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AGENDA
Finance Committee Meeting
3:00 PM - Monday, September 25, 2017
Council Conference Room, 7th Floor, City Hall – 1055 S. Grady Way
1. AIRPORT STAFFING REORGANIZATION
a) AB - 1982 Transportation Systems Division recommends approval of the Airport Staffing
Reorganization plan, and requests authorization to increase its budget by $148,879 per
year to accommodate the addition of three new 1.0 FTE positions and their workstations,
effective January 1, 2018. The requested budget adjustment will be included in the mid-
biennium budget adjustment ordinance.
2. 2017 SIDEWALK REHAB PROJECT BID AWARD
a) AB - 1990 City Clerk reports the results of the September 5, 2017 bid opening for CAG-17-
167, 2017 Sidewalk Rehabilitation & Replacement & Street Overlay Project, and submits
the staff recommendation to award the contract to R.W. Scott in the amount of $796,584,
and to reallocate funds in order to cover the budget gap.
3. VOUCHERS
4. EMERGING ISSUES IN REVENUE STREAMS
AB - 1982
City Council Regular Meeting - 11 Sep 2017
SUBJECT/TITLE: Renton Municipal Airport Staffing Reorganization
RECOMMENDED ACTION: Refer to Finance Committee
DEPARTMENT: Transportation Systems Division
STAFF CONTACT: Harry Barrett, Jr., Airport Manager
EXT.: 7477
FISCAL IMPACT SUMMARY:
The Airport reorganization will result in a budget adjustment increase of $148,879 to the 2018 Airport budget.
Additional expense will be funded by a combination of costs savings from an unfilled 1.0 FTE Office Assistant I
position, a reduction and soft transfer in the Intermittent Salaries line item of $113,928 and anticipated
revenue increases from The Boeing Company’s lease adjustments.
SUMMARY OF ACTION:
The Renton Municipal Airport (Airport) has identified a need to reorganize its staffing to create efficiencies
and reduce reliance on temporary part-time Airport Safety Workers. The Airport is requesting an increase of
$148,879. This increase will cover the cost of adding three new 1. 0 FTE positions and their workstations with
the below estimated pay grades:
• Operations and Maintenance Supervisor (a21).
• Airport Business Coordinator (a20).
• Airport Operations Specialist (a15).
The Airport plans to convert the existing unfilled 1.0 FTE Office Assistant I position to partially fund these
additions. This position is budgeted at $94,786 for 2018. Additionally, the Airport seeks to reduce the
Intermittent Salaries line item by $113,928. This line item currently funds five temporary part-time Airport
Safety Workers and one Airport Intern. The remaining impact to the Airport budget is expected to be funded
through anticipated building lease rate revenue increases from The Boeing Company, whose building lease
rate is currently under negotiation.
The adjustment to the Airport budget will be included in the mid-biennium budget adjustment ordinance.
EXHIBITS:
A. ISSUE PAPER
B. EXISTING ORGANIZATIONAL CHART
C. PROPOSED ORGANIZATIONAL CHART
STAFF RECOMMENDATION:
Approve the Renton Municipal Airport staffing reorganization and authorize the Airport to increase its budget
by $148,879 to accommodate the addition of the three new requested 1.0 FTE positions and their
workstations effective January 1, 2018.
AGENDA ITEM #1. a)
PUBLIC WORKS DEPARTMENT
M E M O R A N D U M
DATE:August 22, 2017
TO:Armondo Pavone, Council President
Members of the Renton City Council
VIA:Denis Law, Mayor
FROM:Gregg Zimmerman, Public Works Administrator
STAFF CONTACT:Harry Barrett, Jr., ext. 7477
SUBJECT:Renton Municipal Airport Staffing Reorganization
ISSUE
Should Council:
1. Approve a reorganization of the Renton Municipal Airport staffing?
2. Authorize the conversion of a currently vacant 1.0 FTE Office Assistant I (pay
grade a05) position to a newly created 1.0 FTE Airport Business Coordinator (pay
grade a20)?
3. Authorize the hiring of a newly created 1.0 FTE Airport Operations and
Maintenance Supervisor (pay grade a21)?
4. Authorize the hiring of a newly created 1.0 FTE Operations Specialist position
(pay grade a15)?
5. Authorize the reduction of the number of 5 temporary part-time Airport Safety
Workers and 1 Airport Intern from 6 staff members to 2 staff members, including
the Airport Intern?
RECOMMENDATION
1. Approve the recommended reorganization of the Renton Municipal Airport
(Airport) staffing.
2. Authorize the conversion of a 1.0 FTE Office Assistant I (pay grade a05) position
to a newly created 1.0 FTE Airport Business Coordinator (pay grade a20).
3. Authorize the hiring of a newly created 1.0 FTE Airport Operations and
Maintenance Supervisor (pay grade a21).
4. Authorize the hiring of a newly created 1.0 FTE Operations Specialist position
(pay grade a15).
5. Authorize the reduction of the number of five temporary part-time Airport
Safety Workers and one Airport Intern from 6 staff members to 2 staff members,
including the Airport Intern.
AGENDA ITEM #1. a)
Armondo Pavone, Council President
Members of the Renton City Council
Page 2 of 10
August 22, 2017
The newly proposed positions of the Airport Business Coordinator, Operations and
Maintenance Supervisor and Airport Operations Specialist are subject to job description,
classifications review and approval by the AFSCME Union Local 2170. This may result in
changes to the proposed pay grades.
BACKGROUND
As part of the 2017-2018 biennium budget, Council approved the addition of a 1.0 FTE
Office Assistant I position. Following the departure of the previous Airport Manager and
both Airport Maintenance Workers in late 2016/early 2017 (a combined loss of over 30
years of institutional knowledge), Airport operations have been impacted while new
staff members transition through a learning curve phase. As a result of the staffing
changes, the Airport Manager opted to hold the Office Assistant I position vacant until
further work load and efficiency analysis could be conducted. The new management
team has determined that in order to improve the effectiveness, efficiency and
professionalism of the services provided at the Airport, additional permanent staff
members with specialized skills are required. At the same time, the number of five
temporary part-time Airport Safety Workers and one Airport Intern could be reduced
from 6 staff members to 2 staff members, including the Airport Intern.
The proposed reorganization plan includes the creation of the following three 1.0 FTE
positions with estimated pay grades:
Operations and Maintenance Supervisor (pay grade a21) reports to the Assistant
Airport Manager and would function as a “working supervisor.”
Airport Business Coordinator (pay grade a20), reports to the Airport Manager.
Airport Operations Specialist (pay grade a15), will report to the Airport
Operations and Maintenance Supervisor.
In order to minimize the number of positions that would need to be created, the Airport
would convert the existing unfilled 1.0 FTE Office Assistant I position to a 1.0 FTE Airport
Business Coordinator, to provide the Airport with needed expertise in handling property
and grant management.
The increase in operations at the Airport has resulted in a corresponding administrative
burden due to a need to better enforce federal and state regulations and address
customer matters. To use examples, the Airport currently does not have the ability to
strictly monitor or enforce the Federal Aviation Administration’s (FAA) hangar use
policy, maintain and update based aircraft data or conduct fueling inspections for fixed
based operators, all of which should be standard practice for an airport. The Airport
also does not have staffing resources to proactively monitor or engage in preventative
maintenance for Airport buildings, which in some cases has resulted in accelerated
deterioration. Hangar 608, which is leased by NW Seaplanes, LLC is in need of a roof
replacement due to lack of preventative maintenance and the Cedar River Hangars had
AGENDA ITEM #1. a)
Armondo Pavone, Council President
Members of the Renton City Council
Page 3 of 10
August 22, 2017
gone years without being monitored for drywall repair. These are examples of structure
deterioration due to such maintenance shortfalls.
As an indicator, below is a non-comprehensive list of duties and programs that the
Airport Manager has determined are either not being effectively executed, or are not
being executed at all due to staffing shortfalls, or to the need for staff resources with
specialized backgrounds and skill sets. Many of these duties require a redundant system
or multiple people coordinating the work to guarantee full compliance with aviation
regulations:
Duty Status Frequency Required Position Responsible
Hangar Inspections Not being completed Quarterly
Airport Business
Coordinator
Fueling Inspections Not being completed Quarterly
Airport Operations
Specialist
Environmental Monitoring Not being completed Continuous
Assistant Airport
Manager
Recurring Building
Maintenance Management Not being completed Continuous
Airport Business
Coordinator
Minimum Standards
Enforcement
Inadequate support, need
ability to monitor
continuously Continuous
Airport Business
Coordinator (facilities),
Airport Operations
Specialist (airfield)
Part 139 Airfield
Inspections
Inadequate; requires
specialized training Daily
Airport Operations
Specialist
Part 77 Airspace
Inspections
Inadequate; requires
specialized training Daily
Airport Operations
Specialist
TSR 1540 Perimeter
Security Inspections Inadequate support Daily/Continuous
Airport Operations
Specialist
Airfield Drivers Training Inadequate support Weekly
Airport Operations
Specialist
Safety Management
System Program Not being completed Continuous
Assistant Airport
Manager
Based Aircraft Reporting
and Transient Tie Down
Inadequate support, not
within the job description of
the Administrative
Secretary I Continuous
Airport Business
Coordinator
Invoicing
Inadequate support,
Administrative Secretary
currently performing
invoicing and accepting
cash receipts Monthly
Airport Business
Coordinator
Form 7460 reviews Not being completed Continuous
Assistant Airport
Manager
Cert Manual, Advisory
Circular updates Inadequate support Continuous
Assistant Airport
Manager
Under the current organizational structure there is the potential for problems to occur
due to duties not being completed. There is a need to create a more resilient
organization to assure that there are sufficient qualified staff resources at the Airport to
AGENDA ITEM #1. a)
Armondo Pavone, Council President
Members of the Renton City Council
Page 4 of 10
August 22, 2017
handle the workload, much of which requires specialized skills. The proposed
reorganization and the addition of three new 1.0 FTE positions will fully develop
operational capacity and continuity at the Airport.
The existing Airport maintenance coverage structure allows for coverage by 2.0 FTE
workers Monday through Friday. During days in which one of those maintenance
workers is absent or on vacation, the Airport must rely on a temporary part-time Airport
Safety Worker for assistance, which often delays crucial projects due to skill level or
availability. The addition of a 1.0 FTE Airport Operations and Maintenance Supervisor
position will allow the Airport to plan, implement and manage a number of standard
maintenance programs, including providing guidance on proactive maintenance. This
will be a “working supervisor” position, which will guarantee maintenance staffing of 2.0
FTEs during critical days and times five days per week, and also guarantee maintenance
coverage seven days per week in situations where one maintenance worker is absent or
on vacation.
The addition of a 1.0 FTE Airport Operations Specialist allows the Airport to focus on
programs that have been neglected due to insufficient staffing, such as fueling
inspections, security and badging management, environmental programs and rule
enforcement. This position would be assigned to improve access management at the
Airport in order to reduce the numbers of ground vehicle incursions that have been
occurring in recent years. Under the current structure, these duties are not the sole
responsibility of any particular position, so by default they fall to the Assistant Airport
Manager to either complete as priorities allow or to delegate.
The conversion of the vacant 1.0 FTE Office Assistant I position to a 1.0 FTE Airport
Business Coordinator position will allow the Airport to implement, manage and enforce
tenant leases, preventative maintenance and property management, the Disadvantaged
Business Enterprise (DBE) program, federal and state grant programs and invoicing.
Some of these associated tasks are being conducted by the current Administrative
Secretary I. These are responsibilities that should be handled by a staff member with a
background and specialized skills in the areas of lease and property management and
grant administration.
The intent of this reorganization is to address current gaps in duties and provide staffing
resources with the required background and skill sets to manage the Airport in a more
professional manner. Primary responsibilities of the proposed new positions include:
AGENDA ITEM #1. a)
Armondo Pavone, Council President
Members of the Renton City Council
Page 5 of 10
August 22, 2017
Airport Business Coordinator:
Manage the development and maintenance of leasing policies in conjunction
with the Airport Manager and City Attorney.
Develop, implement and direct property management programs such as
recurrent preventative maintenance on city owned assets.
Assist with the administration of Airport grants.
Manage the Disadvantaged Business Enterprise program.
Ensure city adherence to federal grant assurances and assist with land use
issues.
Enforce and act upon violations of minimum standards, rules and regulations.
Obtain training and be given “limited commission” authority to cite violators.
Supervise and relieve workload of Airport Administrative Secretary I.
Airport Operations and Maintenance Supervisor:
Supervise, schedule and coordinate the daily work and projects of the Airport
Operations Specialist and the Airport Maintenance Workers.
Act as a “working supervisor.”
Relieve backlogs and implement maintenance improvement programs.
Prioritize maintenance and operations activities and tasks to achieve maximum
efficiency and impact.
Act as a liaison for the Airport on public and tenant matters and delegate work
as necessary to ensure efficient and timely responses to public issues and
concerns.
Collaborate with the Airport Civil Engineer III and Assistant Airport Manager on
capital projects and maintenance activities that impact the airway system and
jointly develop solutions consistent with maintenance and operational goals.
Increase staffing capacity and reduce contracted vendor services.
Operations Specialist:
Perform aviation inspections in accordance with regulations Part 139, which
could possibly become mandated with the update of the Airport Master Plan and
Part 77, which is currently mandated.
Assist the Airport Business Coordinator in executing property management
inspections and functions.
Provide a dedicated presence to monitor and resolve operational issues
concerning flight conditions, including access management for vehicles using the
Airport in order to reduce the incidence of vehicle incursion.
Monitor and enforce minimum standards and Airport rules. Obtain training and
be given “limited commission” authority to cite violators.
Relieve workload of Assistant Airport Manager.
AGENDA ITEM #1. a)
Armondo Pavone, Council President
Members of the Renton City Council
Page 6 of 10
August 22, 2017
Existing Airport Staffing Level:
1.0 FTE Airport Manager
1.0 FTE Assistant Airport Manager
1.0 FTE Civil Engineer III
1.0 FTE Administrative Secretary I
2.0 FTE Airport Maintenance Workers
1.0 FTE Office Assistant I (unfilled)
5 Temporary Part-time Airport Safety Workers and 1 Airport Intern
Proposed Airport Staffing Level:
1.0 FTE Airport Manager
1.0 FTE Assistant Airport Manager
1.0 FTE Civil Engineer III
1.0 FTE Airport Business Coordinator (new)
1.0 FTE Airport Operations and Maintenance Supervisor (new)
1.0 FTE Airport Operations Specialist (new)
1.0 FTE Administrative Secretary I
2.0 FTE Airport Maintenance Workers
1-2 Temporary Part-time Airport Safety Workers, including the Airport Intern, up
to 6 months (this is a reduction of at least 4 temporary part-time Airport Safety
Workers/Airport Intern).
In the past, temporary part-time Airport Safety Workers have been used extensively to
support the Airport operation. The Airport is interested in structuring staffing and
budget resources to retain a portion of the intermittent salary classification to be
utilized for temporary workers or address staffing shortages if needed. Temporary part-
time duties will be restricted to landscaping, janitorial and assistance with special events
and projects. The Airport intends to continue its internship program, which is also
classified as a temporary part-time Airport Safety Worker staffing.
The above changes would result in the following total compensation impacts to the
Airport budget:
Proposed Personnel Changes 2018 Cost
Add New 1.0 FTE Airport Business Coordinator (Pay Grade a20) by
converting vacant 1.0 FTE Office Assistant III 118,123
Add New 1.0 FTE Operations and Maintenance Supervisor (Pay Grade a21)120,172
Add New 1.0 FTE Airport Operations Specialist (Pay Grade a15)108,548
2 New Workstation Technology Cost (one-time cost; includes computer,
software and phone)4600
3 Ongoing Workstation Technology Cost (ongoing cost; includes computer,
software and phone)6150
SUB-TOTAL $357,593
Eliminate 1.0 FTE Office Assistant I (unfilled)(94,786)
Reduce 2018 Intermittent Salaries budget to from $148,928 to $35,000 (113,928)
Total Budget Shortfall $148,879
AGENDA ITEM #1. a)
Armondo Pavone, Council President
Members of the Renton City Council
Page 7 of 10
August 22, 2017
These changes will increase staffing hours of regular employees by 80 hours per week
(2.0 FTEs x 40 hours/week). At the same time, the current unfilled Office Assistant I will
be converted to the Airport Business Coordinator. The reduction of 6 temporary part-
time employees to two will reduce the 2018 Intermittent Salaries budget by $113,928.
Adding in one-time costs for new and ongoing work stations brings the total budget
increase needed in 2018 to $148,879.
The current beginning balance of the Salaries and Wages line item for 2018 is $572,483.
The Intermittent Salaries and Wages line item has a beginning balance of $148,928 for
2018. A soft transfer of $113,928 from the Intermittent Salaries and Wages line item to
the Salaries and Wages line item will increase Salaries and Wages beginning 2018
balance to $686,411. It is intended that the additional 2018 cost of this reorganization
($148,879) will be funded by anticipated additional revenue from the new Boeing
building lease rate agreement. These adjustments to the Airport budget will be included
as part of the mid-biennium budget adjustment ordinance.
The Airport anticipates an increase in revenue for 2018 through 2023 from The Boeing
Company for building lease rate increases that are currently being negotiated.
According to the building appraisal performed by the City in 2016, the value of Boeing’s
buildings would have resulted in a building lease rate increase of $500,000 annually for
the next six years. The Boeing Company is performing its own appraisal of the buildings.
The City and The Boeing Company will negotiate the building lease rates in the fall of
2018. It is anticipated that the negotiated Boeing building lease rate increase will cover
the $148,879 cost of the reorganization in 2018 and the following years.
AGENDA ITEM #1. a)
Armondo Pavone, Council President
Members of the Renton City Council
Page 8 of 10
August 22, 2017
Exhibit A below compares staffing and operations at the Renton Municipal Airport to
other local facilities.
Exhibit A
Airport FTEs vs. Operations Comparison
RENTON BELLINGHAM PAINE FIELD BOEING FIELD
Number of
Full-Time Staff 7*20 37 52
Number of
Operations
2016 128,013 84,600 106,969 169,641
Runways 1 1 3 2
Passenger
Service N Y N N
Number of
Based Aircraft 267 190 533 361
Aircraft Mix
Small and medium
jets, helicopter,
seaplanes, single
engine trainers,
military
Small and
medium jets,
single engine
trainer, military
Small through
large jets, single
engine trainer,
military
Small through large
jets, helicopter,
single engine
trainer
Acreage 170 356 634 1315
Percentage of
Staff Time
Dedicated to
Passenger
Activities
0%, no passenger
service
15-20%, terminal
customer service,
ARFF
0%, no passenger
service currently
0%, no passenger
service
Towered 7 a.m.-7 p.m. daily
7 a.m.-7 p.m.
daily
12 a.m-11:59
p.m. daily
12 a.m-11:59 p.m.
daily
Non-Standard
Features
Seaplane base,
airframe service,
Customs and
Border Patrol
presence
Customs and
Border Patrol
presence,
commercial traffic
Customs and
Border Patrol
presence
Customs and
Border Patrol
presence, airframe
service
*Currently there are 6 staff employed – the Airport Office Assistant I position budgeted for 2017 has gone
unfilled.
AGENDA ITEM #1. a)
Armondo Pavone, Council President
Members of the Renton City Council
Page 9 of 10
August 22, 2017
The first table of Exhibit B provides a summary of Airport maintenance coverage as it
currently exists with 2 full-time Airport Maintenance Workers and 5 temporary part-
time Airport Safety Workers and 1 Airport Intern. The second table of Exhibit B
demonstrates how maintenance coverage will increase based on the proposed
reorganization plan.
Exhibit B
Scheduling Impacts
Previous Maintenance Worker Schedule with Temporary Part-Time Support
Staff Member Hours Sun Mon Tues Weds Thurs Fri Sat
Maintenance 1 6 a.m.-3:30 p.m.
2-hour
call
2-hour
call
Maintenance 2 6 a.m.-3:30 p.m.
Temporary 1 Flexible Night Night Night Night
Temporary 2 Flexible Day Day
Temporary 3 Flexible Day Day
Temporary 4 Flexible Night Night
Temporary 5 Flexible Night Night Night
Temporary 6 Flexible Day Day Day
Daytime coverage
Nighttime coverage
Scheduling Considerations
Airport Maintenance Workers only worked Monday through Friday shift and one
of the two was expected to report on Saturday and Sunday mornings for
inspections, which incurred overtime and double-time costs.
One Airport Maintenance Worker was assigned on-call duty during non-working
hours and on weekends. Since they worked the same schedule, this generated
124 hours weekly in additional on-call costs.
Temporary part-time Airport Safety Workers and the Airport Intern allowed
extreme flexibility in scheduling to avoid high turnover and establish some
staffing continuity. The tradeoff is that the Airport often goes unstaffed during
critical hours.
Holiday and day off coverage has been a challenge. Temporary part-time Airport
Safety Workers and the Airport Intern received no extra compensation and thus
resisted volunteering to work. Permanent staff had scheduling challenges as
well.
AGENDA ITEM #1. a)
Armondo Pavone, Council President
Members of the Renton City Council
Page 10 of 10
August 22, 2017
Planned Maintenance and Operations Schedule
.Hours Sun Mon Tues Weds Thurs Fri Sat
Maintenance 1
6 a.m -
3:30 p.m.
Maintenance 2
12:30-
9 p.m.
Operations and
Maintenance
Supervisor
6 a.m.-
3:30 p.m.
Operations
Specialist
12:30-
9 p.m.
Temporary 1 As needed
As
needed
As
needed
As
needed
As
needed
As
needed
9 a.m.-
5 p.m.
9 a.m.-
5 p.m.
Temporary
2/Intern As needed
9 a.m.-
5 p.m.
9 a.m.-
5 p.m.
As
needed
As
needed
As
needed
As
needed
As
needed
Daytime coverage
Nighttime coverage
Weekend coverage
Scheduling Considerations:
Achieves 7-day per week coverage.
Shifts burden to permanent staff across 6 positions, versus the previous model
which relied heavily on 5 temporary Airport Safety Workers, 1 Airport Intern and
2 permanent staff.
Reduces overtime and double-time while creating more continuity.
cc: Ellen Bradley-Mak, Human Resources Risk Management Administrator
Jan Hawn, Administrative Services Administrator
Jim Seitz, Transportation Systems Director
Jamie Thomas, Fiscal Services Director
Harry Barrett, Jr., Airport Manager
Kim Gilman, Human Resources Labor Manager
Michele Favors, Assistant Airport Manager
Hai Nguyen, Finance Analyst
Pat Miller, AFSCME Union Local 2170 President
Heather Gregersen, Transportation Administrative Secretary I
AGENDA ITEM #1. a)
Public Works DepartmentAirportAirport ManagerHarry Barrett Jr.Administrative Secretary ISusan Campbell-HehrCivil Engineer IIIKamran YazdidoostAssistant Airport ManagerMichele FavorsOffice Assistant IVacantAirport Maintenance WorkerStephanie CampbellChristopher MesaAGENDA ITEM #1. a)
Administrative Secretary I
Dedicated receptionist,
inventory/supplies, appointments,
records management, accounts payable,
fee/fine assessment mail distribution
Airport Manager
Planning/Strategy, Inter-agency coordination, High level
Negotiations, identify opportunities that meet city
development and business goals, FAA reporting, 5010
updating
Civil Engineer III
Major facilities/asset development;
pavement management, construction;
contracting/sourcing; support recurring
maintenance planning
Airport Business Coordinator
Landside coordinator work,
leasing/property management, grants,
invoicing/compliance; revenue analyst;
assist with business planning and
contracting; administrative support
when needed
Assistant Airport Manager
Assumes Airport Manager role when
needed; assist with aviation operations;
implement and manage regulatory
changes/compliance programs (AEP, Cert/Self
Inspection, etc.); collaborates with Civil
Engineer III to achieve operational goals
Operations & Maintenance Supervisor
Coordinate, schedule, and assign daily
frontline operations workflow; tenant
engagement; act as a “working supervisor”
aviation operations and maintenance duties
and must have both expertise
Airport Operations Specialist
Airfield self-inspections, NOTAMS, pilot/ATC
coordination, wildlife, landscaping/FOD, snow
removal; assist with maintenance “on call;”
works as an extension of maintenance when
necessary
Airport Maintenance Workers
Special projects and skilled maintenance
work that falls within Maintenance
Management program; facilities and asset
upkeep, mowing/landscaping, chemical
application –strictly maintenance
PROPOSED AIRPORT ORGANIZATIONAL STRUCTURE
Airport Safety Workers (2); Intern (1)
Landscaping; janitorial; assist with special
events and projects
AGENDA ITEM #1. a)
AB - 1990
City Council Regular Meeting - 18 Sep 2017
SUBJECT/TITLE: Contract Award: 2017 Sidewalk Rehabilitation & Replacement &
Street Overlay Project; CAG-17-167
RECOMMENDED ACTION: Refer to Finance Committee
DEPARTMENT: City Clerk
STAFF CONTACT: Jason Seth, City Clerk
EXT.: ext. 6502
FISCAL IMPACT SUMMARY:
Sufficient funding is available from the Overlay budget (its funding source, 317.122108) to cover Schedule A
($2,180,000 budgeted for 2017, of which $1,669,122 is dedicated to the annual Overlay contract awarded
earlier this summer, leaving $510,878 for Schedule A of this contract). The additional $260,000 needed for
Schedule B can be made available by reallocating $250,000 from the 2018 Walkway program and $10,000
from the 2018 Sidewalk Rehabilitation budget (its funding source, 317.120009). It is recommended that the
$260,000 be shifted accordingly in the next available budget adjustments.
Schedule A (Overlay) - $264,294
Schedule B (Sidewalk Rehab) - $520,050
Total: $796,584
SUMMARY OF ACTION:
Engineer's Estimate: Schedule A - $343,324
Schedule B - $292,860
Total: $636,184
In accordance with Council procedures, the lowest responsible and responsive bid met two of the three
required criteria:
1) There was more than one bid;
2) There were no major irregularities with the low bid;
However, the low bid was not within budget. Therefore, staff recommends awarding CAG-17-167 - 2017
Sidewalk Rehabilitation & Replacement & Street Overlay Project - to the low bidder, R.W. Scott in the amount
of $796,584, and to reallocate $250,000 from the 2018 Walkway program budget and $10,000 from the 2018
Sidewalk Rehabilitation program budget to this project to cover the budget shortfall.
EXHIBITS:
A. Staff Recommendation
B. Bid Tab
STAFF RECOMMENDATION:
AGENDA ITEM #2. a)
Award the 2017 Sidewalk Rehabilitation & Replacement & Street Overlay Project to the low bidder, R.W. Scott,
in the amount of $796,584, and reallocate $260,000 to the project from the 2018 Walkway and Sidewalk
Rehabilitation programs in the next available budget adjustment ordinance.
AGENDA ITEM #2. a)
AGENDA ITEM #2. a)
Jason Seth, City Clerk
Page 2 of 2
September 8, 2017
The Engineer's Estimate is as follows:
Schedule A (Overlay)
Schedule B
Total
$343,324
$292,860
$636,184
All of the bids exceeded, least of all R.W. Scott's by 25%, the Total Engineer's Estimate, but
whereas the Overlay portion of the low bid was 19% less than the Schedule A Estimate, the
Schedule B portion exceeds that Estimate by $227,190 or 76%. Unexpectedly high lump sum
mobilization and traffic control bid amounts (much higher than for a previous phase of this work
done in Maplewood in 2011) account for $145,000 of that excess. $65,000 of the other $82,190 is
attributable to considerably higher unit bid item amounts for new concrete sidewalks, driveways,
curb & gutter, with the rest due to various bid items. The overall projected cost of the Schedule B
portion, including the contract amount and engineering and construction support costs and
contingency, is projected to be $674,000, which exceeds the $414,000 Sidewalk Rehabilitation
budget (its funding source, 317.122801) allocated to 2017 by $260,000.
Sufficient funding is available from the Overlay budget (its funding source, 317.122108) to cover
Schedule A ($2,180,000 budgeted for 2017, of which $1,669,122 is dedicated to the annual
Overlay contract awarded earlier this summer, leaving $510,878 available for Schedule A of this
contract). The additional $260,000 needed for Schedule B can be made available by reallocating
$250,000 from the 2018 Walkway program and $10,000 from the 2018 Sidewalk Rehabilitation
budget (its funding source, 317.120009). It is recommended that the $260,000 be shifted
accordingly and the contract be awarded to R.W. Scott in the amount of $796,584 ($276,534 for
Schedule A Overlay and $520,050 for Schedule B), with the reallocations to be made during the
next available budget adjustments.
Attachments: Bid Tabs
cc: Bob Hanson, Transportation Design Manager
Vicki Grover, Transportation Planning Manager
James Wilhoit, Project Manager
Michelle Faltaous, Transportation Program Coordinator
Jayson Grant, Pavement Managing Specialist
Project File
h:\division.s\transpor.tat\design.eng\jwilhoit\walkways\2011contract\2011contractfollowon2015\project files
setup\600 pre-construction\620 advertising and award\mwood2017cag17167contract awardmemo -rev.doc
AGENDA ITEM #2. a)
AGENDA ITEM #2. a)
AGENDA ITEM #2. a)
AGENDA ITEM #2. a)
AGENDA ITEM #2. a)
CITY OF RENTON
BID TABULATION SHEET
Project: 2017 Sidewalk Curb Ramp Rehabilitation Replacement Street Overlay Project-CAG-17-167
Date: September 5, 2017
FORMS
Bidder Proposal Bid Non-Addenda
&Aff. Bond Collusion Ack. (3)
Global Telecom Engineering & Cons., LLC.
1851 Central Place South, Suite #101
1 Kent X X X X
WA
98030
Bassam
Farhat
Jansen, Inc.
1215 W. Holly Street
2 Bellingham X X X X
WA
98225
Grant
Jansen
Kamins Construction
P.O. Box 867
3 Bothell X X X X
WA
98041
Chad
Kamis
R.W. Scott Contruction Co.
4005 West Valley Highway, Suite A
4 Auburn X X X X
WA
98001
Jeff
1 of 1
Bid Total from
Schedule of Prices
A) $297,708.00
B) $555,285.00
C) $852,993.00
A) $257,629.14
B) $563,406.96
C) $821,036.10
A) $272,250.06
B) $590,521.60
C) $862,771.66
A) $276,534.00
B) $520,550.00
C) $797,084.00
AGENDA ITEM #2. a)
CITY OF RENTON
BID TABULATION SHEET
Project: 2017 Sidewalk Curb Ramp Rehabilitation Replacement Street Overlay Project-CAG-17-167
Date: September 5, 2017
FORMS
Bidder Proposal Bid Non-Addenda
& Aff. Bond Collusion Ack. (3)
Scott
Road Construction Northwest, Inc.
P.O. Box 2228
5 Renton X X X X
WA
98058
Matthew
Wagestar
Engineer's Estimate: A) Schedule A ($343,324.00)
B) Schedule B ($292,860.00)
C) Total Engineer's Estimate ($636,184.00)
1 of 2
Bid Total from
Schedule of Prices
A) $272,648.25
B) $726,210.00
C) $998,858.25
AGENDA ITEM #2. a)