEMA provided technical assistance in the development of this framework. Planning Process The planning process involved several key steps to ensure an effective structure and approach to restoring the community and infrastructure following a disaster. A planning team consisting PUBLIC COMMUNICATION Methods of communicating with the public to convey recovery information include:  City of Renton emergency information web page at rentonwa.gov.  ALERT Renton emergency notification system.  Posting information at Neighborhood Information Centers.  Posting information at city facilities.  Social media outlets.  Government Access Channel (Channel 21).  Broadcast media (television and radio).  Newspapers and other print media.  Electronic media.  Community meetings and other outreach activities. All major announcements and information releases, regardless of the means of communication, are vetted through the Communications Director prior to release. AGENDA ITEM # 8. a) CITY OF RENTON – DISASTER RECOVERY FRAMEWORK 19 of representatives from emergency management and community and economic development led to the revision updates and garnered key stakeholder input through interviews from public works and parks and recreation representatives. The recovery framework was presented at two Emergency Management Group meetings, where representatives from all city departments had the opportunity to review the plan and provide comments and feedback while it was still in draft form. The planning process also works to align the plan with county, state, and federal regulations. The update process commenced in July 2022 in alignment with the Renton CEMP review schedule. The Renton Recovery Framework will continue to be updated on a five-year schedule to incorporate lessons learned, best practices, and community evolution. Public Input The City of Renton Disaster Recovery Framework was presented for public input at the Renton Comprehensive Emergency Management Plan (CEMP) Public Input Fair on Friday, June 23, 2023, at Cascade Elementary School. At the same time, the public was invited to comment on the disaster recovery framework via the city’s online platform In the Loop. Social media platforms were utilized to enhance the reach of community members input online. Recovery Framework Transition The City of Renton completed a disaster recovery plan in 2012, and in 2016 restructured the content of the plan to align with the National Disaster Recovery Framework (NDRF) and its Recovery Support Functions (RSFs) changing the name to 2016 Disaster Recovery Framework. This 2024 Disaster Recovery Framework is an update of the 2016 Plan and a restructure of the content to align with the National Disaster Recovery Framework (NDRF) and its RSFs. This update is also guided by Comprehensive Preparedness Guidance (CPG) 101 and 201 published by FEMA. The new framework now includes seven RSFs, while the previous version contained six RSFs. The RSFs have been updated to align with the current seven RSF structure, using input from stakeholder interviews, and experience of disaster recovery planning, and targeted research. In previous version where Health and Social Services were combined as one RSF, they are now separated into individual RSFs. Eleven stakeholder interviews were conducted with city staff and key partners, representing a range of viewpoints in housing, human services, and community and economic development. This plan was presented to the City of Renton Emergency Management Group on August 4, 2022, and June 6, 2024, where comments and feedback were collected and incorporated into the final framework. Recovery Framework Maintenance Departments will develop implementation procedures for roles and responsibilities outlined in this disaster recovery framework. Links to procedures should be submitted to Emergency Management for inclusion in the appendix. AGENDA ITEM # 8. a) CITY OF RENTON – DISASTER RECOVERY FRAMEWORK 20 Designated departments with responsibilities outlined in the framework will provide adequate training to departmental staff to ensure a continual readiness to complete their responsibilities. In addition, programs and activities outlined in this framework may be exercised on a periodic basis as directed by the mayor and/or executive services. After any exercise designed to test recovery processes, or after an actual disaster event, any successes and shortfalls shall be noted in an after-action report. Recommended improvements to the framework will be included in the next update. At a minimum, the City of Renton Disaster Recovery Framework, including its RSFs, will be reviewed and updated once every five years as part of the Comprehensive Emergency Management Plan review. Emergency Management retains responsibility for keeping a master copy of this plan up to date and for distributing updates to city departments. AGENDA ITEM # 8. a) CITY OF RENTON – DISASTER RECOVERY FRAMEWORK 21 3. RECOVERY SUPPORT FUNCTIONS Recovery support functions (RSFs) aim to expedite recovery of disaster-impacted residents, families, businesses, and communities. The seven RSFs within this section organize core recovery capabilities to facilitate problem-solving, improve access to resources, and foster communication between the city, residents, businesses, local and neighborhood organizations, and other stakeholders. The seven RSF sections parallel the NDRF and include: 1. Housing: Coordinates city agency program delivery and technical assistance to local stakeholders in support of the Housing Core Capability. 2. Economic Recovery: Integrates expertise to help local stakeholders and the private sector sustain and/or rebuild businesses and employment and develop economic opportunities that result in a sustainable and economically resilient community after an incident. 3. Natural, Cultural, and Historic Resources: Coordinates and facilitates programs, resources, and technical assistance that mitigates, protects, preserves, conserves, rehabilitates, and restores identified natural resources and protects and determines long-term recovery treatment for artistic, cultural, and historic resources in the city, in compliance with applicable environmental laws and executive orders following a disaster. 4. Infrastructure Systems: Facilitates the restoration of infrastructure systems and services to support a viable, sustainable community and improves resilience to and protection from future hazards. 5. Social Services: Outlines the roles, responsibilities, and programs of social services organizations, including nongovernmental partners, to leverage resources in support of restoring and enhancing social services in the city following a major disaster. 6. Health Services: Facilitates collaboration among health care, behavioral health education, nonprofit, and social services partners to leverage resources in support of restoring health care and medical services in the city. 7. Community Planning and Capacity Building: Supports stakeholder capacities of disaster- impacted communities and helps them plan for, manage, and implement disaster recovery activities. AGENDA ITEM # 8. a) CITY OF RENTON – DISASTER RECOVERY FRAMEWORK 22 Exhibit 4 summarizes the information contained in each RSF, and the table following outlines their goals. Exhibit 4. Recovery Support Function Outline RSF #. TITLE Brief introduction and description of the RSF scope. Decision-Making Framework Describes how information will be shared and decisions made. Notes organizations and partner agencies that may be involved in supporting the work of the RSF. Recovery Goals and Strategies Identifies major goals, strategies, and potential actions to advance recovery. Planning Assumptions Identifies points of general understanding for disaster recovery. Key Considerations Identifies key questions and challenges to be considered over the course of recovery. Guiding Principles Describes the values that underpin recovery goals, strategies, and actions. RSF Specific References Presents current plans, partners, and resources specific to the RSF. AGENDA ITEM # 8. a) Recovery Support Function Goals RSF 1. Housing 1. Assess housing needs and available resources to establish a housing recovery strategy. 2. Identify strategies to further streamline city processes to expedite housing recovery. 3. Identify interim housing solutions based on needs and priorities of neighborhoods. 4. Connect homeowners and renters with existing housing resources and create educational materials to help rebuild smarter and safer. 5. Facilitate the provision of affordable, safe, and sustainable housing for all impacted residents. RSF 2. Economic Recovery 1. Prioritize permit processes that are essential to life and safety; suspend or reduce non-essential permitting processes to expedite recovery. 2. Encourage property owners to investigate contractors and provide tools to ensure compliance with licensing requirements and prevent fraud. 3. Connect small businesses to loan assistance, employees, goods, and markets through early and ongoing outreach. 4. Coordinate with partners or directly provide time-limited, quality childcare. 5. Seek out opportunities to diversify Renton’s industry portfolio. RSF 3. Natural, Cultural, and Historic Resources 1. Support the rapid and accurate damage assessment of properties, cultural facilities, and other sites of significance to tribal cultural tradition. 2. Ensure the collection, storage, and safe keeping of records, artifacts, artworks, and other natural, cultural, and historic items of significance. 3. Ensure compliance with federal environmental and historic grant programs. 4. Ensure environmental impacts are considered in city projects and/or activities. RSF 4. Infrastructure Systems 1. Restore infrastructure (e.g., transportation, power, sewer, communications) and essential services that civil society cannot operate without. Every aspect of recovery is dependent on at least one infrastructure system. 2. Provide continuity of governmental services through functional government facilities. 3. Coordinate debris management. RSF 5. Social Services 1. Restore and bolster basic social services functions by identifying critical areas of need and opportunities to improve social services capabilities. 2. Complete an assessment of community social service needs and develop a comprehensive recovery timeline. 3. Coordinate information sharing, priorities, and recovery efforts between related entities and activated RSFs. 4. Identify specific agency, jurisdiction, and non-government roles and responsibilities that support restoration of social services. 5. Incorporate behavioral health considerations and mitigation strategies into the restoration and recovery of social services. AGENDA ITEM # 8. a) CITY OF RENTON – DISASTER RECOVERY FRAMEWORK 24 RSF 6. Health Services 1. Assess public health and medical needs to develop a comprehensive restoration of basic health service functions. 2. Assess healthcare infrastructure and service disruptions to patient care. 3. Assess behavioral health needs in the impacted community. 4. Assess environmental health and safety risks and impacts to public health. RSF 7. Community Planning and Capacity Building 1. Mobilize local organizations, faith-based and neighborhood groups, and major employers to be active players in recovery. 2. Ensure an effective procurement and processing system during recovery by setting up memorandums of understanding (MOUs) with local service providers as part of recovery planning. 3. Use a variety of materials, methods, and access sites to communicate recovery efforts to the entire community. 4. Coordinate city approach to reach out to large foundations and philanthropists. 5. Support the orderly management of donations and volunteer resources. AGENDA ITEM # 8. a) CITY OF RENTON – DISASTER RECOVERY FRAMEWORK 25 RSF 1. Housing The Housing RSF provides guidance and support for the rehabilitation and reconstruction of destroyed or damaged housing post-disaster and the development of new, accessible housing solutions. Housing is only one critical piece of the larger recovery process that must be coordinated across city, local, state, and federal agencies. Decision-Making Framework The Housing Repair Program within the Community and Economic Development department will lead response and partner agencies for permitting, redevelopment planning, plan reviews, environmental compliance, housing recovery solutions, coordination of housing recovery financing, and the facilitation of the rehabilitation and reconstruction of Renton’s housing stock. Events of regional, statewide, or national significance may require cross-jurisdictional cooperation in recovery efforts with King County, the State of Washington, and/or the federal government. To expand recovery abilities, the city should leverage partner agencies and other community housing resources (found in the Renton Guide to Social Services). Community and Economic Development, as well as other collaborating departments, should anticipate supplemental surge staffing during the recovery process as well as the allocation of staff and other resources to regional efforts as able. For specific recovery responsibilities for each city department, see the Recovery Responsibility Tables in the appendix. COMMUNITY RESOURCES (These organizations may prove valuable but are not necessarily formal partners.)  American Red Cross  Apartment Manager Association  Association of Washington Housing Authorities  Building Owners and Managers Association  Catholic Community Services (CCS)  Habitat for Humanity  Housing Search NW  King County Housing Authority  Neighborhood House  Puget Sound Energy  Puget Sound Regional Council  Rebuilding Together  Renton Housing Authority  Washington Association of Building Officials  Washington State Department of Labor and Industries SUPPORT CORE CAPABILITIES FOR RSF 1 Implement housing solutions that effectively support the needs of the whole community and contribute to its sustainability and resilience. AGENDA ITEM # 8. a) CITY OF RENTON – DISASTER RECOVERY FRAMEWORK 26 Recovery Goals and Strategies 4. Assess housing needs and available resources to establish a housing recovery strategy.  Ensure the damage and structural assessments of residential housing are robust enough to establish a baseline inventory and housing needs assessment that will be used throughout the recovery process and help justify finding requests.  Maintain and manage assessment data throughout the recovery process to accurately respond to local, regional, and federal requests for information.  Establish both short- and long-term housing recovery strategies based on the housing needs assessment that outline steps needed to reestablish housing stock in the city.  Typical housing recovery programs include temporary housing, rental/loan assistance, repair assistance, replacement, identification and provision of accessible housing, and disaster loans.  Communicate strategies to the public, making use of established community groups and physical posting boards to get the word out. 2. Identify strategies to further streamline city processes to expedite housing recovery.  Strike a responsible balance between an expedited recovery process and requirements to rebuild sustainably in accordance with all applicable codes and regulations.  Encourage rapid and appropriate decisions regarding land use and housing location in the community.  Prepare for surge operations and/or request outside assistance to meet customer demand for permitting, inspections, and code enforcement.  Expand city hours of operation for permitting services and deploy inspection teams to areas in need to conduct initial damage assessments and post permit issuance inspections.  Offer expedited application intake and plan review services for property owners undertaking reconstruction activities.  Provide customer-friendly experience for residents while ensuring their homes are rebuilt to code, with minimal environmental impact and greater resiliency. AGENDA ITEM # 8. a) CITY OF RENTON – DISASTER RECOVERY FRAMEWORK 27 3. HIdentify interim housing solutions based on needs and priorities of neighborhoods.  Leverage existing housing agencies, partners, and community groups to identify and implement interim housing solutions.  Preserve or rehabilitate existing affordable housing where it is decent, safe, and sanitary in order to protect neighborhood stability and character.  Take advantage of undamaged rental stock for both temporary and long-term housing.  Facilitate transition from shelters to interim and permanent housing, making use of existing housing match resources such as Housing Search NW and Renton Housing Authority’s Risk Retention Pool. 4. Connect homeowners and renters with existing housing resources and create educational materials to help rebuild smarter and safer.  Communicate applicable codes and permits, so that residents can ensure compliance with all applicable codes and obtain all necessary permits when rebuilding and repairing damaged property.  Help residents guard against fraud and unsafe housing conditions.  Assign a city lead on federal, state, and local assistance programs that can create materials to share with residents who are navigating different housing repair and reconstruction loans.  Leverage existing human services assistance and discount programs.  Facilitate applications for utility payment relief for residents, especially when utility services aren’t available, or housing units are vacant but still incurring minimum payments.  Connect homeowners with legal resources for navigating complex relationships with banks related to mortgages, pre-foreclosure, and foreclosure.  Partner with the existing community networks to help provide services, resources, and communications so that all residents have information available to identify housing solutions for themselves. AGENDA ITEM # 8. a) CITY OF RENTON – DISASTER RECOVERY FRAMEWORK 28 5. Facilitate the provision of affordable, safe, and sustainable housing for all impacted residents.  Address available funding and affordability in repair and reconstruction of residential properties.  Coordinate housing recovery across region with King County EOC for federal monies, and with local, state, and federal groups for gap-filling measures.  Be proactive in exploring negotiations with banks for temporary mortgage relief for city residents.  Explore ways to increase the city’s affordable housing incentives post- disaster to maintain affordability through new development.  Stimulate repair, reconstruction, and redevelopment that creates safe housing for residents.  Expand capacity and resources of existing housing repair program to leverage existing expertise in small repairs like roofs, furnaces, foundations, and water heaters.  Promote hazard mitigation measures where practicable and cost-effective and/or where required by law.  Build toward a more sustainable and resilient Renton.  Encourage development in safe zones with code compliance to barrier against future disasters.  Maintain standards that contribute to thoughtful rebuilding in a resilient manner but explore where certain rules can be relaxed in an effort to get residents back in their homes.  Make use of Renton’s existing Comprehensive Plan to guide decisions around best land use and city vision. KEY CONSIDERATIONS  Pre-disaster housing needs should be addressed now to position Renton for a faster recovery post-disaster.  Renton should be prepared to expect a delay in necessary funds for recovery.  Take into account design, construction, labor, materials, logistics, inspection, and financing issues.  Consider partnering with neighboring jurisdictions and coordinating exemptions with the appropriate government agencies within reason.  An influx of construction contractors from out-of-state areas to meet local demand for rebuilding can be hard to regulate and lead to contractor fraud.  Use technical assistance, policy, and other available means to prevent extreme increases in housing prices and maintaining housing affordability within the city.  Redevelopment of large portions of housing stock could provide opportunities for smarter redevelopment—greener, more vibrant neighborhoods and higher quality housing stock.  Minimize loss of historic buildings where possible. AGENDA ITEM # 8. a) CITY OF RENTON – DISASTER RECOVERY FRAMEWORK 29 Planning Assumptions  Without access to adequate and affordable housing, residents will leave Renton to find affordable housing elsewhere.  Large-scale emergencies are likely to deplete local and regional recovery resources. Assistance from other jurisdictions will be requested as needed, and the city should be prepared to coordinate across these levels of government.  The City of Renton has limited capabilities to address human needs in a large-scale disaster. The EOC can request additional resources and program support through the King County EOC, the State of Washington Emergency Management division, and the federal government.  Impact to public services and infrastructure serving residential buildings will affect housing recovery.  The city can anticipate an influx of businesses related to repairing and rebuilding housing, and there may be challenges around regulating them and protecting homeowners from price gouging or false laborers.  Long-term housing recovery is a slow process and, depending on the scale of the disaster, it could be many years before Renton’s housing stock is replenished. Guiding Principles  The city should plan to support the needs of the whole community and prioritize vulnerable populations with the greatest need.  A complete and accurate assessment of physical damage to residential property is a key determinant of occupancy and viability. The data collected may support the creation and implementation of both interim and permanent housing strategies.  Housing recovery should be guided by the goals and values outlined in the Renton CEMP, specifically to adopt best available housing practices and implement innovative techniques to advance the provision of affordable, fair, healthy, and safe housing for renters, homeowners, and the homeless.  Recovery efforts should contribute to the city’s sustainability and resilience against future disasters.  Renton has strong neighborhoods, and the city should maintain a robust communication process with its partners and established community groups throughout the recovery process. (See RSF 7. Community Planning and Capacity Building.)  Coordinate housing repair and reconstruction with development of infrastructure and public services, such as water, sewer, utilities, and transit. AGENDA ITEM # 8. a) CITY OF RENTON – DISASTER RECOVERY FRAMEWORK 30 References  Housing and Human Services Element of the City of Renton Comprehensive Plan, June 2015 and subsequent updates AGENDA ITEM # 8. a) CITY OF RENTON – DISASTER RECOVERY FRAMEWORK 31 RSF 2. Economic Recovery The Economic Recovery RSF presents goals and strategies designed to restore Renton’s economy following a disaster. It focuses on the coordinated efforts that would be necessary to maintain Renton’s major employers, small businesses, and workforce—all key components of a successful recovery. To expand its recovery abilities, the city should leverage partner agencies and local business partners. Decision-Making Framework Community and Economic Development and Public Works are the co-lead agencies for inspections and permitting of structures, dwellings, and City of Renton infrastructure. Widespread catastrophic damage may require regional collaboration with King County, the State of Washington, and the federal government. City leadership will allocate staff and other resources to regional efforts as they are able. Renton has many public, nonprofit, and private organizations that will play an important role in economic recovery. To be successful, the city must leverage the existing ecosystem of partners, which includes neighborhoods, schools, businesses, government, faith communities, and nonprofit organizations. Community economic development and public works can access some of this network through Greater Renton COAD contact lists. For specific recovery responsibilities for each city department, see the Recovery Responsibility Tables in the appendix. COMMUNITY RESOURCES (These organizations may prove valuable but are not necessarily formal partners.)  Archdiocese of Seattle  Federal Reserve System  Public Health Seattle-King County  Puget Sound Energy  Renton Chamber of Commerce  Renton Downtown Partnership  Renton, Issaquah, and Kent school districts  Renton Small Business Empowerment Think Tank  Small Business Administration (SBA)  Washington Association of Building Officials  Washington State Department of Labor and Industries SUPPORT CORE CAPABILITIES FOR RSF 2 Return economic and business activities (including food and agriculture) to a healthy state and develop new business and employment opportunities that result in an economically viable community. AGENDA ITEM # 8. a) CITY OF RENTON – DISASTER RECOVERY FRAMEWORK 32 Recovery Goals and Strategies 1. Prioritize permit processes that are essential to life and safety and suspend non- essential permitting processes to expedite recovery.  Strike a responsible balance between an expedited recovery process and requirements to rebuild sustainably in accordance with all applicable codes and regulations.  Provide customer-friendly experience for residents while ensuring their homes and businesses are rebuilt to code, with minimal environmental impact and greater resiliency.  Expand city hours of operation and send field permitting and inspection teams to damaged areas.  Offer one-stop review and permitting services for property owners undertaking reconstruction activities. 2. Encourage property owners to investigate contractors and provide tools to ensure compliance with licensing requirements and prevent fraud.  Any contractors working on a reconstruction project with federal cost-share funding must undergo debarment certification prior to being hired. Any contractor (or subcontractor) that has been excluded from receiving federal contracts or pass- through funding may not be utilized if any federal funds (e.g., FEMA public assistance funding) are obligated to the project.  City staff and project managers may search for debarred and excluded companies at www.sam.gov.  Through ongoing community outreach, encourage property and business owners to undertake due diligence in hiring contractors. 3. Connect both big and small businesses to loan assistance, employees, goods, and markets through early and ongoing outreach.  Reach out to large employers to understand what is necessary to keep them in business. AGENDA ITEM # 8. a) CITY OF RENTON – DISASTER RECOVERY FRAMEWORK 33  Use Downtown Business Group, Chamber of Commerce, Small Business Development Center, and Small Business Administration (SBA) to reach out to small businesses in Renton. Through these connections, tell the story of businesses to federal funders.  After a disaster, SBA can make recovery loan tools available to small businesses and to homeowners under the appropriate disaster declaration.  Reach out to management companies at large retail centers, e.g. The Landing, to be in contact with national retailers. 4. Coordinate with partners or directly provide time-limited, quality childcare.  Set up or coordinate childcare in recreation areas, schools, and community centers.  Partner with the YMCA and other nonprofits in advance and develop MOUs to provide childcare services in recovery.  Encourage major employers and school districts to provide term-limited, in- house childcare to facilitate economic recovery. 5. Seek out opportunities to diversify Renton’s industry portfolio.  Expand the industry portfolio to ensure economic resiliency into the future. KEY CONSIDERATIONS  It is unlikely that the city will be able to access an infusion of capital to jumpstart the economy without state or federal assistance.  Renton is largely dependent on the aerospace industry, which in the case of a large disaster and disrupted production, may not stay in Renton during or after recovery.  Residents in Renton are served by a mix of municipal and non-municipal water and sewer districts.  Any major damage to State Routes 167 or 169 and/or Interstates 5 or 405 would significantly impair the ability for residents moving in and out of the city.  Disasters often result in an influx of construction contractors from out-of-state areas to meet local demand for rebuilding.  Renton has three school districts: Renton, Issaquah, and Kent. School districts are major land and property owners within the city limits. AGENDA ITEM # 8. a) CITY OF RENTON – DISASTER RECOVERY FRAMEWORK 34 Planning Assumptions  Physical damage to public facilities and infrastructure may impact other critical systems, essential functions, and commercial interests.  Interdependencies between various elements of public infrastructure may lead to interruptions in essential services in undamaged areas. Similar interdependencies between commercial entities are likely to impact businesses that did not incur direct damage.  Long-term impacts of business damage, including the ability of firms to re-open, may be difficult to assess.  Temporary recovery-related businesses such as inspections and construction will be important for rebuilding. However, it will be challenging to verify and regulate them.  Without jobs, many residents will leave Renton and seek work elsewhere. Guiding Principles  In early recovery the city should prioritize restoring businesses that provide critical services for the community, such as grocery stores, gas stations, and health care. Once the community is stable the city can move forward to stabilize major employers to get residents back into jobs.  Restoring utilities—including internet and cellular phones—is necessary to keep major employers, especially businesses in aerospace, technology, food processing, and manufacturing. Bringing working water, wastewater, and electricity systems to major employers should be a priority during recovery.  Restoring childcare and schools is essential to economic recovery so that workers with children can return to work.  Restoring opportunities for education is essential for people to be able to know that their children are in a safe, stable, and supportive learning environment.  The City of Renton requires any contractor or business to obtain a business license prior to doing work within the city limits. Building inspectors may request to view contractor licenses and credentials to ensure compliance with all licensing requirements and qualifications to complete permitted work.  The city will provide outreach to small businesses to let them know of available assistance during recovery.  Economic recovery should be guided by the sustainability and resiliency goals described in the Renton CEMP, specifically the desire to build a diverse economic industry base in areas of aerospace, health care, and creative industries (high-tech, design, software, local artesian, gaming, architecture, etc.). References  Renton Business Plan, 2024  City of Renton Comprehensive Plan, 2024 AGENDA ITEM # 8. a) CITY OF RENTON – DISASTER RECOVERY FRAMEWORK 35 RSF 3. Natural, Cultural, and Historic Resources The purpose of the Natural, Cultural, and Historic Resources RSF to the City of Renton Disaster Recovery Framework is to guide actions to address post-disaster environmental issues that may impact recovery and to bring together resources to address the preservation of natural, cultural, and historic resources. Adverse environmental impacts are likely to result from any disaster, and their implications for public health and community recovery are such that early containment and remediation will be a high priority for the city and its jurisdictional partners. Cultural and historic resources may be comprised of buildings, sites, structures, objects, landscapes, and traditional cultural places that are eligible for the National Register of Historic Places and/or have attained a local designation as historically significant. Natural resources may be comprised of waterways, wetlands, floodplains, reservoirs, habitat, forests, and other environmental resources. This RSF establishes a framework for identifying and evaluating post-disaster environmental impacts and for developing strategies to work cooperatively to resolve those impacts. It recognizes that natural, cultural, and historic resources are essential to high quality of life, strong community identity, and preserving culture and history to pass along to future generations. Preservation planning and preparation may ensure community character is preserved by preventing unnecessary demolition or loss of resources. In addition, the Natural, Cultural, and Historic Resources RSF identifies departmental responsibilities for ensuring that community recovery and rebuilding are implemented in compliance with all applicable environmental rules and regulations. This RSF, like the disaster recovery framework as a whole, applies to all city departments and provides an operational framework to guide coordinated environmental management efforts. The RSF supports and integrates state and federal plans and programs that aid in recovery operations. Decision-Making Framework In most cases, more than one department will have a role in environmental cleanup and historic preservation and remediation. With support from the Renton EOC, other city departments, and private sector resources, the Parks and Recreation department will lead the coordination of natural, cultural, and historic SUPPORT CORE CAPABILITIES FOR RSF 3 Protect natural, cultural, and historic resources through appropriate planning, mitigation, response, and recovery actions to preserve, conserve, rehabilitate, and restore them consistent with post-disaster community priorities and best practices and in compliance with applicable environmental and historic preservation laws and executive orders. AGENDA ITEM # 8. a) CITY OF RENTON – DISASTER RECOVERY FRAMEWORK 36 preservation actions as described under Emergency Support Function (ESF 11): Agriculture and Natural Resources. Long-term natural, cultural, and historic recovery may implement technical resources for restoration and protection, mitigation actions, and financial resources for repairs or rehabilitation. Renton Regional Fire Authority, with support from the Renton EOC, regional fire departments, and private sector resources, is responsible for addressing hazardous materials spills and releases that pose an immediate threat to life safety. While these actions are covered in the Renton CEMP ESF 10: Oil and Hazardous Materials and are generally addressed during the disaster response phase, it is possible that latent environmental damages may require additional response actions well into long- term recovery. Public Works manages environmental consequences to critical infrastructure (transportation, water, etc.), often with support from the Renton Regional Fire Authority and the EOC. Public Works also tests for safety of drinking water and manages the permitting processes for capital improvements and infrastructure restoration projects. Community and Economic Development is responsible for conducting environmental reviews and ensuring compliance of citywide reconstruction efforts with state and federal environmental regulations. These regulations usually apply to both public and private reconstruction efforts. These departments work closely with environmental and resource agencies from all levels of government, including Public Health – Seattle and King County, the Washington State Department of Ecology, the U.S. Army Corps of Engineers, and others. For specific recovery responsibilities for each city department, see the Recovery Responsibility Tables in the appendix. Recovery Goals and Strategies The City of Renton addresses natural, cultural, and historic recovery through support of the following coordinated activities: 1. Support the rapid and accurate assessment of properties, cultural facilities, and other sites of natural, cultural, tribal, or historic significance.  Compile findings into a natural, cultural, and historical significance report. COMMUNITY RESOURCES (These organizations may prove valuable but are not necessarily formal partners.)  Muckleshoot Indian Tribe  Public Health – Seattle and King County  Renton History Museum  Washington State Department of Ecology  Washington State Department of Fish and Wildlife  Washington State Department of Archaeology and Historic Preservation  Washington State Department of Natural Resources AGENDA ITEM # 8. a) CITY OF RENTON – DISASTER RECOVERY FRAMEWORK 37 2. Ensure the collection, storage, and safe keeping of records, artifacts, artworks, and natural, cultural, and history items of significance.  Convene necessary resources and technical assistance to mitigate, preserve, stabilize, and protect natural, cultural, and historic resources of significance.  Environmental consequences or damages are addressed as they are identified as part of the damage assessment process or as reported by the public. Environmental consequences from disasters may include:  Hazardous materials release or spills.  Drinking water contamination.  Airborne contamination.  Agricultural runoff.  Damage to wetlands or riparian habitats.  Impacts to threatened and endangered species. 3. Ensure environmental impacts are considered in city projects and/or activities. These activities may include:  Debris management.  Repairs and reconstruction.  New construction and redevelopment.  Project work in waterways, wetlands, floodplains, or other environmentally sensitive areas. Environmental considerations may include:  Hazardous materials.  Air quality.  Water quality.  Endangered species. 4. Ensure compliance with federal environmental and historic grant programs.  Projects that are funded on a cost-share basis with the federal government will require an Environmental and Historic Preservation (EHP) review.  Depending on the type of project and its environmental impacts, the EHP process may take days or sometimes years. AGENDA ITEM # 8. a) CITY OF RENTON – DISASTER RECOVERY FRAMEWORK 38  FEMA or Washington State Emergency Management Division personnel conduct most reviews for public assistance and hazard mitigation projects, but city departments retain responsibility for ensuring compliance and obtaining all required environmental permits.  Long-term environmental compliance will transition to normal departmental organization and functions over time. However, supplemental surge staffing may be required for much of the recovery process. Planning Assumptions  The Puget Sound region is vulnerable to natural and man-made hazards, including acts of terrorism, which can result in significant damage to the city’s natural environment, artistic, cultural, and historic resources and create the potential for large volumes of debris over a widespread area.  Environmental damage may take the form of localized spills and releases or may have widespread impacts to natural resources such as waterways, wetlands, floodplains, reservoirs, and habitats. The damage may adversely impact the quality of air and drinking water.  Availability and access to technical and financial resources to repair or rehabilitate damaged natural, cultural, and historic resources may be challenging.  Large-scale emergencies are likely to deplete local and regional recovery resources. Assistance from other cities, regions, the State of Washington, and the federal government will be requested as needed.  Staging and storage areas for cultural and historic inventory may need to be identified.  Preservation supplies for cultural and historic inventory may be difficult to procure in an emergency.  Trained staff and/or volunteers that handle cultural and historic inventory may be needed to lead repairs and conduct damage assessments  Environmental contamination may create dangers to the health and safety of the public as well as to emergency responders and other city staff and may impede the progress of community recovery.  Documented local collections of cultural and historic inventory and records may be inaccurate or out of date at the time of a disaster. AGENDA ITEM # 8. a) CITY OF RENTON – DISASTER RECOVERY FRAMEWORK 39 References  Arts and Culture Master Plan Guiding Principles  Long-term coordination between natural, cultural, and historic resource agencies from all levels of government, tribes and other entities will occur to ensure that reconstruction and redevelopment comply with local, state, tribal, and federal environmental regulations.  City departments will develop procedures and provide appropriate training to staff with designated roles and responsibilities in this RSF.  The City of Renton values cultural heritage and historic and natural resources. Prioritize their preservation once human life, health, and safety issues have been addressed.  Preservation of natural, historic, and cultural resources are part of an overall community recovery that is achieved through the coordinated efforts of the recovery team, resource experts, and community input. AGENDA ITEM # 8. a) CITY OF RENTON – DISASTER RECOVERY FRAMEWORK 40 RSF 4. Infrastructure Systems The purpose of the Public Infrastructure Restoration RSF to the City of Renton Disaster Recovery Framework is to establish uniform policies and procedures and identify roles and responsibilities for coordinating the restoration of public infrastructure and essential services during the post-event recovery process. This RSF, like the Disaster Recovery Framework as a whole, applies to all city departments and provides an operational framework to guide coordinated infrastructure restoration efforts. The RSF supports and integrates state, federal, and private utility plans and programs that aid in recovery operations. Decision-Making Framework Public Works is the lead agency in Renton for coordinating the restoration of infrastructure for water, sewer, storm water drainage, and transportation, as well as for working with private utility companies to facilitate service restoration. Executive services is the lead department for restoring city government communication and information technology services, as well as for coordinating the restoration of citywide internet, broadband, and wireless services. Widespread catastrophic damage may require regional collaboration with King County, the State of Washington, and the federal government. City leadership will allocate staff and other resources to regional efforts as able. The mayor may appoint community leaders and stakeholders to a recovery management team after a disaster with widespread damage and economic impacts to help guide recovery programs. City departments retain programmatic responsibility for recovery efforts under their purview. COMMUNITY RESOURCES (These organizations may prove valuable but are not necessarily formal partners.)  Army National Guard  Burlington Northern/Santa Fe Railway  Federal Aviation Administration  King County Library System  King County Metro  National Response Center  Public Health – Seattle and King County  Puget Sound Energy  Renton, Issaquah, and Kent School Districts  Renton Regional Fire Authority  Republic Services (waste management)  Seattle City Light  Seattle Public Utilities  United States Department of Transportation  University of Washington (UW) Medicine/Valley Medical Center  Washington State Department of Ecology SUPPORT CORE CAPABILITIES FOR RSF 4 Stabilize critical infrastructure functions, minimize health and safety threats, and efficiently restore and revitalize systems and services to support a viable, resilient community. AGENDA ITEM # 8. a) CITY OF RENTON – DISASTER RECOVERY FRAMEWORK 41 Infrastructure System Responsibilities The following are basic responsibilities of Renton city departments for restoring infrastructure and essential services. SOPs may be developed to provide further detail on how individual departments and divisions shall perform their responsibilities. Recovery and restoration activities may initially be coordinated in the Renton EOC or in the field in accordance with principles of NIMS as outlined in the CEMP. Long-term restoration and rebuilding operations will transition to normal departmental organization and functions over time. However, supplemental surge staffing may be required for much of the recovery process. For specific recovery responsibilities for each city department, see the Recovery Responsibility Tables in the appendix. Recovery Goals and Strategies 1. Restore infrastructure (e.g., transportation, energy, sewer, communications) and essential services that civil society cannot operate without. Almost every aspect of recovery is dependent on at least one of the infrastructure systems below:  Transportation systems (roadways, rail, mass transit, airport)  Energy systems (electric transmission lines, natural gas lines, fuel pipelines, fuel storage facilities)  Water system (water treatment facilities, water storage facilities, wellheads, water mains, distribution lines)  Wastewater/sewer system (sewer lines, pump stations, wastewater treatment plants)  Storm water system (drainage conveyance systems, culverts, stormwater flow control/water quality treatment facilities, levees, floodwalls, stormwater pump stations)  Communications system (telephone landlines, cell towers)  Internet/broadband (fiber optic cable, Wi-Fi) AGENDA ITEM # 8. a) CITY OF RENTON – DISASTER RECOVERY FRAMEWORK 42 In addition, the continuity of government and other essential services is dependent upon the functionality of facilities such as:  Hospitals.  Schools.  Government buildings, including service yards (fleet, materials, equipment).  Community centers. The City of Renton is responsible for many of the infrastructure elements listed above. Some systems are privately owned or operated, requiring close public/private coordination to ensure that public priorities inform the order and pace of restoration. 2. Provide continuity of governmental services through functional government facilities.  City departments and private sector partners with responsibility for infrastructure systems and essential services implement the following restoration actions:  Damage assessment.  Estimation of service interruption or downtime.  Determination of timeline for restoration.  Determination of resource needs for restoration.  Establishment of restoration priorities.  Temporary repairs or service continuity.  Permanent repairs or replacement.  Other restoration priorities may include providing emergency aid to isolated communities or allowing the flow of emergency goods and services. KEY CONSIDERATIONS  Many aspects of disaster recovery are dependent on the restoration of infrastructure and essential services.  Transportation systems, water and sewer systems, utility transmission systems, and information infrastructure will be assessed early in recovery to determine what can be quickly repaired and restored. Permanent repairs may follow at a later phase of long- term recovery.  Some critical infrastructure is privately owned and may require close public/private coordination.  Public facilities such as schools, community centers, and parks may have dual uses during disaster recovery and therefore may be deemed a priority for restoration. AGENDA ITEM # 8. a) CITY OF RENTON – DISASTER RECOVERY FRAMEWORK 43 3. Coordinate debris management.  The Debris Management Coordinator identified in the Renton Annex to the King County Regional Debris Management Plan will lead Renton’s debris management efforts.  Republic Services is a key partner in waste processing and disposal. High-impact disasters will require additional vendor support and/or increased coordination through the King County EOC and the King County Solid Waste division. Local debris management efforts are managed through the Renton Annex to the King County Regional Debris Management Plan. DEBRIS MANAGEMENT PHASES There are four principal phases of post-disaster debris management operations. 1. Debris Clearance and Removal: Debris management begins as soon as Public Works personnel and responders undertake debris clearance actions to allow emergency access for life safety and to protect property, infrastructure, and the environment. 2. Temporary Debris Storage: Large volumes of disaster debris or problem waste may need to be stored prior to processing and disposal. Locations of temporary storage sites may depend on the type of debris generated. 3. Debris Processing: Processing debris is the separation of various waste and debris types and their preparation for disposal. Different types of disaster debris may be governed by different rules and authorities. Construction and demolition debris is handled differently than hazardous waste or recyclable material. 4. Permanent Debris Disposal: Permanent disposal of debris and waste may make use of local and regional landfills or, depending on available capacity, may warrant the development of additional disposal sites. Another option is to haul disaster debris that cannot be recycled or otherwise reused to areas outside the Puget Sound region. Property owners, businesses, and residents will also generate significant disaster waste from cleanup, demolition, and reconstruction. Higher than normal customer volumes should be expected at transfer stations and drop box facilities. All four phases are conducted in compliance with local, state, and federal environmental regulations (except as waived for emergency) and in consultation with resource agencies such as King County Solid Waste division. AGENDA ITEM # 8. a) CITY OF RENTON – DISASTER RECOVERY FRAMEWORK 44 Planning Assumptions  Events of regional, statewide, or national significance will require cross-jurisdictional cooperation in recovery and restoration efforts, including debris management.  A complete and accurate assessment of physical damages to public infrastructure and facilities and of interruptions to essential services will inform an effective prioritization of recovery actions.  Private owners of infrastructure and service providers will work closely with local governments to develop restoration priorities. Private entities and public agencies may hesitate to share information if deemed proprietary.  Disaster debris may impede the efforts of emergency responders, create dangers to the health and safety of the public as well as that of emergency responders and other city staff, or block transportation routes, potentially delaying the restoration of critical services or impeding the flow of goods and services for disaster recovery.  Large volumes of debris from a disaster event and from the demolition of damaged structures may require temporary storage, and permanent processing and disposal of large volumes of disaster debris may take months or even years to complete.  Contaminated debris from a disaster event can have long-term negative environmental impacts and therefore trigger additional disposal considerations.  Residents and business owners will want to have keepsake possessions identified and returned versus being disposed of. Guiding Principles  Restoration of communication and transportation infrastructure is vital to recovery operations.  Disaster debris management is a high priority.  A navigable and functioning airport is essential to recovery operations.  The King County EOC is the central coordination point for regional debris management efforts. The Renton EOC provides support for coordination between city and regional activities. AGENDA ITEM # 8. a) CITY OF RENTON – DISASTER RECOVERY FRAMEWORK 45  A complete and accurate assessment of physical damages to public infrastructure and facilities and of interruptions to essential services is critical to informing an effective prioritization of recovery actions.  City departments will develop procedures and provide appropriate training to staff with designated roles and responsibilities in this RSF. References  Renton Annex to the King County Regional Debris Management Plan AGENDA ITEM # 8. a) CITY OF RENTON – DISASTER RECOVERY FRAMEWORK 46 RSF 5. Social Services The purpose of the Social Services RSF to the City of Renton Disaster Recovery Framework is to establish a coordinated approach to addressing post-disaster humanitarian needs through mass care efforts, shelter and temporary housing assistance, and the delivery of other emergency human services programs. This RSF, like the disaster recovery framework as a whole, applies to all city departments and provides an operational framework to guide coordinated human service delivery efforts among a network of Community Based Organizations (CBO) and other jurisdictions at the local, state, and federal levels. The RSF supports and integrates other plans and programs that aid in recovery operations. Decision-Making Framework The Parks and Recreation Administrator provides oversight of human service delivery efforts in accordance with the mayor’s policy direction. The Emergency Management Director oversees coordination support for citywide human service delivery efforts from the Renton EOC, when activated, in accordance with the mayor’s policy direction. The Emergency Management Director also coordinates with the King County EOC on regional human service delivery efforts. A large-scale event that overwhelms the city’s capability to meet basic human needs will require regional collaboration through the King County EOC or through other regionalized humanitarian and mass care efforts. City leadership will provide staff and resource support to these efforts as able. For specific recovery responsibilities for each city department, see the Recovery Responsibility Tables in the appendix. COMMUNITY RESOURCES (These organizations may prove valuable but are not necessarily formal partners.)  American Red Cross  Family First Community Center  Greater Renton COAD  Public Health – Seattle and King County  Renton Housing Authority  Renton Regional Community Foundation  Salvation Army SUPPORT CORE CAPABILITIES FOR RSF 5 Restore and improve health and social services capabilities and networks to promote the resilience, independence, health (including behavioral health), and well-being of the whole community. AGENDA ITEM # 8. a) CITY OF RENTON – DISASTER RECOVERY FRAMEWORK 47 Recovery Goals and Strategies Disasters may result in the loss of housing, lack of food and clean water, injuries and other health issues, and interruption of community services. A key element of disaster recovery for the City of Renton and the surrounding region is the delivery of assistance, services, and programs designed to alleviate these impacts and to meet basic human needs. 1. Restore and bolster immediate and longer-term recovery needs to the community in three major categories: mass care, emergency assistance, and human services. Mass care considerations:  Feeding operations  Build distribution of emergency items  Collecting and providing information related to victims and/or family members. Emergency assistance considerations:  Evacuation support (registration and tracking of evacuees)  Family reunification  Access and functional needs planning and assistance  Pet evacuation and sheltering  Medical needs sheltering and other specialized sheltering  Donations management  Coordination of unaffiliated volunteers and/or volunteer organization/agency coordination support Health and social services considerations:  Personal property reunification KEY CONSIDERATIONS  The city currently has no data on residents requiring oxygen and/or dialysis.  People in Renton are likely to be impacted by lack of food and water and disruption of community support services.  Longer-term basic needs will continue to be identified and addressed throughout recovery, sometimes for months or years after an event.  Damage to human service facilities or to the infrastructure that supports their operations may inhibit effective service delivery for human needs.  Many community-based organizations that provide most of the direct human service programs crucial to recovery efforts participate in the Greater Renton COAD which helps provide goods and services in a disaster.  Survivors with access or functional needs and lower-income disaster survivors present specialized challenges in recovery efforts.  The public will seek opportunities to donate or volunteer to assist with recovery efforts.  The Renton EOC will request support and assistance to meet basic human needs from other cities/regions, King County, the State of Washington, and the federal government as needed.  Mobility barriers, such as lack of safe pedestrian pathways or accommodation for those living with disabilities, may prevent individuals and families from accessing services during recovery. AGENDA ITEM # 8. a) CITY OF RENTON – DISASTER RECOVERY FRAMEWORK 48  Disaster loans  Food stamps  Crisis and grief counseling  Disaster unemployment  Disaster legal services  Support for survivors with access and functional needs  Education opportunities  Childcare 2. Complete an assessment of community social service needs and coordinate needed capabilities.  The City of Renton has limited capabilities to address human needs in a large- scale disaster.  The EOC may be utilized to request additional resource and program support through the King County EOC and Washington State EOC.  Medical services beyond emergency first aid may need to be coordinated for administration by Northwest Healthcare Response Network. 3. Match agencies and non-governmental organizations to needed capabilities that support the restoration of community services.  Utilize the Community Resources section to provide disaster services and other community resources to impacted populations. Planning Assumptions  Events of regional, statewide, or national significance may require cross-jurisdictional cooperation in recovery efforts such as sheltering, mass care and feeding, and temporary housing.  Non-governmental CBOs, which often provide a significant proportion of post-disaster human services delivery, may be impacted by the disaster and unable to operate at full capacity.  City departments may develop procedures and provide appropriate training to staff with designated roles and responsibilities in this RSF.  Environmental damage to the natural or built environment may have far-reaching impacts on public health. AGENDA ITEM # 8. a) CITY OF RENTON – DISASTER RECOVERY FRAMEWORK 49 Guiding Principles  Case managers and counseling will be necessary. Most people will get housing and food if they can, but they will need help to manage medications and counseling.  Residents rely on an effective and equitable human services delivery system to meet their basic physical, economic, and social needs.  A comprehensive range of services will be needed in recovery. Invest in building the capacity and partnerships with local, state, and federal agencies, non-profit organizations, and community- based organizations will be essential.  Multiple communication channels should be used to reach diverse populations to inform of available resources and assistance programs.  Proactively identify and eliminate barriers to access for marginalized or underserved populations. Ensure recovery resources are distributed equitably, considering the disproportionate impacts of disasters.  Ensure that recovery programs and services are culturally sensitive by working with community leaders to tailor support that aligns with cultural values and practices. References  City of Renton Baseline Community Conditions, 2023 Update  City of Renton Older Adult Business Plan, April 2015  Community Resource Guide AGENDA ITEM # 8. a) CITY OF RENTON – DISASTER RECOVERY FRAMEWORK 50 RSF 6. Health Services The purpose of the Health Services RSF to the City of Renton Disaster Recovery Framework is to establish a coordinated approach among health care, behavioral health care, education, nonprofit, and social services partners to leverage resources in support of restoring public health care and medical services. This RSF defines the roles and responsibilities of entities involved in the delivery of the health services component of the Health and Social Services recovery core capability in the recovery mission area. The Health Services RSF focuses on the restoration of public health and health care services and works in conjunction with the Social Services RSF to address the Health and Social Services recovery core capability. This RSF, like the disaster recovery framework as a whole, applies to all city departments and provides an operational framework to guide coordinated human service delivery efforts among a network of CBOs and jurisdictions at the local, state, and federal levels. The RSF supports and integrates other plans and programs that aid in recovery operations. Decision-Making Framework A large-scale event that overwhelms the city’s capability to meet basic human needs will require regional collaboration through the King County EOC or through other regionalized humanitarian and mass care efforts. City leadership will provide staff and resource support to these efforts as able. The Renton Regional Fire Authority leads the delivery of emergency medical support efforts for the City of Renton. The City of Renton emergency management division provides coordination of information and resources through the Renton EOC in accordance with the mayor’s policy direction. The Renton EOC may coordinate with Valley Medical Center and the King County EOC on regional delivery of public health and medical services. For specific recovery responsibilities for each city department, see the Recovery Responsibility Tables in the appendix. COMMUNITY RESOURCES (These organizations may prove valuable but are not necessarily formal partners.)  American Red Cross  Public Health – Seattle and King County  Renton Public Health Center  Valley Cities Behavioral Health Care  Valley Medical Center SUPPORT CORE CAPABILITIES FOR RSF 6 Restore and improve health and social services capabilities and networks to promote the resilience, independence, health (including behavioral health), and wellbeing of the whole community. AGENDA ITEM # 8. a) CITY OF RENTON – DISASTER RECOVERY FRAMEWORK 51 Recovery Goals and Strategies Public health and medical impacts in a disaster may include physical trauma or injuries, hygiene and spread of disease, contaminated water for drinking or sewer systems, and emotional trauma. A key element of disaster recovery for the City of Renton is the delivery of robust public health and medical services or programs designed to alleviate these impacts and promote a healthy community. Short-term recovery begins concurrently with response activities; this RSF addresses immediate needs as well as long-term recovery needs as described below. 1. Assess public health and medical needs to develop a comprehensive restoration of basic health service functions.  Develop a timeline by identifying critical health care needs for both short-term and long-term care. 2. Assess healthcare infrastructure and service disruptions to patient care.  Identify stakeholder roles and responsibilities to support the restoration of health care services.  Develop interim and/or alternative health care solutions.  Consider the following services: Public Health (infectious disease control, sanitation and hygiene), special needs populations (children, elderly, those with disabilities), and those with medical dependencies (chronic illnesses, blood transfusions, insulin, etc.). 3. Assess behavioral health needs in the impacted community.  Determine impacts to behavioral health systems capacity.  Engage with behavioral health partners to support impacted communities.  Consider services such as crisis and grief counseling. 4. Assess environmental health and safety risks and impacts to public health. KEY CONSIDERATIONS  People in Renton are likely to be impacted by lack of food and water and disruption of medical and health care services.  Long-term public health and medical needs will continue to be identified and addressed throughout recovery, sometimes for months or years after an event.  Secondary impacts of damaged infrastructure may include power outages, the loss of potable water, interrupted food and medicine distribution, and exposure to hazardous materials.  Damage to facilities infrastructure may inhibit effective service delivery for critical medical needs.  Survivors with access or functional needs and lower- income disaster survivors present specialized challenges in recovery efforts.  Mobility barriers, such as lack of safe pedestrian pathways or accommodation for those living with disabilities, may prevent individuals and families from accessing services during recovery. AGENDA ITEM # 8. a) CITY OF RENTON – DISASTER RECOVERY FRAMEWORK 52  Ensure proper Personal Protective Equipment appropriate to the incident is procured and distributed to responding personnel.  Mitigate environmental impacts to public health and communities. The City of Renton has limited capabilities to address community health needs in a large-scale disaster. The EOC requests additional resources and program support through the King County EOC from the State of Washington and the federal government, which administer many of the programs listed above. Related efforts to provide medical services beyond emergency first aid are administered by Public Health – Seattle and King County in accordance with its plans and operational protocols. To the extent they are operational, CBOs and voluntary agencies, including the American Red Cross, the Salvation Army, Renton Housing Authority, local service clubs/organizations and religious organizations, and other disaster relief and human services organizations, may provide valuable direct services and case management experience in support of this RSF. Planning Assumptions  Events of regional, statewide, or national significance may require cross-jurisdictional cooperation in recovery efforts such as providing medical and behavioral health services, ensuring food and drinking water safety, and restoring medical infrastructure such as hospitals and clinics.  Environmental damage to the natural or built environment may have far-reaching impacts on public health and health care systems.  The public will need post-disaster assistance and may require counseling, medications, and/or prescriptions. Case managers and medical professionals will be needed to address this need.  Residents rely on an effective and equitable human services delivery system to meet their basic physical, economic, and social needs.  Residents require a robust public health system to support everyday livelihoods and a thriving community. Guiding Principles  Ensure health services are accessible to all individuals, regardless of income, age, disability, language, or geographic location.  City departments will develop procedures and provide appropriate training to staff with designated roles and responsibilities in this RSF.  Foster strong partnerships with public health agencies, private healthcare providers, emergency medical services, and community health organizations to meet the needs of the community after a disaster. AGENDA ITEM # 8. a) CITY OF RENTON – DISASTER RECOVERY FRAMEWORK 53 References  City of Renton Baseline Community Conditions, 2023 Update  Community Resource Guide AGENDA ITEM # 8. a) CITY OF RENTON – DISASTER RECOVERY FRAMEWORK 54 RSF 7. Community Planning and Capacity Building The Community Planning and Capacity Building RSF provides guidance and support for community engagement during disaster recovery. Included in this RSF are recommendations for development of citywide and community-focused recovery priorities. Community engagement is a cross-cutting recovery activity and will inform the activities within each RSF. Goals and strategies are outlined here alongside suggested ways to leverage current community resources and build capacity. Decision-Making Framework Community planning and capacity building will be coordinated by the Executive Services Department, with input from the Mayor’s Inclusion Task Force, the Equity Commission, Community and Economic Development Department, and all other city departments. Community engagement is a cross-cutting recovery activity and will inform the activities within each RSF. Renton has many public, nonprofit, and private organizations that will play an important role in disaster recovery. To be successful, the city must leverage the existing ecosystem of partners, which includes neighborhoods, schools, businesses, government, faith communities, and nonprofit organizations. For specific recovery responsibilities for each city department, see the Recovery Responsibility Tables in the appendix. Recovery Goals and Strategies 1. Mobilize local organizations, faith-based and neighborhood groups, and major employers to be active players in recovery.  Identify and inventory groups and resources needed for coordination in a recovery effort. COMMUNITY RESOURCES (These organizations may prove valuable but are not necessarily formal partners.)  American Red Cross  Communities in Schools of Greater King County  Family First Community Center  Greater Renton COAD  Habitat for Humanity Seattle and King County  Renton Chamber of Commerce  Renton, Issaquah, and Kent School Districts  Valley Medical Center SUPPORT CORE CAPABILITIES FOR RSF 7 Conduct a systematic process engaging the whole community as appropriate in the development of executable strategic, operational, and/or tactical-level approaches to meet defined objectives. AGENDA ITEM # 8. a) CITY OF RENTON – DISASTER RECOVERY FRAMEWORK 55  Engagement of significant segments of the population with members who speak English less than very well may be a challenge. Although there are over 90 languages spoken in Renton, the Renton Annex to the King County Inclusive Emergency Communications Plan defines significant limited English proficiency communities in Renton as Spanish, Vietnamese, Chinese (Mandarin and Cantonese), Russian, Ukrainian, and other Slavic languages. Other language communities, even if they speak English well, may require special outreach to engage them.  Faith-based facilities may serve as locations to coordinate with community leaders and neighborhood groups.  Leverage community leaders in the Mayor’s Inclusion Task Force and local groups for communications and on-the-ground neighborhood assessments and status updates.  Equip community groups with quick and low-cost tools to complete assessments. Examples include online and print surveys, kiosks, and guides for small group discussion.  Reach out and provide support to Renton community-based organizations (CBOs). CBOs are critical to productive community engagement before, during, and after a disaster. 2. Ensure an effective procurement and processing system during recovery by setting up MOUs with local service providers as part of recovery planning.  Identify and inventory the critical services that will require support and funding throughout responses and recovery. Food banks such as Northwest Harvest will require funds to maintain services, especially when there is greater demand. AGENDA ITEM # 8. a) CITY OF RENTON – DISASTER RECOVERY FRAMEWORK 56 3. Use a variety of materials, methods, and access sites to communicate recovery efforts to the entire community.  Renton is a diverse community with geographic constraints. The city should utilize existing points of contact with residents to share information and build capacity after a disaster. Possible access sites include:  Religious facilities.  Summer Meals Program sites.  King County Library branches.  Recreation centers.  Day care facilities.  Grocery and hardware stores. 4. Coordinate city approach to reach out to large foundations and philanthropists.  To be successful in receiving and managing funds, the city should coordinate and align requests.  The city may choose to support one or more local, non- governmental groups to lead the management of donated funds.  Boeing, Walmart, and PACCAR all have a local presence in Renton and large foundations. Past city experience of applying for funds from these organizations has been a complex process, which may be necessary in recovery. 5. Support the orderly management of private donations and volunteer resources.  Encourage cash donations over donated goods in a disaster because cash allows for immediate and flexible use, enabling relief organizations to purchase exactly what is needed, when and where it's needed. This approach reduces logistical challenges, such as sorting, storing, and transporting physical goods, and helps support local economies by purchasing supplies from local vendors. Cash donations ensure that resources are allocated efficiently and can be adapted quickly to changing needs. However, a mechanism will be necessary to determine priorities in disbursement. KEY CONSIDERATIONS  Many people living in and around Renton don’t have the resources and will not be prepared for post-disaster, let alone long- term recovery.  The city can encourage recovery functions and capacity building for local nonprofit organizations by engaging in partner organizations’ strategic planning.  Many communities in Renton are not defined by geography but rather race, ethnicity, religion, or social experience.  The city will need a mechanism in place to manage cash donations.  Mobility barriers, such as lack of safe pedestrian pathways or accommodation for those living with disabilities, may prevent individuals and families from accessing services during recovery.  Promotional materials will need to be available in different languages, and community leaders will need to be in contact with the city to help non-English speaking residents who are illiterate.  Churches are critical to outreach to elderly and Limited English Proficiency (LEP) communities in Renton.  Libraries can play crucial roles in helping their communities prepare for and respond to a disaster or emergency.  Renton could reach out to cities that have experienced disasters to learn from their successes and mistakes. AGENDA ITEM # 8. a) CITY OF RENTON – DISASTER RECOVERY FRAMEWORK 57  Encourage and facilitate creative fundraising, especially with social media and crowdsourcing platforms.  Service groups like Renton Rotary may have rapid resource funds to tap into while waiting for federal and state assistance.  Renton may be able to leverage its connections with the Seattle Seahawks and Seattle Sounders and their large fan bases to bring volunteers and flexible funds to the recovery process.  The Renton Regional Community Foundation has expertise in receiving funds on behalf of specific charitable projects. They may be considered as a resource to manage the intake of funds to benefit disaster survivors or address other community needs. Planning Assumptions  State and federal agencies offer grant assistance programs to offset the burden of disaster recovery. However, the terms and funding amounts may change over time and not align with community priorities.  The level and method of community planning and engagement will depend on the impact and location of the disaster event. City, community, and neighborhood resources may be available at different times and at varying levels.  Language diversity in Renton will present challenges for coordinated communications from the city.  Many local organizations will need city funding or quick, flexible funds to serve the community during recovery. The Renton Community Foundation is a 501(c)(3) that hosts a fund that can receive cash funds for disaster relief on behalf of the city. These funds can be leveraged by COAD and community groups during recovery. Guiding Principles  Inclusion and coordination of community organizations during recovery will maximize the efficiency of participating organizations, prevent duplication of services, and speed up recovery.  The community is best positioned to know resident needs during recovery and has the most effective means of communication. The city should be a listening partner to coordinate and support activities for community-wide recovery. AGENDA ITEM # 8. a) CITY OF RENTON – DISASTER RECOVERY FRAMEWORK 58  City departments will develop internal procedures and provide appropriate training to staff with roles and responsibilities designated in this RSF. City departments may also work with local organizations and community groups to build capacity for disaster recovery efforts.  Practicing recovery is crucial to planning for recovery. The city should make an effort to include local organizations and community groups in disaster response and recovery training.  Simplicity is key. Streamlining processes and procedures for help during recovery will build community buy-in for city recovery activities. References  2016 Renton Community Resource Directory  City of Renton Comprehensive Plan, 2024  City of Renton Baseline Community Conditions, 2023 Update AGENDA ITEM # 8. a) CITY OF RENTON – DISASTER RECOVERY FRAMEWORK 59 4. APPENDIX Definitions and Acronyms ATC. Applied Technology Council CBO. Community Based Organization CEMP. Comprehensive Emergency Management Plan COAD. Community Organizations Active in Disaster CPG. Comprehensive Preparedness Guidance EHP. Environmental and Historic Preservation EMAC. Emergency Management Assistance Compact EOC. Emergency Operations Center ESF. Emergency Support Functions FEMA. Federal Emergency Management Agency GIS. Geographic Information System HSEEP. Homeland Security Exercise and Evaluation Program JIC. Joint Information Center JIS. Joint Information System LEP. Limited English Proficiency MOU. Memorandum of Understanding NDRF. National Disaster Recovery Framework NIMS. National Incident Management System OEM. Office of Emergency Management PDA. Preliminary Damage Assessment PIO. Public Information Officer RCW. Revised Code of Washington RSF. Recovery Support Functions SBA. Small Business Association SOP. Standard Operating Procedure WAC. Washington Administrative Code AGENDA ITEM # 8. a) CITY OF RENTON – DISASTER RECOVERY FRAMEWORK 60 Resources Below is a listing of relevant documents and legal authorities in disaster recovery planning. Local References and Resources  City of Renton Business Plan  City of Renton Comprehensive Emergency Management Plan  City of Renton Comprehensive Plan  City of Renton Baseline Community Conditions  City of Renton Annex to the King County Regional Hazard Mitigation Plan and King County Hazard Identification and Vulnerability Analysis  City of Renton Annex to the King County Regional Debris Management Plan  City of Renton Annex to the King County Inclusive Emergency Communications Plan  City of Renton Continuity Plan  City of Renton Older Adult Business Plan  City of Renton Arts and Culture Master Plan  King County Comprehensive Emergency Management Plan  King County Regional Hazard Mitigation Plan  King County Hazard Identification and Vulnerability Analysis  King County Regional Coordination Framework Regional References and Resources  Washington State Comprehensive Emergency Management Plan  Washington State Emergency Management Disaster Assistance Guide for Local Governments Federal References and Resources  Comprehensive Preparedness Guide (CPG) 101 and 201  Homeland Security Exercise and Evaluation Program (HSEEP)  National Incident Management System (NIMS), Department of Homeland Security  National Response Framework, Federal Emergency Management Agency Legal Authorities Local Legal Authorities  Renton Municipal Code, Title III, Chapter 1, Emergency Management Division  King County Code, Chapter 2.56, Emergency Management  King County Code, Chapter 12.52, Emergency Powers State Legal Authorities Revised Code of Washington (RCW): AGENDA ITEM # 8. a) CITY OF RENTON – DISASTER RECOVERY FRAMEWORK 61  35.33.081, Emergency Expenditures  35.33.101, Emergency Warrants  38.52, Emergency Management  39.34, Interlocal Cooperation Act  40.10, Essential Records  42.14, Continuity of Government Act  43.43, (Subparts 960-975), State Fire Service Mobilization  70.136, Hazardous Materials Incidents Washington Administrative Code (WAC):  118-04, Emergency Worker Program  118-30, Local Emergency Management Services Organizations, Plans, and Programs Federal Legal Authorities  Federal Civil Defense Act of 1950, as amended  Public Law 93-288, the Robert T. Stafford Disaster Relief and Emergency Assistance, as amended  Title 44, Code of Federal Regulations, parts 9, 10, 13, 59, 204, and 206  Public Law 96-342, Improved Civil Defense  Public Law 99-499, Superfund Amendments and Reauthorization Act of 1986 Recovery Responsibility Tables The Renton Recovery Responsibility Tables outline the basic responsibilities of Renton City for disaster recovery. SOPs may be developed to provide further detail on how individual departments and divisions shall perform their responsibilities. Recovery activities may initially be coordinated in the Renton EOC or in the field in accordance with principles of NIMS as outlined in the CEMP. Long-term recovery operations will transition to normal departmental organization and functions over time. However, supplemental surge staffing may be required for much of the recovery process. AGENDA ITEM # 8. a) CITY OF RENTON – DISASTER RECOVERY FRAMEWORK 62 City Council Recovery Responsibility Table This table outlines the basic responsibilities of Renton City Council for disaster recovery. Primary Responsibilities Responsibility Reference Section/RSFs Law and policy making for recovery efforts 2.0 Continuity of government 2.0 Recovery Responsibility Tables by Department/Division To navigate to a specific department or division’s table, click on the name below: City Attorney Recovery Responsibility Table Community and Economic Development Recovery Responsibility Table Executive Services Recovery Responsibility Table Finance Recovery Responsibility Table Human Resources and Risk Management Recovery Responsibility Table Parks and Recreation Recovery Responsibility Table Police Recovery Responsibility Table Public Works Recovery Responsibility Table Renton Municipal Court Recovery Responsibility Table City Attorney Recovery Responsibility Table This table outlines the basic responsibilities of the Renton City Attorney for disaster recovery. Primary Responsibilities Responsibility Reference Section/RSFs Legal analysis and advice 2.1, 2.5 Preparation of recovery proclamations, legislation, and contracts 2.1, 2.5 Recovery expenditure tracking 2.5 Situation Report and Recovery Status Report input 2.3, 2.4 AGENDA ITEM # 8. a) CITY OF RENTON – DISASTER RECOVERY FRAMEWORK 63 Community and Economic Development Recovery Responsibility Table This table outlines the basic responsibilities of Renton City Community and Economic Development for disaster recovery. Primary Responsibilities Responsibility Reference Section/RSFs Capital improvement permitting 1.5, RSFs 1–4 ATC building assessments (public and private) 2.4, RSFs 1 & 4 Other building inspections 2.4, RSFs 1 & 4 Construction plan review 1.5, RSFs 1–4 Code compliance/enforcement 1.5, RSFs 1–4 (Engineered) Structural assessments 1.5, RSFs 1–4 Permit issuance for commercial and residential reconstruction 1.5, RSFs 1–4 Post-reconstruction building inspections 2.4, RSFs 1, 2 & 4 Coordination of field permit team operations 2.4, RSFs 1, 2 & 4 Public Works plan review 1.5, RSFs 1–4 Public information counter 1.5, RSFs 1–4 Engineering review 1.5, RSFs 1–4 Inspection and approval of reconstruction permits 2.4, RSFs 1, 2 & 4 Inspection of mass care facilities 2.4, RSFs 1, 2 & 4 Environmental compliance 1.5, RSFs 3 & 4 Land use permitting 1.5, RSFs 1–4 GIS mapping and analysis 1.5, RSFs 1–4 Critical/Sensitive areas review 1.5, RSFs 1–4 Business community outreach and information 2.0, RSFs 2 & 7 Public/private coordination 2.0, RSFs 2 & 7 Donations management 2.5, RSFs 3 & 7 Response Capability Assessment 2.4 Initial damage assessment 2.4 AGENDA ITEM # 8. a) CITY OF RENTON – DISASTER RECOVERY FRAMEWORK 64 Preliminary Damage assessment 2.4 Recovery expenditure tracking 2.5 Situation Report and Recovery Status Report input 2.3, 2.4 Executive Services Recovery Responsibility Table This table outlines the basic responsibilities of Renton City Executive Services for disaster recovery. Primary Responsibilities Responsibility Reference Section/RSFs Policy Advisory Group policy & coordination 2.0 Intergovernmental coordination 2.0 Continuity of government 2.0 Public information 2.6 Communication of damage assessment, restoration, debris management, and environmental information to the media and public 2.4, 2.6 Policy direction for recovery efforts 1.4, 2.0 Response Capability Assessment 2.4 Recovery expenditure tracking 2.5 Data recovery 2.5 Information technology systems recovery 2.5 Communications systems recovery 2.5, 2.6 Communications support 2.6 Information technology support 2.5 EOC direction and coordination 2.3 Recovery Status Report development/distribution 2.3 Short-term recovery coordination 1.5, 2.0 Volunteer management 1.5 Situation Report 2.3, 2.4 AGENDA ITEM # 8. a) CITY OF RENTON – DISASTER RECOVERY FRAMEWORK 65 Finance Recovery Responsibility Table This table outlines the basic responsibilities of Renton City Finance for disaster recovery. Primary Responsibilities Responsibility Reference Section/RSFs Recovery expenditure tracking 2.5 Vendor contract management (including Solid Waste) 2.5 Recovery finance management 2.5 Emergency procurement 2.5 Administration of recovery procurement procedures 2.5 Procurement of emergency goods/supplies/services support 2.5 Response Capability Assessment 2.4 Damage assessment 2.4 Situation Report and Recovery Status Report input 2.3, 2.4 Human Resources and Risk Management Recovery Responsibility Table This table outlines the basic responsibilities of Renton City Human Resources and Risk Management for disaster recovery. Primary Responsibilities Responsibility Reference Section/RSFs Employee care 2.5 Staff re-assignment 2.5 Disaster claims processing 2.5 Cross-jurisdictional coordination for debris management 1.5, RSFs 3 & 4 Resource support and logistics 2.5 Public information (JIC/JIS) coordination support 2.6 Mass care/shelter coordination support 1.5 Damage assessment and data analysis and validation 2.4 Shelter transportation coordination support 1.5 AGENDA ITEM # 8. a) CITY OF RENTON – DISASTER RECOVERY FRAMEWORK 66 Insurance coordination 2.5 Citywide personnel accountability 2.5 Volunteer management 2.3 Response Capability Assessment 2.4 Initial damage assessment 2.4 Recovery expenditure tracking 2.5 Parks and Recreation Recovery Responsibility Table This table outlines the basic responsibilities of Renton City Parks and Recreation for disaster recovery. Primary Responsibilities Responsibility Reference Section/RSFs Shelter, mass care, and feeding coordination 1.5 Natural resources management RSF 3 Open space restoration RSF 3 Debris management support RSF 3 & 4 Human service program delivery RSFs 5–7 Coordination with non-profit service providers RSFs 5–7 Emergency worker volunteers 1.5 Disaster welfare information and referrals RSFs 5 & 6 Coordination with human service CBOs RSFs 5–7 Recovery expenditure tracking 2.5 Response Capability Assessment 2.4 Damage Assessment 2.4 AGENDA ITEM # 8. a) CITY OF RENTON – DISASTER RECOVERY FRAMEWORK 67 Police Recovery Responsibility Table This table outlines the basic responsibilities of the Renton City Police Department for disaster recovery. Primary Responsibilities Responsibility Reference Section/RSFs Public safety RSF 4 Access control RSF 4 Traffic direction/control RSF 4 Pet sheltering RSF 4 Missing persons coordination RSF 4 Response Capability Assessment 2.4 Initial damage assessment 2.4 Damage assessment 2.4 Recovery expenditure tracking 2.5 Situation Report and Recovery Status Report input 2.3, 2.4 Public Works Recovery Responsibility Table This table outlines the basic responsibilities of Renton City Public Works for disaster recovery. Primary Responsibilities Responsibility Reference Section/RSFs GIS mapping 1.5, RSFs 1–4 Debris management/clearance (including water/sewer/storm systems, Renton Municipal Airport & roadway) 2.4, RSFs 3 & 4 Demolition debris processing 2.4, RSFs 3 & 4 Structural assessments of critical infrastructure 1.5, RSFs 1–4 Restoration of transportation infrastructure 1.5, RSFs, 2 & 4 Traffic management RSF 4 Restoration of water/sewer/storm water infrastructure RSFs 1–4 Provision of potable water for shelters RSF 4 AGENDA ITEM # 8. a) CITY OF RENTON – DISASTER RECOVERY FRAMEWORK 68 Solid waste service coordination for shelters RSF 4 Coordination with utility crews RSFs 3 & 4 Water quality monitoring/sampling/testing RSFs 3 & 4 Flood hazard monitoring RSFs 3 & 4 Structural assessments of utility and transportation infrastructure 2.4, RSF 4 Capital improvement permitting 1.5, RSFs 1–4 Permanent repairs/reconstruction 2.4, RSFs 3 & 4 Cross-jurisdictional coordination with transportation agencies RSF 4 Transportation system inspections RSF 4 Temporary roadway/bridge repairs RSF 4 Restoration of Renton Municipal Airport infrastructure 2.4, RSF 4 Hazardous materials coordination RSFs 3 & 4 Temporary debris storage and processing RSFs 3 & 4 Infrastructure/transportation restoration RSF 4 Facilities management RSFs 3, 4 & 7 Emergency vendor contracting 1.5, 2.5 Heavy equipment resource support RSFs 3 & 4 Signage RSFs 3 & 4 ATC building assessment (public and private) 2.4 Equipment/vehicle repair 2.5, RSFs 3 & 4 Alternate facilities location 1.5, RSF 4 Response Capability Assessment 2.4 Initial damage assessment 2.4 Damage assessment 2.4 Recovery expenditure tracking 2.5 Situation Report and Recovery Status Report input 2.3, 2.4 AGENDA ITEM # 8. a) CITY OF RENTON – DISASTER RECOVERY FRAMEWORK 69 Renton Municipal Court Recovery Responsibility Table This table outlines the basic responsibilities of the Renton Municipal Court for disaster recovery. Primary Responsibilities Responsibility Reference Section/RSFs Preside over criminal misdemeanors, gross misdemeanors, traffic infractions, and other city code violations 2.1, 2.5 Restore continuity of court operations, and processing and maintenance of court records 2.1, 2.5 Recovery expenditure tracking 2.5 Situation Report and Recovery Status Report input 2.3, 2.4 AGENDA ITEM # 8. a) 1 CITY OF RENTON, WASHINGTON RESOLUTION NO. _______ A RESOLUTION OF THE CITY OF RENTON, WASHINGTON, AUTHORIZING THE APPOINTMENT OF RENTON’S REPRESENTATIVE AND ALTERNATE REPRESENTATIVES TO THE METROPOLITAN WATER POLLUTION ABATEMENT ADVISORY COMMITTEE (MWPAAC). WHEREAS, the City of Renton is a member of the Metropolitan Water Pollution Abatement Advisory Committee (MWPAAC), a regional entity functioning under RCW 35.58.210; and WHEREAS, MWPAAC is an advisory committee to the King County Executive, the King County Council, and committees of the council on matters relating to wastewater treatment; and WHEREAS, Article III of the MWPAAC Bylaws provides that each city may appoint one person to serve on the Committee; and WHEREAS, each city may also appoint alternates who shall be empowered to vote in the absence of the city's voting member; and WHEREAS, it is desirable to allow the Public Works Administrator the flexibility to appoint the City's Representative and Alternate Representatives to respond to changes in employee roles and responsibilities rather than by action of the City Council; NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF RENTON, WASHINGTON, DO RESOLVE AS FOLLOWS: AGENDA ITEM # 8. b) RESOLUTION NO. _______ 2 SECTION I. The Renton City Council hereby delegates the authority to appoint the MWPAAC Committee Representative and Alternate Representatives to the Public Works Administrator. SECTION II. This resolution shall take effect immediately. PASSED BY THE CITY COUNCIL the day of , 2025. ______________________________ Jason A. Seth, City Clerk APPROVED BY THE MAYOR this day of , 2025. ______________________________ Armondo Pavone, Mayor Approved as to form: Shane Moloney, City Attorney RES- PW:25RES005:02/28/2025 AGENDA ITEM # 8. b) 1 CITY OF RENTON, WASHINGTON RESOLUTION NO. _______ A RESOLUTION OF THE CITY OF RENTON, WASHINGTON, AUTHORIZING THE MAYOR AND CITY CLERK TO ENTER INTO AN INTERLOCAL AGREEMENT WITH KING COUNTY AND EAST KING COUNTY JURISDICTIONS FOR THE PURPOSE OF SUPPORTNG MULTI-JURISDICTIONAL PLANNING AND COORDINATED TRANSPORTATION PLANNING REGARDING REGIONAL TRANSPORTATION ENTITLED EASTSIDE TRANSPORTATION PARTNERSHIP AGREEMENT. WHEREAS, the City, King County, and participating East King County jurisdictions are authorized, pursuant to RCW Chapter 39.34, the Interlocal Cooperation Act, to enter into an interlocal government cooperative agreement; and WHEREAS, by interlocal agreement, King County and numerous East King County jurisdictions (together “Parties”) have been involved in multi-jurisdictional transportation planning and coordinated transportation plans that benefit their communities through an Eastside Transportation Partnership Agreement, originally executed in 1987; and WHEREAS, the Eastside Transportation Partnership has served as the central forum for information sharing, consensus building, and coordination to develop recommendations for transportation policies, projects, and programs; and WHEREAS, the Eastside Transportation Partnerships goals are 1) develop and adopt a package of transportation priorities based on adopted land use plans that improve overall mobility for people, freight, and goods and address peak-hour congestion on the Eastside; 2) jointly implement adopted priorities through leadership, education, and advocacy within communities, cities, and the region; and 3) adopt and implement a strategy for increasing transportation improvements and program funding; and WHEREAS, the present agreement, as amended, is due to expire at the end of 2025; and AGENDA ITEM # 8. c) 2 WHEREAS, the Parties to the present agreement wish to enter into a new agreement that will supersede the present agreement and 1) reorganize Section 2.1 of the agreement; 2) add letters of support for transportation projects; 3) delete of Input and the addition of recommendation; and 4) additional reorganization changes. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF RENTON, WASHINGTON, DO RESOLVE AS FOLLOWS: SECTION I. The Mayor and City Clerk are hereby authorized to enter into an interlocal agreement with King County and numerous East King County jurisdictions regarding regional transportation entitled Eastside Transportation Partnership Agreement, attached hereto as Exhibit “A” and incorporated by this reference. PASSED BY THE CITY COUNCIL this day of _ , 2025. Jason A. Seth, City Clerk APPROVED BY THE MAYOR this day of , 2025. Armondo Pavone, Mayor Approved as to form: Shane Moloney, City Attorney RES- Exec Serv: 25RES007:03.14.2025 AGENDA ITEM # 8. c) 3 EXHIBIT A EASTSIDE TRANSPORTATION PARTNERSHIP AGREEMENT AGENDA ITEM # 8. c) Eastside Transportation Partnership Agreement Parties to Agreement City of Bellevue City of Bothell City of Issaquah City of Kenmore City of Kirkland City of Mercer Island City of Newcastle City of Redmond City of Renton City of Sammamish City of Woodinville King County Small Cities Town of Beaux Arts Village City of Clyde Hill Town of Hunts Point City of Medina Town of Yarrow Point Snoqualmie Valley Cities City of Carnation City of Duvall City of North Bend City of Snoqualmie Transmitted to parties for approval and signature [DATE DEPENDENT ON KING COUNTY COUNCIL APPROVAL]. THIS AGREEMENT is made and entered into by and among the CITY OF BELLEVUE, hereafter known as “Bellevue”; the CITY OF BOTHELL, hereafter known as “Bothell”; the CITY OF ISSAQUAH, hereafter known as “Issaquah”; the CITY OF KENMORE, hereafter known as “Kenmore”; the CITY OF KIRKLAND, hereafter known as “Kirkland”; THE CITY OF MERCER ISLAND, hereafter known as “Mercer Island”; the CITY OF NEWCASTLE, hereafter known as “Newcastle”; the CITY OF REDMOND, hereafter known as “Redmond”; the CITY OF RENTON, hereafter known as “Renton”; the CITY OF SAMMAMISH, hereafter known as “Sammamish”; the CITY OF WOODINVILLE, hereafter known as “Woodinville”; KING COUNTY, a legal subdivision of the State of Washington, hereafter called “King County”; the TOWN OF BEAUX ARTS VILLAGE, hereafter known as “Beaux Arts”; the CITY OF CLYDE HILL, hereafter known as “Clyde Hill”; the TOWN OF HUNTS POINT, hereafter known as “Hunts Point”; the CITY OF MEDINA, hereafter known as “Medina”; the TOWN OF YARROW POINT, hereafter known as “Yarrow Point”; the CITY OF CARNATION, hereafter known as “Carnation”; the CITY OF DUVALL, hereafter known as “Duvall”; the CITY OF NORTH BEND, hereafter known as “North Bend”; the CITY OF SNOQUALMIE, hereafter known as “Snoqualmie”; as members of the Eastside Transportation Partnership; WHEREAS, the parties to this agreement recognize that multi-jurisdictional transportation planning and coordinated transportation plans benefit their residents; and AGENDA ITEM # 8. c) 2 WHEREAS, the Eastside Transportation Partnership has served as the central forum for information sharing, consensus building, and coordination to develop recommendations for transportation policies, projects, and programs for the area East of Lake Washington in King County. NOW THEREFORE, in consideration of the mutual covenants contained herein, the parties hereto agree as follows: 1.0 Purpose of this Agreement The purpose of this Agreement is to recognize the Eastside Transportation Partnership as the transportation board for the area East of Lake Washington in King County to share information, build consensus, and provide advice on plans, programs, policies, and priorities for countywide, regional, state, and federal transportation decisions. 2.0 Members and Voting Members shall have full voting rights, limited voting rights or shall be non-voting members, as follows: 2.1 Members with Full Voting Rights: Only jurisdictions which are signatories to this agreement shall have full voting rights on all the following issues before the Eastside Transportation Partnership, unless otherwise noted, including: 1. Administrative issues, such as additional members and use of dues. 2. Identification of projects for the regional competition, if prescribed by the process approved by the King County caucus of the Puget Sound Regional Council Transportation Policy Board. 3. Recommendations to Sound Transit on policies and capital and service plans and implementation. 4. Recommendations to King County on Metro Transit planning, development and implementation of products and services. 5. Recommendations to WSDOT on policies, programs, and projects. 6. Recommendations to the PSRC on plans, policies, programs, and projects such as the Regional Transportation Plan updates and regional funding policies, strategies, or programs. 7. Recommendations to the State Legislature and committees and commissions established by the Legislature on transportation policy, budget and priorities and legislative proposals and studies. 8. Recommendations to the federal delegation on federal legislation including reauthorization and funding priorities and other transportation-related programs. 9. Letters of support for transportation projects. 2.2 Members with Limited Voting Rights: The Eastside Transportation Partnership may add members with limited voting rights on the issues such as those listed below by unanimous vote of the parties to the agreement at a regular meeting. 1. Recommendations to WSDOT on policies, programs, and projects. 2. Recommendations to the PSRC on plans, policies, programs, and projects, such as the Regional Transportation Plan updates and regional funding policies, strategies, or programs. 3. Recommendations to the State Legislature and committees and commissions established by the Legislature on transportation policy, budget and priorities and legislative proposals and studies. 4. Recommendations to the federal delegation on federal legislation including reauthorization and funding priorities and other transportation-related programs. 2.2.a Such members and voting rights, if any, shall be included in operating procedures to be adopted by the Eastside Transportation Partnership. AGENDA ITEM # 8. c) 3 2.3 Non-Voting Members: The Eastside Transportation Partnership may add non-voting members by unanimous vote of the parties to the agreement at a regular meeting. The Eastside Transportation Partnership may remove non-voting members by a unanimous vote of the parties to the agreement at a regular meeting. 2.3.a Such members shall be included in operating procedures to be adopted by the Eastside Transportation Partnership. 3.0 Representation and Conduct 3.1 Representation of city and county members shall be as follows Full Voting Members Number of Representatives/Votes Bellevue 2 Bothell 2 Issaquah 2 Kenmore 2 Kirkland 2 Mercer Island 2 Newcastle 2 Redmond 2 Renton 2 Sammamish 2 Woodinville 2 Small Cities Coalition Beaux Arts Clyde Hill Hunts Point Medina Yarrow Point 2 (shared) Snoqualmie Valley Cities Carnation Duvall North Bend Snoqualmie 2 (shared) King County 3 Limited Voting Members Number of Representatives/Votes Snohomish County 1 3.2 Elected officials shall be appointed to the Eastside Transportation Partnership by their cities and counties for a one-year term. King County representation shall be a maximum of two Councilmembers and the King County Executive. 3.3 Each city or county participating member may appoint an alternate for a one-year term. Designated alternates may vote in place of designated voting representatives in the absence of the designated representative. 4.0 Operating Procedures AGENDA ITEM # 8. c) 4 4.1 The Eastside Transportation Partnership shall adopt operating procedures to specify limited voting members and non-voting members, if any, dues for limited and non-voting members, if any, and operational issues such as election of officers, formation of subcommittees and rules of order. A chair(s) and vice-chair(s) or co-chairs shall be elected per the operating procedures and shall be responsible for setting meeting agendas, running meetings and any other activities identified in the operating procedures. 5.0 Lead Agency 5.1 King County will be the Lead Agency for receipt and disbursement of funds collected through annual dues, and general administrative and program support for the Eastside Transportation Partnership. King County assumes wage and benefit costs of its staff performing Lead Agency responsibilities to the extent that King County appropriates such funds. The Lead Agency shall, in its sole discretion, determine the level of staffing available based upon funding. 5.2 Lead Agency responsibilities may be limited to: maintaining Eastside Transportation Partnership membership rosters and distribution lists; arranging for Partnership meetings, including scheduling, agendas, and rooms; collecting, administering, and disbursing Partnership dues; providing Partnership meeting support to the chair(s) and vice chair(s) or co-chairs; attending Partnership meetings; and preparing Partnership meeting summaries. 6.0 Financing and Cost Sharing Guidelines 6.1 Annual Review of Financing: The Eastside Transportation Partnership shall determine by June 30 of each year whether annual dues of $100 per voting representative will be required of the Eastside Transportation Partnership member jurisdictions for the following year. Additionally, King County will provide the Eastside Transportation Partnership a status update on funds collected and funds remaining by June 30 of each year. 6.2. Yearly Dues: The Lead Agency may bill annually at the end of each year, and dues are to be paid within ninety days after receipt of the invoice. Members not in good standing shall lose voting rights until the required dues are paid. Additional dues above $100, and any dues required by limited or non- voting members, will be determined by the Eastside Transportation Partnership, and included in the operating procedures. Revenue from dues shall be used for refreshments, room rentals, speaker fees, special events, public education, or other expenses authorized by the Eastside Transportation Partnership. The designated Lead Agency shall not be required to pay yearly dues. 6.3 Additional financial contributions: If additional financial contributions beyond an increase in dues are determined to be necessary, costs shall be shared among all voting members, with an option for King County to recuse itself from further financial obligations. Recused members may not vote on determining the additional financial contribution or uses for the additional funds. 6.4 Modification to Agreement Required: If additional funds are determined to be necessary, a modification to this agreement specifying cost-sharing, purpose, scope of work, administration, collection and disbursement of funds and other details is required in order to obligate a member jurisdiction to funding participation. 7.0 Withdrawal of a Party from this Agreement AGENDA ITEM # 8. c) 5 Each party, for its convenience and without cause or for any reason whatsoever, may withdraw from participation in this Agreement by providing written notice, sent certified mail, return receipt required, to the chair(s) of the Eastside Transportation Partnership at least thirty (30) days in advance of the effective date of the withdrawal. A withdrawing party shall not be entitled to a refund of any payments to Eastside Transportation Partnership and shall pay any dues required to be paid under this Agreement for costs which had been obligated prior to the effective date of the withdrawal. All obligations other than dues cease upon withdrawal. Each party’s funding to perform its obligations under the Agreement, beyond the current appropriation year, is conditional upon appropriation by the party’s governing body. Should such an appropriation not be approved for a future year, a party may exercise its right to withdraw from the Agreement. 8.0 Duration This Agreement shall take effect upon being duly adopted by the governing bodies of all parties and executed by the authorized representatives of all parties. This Agreement shall remain in effect until December 31, 2027, unless terminated earlier in accordance with Section 9.0. This Agreement shall be automatically extended upon the same terms or conditions for another term commencing January 1, 2028 and ending no later than December 31, 2029. 9.0 Termination All parties to this Agreement must agree to terminate this Agreement in order for such termination to be effective. If all parties desire to terminate this Agreement, they shall execute a Statement of Termination. Upon termination, no party shall be required to make any additional contributions. Any remaining funds shall be refunded to the parties to this Agreement according to Section 11.0. 10.0 Real and Personal Property The acquisition of real property is not anticipated under this Agreement. Any personal property acquired pursuant to this Agreement shall be held by the Lead Agency. In the event this Agreement expires or is terminated in accordance with Section 8.0 or 9.0, any personal property other than cash shall remain with the Lead Agency. 11.0 Return of Funds At such time as this Agreement expires without being terminated or revised, or is terminated in accordance with Section 9.0, any unexpended and uncommitted funds shall be distributed proportionately to those parties to this Agreement at the time of termination based on each party’s percentage share of the total balance at the time of termination. 12.0 Filing This Agreement shall be filed with the King County Department of Records and Elections. 13.0 Legal Relations 13.1 The parties shall comply with all applicable state and federal laws and regulations. AGENDA ITEM # 8. c) 6 13.2 This Agreement is solely for the benefit of the parties hereto and gives no right to any other party. No joint venture or partnership is formed as a result of this Agreement. No employees or agents of one party or any of its contractors or subcontractors shall be deemed, or represent themselves to be, employees of any other party. 13.3 Each party shall defend, indemnify and hold harmless the other parties and their respective officials, employees, principals and agents from all claims, demands, suits, actions, and liability of any kind whatsoever which arise out of, are connected with, or are incident to any negligent acts of the first party, its contractor, and/or employees, agents, and representatives in performing the first party’s obligations under this Agreement. The parties agree that their obligations under this paragraph extend to claims made against one party by another party’s own employees. For this purpose, the parties, by mutual negotiation, hereby waive any immunity that, as respects the other parties only, would otherwise be available against such claims under the industrial insurance provisions of RCW Title 51. In the event any party incurs attorney’s fees, costs or other legal expenses to enforce the provisions of this section, against another party, all such fees, costs and expenses shall be recoverable by the prevailing party. 13.4 The provisions of this section shall survive and remain applicable to each of the parties notwithstanding any termination or expiration of this Agreement and notwithstanding a party’s withdrawal from this Agreement. 14.0 Entirety and Modifications 14.1 This Agreement merges and supersedes all prior negotiations, representations and agreements between the parties relating to the subject matter hereof and constitutes the entire agreement between the parties. 14.2 This Agreement may be modified only by written instrument signed by all the parties hereto. 15.0 Counterparts The signature pages of this Agreement may be executed in any number of counterparts, each of which shall be an original. IN WITNESS WHEREOF, the Parties have caused this Agreement to be signed and delivered by its duly authorized officer or representative as of the date set forth below its signature. For purposes of this Agreement, a duly authorized electronic signature constitutes an original signature. AGENDA ITEM # 8. c) 7 City of Bellevue City of Bothell City of Issaquah By: _______________________ By: _______________________ By: _______________________ Date: _____________________ Date: _____________________ Date: _____________________ City of Kenmore City of Kirkland City of Mercer Island By: _______________________ By: _______________________ By: _______________________ Date: _____________________ Date: _____________________ Date: _____________________ City of Newcastle City of Redmond City of Renton By: _______________________ By: _______________________ By: _______________________ Date: _____________________ Date: _____________________ Date: _____________________ City of Sammamish City of Woodinville King County By: _______________________ By: _______________________ By: _______________________ Date: _____________________ Date: _____________________ Date: _____________________ Town of Beaux Arts Village City of Clyde Hill Town of Hunts Point By: _______________________ By: _______________________ By: _______________________ Date: _____________________ Date: _____________________ Date: _____________________ City of Medina Town of Yarrow Point City of Carnation By: _______________________ By: _______________________ By: _______________________ Date: _____________________ Date: _____________________ Date: _____________________ City of Duvall City of North Bend City of Snoqualmie By: _______________________ By: _______________________ By: _______________________ Date: _____________________ Date: _____________________ Date: _____________________ AGENDA ITEM # 8. c)