HomeMy WebLinkAboutCommittee of the Whole Packet for 06/13/2016 Committee of the Whole Attendance
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COUNCIL PRESENT
� Randy Corman, President
Armondo Pavone, Pres. Pro-Tem
� Ryan Mclrvin
� Ruth Perez
Don Persson
Ed Prince
Carol Ann Witschi
SAFF PRESENT �
� Other: ��i ��Ci✓�il/I , ���`�
J� Kelly Beymer, Community Services Administrator ❑ Other: �
�❑ Ellen Bradley-Mak, Human Resources& Risk � Other: ('► ��
Management Administrator ❑ Other:
� Jay Covington, Chief Administrative Officer n Other:
❑ Zanetta Fontes, Senior Assistant City Attorney ❑ Other:
❑ Megan Gregor, Deputy City Clerk ❑ Other:
� Jennifer Henning, Planning Director ❑ Other:
❑ C�,us�a��:;�.;�+, �tNu �' ❑ Other:
,�d�nmrris�id�or ' ❑ Other:
� Denis Law, Mayor ❑ Other:
❑ Cliff Long, Economic Development Director ❑ Other:
� Julia Medzegian, City Council Liaison ❑ Other:
�i Chief Kevin Milosevich, Police Department ❑ Other:
� Shane Moloney, Senior Assistant City Attorney ❑ Other: .
CJ Chief Mark Peterson, Fire & Emergency Services
Department
�i Jason Seth, City Clerk
❑ Preeti Shridhar, Deputy Public Affairs Administrator
❑ Chip Vincent, Community and Economic Development Administrator
� Larry Warren, City Attorney
�L Gregg Zimmerman, Public Works Administrator
� Iwen Wang,Administrative Services Administrator
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AGENDA
Committee of the Whole Meeting
6:00 PM - Monday, June 13, 2016
Conferencing Center, 7th Floor, City Hall – 1055 S. Grady Way
1. Regional Fire Authority Agreements and Legislatiion
a) AB - 1676
b) Draft Interlocal Agreement
AB - 1676
City Council Regular Meeting - 06 Jun 2016
SUBJECT/TITLE: Ordinance Adding a New Chapter 2-21 RMC, Entitled "Renton
Regional Fire Authority and Fire Department"
RECOMMENDED ACTION: Refer to Committee of the Whole
DEPARTMENT: City Attorney
STAFF CONTACT: Shane Moloney, Sr. Assistant City Attorney
EXT.: 6487
FISCAL IMPACT SUMMARY:
This ordinance has no fiscal impact.
SUMMARY OF ACTION:
On April 26, 2016, voters within the jurisdictions of the City and King County Fire Protection District No. 25
voted to create the Renton Regional Fire Authority (“RRFA”) and approved the Renton Regional Fire Authority
Plan (“RFA Plan”).
Pursuant to the RFA Plan, this ordinance designates the RRFA to act as the City’s Fire Department and the
RRFA’s Chief to act as the City’s Fire Chief for purposes of administering, enforcing, and interpreting the
Renton Municipal Code.
On May 23, 2016, the Council appointed its three representatives to serve on the RRFA’s governing board. This
ordinance establishes terms for those positions and methods to remove and replace the representatives as
needed. The ordinance is designed to ensure the City’s three positions on the governing board remain filled.
EXHIBITS:
A. Ordinance
STAFF RECOMMENDATION:
Adopt the ordinance adding Chapter 2-21 RMC, "Renton Regional Fire Authority and Fire Department."
AGENDA ITEM #1. a)
1
CITY OF RENTON, WASHINGTON
ORDINANCE NO. ________
AN ORDINANCE OF THE CITY OF RENTON, WASHINGTON, AMENDING TITLE II
(COMMISSIONS AND BOARDS) OF THE RENTON MUNICIPAL CODE, BY
ADOPTING A NEW CHAPTER 2‐21, ENTITLED RENTON REGIONAL FIRE
AUTHORITY AND FIRE DEPARTMENT; AND ESTABLISHING AN EFFECTIVE DATE.
THE CITY COUNCIL OF THE CITY OF RENTON, WASHINGTON, DOES ORDAIN AS
FOLLOWS:
SECTION I. Title II (Commissions and Boards) of the Renton Municipal Code, is
hereby amended to adopt a new Chapter 21 to read as follows:
CHAPTER 21
RENTON REGIONAL FIRE AUTHORITY AND FIRE DEPARTMENT
SECTION:
2‐21‐1: Creation Of Renton Regional Fire Authority
2‐21‐2: Designation Of Department And Fire Chief
3‐21‐3: Governing Board Appointment
2‐21‐4: Terms Of Appointment – Initial Term – Regular Terms
2‐21‐5: Effect Of Failure To Make Appointment
2‐21‐6: Removal From Governing Board
2‐21‐7: Vacancy On Governing Board
2‐21‐8: Temporary Unavailability Of A Governing Board Member
AGENDA ITEM #1. a)
ORDINANCE NO. ________
2
2‐21‐1 CREATION OF RENTON REGIONAL FIRE AUTHORITY:
On April 26, 2016, voters within the jurisdictions of the City and King County Fire
Protection District No. 25 voted to create the Renton Regional Fire Authority in
order to provide fire protection, emergency medical and life safety services, and
approved the Renton Regional Fire Authority Plan.
2‐21‐2 DESIGNATION OF DEPARTMENT AND FIRE CHIEF:
For purposes of administering, enforcing, and interpreting applicable sections of
the Renton Municipal Code, the term “Fire Department,” “Renton Fire
Department” or “City of Renton Fire Department” shall refer to the Renton
Regional Fire Authority and “Fire Chief” shall mean the Fire Chief of the Renton
Regional Fire Authority, or a duly authorized representative thereof. To the
extent applicable laws or an interlocal agreement with the Renton Regional Fire
Authority limit the Fire Department’s authority to enforce and administer the
Renton Municipal Code, the City’s Chief Administrative Officer, or a duly
authorized representative thereof, shall act as the Fire Chief.
2‐21‐3 GOVERNING BOARD APPOINTMENT:
The City Council shall appoint three (3) members of the Renton City Council to
serve as the City of Renton’s representatives on the governing board of the
Renton Regional Fire Authority.
2‐21‐4 TERMS OF APPOINTMENT – INITIAL TERM – REGULAR TERMS:
The initial term for the City’s members of the Renton Regional Fire Authority
governing board shall run from July 1, 2016, until the first City Council meeting in
AGENDA ITEM #1. a)
ORDINANCE NO. ________
3
January 2018. All subsequent regular terms shall run for approximately two (2)
years starting from the time of appointment by the City Council at its first
January meeting in even numbered years and ending at the first January meeting
the following even numbered year.
2‐21‐5 EFFECT OF FAILURE TO MAKE APPOINTMENT:
If, for any reason, the governing board members have not been appointed as
required by this chapter, the City’s previous governing board members shall
remain in place with full authority until new governing board members have
been appointed.
2‐21‐6 REMOVAL FROM GOVERNING BOARD:
At any time, the Renton City Council may remove and replace one (1) or more of
its appointed members from the governing board.
2‐21‐7 VACANCY ON GOVERNING BOARD:
In the event a council member is removed from the governing board or another
event occurs that results in a vacancy being created in one (1) or more of the
City’s representative positions on the governing board, the City’s Council
President shall appoint a council member to fill the vacancy as an interim
governing board member. The interim board member shall serve the unexpired
term of the council member he or she replaced.
2‐21‐8‐TEMPORARY UNAVAILABILITY OF A GOVERNING BOARD MEMBER:
If a governing board member is temporarily unable to fulfill his or her role as a
governing board member, including attendance at a regular or special meeting of
AGENDA ITEM #1. a)
ORDINANCE NO. ________
4
the governing board, that member shall temporarily delegate his or her authority
to another Renton City Council member who is not otherwise serving as a
governing board member. If, for any reason, a governing board member who is
unable to fill his or her role fails to delegate his or her authority, the City’s
Council President or Council President Pro Tem may appoint a temporary
replacement until such time as the regular governing board member becomes
available to perform his or her duties or until the City Council appoints a
replacement.
SECTION II. This ordinance shall be in full force and effect on July 1, 2016. A summary
of this ordinance shall be published in the City’s official newspaper. The summary shall consist
of this ordnance’s title.
PASSED BY THE CITY COUNCIL this _______ day of ___________________, 2016.
Jason A. Seth, City Clerk
APPROVED BY THE MAYOR this _______ day of _____________________, 2016.
Denis Law, Mayor
Approved as to form:
Lawrence J. Warren, City Attorney
Date of Publication:
ORD:1923:5/16/16:scr
AGENDA ITEM #1. a)
CITY ATTORNEY
M E M O R A N D U M
DATE: June 13, 2016
TO: Randy Corman, Council President
Members of the Renton City Council
FROM: Shane Moloney, Senior Assistant City Attorney
SUBJECT: Implementation of Regional Fire Authority Plan
Renton Regional Fire Authority Plan
Voters approved the Renton Regional Fire Authority Plan (RFA Plan) on April 26, 2016. The
Renton Regional Fire Authority (RRFA) becomes a separate entity on July 1, 2016.
The RFA Plan establishes the RRFA’s governance structure, financing plan, and operations and
services plan.
Council Implementation Steps
To implement the RFA Plan, the following items will require City Council approval:
1. Interlocal agreement for cooperation with the RRFA.
2. Ordinance adopting a new Chapter 2-21 of the Renton Municipal Code (RMC).
3. Ordinance updating the City’s fire code and removing references to the City’s Fire and
Emergency Services Department from the RMC.
4. Lease agreements with RRFA for Fire Stations 11 and 12.
5. Quit claim deeds transferring Fire Stations 13, 14, and 16 to the RRFA.
6. Contracts related to the design and construction of Fire Station 15 and ultimately a deed
transferring ownership of Fire Station 15 to the RRFA.
Planned Implementation Schedule
The table on the following page outlines the tentative schedule for Council action.
AGENDA ITEM #1. b)
Randy Corman, Council President
Members of Renton City Council
Page 2
June 13, 2016
Approval item: Estimated Council Action Date(s):
Interlocal Agreement June 15, 2016: RRFA Planning Committee reviews draft
agreement
June 20, 2016: Committee of Whole reviews and
recommends approval
June 27, 2016: Council approves Agreement
July 1, 2016: RRFA Board approves Agreement
Ordinance adopting
Chapter 2-21 RMC
June 13, 2016: Committee of Whole reviews and
recommends approval
June 13, 2016: Council’s first reading
June 20, 2016: Council’s second reading and adoption
Ordinance removing
references in RMC to
Fire and Emergency
Services Department
June 13, 2016: Public Safety Committee reviews and
recommends approval
June 13, 2016: Council’s first reading
June 20, 2016: Council’s second reading and adoption
Lease Agreements for
Fire Station 11 and 12
June 27, 2016: Council approves leases
July 1, 2016: RRFA Board approves agreements
Quit claim deeds for Fire
Station 13, 14, and 16
TBD- Anticipate transfer early August 2016.
Fire Station 15 design,
construction, and
transfer
TBD- Preliminary planning and design underway. Anticipate
opening Fire Station 15 early in 2018.
Interlocal Agreement
The interlocal agreement will implement the aspects of the RFA Plan that require ongoing
cooperation between the City of Renton and the RRFA. The RFA Plan contemplates a seamless
transition of services.
To accomplish the seamless transition, the RRFA will continue to provide community risk
reduction services, which include related administrative services, fire prevention code
enforcement services, fire prevention development services, and fire investigation services.
The RRFA will also continue to collaborate with the City in the provision of emergency
management services. The draft interlocal agreement contemplates that these services will be
provided indefinitely, but provides opportunities to renegotiate the partnership in the future if
necessary. The services will be funded by a combination of permit fees and fire benefit
charges.
The City will provide the RRFA with payroll, accounting, human resources, and civil service
examiner services through December 31, 2017, for no charge. The City will also provide fleet
operation and management, information technology, and facilities maintenance services
AGENDA ITEM #1. b)
Randy Corman, Council President
Members of Renton City Council
Page 3
June 13, 2016
through December 31, 2019. The RRFA will pay the City for these services consistent with how
the City has allocated costs for such services to the Fire and Emergency Services Department in
the past.
RRFA staff will continue to operate from their current locations. The interlocal agreement
contemplates the City providing the RRFA’s administration with the same or equivalent office
space it currently uses at City Hall. This office space will be provided at no charge through
2018. Beyond that date, the City will continue to provide, upon request and at no cost, office
space for staff performing community risk reduction services. The purpose of providing the
office space is to encourage continued collaboration between these RRFA staff and City staff.
Disposition of Fire Stations
The City will transfer full ownership of Fire Stations 13, 14, and 16 to the RRFA. The parties are
working to finalize the transfer documents for these stations. Pursuant to the RFA Plan, it will
also build Fire Station 15 and transfer full ownership to the RRFA. We anticipate construction
being complete and Fire Station 15 ready for service by early 2018.
The City will retain ownership of the Fire Station 11 and 12 properties. It will lease the
properties to the RRFA for so long as the RRFA uses the properties for fire station purposes.
The City will retain use of its emergency operations center and back up servers located at Fire
Station 12. The City will pay its equitable share of maintenance costs for Fire Station 12 for so
long as the City uses the emergency operations center.
Ordinances Implementing RFA Plan
Two ordinances are necessary to implement the RFA Plan. The first ordinance adopts a new
Chapter 2-21 of the RMC. The chapter acknowledges the creation of the RRFA, designates the
RRFA as the City’s Fire Department, acknowledges the RFA Plan’s provision for three City
Council members to serve as the City’s representatives on the RRFA governing board,
establishes terms for the City’s representatives, and provides mechanisms for removing,
replacing, and temporarily filling in for the City’s representatives. These formal provisions are
important to ensure the City always has three representatives on the RRFA’s governing board.
The second ordinance is largely a housekeeping ordinance that adopts the most recent version
of the International Fire Code with state and city amendments. That ordinance removes
references to the City’s Fire and Emergency Services Department and recognizes that the RRFA
will act as the City’s Fire Department.
AGENDA ITEM #1. b)
INTERLOCAL AGREEMENT FOR COOPERATION
CITY OF RENTON AND RENTON REGIONAL FIRE AUTHORITY
Page 1 of 46 -Working Draft For Council Review 6-13-2016
INTERLOCAL AGREEMENT FOR COOPERATION
BETWEEN THE CITY OF RENTON AND RENTON REGIONAL FIRE AUTHORITY
I. PARTIES
The parties to this interlocal agreement for cooperation resulting from the formation
of the Renton Regional Fire Authority ("Agreement") are the City of Renton
(hereinafter the "City"), a Washington municipal corporation, and the Renton
Regional Fire Authority (hereinafter the "RRFA" or “RFA”), a Washington municipal
corporation formed in accordance with Chapter 52.26 of the Revised Code of
Washington ("RCW").
II. AUTHORITY
The City and the RRFA are public agencies as defined by Chapter 39.34 RCW, and are
authorized to enter into interlocal agreements on the basis of mutual advantage and
thereby to provide services and facilities in the manner and pursuant to forms of
governmental organization that will accord best with geographic, economic,
population, and other factors influencing the needs of local communities.
III. PURPOSE
The City has maintained a full service fire department for decades. On April 26, 2016,
voters within the jurisdictions of the City and King County Fire Protection District No.
25 ("District") voted to create the RRFA in order to provide fire protection,
emergency medical and life safety services, and approved the Renton Regional Fire
Authority Plan (“RFA Plan”) which sets forth the manner in which the services will be
provided by the RRFA. The RRFA came into existence and became effective on July 1,
2016. The RRFA consolidated the City Fire Department and the District into one
independent municipal corporation, with taxing authority, designed to provide fire
protection, emergency medical and life safety services within the geographical
boundaries of the City and the District.
It is the parties' desire that the City continues to perform certain internal support
services for a limited period of time for the RRFA such as the provisioning of payroll,
accounting, human resources, civil service, fleet operation and management,
information technology, and facilities maintenance as outlined in the RFA Plan and
more specifically described in the attached exhibits. It is the party’s further desire
that the RRFA provide certain services to the City such as fire prevention, fire
investigation and emergency management support as outlined in the RFA Plan and
more specifically described in the attached exhibits.
This Agreement establishes the framework for transferring responsibilities from the
City to the RRFA and, the ongoing coordination between the City and the RRFA
pursuant to the RFA Plan. This Agreement also sets forth the manner in which the
services described above will be provided by both the City and the RRFA.
AGENDA ITEM #1. b)
INTERLOCAL AGREEMENT FOR COOPERATION
CITY OF RENTON AND RENTON REGIONAL FIRE AUTHORITY
Page 2 of 46 -Working Draft For Council Review 6-13-2016
IV. ADMINISTRATIVE COMMITTEE TO ADMINISTER AGREEMENT
To carry out the purposes of this Agreement, a two (2)-person committee is hereby
created to administer this Agreement ("Committee"). The Committee shall consist of
the Chief Administrative Officer “CAO” of the City of Renton and the Fire Chief, or
their designees. The Committee shall meet no less than one (1) time per year to
discuss the performance of the obligations of the City and the RRFA pursuant to this
Agreement; provided that either member of the Committee may call additional
meetings as deemed appropriate. The Committee may develop policies and
procedures to aid in the implementation of this Agreement. Unless otherwise
specified in this Agreement, all decisions of the Committee must be unanimous. The
Committee may amend procedural and administrative aspects of the exhibits to this
Agreement without approval by the parties’ governing bodies, but only to the extent
such amendments are consistent with the RFA Plan and do not materially increase
the cost of either party to administer this Agreement or materially decrease the
revenues received by either party. In the event of a dispute of the Committee, such
dispute shall be handled in accordance with Section XIX(B) of this Agreement.
V. EXHIBITS INCORPORATED
Attached to this Agreement are a number of exhibits that detail the work to be
performed by the RRFA in coordination with the City, and the work to be performed
by the City for the benefit of the RRFA. There are also exhibits attached to this
Agreement that designate the manner of transferring documents and handling other
matters related to the transfer of fire services from the City to the RRFA. The
attached Exhibits 1 through 7 (the "Exhibits") are adopted and incorporated into this
Agreement by this reference.
VI. RRFA RESPONSIBLE FOR COMPLIANCE WITH LAWS AND REGULATIONS
It is recognized that with the passage of the RFA Plan by the voters of the City and the
District, a new municipal corporation was created as of July 1, 2016, with a purpose
separate from that of the City, and with officers, employees, and elected and
appointed officials separate from those of the City. It is recognized that as of July 1,
2016, the RRFA is a stand-alone and independent legal entity completely separate in
all purposes from that of the City and King County Fire Protection District No. 25.
Except as otherwise provided for in this Agreement, the RRFA shall be solely legally
responsible for all conduct and services provided by the RRFA.
VII. DESIGNATION OF FIRE CHIEF, FIRE MARSHAL, AND FIRE CODE OFFICIAL
For the purposes of enforcement of federal, state, and City laws relating to the
provision of fire services, and for the purposes of complying with federal and state
grant programs or any other programs which relate to the provision of the services
formerly provided by the City of Renton Fire Department, the Chief Officer of the
RRFA (hereinafter "Fire Chief") shall be considered the City's Fire Chief, and City shall
designate the Fire Marshal assigned to the Community Risk Reduction Section shall
be considered the City's Fire Marshal and Fire Code Official.
AGENDA ITEM #1. b)
INTERLOCAL AGREEMENT FOR COOPERATION
CITY OF RENTON AND RENTON REGIONAL FIRE AUTHORITY
Page 3 of 46 -Working Draft For Council Review 6-13-2016
VIII. SERVICES PERFORMED BY THE RRFA FOR THE CITY
A. Services to be Provided. The RRFA will perform Community Risk Reduction
Services within the City boundaries as set forth and described in Exhibit 1 of this
Agreement.
B. Community and Special Events. The RRFA will cooperate with the City and will,
to the extent resources allows, participate in and provide resources for the City’s
Fourth of July events, Renton River Days, and other mutually agreed community
and special events that may include, but are not limited to, community picnics,
farmers markets, holiday parades and other similar events.
IX. SERVICES PERFORMED BY THE CITY FOR THE RRFA
The City agrees to perform the following services for the RRFA, as prescribed in more
detail in the following Exhibits to this Agreement:
Exhibit No./Title of Exhibit:
2. Information Technology Services;
3. Facilities/Landscaping Maintenance Services;
4. Fleet Management Services; and
5. HR and Financial Support Services.
X. EMPLOYEES
A. Employees of the RRFA Are Not Employees of the City. All RRFA employees who
provide any services called for in this Agreement shall be employees of the RRFA,
and not employees of the City. The RRFA shall, at all times, be solely responsible
for the compensation, management and conduct of RRFA employees that are
performing the services called for in this Agreement.
B. Employees of the City Are Not Employees of the RRFA. All City employees who
provide any services called for in this Agreement shall be employees of the City
and not employees of the RRFA. The City shall, at all times, be solely responsible
for the compensation, management and conduct of City employees that are
performing the services called for in this Agreement.
XI. RECORDS TRANSFER AND REQUESTS FOR RECORDS
The City and the RRFA anticipate the transfer of certain records as provided in Exhibit
6 from City custody to RRFA custody. Except as provided elsewhere in this
Agreement, Exhibit 6 shall govern the retention and disclosure of any records of one
party held by the other.
XII. ASSET TRANSFER
A. Real Property. The real property associated with City fire services will be
transferred or leased to the RRFA in accordance with Section 6 of the RFA Plan.
RRFA is responsible for the full operation, maintenance, upkeep, and capital
AGENDA ITEM #1. b)
INTERLOCAL AGREEMENT FOR COOPERATION
CITY OF RENTON AND RENTON REGIONAL FIRE AUTHORITY
Page 4 of 46 -Working Draft For Council Review 6-13-2016
improvement to the leased facilities during the lease term as more particularly
set forth in the lease agreements.
B. Vehicles, Equipment and Other Personal Property. All vehicles, equipment, and
other personal property listed in Appendix E of the RFA Plan will be transferred
in accordance with Section 6 of the RFA Plan. In the event any Exhibit provides
for specific personal properties to be transferred, or not, such Exhibit shall
control.
Upon transfer of vehicles, equipment, and property that must by law be
registered, the RRFA shall take all necessary steps to transfer title to the RRFA
and register the vehicles, equipment and property in the name of the RRFA
within the time requirements of state law. All vehicles, equipment, and property
are being transferred "as-is, where is, without warranties, express or implied,"
and the RRFA shall defend, indemnify, and hold the City harmless from any and
all injuries or damages to persons or property that may be occasioned in any
manner whatsoever by the vehicles and equipment, whether those damages or
injuries are suffered by agents, employees, officials, or assigns of the RRFA or by
third parties.
C. City of Renton Accounts and Funds. The City Funds and Accounts identified in
Section 6 of the RFA Plan will be transferred on the RRFA effective date.
D. Other Assets. It is anticipated that some assets relating to the provision of fire
services may not have transferred pursuant to the RFA Plan. Any assets not
contained within the RFA Plan shall be transferred only by a separately
negotiated written agreement between the City and the RRFA.
E. Office Space. Through December 31, 2018, at no charge to the RRFA, the City
will provide the RRFA with the same or equivalent office space that was
previously used by the Fire & Emergency Services Department in the Renton City
Hall. Prior to the expiration of such period, the parties agree to collaborate in the
public interest to address their common interests and future needs for office
space. The parties should consider the benefits of co-locating interdependent
and complimentary services.
XIII. WAIVER OF FIRE BENEFIT AND SERVICE CHARGES
As partial consideration for the assets transferred, leased properties, services, and
other consideration provided by the City pursuant to this Agreement, all personal
property and improvements to real property owned by the City shall be permanently
exempt from any fire benefit charge or service charge that could otherwise be
imposed by the RRFA pursuant to the RFA Plan, Chapter 52.26 RCW, or RCW
52.30.020, as they may be amended or recodified in the future.
AGENDA ITEM #1. b)
INTERLOCAL AGREEMENT FOR COOPERATION
CITY OF RENTON AND RENTON REGIONAL FIRE AUTHORITY
Page 5 of 46 -Working Draft For Council Review 6-13-2016
XIV. SERVICE AND IMPACT FEE AND PAYMENT
A. Fire Impact Fees Paid to RRFA. The City shall continue to charge the Fire Impact
Fees listed in Subsection XII (6)(d) of the 2015-2016 City of Renton Fee Schedule.
The RRFA agrees to initially adopt the applicable portions of the City’s Capital
Facilities Plan and take any other necessary steps to support continued collection
of such fees. Beginning in 2017, by no later than September 1 of each year, the
RRFA may submit to the City proposed updates to the Fire Impact Fees, together
with an updated Fire Capital Facilities Plan. Updates to the Fire Impact Fees are
subject to City Council approval, which will not be unreasonably withheld.
parties agree to enter into a separate ILA that is consistent with existing City of
Renton and Renton School District Impact Fee ILA for more specific
responsibilities and requirements regarding Impact Fees. Pursuant to the RFA
Plan, the City will retain collected Fire Impact Fees necessary to cover the debt
service requirement for a promissory note between Fire District 40 and the City
for the transfer of Fire Station 13 (the “Debt”). Fire Impact Fees collected in
excess of such debt service shall be remitted to the RRFA and spent in
accordance with all applicable laws. To the degree Fire Impact Fees are collected
by the City through its billing, permit or license systems, the City will remit to the
RRFA in a timely manner all funds collected in excess of the Debt. Subject to the
terms of any subsequent Fire Impact Fee ILA entered into by the City and the
RRFA, the RRFA accepts full responsibility for ensuring the remitted Fire Impact
Fees are lawfully charged and agrees to indemnify, defend and hold the City
harmless from all claims or actions arising out of the collection and remittance of
Fire Impact Fees pursuant to this subsection.
B. Time for Payment. Fees for the services provided by the City to the RRFA are set
forth in Exhibits 2 through 5 of this Agreement. Payment shall be calculated
either on a pre-established, per-year cost of service basis, on an hourly basis, or,
in the case of units provided, on a cost per-unit basis. Unless as otherwise
provided in Exhibits 2 through 5, payments shall be made as follows:
1. Payments Dependent on Pre-Established Per-Year Cost. In the case of any
costs of services that are established on a per-year basis, such costs shall be
divided into twelve (12) equal payments paid on the 15th day of each month;
provided, for the remainder of the year 2016, such costs shall be divided into
six (6) equal payments, payable on the 15th day of each month.
2. Payments Dependent on Time and/or Material. In the case of payments
which are based upon the number of hours worked and/or units of material
used, the party providing the service shall, by the last day of each month,
submit an invoice for the time and materials incurred in the previous month.
For example, an invoice submitted by August 31st would cover the time and
material incurred during the month of July. Payment of the invoiced amount
AGENDA ITEM #1. b)
INTERLOCAL AGREEMENT FOR COOPERATION
CITY OF RENTON AND RENTON REGIONAL FIRE AUTHORITY
Page 6 of 46 -Working Draft For Council Review 6-13-2016
shall be due no later than thirty (30) calendar days from the date of the
invoice.
C. Failure to Submit Invoice. The failure of one party to submit an invoice for
services to the other party within the timeframes provided in this Agreement
shall not result in a waiver of the requirement of the other party to pay for those
services.
D. Disputed Amounts. In the event that there is a dispute regarding the amount of
money owed by a party, any undisputed amounts shall remain due and payable
in accordance with the payment dates and terms established in Subsection XIVC)
above. As to any remaining disputed amount, the Committee shall make every
effort to resolve that dispute. In the event that the Committee is unable to
resolve the dispute, the only means of resolving that dispute will be by the
dispute resolution process provided in Subsection XX(B).
E. Reconciliation of Amount Due After Termination. Within ninety (90) calendar
days of the effective date of this Agreement's termination, the parties shall
submit to each other a final invoice consistent with the methods of invoicing
required above. Final payment and settlement of accounts shall occur within
ninety (90) calendar days of the effective date of termination of the Agreement.
Any disputed amounts will be resolved in accordance with the procedures in
Subsection XIV(D) above.
XV. DURATION OF AGREEMENT
This Agreement shall become effective on July 1, 2016. Should this Agreement be
ratified by the governing bodies of the City and the RRFA after July 1, 2016, this
Agreement shall be effective retroactively as of July 1, 2016, and all acts consistent
with this Agreement shall be deemed ratified by the City and the RRFA. This
Agreement shall remain in full force and effect until terminated as provided for in
Section XVI.
XVI. TERMINATION
A. Restriction on Termination. Except as specifically provided in this Agreement or
the Exhibits or mutually agreed to by the parties, this Agreement shall not be
terminated. Services identified in Exhibits 2 through 5 may be terminated at the
end of the agreed term, by mutual agreement, or by notice pursuant to
Subsection B of this Section.
B. Termination of Exhibits 2-5 by Notice. The services identified in Exhibits 2
through 5 of this Agreement may be terminated by either party upon providing
the other party with three hundred and sixty-five (365) days' advance written
notice of termination. A termination pursuant to this subsection will terminate
all services provided by one or more of Exhibits 2-5, as specified in the notice of
AGENDA ITEM #1. b)
INTERLOCAL AGREEMENT FOR COOPERATION
CITY OF RENTON AND RENTON REGIONAL FIRE AUTHORITY
Page 7 of 46 -Working Draft For Council Review 6-13-2016
termination. Partial termination of services within an exhibit may only be
accomplished by mutual agreement and negotiated payment terms.
C. Termination of Exhibits 1, 6 or 7. Except as provided herein, Exhibits 1, 6, and 7
are intended to continue indefinitely. The parties may mutually agree to amend
or terminate Exhibits 1, 6, and/or 7 at any time. Without mutual agreement,
Exhibits 1, 6 or 7 shall not be terminated prior to December 31, 2021. If either
party desires to amend or terminate Exhibit 1, 6, or 7 and the other party does
not agree, the parties shall engage in the following process: Any party desiring
to modify or terminate Exhibits 1, 6 or 7 shall provide notice to the Committee of
the proposed modifications or reason for termination. The Committee shall
attempt to negotiate a resolution. If the Committee cannot reach a negotiated
resolution, either party may initiate mediation proceedings to be facilitated by a
neutral mediator agreed to by the parties. In the absence of an agreed
mediator, a mediator shall be appointed pursuant to mediation procedures
adopted by the American Arbitration Association. The parties will each pay their
own costs of mediation and half the amount charged by the mediator. If a
negotiated resolution is not reached within thirty (30) days of the first mediation
session, either party may provide written notice of its intent to terminate
continued application of the Exhibit(s) in dispute. Such notice shall be delivered
to the other party no less than three hundred and sixty-five (365) days prior to
the effective date of the termination. No unilateral termination of Exhibits 1, 6,
or 7 may be effective prior to December 31, 2021, and the RRFA may not
unilaterally terminate Exhibit 1 prior to amending the RFA Plan to account for
such change. All other disputes that cannot be resolved by negotiated
agreement shall be handled in accordance with Subsection XIX(B) of this
Agreement.
D. Renegotiation of Exhibit 1. In the event the RRFA fails to obtain voter approval
of the continuation of the fire benefit charge, the parties agree to collaborate in
the public interest to renegotiate the funding and level of service terms of
Exhibit 1.
E. Termination for Breach. Either party may terminate Exhibits 1 through 7 of this
Agreement with thirty (30) days' advance written notice upon the failure of the
other party to make timely payments or provide services as required by this
Agreement. Failure to make timely payments or to provide the services required
in this Agreement shall constitute a breach. In the event of a breach, the non-
breaching party shall provide a written notice describing the breach to the
breaching party, and the breaching party will have thirty (30) calendar days to
cure the breach, unless that time period is extended by mutual agreement of the
parties. If the breaching party fails to cure the breach in the allotted time, the
non-breaching party may immediately terminate this Agreement.
AGENDA ITEM #1. b)
INTERLOCAL AGREEMENT FOR COOPERATION
CITY OF RENTON AND RENTON REGIONAL FIRE AUTHORITY
Page 8 of 46 -Working Draft For Council Review 6-13-2016
F. City Reacquisition of Fire Protection Authority. Unless the parties otherwise
agree, in the event the City reacquires authority over fire protection services
within the City pursuant to RCW 52.26.110, as that section may be amended or
recodified, or the RRFA is otherwise dissolved, all assets of the RRFA that serve
the City shall be transferred at no cost to the City and all assets that serve King
County Fire Protection District No. 25 shall either be transferred at no cost to
District 25 or the City shall contract to provide services to King County Fire
Protection District No. 25. This subsection shall survive termination of this
Agreement.
XVII. INDEMNIFICATION AND HOLD HARMLESS
Each party agrees to defend, indemnify, and hold harmless the other party and each
of its employees, officials, agents, and volunteers from any and all losses, claims,
liabilities, lawsuits, or legal judgments arising out of its breach of this Agreement or
any negligent or willfully tortious actions or inactions by the performing party or any
of its employees, officials, agents, or volunteers, while acting within the scope of the
duties required by this Agreement. This provision shall survive the expiration of this
Agreement. This provision shall also survive and remain in effect in the event that a
court or other entity with jurisdiction determines that this Agreement or any portion
thereof is not enforceable.
It is further specifically and expressly understood that the indemnification provided
herein constitutes each party's waiver of immunity under industrial insurance, Title
51 RCW, solely to carry out the purposes of this indemnification clause. The parties
further acknowledge that they have mutually negotiated this waiver.
XVIII. LIABILITY INSURANCE.
Effective no later than July 1, 2016, each party shall carry and maintain insurance
coverage as described below. Coverages shall be written with an insurance carrier
admitted in the State of Washington.
General, Automobile, and Director & Officer Liability
Insurance: Coverage for damages caused resulting in
personal injury, property damage or advertising liability
shall be provided. Coverage shall be in an amount not less
than five million dollars ($5,000,000) per Occurrence.
The insurance policies of each party shall name the other party and its officials,
officers, employees, and volunteers, who are acting within the scope of this
Agreement as additional insureds for any and all actions taken by each party, its
officials, officers, employees, and volunteers in the scope of their duties pursuant to
this Agreement.
XIX. MISCELLANEOUS
AGENDA ITEM #1. b)
INTERLOCAL AGREEMENT FOR COOPERATION
CITY OF RENTON AND RENTON REGIONAL FIRE AUTHORITY
Page 9 of 46 -Working Draft For Council Review 6-13-2016
A. Non-Waiver of Breach. The failure of either party to insist upon strict
performance of any of the covenants and agreements contained in this
Agreement, or to exercise any option conferred by this Agreement in one or
more instances shall not be construed to be a waiver or relinquishment of those
covenants, agreements, or options, and the same shall be and remain in full force
and effect.
B. Resolution of Disputes and Governing Law.
1. If the parties are unable to resolve a dispute regarding this Agreement
through negotiation, any party may demand mediation through a process to
be mutually agreed to in good faith between the parties within 30 days of a
party notifying the other parties in writing that a dispute exists “Dispute
Notice.” The participating parties shall share equally the costs of mediation
and each participating party shall be responsible for its own costs in
preparation and participation in the mediation, including expert witness fees
and reasonable attorney’s fees.
2. If a mediation process cannot be agreed upon or if the mediation fails to
resolve the dispute then, no sooner than 30 calendar days after the Dispute
Notice, any party may submit the dispute to binding arbitration according to
the procedures of the Superior Court Rules for Mandatory Arbitration,
including the Local Mandatory Arbitration Rules of the King County Superior
Court, King County, Washington, as amended, unless the parties agree in
writing to an alternative dispute resolution process. The arbitration shall be
before a disinterested arbitrator selected pursuant to the Mandatory
Arbitration Rules with all participating parties sharing equally in the cost of
the arbitrator. The location of the arbitration shall be mutually agreed or
established by the assigned Arbitrator, and the laws of Washington will
govern its proceedings. Each participating party shall be responsible for its
own costs in preparing for and participating in the arbitration, including
expert witness fees and reasonable attorney’s fees.
3. Following the arbitrator’s issuance of a ruling/award, either party shall have
30 calendar days from the date of the ruling/award to file and serve a
demand for a bench trial de novo in the King County Superior Court. The
court shall determine all questions of law and fact without empaneling a jury
for any purpose. If the party demanding the trial de novo does not improve
its position from the arbitrator’s ruling/award following a final judgment, that
party shall pay all costs, expenses and attorney fees to the other party,
including all costs, attorney fees and expenses associated with any appeals.
4. Unless otherwise agreed in writing, this dispute resolution process shall be
the sole, exclusive and final remedy to or for either party for any dispute
regarding this Agreement, and its interpretation, application or breach,
AGENDA ITEM #1. b)
INTERLOCAL AGREEMENT FOR COOPERATION
CITY OF RENTON AND RENTON REGIONAL FIRE AUTHORITY
Page 10 of 46 -Working Draft For Council Review 6-13-2016
regardless of whether the dispute is based in contract, tort, any violation of
federal law, state statute or local ordinance or for any breach of
administrative rule or regulation and regardless of the amount or type of
relief demanded.
C. Assignment. Any assignment of this Agreement by either party without the prior
written consent of the non-assigning party shall be void. If the non-assigning
party gives its consent to any assignment, the terms of this Agreement shall
continue in full force and effect and no further assignment shall be made without
additional written consent.
D. Modification. No waiver, alteration, or modification of any of the provisions of
this Agreement shall be binding unless in writing and signed by a duly authorized
representative of each party and subject to ratification by the legislative body of
each party.
E. Compliance with Laws. Each party agrees to comply with all local, federal, and
state laws, rules, and regulations that are now effective or in the future become
applicable to this Agreement.
F. Entire Agreement. The written terms and provisions of this Agreement, together
with any Exhibits attached hereto, shall supersede all prior communications,
negotiations, representations or agreements, either verbal or written of any
officer or other representative of each party, and such statements shall not be
effective or be construed as entering into or forming a part of or altering in any
manner this Agreement. All of the Exhibits are hereby made part of this
Agreement.
G. Severability. If any section of this Agreement is adjudicated to be invalid, such
action shall not affect the validity of any section not so adjudicated.
H. Interpretation. The legal presumption that an ambiguous term of this Agreement
should be interpreted against the party who prepared the Agreement shall not
apply.
I. Notice. All communications regarding this Agreement shall be sent to the parties
at the addresses listed on the signature page of the Agreement, unless notified
to the contrary. Any written notice hereunder shall become effective upon
personal service or three (3) business days after the date of mailing by registered
or certified mail, and shall be deemed sufficiently given if sent to the addressee
at the address stated in this Agreement or such other address as may be
hereafter specified in writing.
AGENDA ITEM #1. b)
INTERLOCAL AGREEMENT FOR COOPERATION
CITY OF RENTON AND RENTON REGIONAL FIRE AUTHORITY
Page 11 of 46 -Working Draft For Council Review 6-13-2016
J. Counterparts. This Agreement may be executed in any number of counterparts,
each of which shall constitute an original, and all of which will together
constitute this one Agreement.
K. Calendar Days. The word "days" as used in this Agreement shall mean calendar
days unless the context otherwise specifically provides that business days are
intended.
L. Property Ownership. Except as specifically addressed in the Agreement or the
Exhibits:
1. This Agreement does not provide for jointly owned property;
2. All property presently owned or hereafter acquired by the RRFA to enable it
to perform the services required under this agreement, shall remain the
property of the RRFA in the event of the termination of this agreement
except as provided in Subsection XVI.F; and
3. All property presently owned or hereafter acquired by the City to enable it to
perform the services required under this agreement, shall remain the
property of the City in the event of the termination of this agreement.
M. Benefits. This agreement is entered into for the benefit of the parties to this
agreement only and shall confer no benefits, direct or implied, on any third
persons.
IN WITNESS, the parties below execute this Agreement, which shall become
effective on the last date entered below.
RRFA: CITY:
Renton Regional Fire Authority: City of Renton:
_________________________ _________________________
By: By:
Its: Its:
NOTICES TO BE SENT TO: NOTICES TO BE SENT TO:
APPROVED AS TO FORM: APPROVED AS TO FORM: _________________________ _________________________ Attorney for RRFA City Attorney
AGENDA ITEM #1. b)
INTERLOCAL AGREEMENT FOR COOPERATION
CITY OF RENTON AND RENTON REGIONAL FIRE AUTHORITY
Page 12 of 46 -Working Draft For Council Review 6-13-2016
AGENDA ITEM #1. b)
EXHIBIT 1 – COMMUNITY RISK REDUCTION SERVICES
Page 13 of 46
EXHIBIT 1
TO THE INTERLOCAL AGREEMENT FOR COOPERATION
BETWEEN THE CITY OF RENTON AND THE RENTON REGIONAL FIRE AUTHORITY
COMMUNITY RISK REDUCTION SERVICES
1. Community Risk Reduction Services. Prior to the establishment of the RRFA, the
City’s Fire and Emergency Services Department provided Community Risk Reduction
Services through its Community Risk Reduction Section. Community Risk Reduction
Services include, but are not limited to, administration and enforcement of applicable
fire code and prevention regulations (“Code or Codes”), including RMC 4-5-070 as
that section may be amended or recodified by the City. The RRFA will continue to
provide these Community Risk Reduction Services for the City within the City’s
boundaries, as those boundaries may be adjusted in the future. As further described
within this Exhibit 1,1 Community Risk Reduction Services are comprised of
Community Risk Reduction Administration Services, Fire Prevention Code
Enforcement Services, Fire Prevention Development Services, and Fire Investigation
Services (collectively, the “Services”).
2. Fire Service Fees Paid to RRFA. The City shall continue to charge the Fire
Department Community Risk Reduction Fees listed in Subsection XII (4) of the 2015-
2016 City of Renton Fee Schedule. By no later than September 1 of each year, the
RRFA may submit to the City proposed updates to the fee schedule. Updates to the
fee schedule are subject to City Council approval, which will not be unreasonably
withheld. In the event the City Council does not approve the fee schedule proposed
by the RRFA, the RRFA may, using the process identified in Section XVI.C of the
Agreement, request discussion of the financial impacts to the RRFA of not having its
proposed fee schedule approved. All Fire Department Community Risk Reduction
fees, as such fees may be renamed, shall be paid to the RRFA as compensation for
the RRFA providing the City the services described in Exhibit 1. To the degree these
fees and any associated late fees are collected by the City through its billing, permit
or license systems, the City will remit the funds collected to RRFA in a timely
manner. The parties agree these fees, along with any other consideration provided
by this Agreement, constitute full, fair, and complete compensation for the RRFA’s
performance of the Services described in Exhibit 1.
3. Community Risk Reduction Administration Services. The RRFA shall provide the
following Community Risk Reduction Administration Services:
1 The description of Community Risk Reduction Services in this Exhibit 1 is intended to provide an overview of
the Services that were previously provided by the City’s Fire and Emergency Services Department. With the
exception of emergency management services, the Services should be construed broadly so that the RRFA will
continue seamlessly providing all services previously provided by the City’s Fire and Emergency Services
Department.
AGENDA ITEM #1. b)
EXHIBIT 1 – COMMUNITY RISK REDUCTION SERVICES
Page 14 of 46
a. Direct the management and supervision of personnel performing the Services.
b. Administer community risk reduction programs and activities to include Code
inspections, plan review for Code compliance, Code enforcement, addressing, fire
investigations, and public education.
c. Interpret Codes as necessary to perform the Services. In the event of ambiguity
or conflict in the Code, the RRFA will consult with the City.
d. Approve materials, equipment, and devices used in construction, and the
methods of construction to the extent that approval is required by the Code.
e. Coordinate the collection of fees with the City.
f. Maintain records in accordance with state approved retention schedules, route
development applications and plans, and fulfill public record requests consistent
with Exhibit 6.
g. Coordinate with the City to process development plans and Code related permit
application packages in a timely manner consistent with City established
customer service goals and applicable laws.
h. Coordinate with the City to issue Code related permits in a timely manner
consistent with City established customer service goals and applicable laws.
i. Process Code complaints or inquiries from the public to include data entry, file
creation, and routing of information.
j. Schedule and conduct Code inspections for developers or contractors.
k. Recommend and prepare updates to the Code for consideration by the City,
including but not limited to state mandated updates to the International Fire
Code.
l. Review and sign voluntary correction agreements.
m. Participate on the City's Environmental Review Committee (ERC). The RRFA shall
be represented by its Fire Chief or designee.
n. Perform all other administrative tasks necessary to support Community Risk
Reduction Services for the City, including all administrative tasks designated by
the Code as the responsibility of the Fire Chief, Fire Marshall, and/or Fire Code
Official.
o. Participate in the City’s Special Events Committee.
AGENDA ITEM #1. b)
EXHIBIT 1 – COMMUNITY RISK REDUCTION SERVICES
Page 15 of 46
4. Fire Prevention Code Enforcement Services. The RRFA shall provide the following Fire
Prevention Code Enforcement Services in Renton city boundaries:
a. Perform all inspections required or authorized by the Code, including the
inspection of new or relocated businesses for Code compliance and permit
issuance.
b. Investigate and resolve Code violation complaints or inquiries.
c. Perform all Code enforcement duties of the Fire Marshall, Fire Code Official,
and/or Fire Chief as provided in the Code. Provided, however, the City shall be
responsible for providing prosecution services and legal counsel necessary to
prosecute any civil or criminal code enforcement issues when enforcement
requires judicial action (including hearing examiner proceedings). Once
enforcement is turned over to the City for judicial action, the City retains
independent prosecutorial discretion as to how or whether to proceed with
enforcement action. The City will also maintain responsibility for any Code
enforcement activities that require the presence or involvement of commissioned
law enforcement officers. The RRFA staff who inspected the property and found it
to be in violation shall appear before any court, hearing examiner, board,
committee, or other body empowered to enforce the provisions of the IFC in
order to assist Covington with enforcing the IFC at the sole cost of the RRFA. If the
parties mutually agree, the City may provide employees of the RRFA with a
limited law enforcement commission to enforce portions of the Code that require
such commission (e.g. issuance of infractions for fire lane parking or fireworks
enforcement). The parties acknowledge that the RRFA, by statute, has no duty
to enforce any provisions of the code or to enforce ordinances of the City except
under the terms of this Interlocal Agreement and the RFA Plan. Any duty the
RRFA does have to enforce the Code is not intended to benefit any specific
members of the general public. The City agrees that all court costs and other
legal costs incurred in the judicial enforcement of the Code within the City limits
shall be paid by the City and shall not be considered an operating expense of the
RRFA.
d. Coordinate with the City when enforcement efforts are contested and when the
City is undertaking related non-fire code enforcement efforts.
e. Perform special inspections required by outside agencies such as Department of
Defense, Department of Early Learning, Department of Social and Health Services,
and private insurance companies.
f. Coordinate with the City on post-disaster building and system inspections and/or
evaluations.
g. Approve and review fire safety, emergency evacuation, lockdown, shelter-in-
place, and hazardous materials management plans.
AGENDA ITEM #1. b)
EXHIBIT 1 – COMMUNITY RISK REDUCTION SERVICES
Page 16 of 46
h. Attend and provide testimony and exhibits at Code enforcement hearings before
the City's Hearing Examiner, and upon appeal, if any, to court.
i. Perform all other tasks related to providing the above Fire Prevention Code
Enforcement Services.
5. Fire Prevention Development Services. The RRFA shall provide the following Fire
Prevention Development Services in Renton city boundaries:
a. Manage the Knox/Supra lock box program.
b. Coordinate with the City to provide timely development review program services,
including answering project inquiries, attending meetings, reviewing plans for
Code compliance, and approving plans when in compliance with the Code.
c. Provide development inspection program services to include pre-construction
meetings, inspections, troubleshooting fire protection systems, final acceptance
tests, field review of basic permits, coordination with the Building Services
Division for the issuance of Certificates of Occupancy.
d. Assist and advise the City in its economic development activities to include
research of properties, systems and code requirements for potential projects and
existing buildings.
e. Approve hydrant placement on public and private projects.
f. Provide false alarm reduction program activities, which should include follow up
with owners of faulty alarm systems, coordination with property owner/agent in
its efforts to troubleshoot and repair faulty alarm systems, and quality assurance
of incident reports from false alarms.
g. Provide fire protection system confidence test program activities to include
evaluation of confidence tests provided by third parties, issuance of correction
notices and/or notices of violation, and drafting of voluntary correction
agreements and field inspections.
h. Perform all other tasks related to providing the above Fire Prevention
Development Services and any related tasks arising from application of the Code.
6. Timeline of Work Provided. All services provided pursuant to this Exhibit shall be
performed in a professional and competent manner pursuant to and within the
timelines required of the Codes, City policies and procedures, including applicable
customer service standards, and any state or federal laws applicable to the
performance of that work.
AGENDA ITEM #1. b)
EXHIBIT 1 – COMMUNITY RISK REDUCTION SERVICES
Page 17 of 46
7. Level of Service. The consideration provided for the services identified in this
Agreement are intended to maintain existing levels of service defined as: [ADD
TURNAROUND TIMES]. In the event the City, for any reason, determines that it is in
the interest of the City to increase the defined Level of Service, the City shall be
responsible for the additional costs incurred by the RRFA to provide additional
staffing to meet the increased Level of Service. Any modification to the Level of
Service shall be preceded by an agreement relating to the modifications and the
funding requirements. In event substantial volume increases affect the ability of the
RRFA to meet the defined Level of Service, the parties agree to collaborate in the
public interest to address adjustments in funding or services levels on mutually
agreeable terms.
8. Fire Marshal/Fire Code Official Reports to City's CAO or Community and Economic
Development (CED) Administrator. The City's Fire Marshal/Fire Code Official shall
provide reports to the CAO or the City's CED Administrator as requested. While the
Fire Chief shall have the authority to direct the work of the RRFA employees, the
City's CED Administrator or designee shall be kept informed of the development
review work performed by the RRFA employees, and shall have authority to provide
input to the Fire Chief in setting the desired outcomes of the Fire Prevention staff.
9. Equipment to Perform Services. Equipment for staff that performs Community Risk
Reduction Services shall be provided by the RRFA and/or leased by the RRFA from the
City. For the purposes of performing the Services and subject to licensing terms and
security requirements, the parties agree to cooperate and share access to electronic
permitting systems and other electronic systems necessary to coordinate services.
Initially, the parties anticipate sharing access to the enerGov Permit System, Zoll, and
the RRFA’s Fire Record Management System.
10. Office Space to Perform Services. As partial consideration for the services provided,
the City will, if requested by the RRFA, provide the RRFA with adequate office space
to house the RRFA staff necessary to provide the services identified in this Exhibit.
11. Transmission of Fees and Charges. The City shall establish a standard procedure for
the transmission of all fees it collects pursuant to Section XIV of the Agreement and
remit the money to the RRFA on a timely basis that is no less frequent than monthly.
When remitting payment to the RRFA, the City may deduct any costs it incurred to
collect the fees, including but not limited to court costs, attorneys’ fees, and
payments to debt collection companies.
12. Accounting of Fees and Charges. When the City transmits money to the RRFA
pursuant to Subsection 10 of this Exhibit, the City shall provide the RRFA with
supporting documents that describe the Services for which the money was collected.
parties recognize these fees are administered through the permit system that both
parties have access and responsibility to ensure the accuracy and integrity of the
data. The RRFA has a right to request an audit of the system no more frequently than
AGENDA ITEM #1. b)
EXHIBIT 1 – COMMUNITY RISK REDUCTION SERVICES
Page 18 of 46
once per year. The cost of an audit requested by the RRFA shall be paid by the RRFA
unless otherwise agreed by the parties.
13. Collection of Fees. The parties will cooperate to collect outstanding unpaid fees and
charges for the Services. The City is not required to pay the RRFA for uncollected or
unpaid fees.
14. Fire Investigation Services. The RRFA shall perform Fire Investigation Services within
the City limits that include but are not limited to:
a. Investigate the cause and origin of fires, interview suspects and witnesses,
examine fire scenes, document findings and prepare reports, protect evidence,
cooperate with prosecutors and law enforcement, be available for interviews and
courtroom testimony, and other associated duties.
b. Investigate all fires that are arson, suspicious, injurious, and fires with a loss of
ten thousand dollars ($10,000) or more.
c. Coordinate arson investigation activities with the Renton Police Department as
necessary.
d. Staff the 24/7 Fire Investigation Unit by responding to all working fires when
requested.
e. Participate in regional and state fire investigative organizations and activities.
f. Perform all other tasks related to Fire Investigation Services.
15. Evidence Retention. All evidence gathered during the criminal investigation of a fire
or other event for which Fire Investigative Services are provided shall be collected
and maintained by the evidence custodians of the City's Police Department pursuant
to the policies and procedures for the maintenance of evidence set forth by the City's
Police department.
16. Cooperation in Criminal Investigations. The parties will cooperate and keep each
other informed as to the status of all fires in the City that occur as a result of
suspected or confirmed criminal conduct by providing status reports of investigations
as the investigations evolve. This obligation shall not be construed to require the
disclosure of information if disclosure could jeopardize a criminal investigation.
17. Records. Records. All records relating to the provisioning of the services called for in
Exhibit 1 shall be maintained as follows:
a. Fire Plans Review Records shall be maintained in a permit system prescribed by
the City, that shall be accessible by the assigned RRFA personnel.
AGENDA ITEM #1. b)
EXHIBIT 1 – COMMUNITY RISK REDUCTION SERVICES
Page 19 of 46
b. Fire Inspection Records shall be maintained in a records management system
prescribed by the RRFA. Records shall be made available within a reasonable
timeframe to the City upon request.
c. Other records, not specifically listed herein, shall be retained in a method that is
mutually agreed upon between the City and the RRFA. Records shall be made
available within a reasonable timeframe to the City upon request.
d. Record retention shall be in accordance with state records retention
requirements. Custody and disclosure of the records shall be managed in
accordance with Exhibit 6.
18. Employee Performance Feedback. The City of Renton shall provide regular feedback
to the Fire Chief pertaining to the performance of RRFA employees performing
services called for in Exhibit 1.
19. New Employees – Hiring or Assignment. The City’s CAO shall have input into the
appointment or assignment of any person to a position that performs services
pursuant to Exhibit 1, which could include one (1) or more Renton employees serving
on an interview panel for the hiring and/or assignment of that position.
AGENDA ITEM #1. b)
EXHIBIT 2 – IT SERVICES
Page 20 of 46
EXHIBIT 2
TO THE INTERLOCAL AGREEMENT FOR COOPERATION
BETWEEN THE CITY OF RENTON AND THE RENTON REGIONAL FIRE AUTHORITY
INFORMATION TECHNOLOGY SERVICES
1. Purpose. This Exhibit details the agreement between the City and the RRFA for the
City's provision of Information Technology Services ("IT Services") to the RRFA by
the City of Renton's Information Technology Department ("IT"). This Exhibit
describes the scope of work and responsibility for all parties as it relates to the
ownership, operation, maintenance, and repair of the data, telecommunications,
networking infrastructure, and associated systems and applications installed for the
operation of the RRFA.
2. Maintenance of Supported Systems. IT has installed and will maintain the
telecommunications, cable plant, voice and data networks, computers, multi-
function devices, servers, applications, GIS data layers and associated services
identified in Table 1, Supported Systems ("Supported Systems"), for the RRFA
pursuant to the terms of this Exhibit. IT will keep the supported systems
operational on an "as-is" basis, consistent with the operational level the City
provided to other City departments through the duration of this Agreement. RRFA
specific applications and services support shall be limited to the software,
hardware, services or application that was owned by the City and utilized by the
Renton City Fire and Emergency Services Department on June 30, 2016. To this
end, the RRFA accepts the operational level and capabilities of the City's Supported
Systems in an "as-is" condition as of June 30, 2016.
Table 1. Supported Systems
To be owned
by RFA (units)
Telecommunications
Telephone Switch Board
Telephone Sets (IP and Analog)
Telephone & Voice mail system
Cross Connections to PSTN
Provisioned Data Circuits
Cell Phones, Smart Phone, Cellular data modems (see Edge Equipment
below)
Cable Plant
Cat 5/6, Fiber, Coax Network Cabling.
Network access
Local Area Network (LAN), Wide Area Network (WAN) Wireless LAN,
Internet, VCC, and IGN (Inter Governmental Network), Connectivity
Virtual Private Network (VPN), Remote access.
AGENDA ITEM #1. b)
EXHIBIT 2 – IT SERVICES
Page 21 of 46
Table 1. Supported Systems
To be owned
by RFA (units)
Network systems and services
Switches, Routers, Access Points
Fire walls, Intrusion detection
Virus/Malware protection
SPAM Filter, Web Gateway
Edge Equipment
Computers
Computers (Desktop, Laptop, Tablet) and accessories 51/18/27
Mobile Data Computers (MDC) and accessories 25
Printers 11
Multi-Function (print, copy, fax, scan) Devices (MFDs) 7
Cell Phones, Smart Phone, Cellular data modems 32/7/36
Servers (virtual and physical)
Email (MS Exchange, MS Web Access) Servers
Active Directory/Domain Controller
File Servers, Web servers, Database Servers,
Email Archiving server (UMB)
Netmotion (VPN) Server,
GIS Server
Phone Server
Voicemail Server
Telestaff, Zoll, SMS, FTP application servers
GIS Support
Fire incident/data layers
Pre-Incident Planning data layer development and maintenance
Fire map-book, no more than 1/year, does not include actual
printing/publication
Maps and analysis
Risk assessment Application
ArcGIS/CorMap systems/services
Applications: Maintenance and support of existing system, scheduled system
patch and general upgrades. Minor system reconfiguration, vendor contact,
system troubleshooting
Zoll Fire RMS/ SMS Feed for Fire RMS & My Fire Rules data validation
utility
1 enterprise license
and 6 mobile license
LaserFiche Records Management system
Telestaff timesheet/scheduling 160 user licenses
Permitting (enerGov)
Valley Com., ESO, ePCR interfaces 1 each
Access to Eden financial
Access to CoreMaps/GIS
CAD GUI Mobile
SharePoint Intranet, Department, Project, Team spaces
Net motion VPN (on laptops, MDCs, and tablets)
AGENDA ITEM #1. b)
EXHIBIT 2 – IT SERVICES
Page 22 of 46
Table 1. Supported Systems
To be owned
by RFA (units)
Internet Explorer (on applicable edge equipment) Included with RFA
owned equipment
Microsoft Licenses: Office Suite, Microsoft Client Access Licenses (CALS),
and Workstation Operation System Licenses (on applicable edge
equipment)
Included with RFA
owned equipment
Microsoft Visio, Project, Adobe Acrobat Pro licenses on selected
workstations
Up to 10 each
3. Cost of Maintenance of Supported Systems. The City accounts for all IT costs in an
Internal Service Fund. The costs are allocated to all City departments based on
number of employees, equipment, services, efforts, and other factors including but
are not limited to “direct charge” for department specific projects/equipment. The
resulting allocated cost is the base of the cost identified in Section 13 to operate and
maintain the Supported Systems.
4. Additional Services Provided. Additional Services are not considered Supported
Systems, are not captured in the cost estimate described above, and therefore, are
subject to staff hourly charges. The Additional Services are as follows:
a. Support of Non-City Devices. Non-City devices are those devices that are not
integrated into the City's IT systems and are either purchased privately by an
RRFA employee for business use or were purchased by the RRFA in a process that
does not ensure integration with the City's IT services and systems. With non-City
devices, IT will make its best efforts to do the following at an additional cost to
the RRFA:
(i) IT will provide its best efforts to establish and maintain data network
or telecommunications connectivity and support. IT may, at its sole
option, provide additional services beyond Supported Systems
depending upon knowledge of the device or system and availability of
staff. If the RRFA requests IT support outside of the Supported
Systems, IT should notify the RRFA promptly whether it can perform
such additional services, and provide an estimate of costs if it would
result in additional cost to the RRFA.
(ii) In the event of a device problem or failure, IT will provide its best
efforts to replace the unit with a spare unit provided by the RRFA, if
available, and establish and maintain data network or
telecommunications connectivity and support.
b. Unique Support Service Requests. The nature of the business activity within the
offices and spaces occupied and managed by the RRFA may require installation
of unique or larger than normal scale equipment sets or configurations in order
to support unique business needs. Some service requests are beyond the scope
AGENDA ITEM #1. b)
EXHIBIT 2 – IT SERVICES
Page 23 of 46
of covered services in the interlocal agreement between the RRFA and the City,
but may be provided by IT at an additional cost to the RRFA. Without limitation,
examples of these services are:
(i) Additions of cable plant to new facilities or new locations requiring
installation and routing of Cat 5/6e or fiber optic cable.
(ii) Provision of network ports that would require the purchase of
additional network switchgear or other support hardware.
(iii) Expansion of services that would require the purchase of additional
hardware.
(iv) Addition, expansion, or replacement of networked data services,
software, and applications.
In these situations, the costs, vendors, and other circumstances surrounding the
service request must be mutually agreed to by the City and the RRFA in writing
prior to proceeding. It is recommended that the RRFA requests a planning
meeting with IT at least four (4) weeks prior to such an event in order to
completely plan and provide a scope of work and timeline for completion.
5. Additional Service Staff Costs. The Additional Services set forth in Section 4 are not
considered Supported Systems under Table 1, are not covered in IT budget, and
therefore, may result in additional staff time or third party service charges to the
RRFA. In such situations, the additional staff time and third party expenses should
be agreed to in advance and be tracked using a project accounting system and billed
separately.
6. Supported Systems and Equipment Ownership. All Supported Systems shall remain
the sole property of the City except for those units identified in Table 1 to be owned
by the RRFA. All Supported Systems to be Owned by RRFA shall be maintained by
the City during the term of this Exhibit 2, and ownership shall transfer to the RRFA
no later than the date the IT Services contemplated by this Exhibit 2 terminate.2 The
City’s ownership or maintenance of Supported Systems shall not, on its own, give
the City an ownership interest in any records created or retained by the RRFA using
the Supported Systems.
The service charge identified in Section 13 is inclusive of systematic upgrades and
maintenance of Supported Systems and upgraded Supported Systems that serve the
2 The transfer of ownership in software or software licenses may be limited by the terms of software licensing
agreements. In the event of such limitations, the City will work with the RRFA to transfer its rights to the
software, but if such transfer is prohibited by the software’s licensing terms, the City will not be responsible for
purchasing new software licenses for the RRFA.
AGENDA ITEM #1. b)
EXHIBIT 2 – IT SERVICES
Page 24 of 46
RRFA’s current staffing levels. In the event the RRFA needs to replace, expand, or
upgrade a Supported System outside its regular replacement schedule and for
reasons other than equipment failure, such replacement, expansion, or upgrade shall
be agreed to in writing in advance and shall be at the sole cost of the RRFA.
Generally, equipment purchased at the RRFA’s sole cost or for its sole benefit shall be
owned by the RRFA. However, if such equipment is to be integrated into City-owned
equipment in such a manner that future separation from City equipment will result in
a cost to the City, the City shall become the owner of the RRFA purchased equipment
at no further cost to the City or, in the alternative, the RRFA shall reimburse the City
for any costs of separation.
7. Backups and Data Recovery. IT is responsible for data backup and recovery services.
Except as provided in subsections (a) and (b) below, data backups are performed
every twenty-four (24) hours, Monday through Friday, and server operating system
and operating data files are backed up once per month.
a. The following servers and data sets will be backed up:
(i) Server operating systems and operating system files (monthly);
(ii) User Directories and Profiles;
(iii) Public (departmental/workgroup) directories, on file servers or
attached storage; and
(iv) Email (email is backed up for purposes of system data recovery, and
not for archiving purposes.)
b. The following systems and data sets will not be backed up.
(i) Data stored on individual PC hard drives; and
(ii) Any other systems not specifically named in the paragraph above.
In the event that data recovery is necessary, the data recovery point will be the time
of the last backup. It is anticipated that the time it takes to recover data will be three
(3) business days or less.
RRFA staff is to coordinate and work with IT staff on required backup and
maintenance plans for any databases used in association with the applications
identified in the Supported Systems set forth in Table 1.
It is agreed that the backup system shall not be relied upon by the RRFA as a data
archiving system. The RRFA understands that data not properly archived may be lost
AGENDA ITEM #1. b)
EXHIBIT 2 – IT SERVICES
Page 25 of 46
and not recovered by use of the backup system. The RRFA will use its best efforts to
procure, install, and maintain a data archiving system that complies with Washington
regulations regarding the archiving of public records. The recovery of data for any
purposes other than to recover from a system failure shall be at the sole cost of the
RRFA.
8. Problem Reporting, Prioritization, and Response. RRFA users needing IT service
assistance should contact the service desk or log the problem into the City's trouble
ticket system. Once logged, the problem will be assigned a trouble ticket number
and will be dispatched to an IT engineer for resolution. The IT engineer is responsible
for contacting the user(s) and to establish a time that they will respond and begin
work to resolve the issue.
a. The Table 2 below lists the standard criteria and guidelines for response and
resolution for reported problems. There may arise in the course of events that
two (2) or more high or urgent priority calls are actively in IT's queue, and the
ability to respond according to the criteria and guidelines below may be
impaired. An occurrence of this nature is contemplated to be rare. In the event
that multiple issues are logged and are considered urgent or high priority,
consideration will be given to responding first to issues that directly affect public
safety, life, property, business operations.
b. For the purposes of Table 3 below, the terms that follow shall have the following
definitions:
(i) Response Time: The time elapsed from the time a problem is
reported to the time that a service engineer contacts the customer to
arrange for service.
(ii) Turnaround Time: The time elapsed from the time a problem is
reported to the time that a final resolution to the problem has been
made, and the issue/problem has been closed. The turnaround times
are guidelines and are not guaranteed. Turnaround times for Service
Requests are as mutually agreed upon at the time the request is
entered, and may be amended by the City as necessary.
(iii) Alert: In cases of an urgent problem, or in cases of unusual or extreme
failures, an alert indicates that upper IT Management has been
notified of the problem, and is also directly involved in the resolution
process.
(iv) Service Requests: Service requests are activities that are not problems
or break/fix incidents. Examples of Service Requests are:
AGENDA ITEM #1. b)
EXHIBIT 2 – IT SERVICES
Page 26 of 46
• System moves;
• Telecom moves, adds or changes (MACs);
• Telecom system programming - voicemail, forwarding, call
hunt, etc.;
• New user account setup;
• Software installation/training;
• Database management or repairs beyond normal maintenance;
• Data extraction/export, or translation;
• Custom report development and preparation; and
• Application development/enhancement or modifications.
c. The RRFA shall enter service requests as soon as the need is known, in order to
allow as much lead time as possible for IT to plan and arrange the appropriate
resources to accommodate the request. Requests received less than two (2)
business days before their needed completion may not be completed in time.
Table 2. Problem Prioritization and Response Times
Priority Criteria
Dispatch
Action
Response
Time
Turnaround
Time
1. Urgent Entire Site or Sites affected-
unable to work - network,
telecom, application (including
CAD) or server problem
Immediate Alert
and Dispatch
Immediate ASAP
2. High User or Users completely
unable to perform job function
due to problem
Immediate
Dispatch
30 Minutes 1 Business Day
3. Medium User or Users able to perform
job function on another
machine or limited ability on
affected machines
Dispatch Queue 3 Hours 3 Business Days
4. Low Inconvenience to user or users.
Ability to perform job function
not affected.
Dispatch Queue 8 Hours 1 Week
5. Service Request Not Break/Fix related -moves
adds changes etc.
Dispatch Queue 8 Hours As arranged
9. Operations Hours. IT Service Desk Hours are 8 a.m. - 5 p.m., Monday through
Friday. On-call emergency service is available for Priority 1 (urgent) service events.
In these situations, the RRFA shall contact IT's after hours service number (206-
300-0571) to reach the on-call service engineer. After hours calls received that are
not Priority 1 will be responded to on the next business day.
10. Service Availability Standards. The service availability standards set forth in Table 4
apply to services provided by and maintained by IT. They represent a target
availability of the noted services. These standards are exclusive of planned or
scheduled outages for maintenance or upgrade, or incidents/events that are not in
IT’s control.
AGENDA ITEM #1. b)
EXHIBIT 2 – IT SERVICES
Page 27 of 46
Table 3. Service Availability Standards
Service or System Availability Standard
Telephone System - Voice Calls Fax Calls - In/Outbound 99.999% ("5 Nines")
Voicemail 99.99%
Internet Connectivity 99.99%
Email Server Availability 99.99%
Internet Email Transmitted/Received 99.99%
File Server Availability 99.99%
RRFA Facilities Local Area Network Availability 99.99%
Wide Area Fiber Optic Links - City Hall to RRFA Sites 99.999%
Wireless Network Access Points 99.0%
11. Routine Scheduled Maintenance. Table 4 below defines the scheduled
maintenance windows for services, servers, and devices. Unless otherwise noted,
all maintenance occurs on the third Sunday of each calendar month. In cases of
some Sundays that fall on or close to holidays, this schedule may be altered. Upon
request, this schedule may be changed to accommodate other special
requirements of the RRFA; provided that the RRFA shall cover all costs of such
schedule change.
Other minor "windows" may be added, or these published windows may be
modified upon discussion and mutual consent of both parties. These adjustments
to the schedule may be for convenience or necessity, but in no case will occur
without mutual agreement by both parties.
Table 4. Scheduled Maintenance Windows
Service or Device Maintenance Window
Core Network Services 0800 – 1000
Telecommunications 0700 --·1100
Servers
Email and File Server 0900 – 1200
Domain Controller and Network Services 0900 -- 1200 (Active Directory) Server
PC Workstations As Needed
Other Devices As negotiated
12. Network, Email, Internet, and Social Media Policy. The City has certain policies and
standards regarding the use and access of the Supported Systems. From time to
time the City may adopt additional for amend existing policies and standards with
prior notice to the RRFA and with an opportunity for the RRFA to provide input. As a
condition of the City providing IT Services to the RRFA as set forth in this Exhibit, the
RRFA agrees to abide by such City policies and standards.
13. Cost of Services for Period of July 1, 2016 through December 31, 2016. The City shall
charge the RRFA three hundred and eighty-nine thousand five hundred dollars
($389,500) plus applicable sales tax for the period of July 1, 2016, through December
AGENDA ITEM #1. b)
EXHIBIT 2 – IT SERVICES
Page 28 of 46
31, 2016 for the maintenance of Supported Systems. This amount shall be divided
into six (6) equal payments and payable to the City in accordance with the payment
section of the interlocal agreement.
14. Cost of Services after January 1, 2017 through December 31, 2019. For the period
after January 1, 2017 through December 31, 2019, the baseline service charge shall
be annualized and adjusted by any equipment added or deleted during the previous
year and then further adjusted by application of the Seattle/Tacoma/Bremerton
CPIW for the period of June to June, which shall be established in August each year,
for the following year.
15. Cost of Services After December 31, 2019. Beginning January 1, 2020, should the City
and RRFA chose to continue the IT Services, the parties should review the actual cost
of the service and may adjust the charge accordingly. Such charge shall be established
by negotiations between the City and the RRFA, and an amendment to this Exhibit 2.
16. Payment for Additional Services. Any additional staff time and third party costs
attributable to Additional Services performed during any month will be billed before
the end of the following month. The RRFA will pay the City in accordance with the
payment terms of the interlocal agreement.
AGENDA ITEM #1. b)
EXHIBIT 3 – FACILITIES AND GROUND MAINTENANCE SERVICES
Page 29 of 46
EXHIBIT 3
TO THE INTERLOCAL AGREEMENT FOR COOPERATION
BETWEEN THE CITY OF RENTON AND THE RENTON REGIONAL FIRE AUTHORITY
FACILITIES AND GROUNDS MAINTENANCE SERVICES
1. RRFA Locations For Which Services Shall be Provided. The City shall provide Facilities
and Grounds Maintenance Services consistent with the scope of services set forth in
this Exhibit 3 to the RRFA at the following locations:
• Station 11, located at 211 Mill Ave S, Renton, WA 98057;
• Station 12, located at 1209 Kirkland Ave NE, Renton, WA 98057;
• Station 13, located at 18002 108th SE., Renton, WA 98055;
• Station 14, located at 1900 Lind SW, Renton, WA 98057;
• Station 16, located at 12923 156th Ave SE, Renton, WA 98059; and
• New Station 15, to be built on the southern portion of the parcel identified as
3342103245 in the King County Assessor’s record located in Renton, WA 98056.
Cost of maintaining Station 15 is NOT included in the amount identified in Section
8 of this Exhibit.
2. Subcontracted Locations For Which Services Shall be Provided. The City shall provide
Facilities and Grounds Maintenance Services for District 40’s Station 17, located at
14810 SE Petrovitsky Rd, Renton, WA 98058, consistent with the provisions of CAG-08-
015, which has been or will be assigned to the RRFA.
3. Scope of Services. The Facilities and Grounds Maintenance Services provided
pursuant to this Exhibit 3 shall include the following:
• Provide janitorial service and supplies in the public areas of the stations (not the
dorm, kitchen, exercise room areas);
• Change light bulbs and replace ballasts interior and exterior;
• Install keyboard trays, monitor arms, install/repair furniture and cabinets;
• Troubleshoot and repair appliances;
• Repair localized plumbing or replace fixtures, e.g., toilets, hot water tanks,
faucets, etc.;
• Replace ceiling tiles/repair ceiling grid;
• Provide electrical repairs/fixture replacements, add new circuits;
• Repair building envelope, e.g., windows, siding, doors, minor roof
repairs, etc.;
• Repair bay door;
• Repair/replace drywall ;
• Paint interior and exterior;
AGENDA ITEM #1. b)
EXHIBIT 3 – FACILITIES AND GROUND MAINTENANCE SERVICES
Page 30 of 46
• Hang art work/coat hooks/white boards/bulletin boards;
• Repair vehicle exhaust extraction system;
• Repair air compressor;
• Provide HVAC system maintenance and repair, e.g., change filters, repair
motors, pumps, and compressors;
• Maintain direct digital HVAC controls;
• Certify fire alarm systems, fire suppression systems, fire extinguishers, and
building related back flow prevention devices on an annual basis;
• Repair and monitor fire alarm system;
• Repair building fire suppression systems;
• Replace, test and repair fire extinguishers;
• Repair building-related back flow prevention devices;
• Repair or replace building lock including keying/resetting combinations;
• Repair and clean carpet;
• Clean and restripe, etc., parking lot; and
• Provide routine grounds maintenance consistent with City standards and past
practices where applicable, including mowing, weeding, fertilizing, herbicide
application, tree maintenance, irrigation water and irrigation system maintenance
and repair where applicable, and exterior lighting maintenance and repair.
4. Capital Improvements Excluded. Capital improvements to any of the properties
listed in Section 1 and 2, or attachments thereto, shall be excluded from the scope
of services set forth in Section 3. Capital improvements shall include any installation
of new attachments, components, or systems to the properties, structural alteration
of properties, and replacement of structural or major system components of the
properties, including but not limited to walls, windows, bay doors, roofs, electrical
systems, plumbing systems, heating, ventilation, and air conditioning systems, and
alarm systems. Unless otherwise agreed by the parties, any individual repairs that
exceed twenty-five thousand dollars ($25,000.00) in cost shall be considered capital
improvements. The RRFA will be responsible for all capital improvements;
provided, the RRFA may utilize City staff for capital improvements by separate
agreement with the City.
5. Cost of Service Adjustment for New or Expanded Facilities. The cost of services
established in Section 8 is calculated based upon the number and size of facilities
maintained by the City prior to creation of the RRFA. When new facilities are built or
acquired (including Station 15) or existing facilities are expanded in a manner that
increases the City’s cost to perform the scope of services, the RRFA agrees to
increase its payments to the City to account for the additional cost.
6. Maintenance Requests Submittal. All maintenance requests shall be submitted by a
designated representative of the RRFA to a designated representative at the City.
The RRFA's requests will be placed in a queue, and prioritized and processed
AGENDA ITEM #1. b)
EXHIBIT 3 – FACILITIES AND GROUND MAINTENANCE SERVICES
Page 31 of 46
consistent with an internal City request. The RRFA will be entitled to no response
preference to its requests. Facilities will give special consideration to mission critical
items such as apparatus bay doors, decontamination equipment, and plymo-vent
systems.
7. Cost of Services for Period of July 1, 2016 through December 31, 2016. The City shall
charge the RRFA four hundred and forty-five thousand dollars ($465,000) plus
applicable sales tax for the period of July 1, 2016 through December 31, 2016 for the
services provided under this Exhibit 3. This amount shall be divided into six (6) equal
payments and payable to the City in accordance with the payment section of the
interlocal agreement.
8. Cost of Services After January 1, 2017 through December 31, 2019. For the period
after January 1, 2017 through December 31, 2019, the service charge shall be
annualized and adjusted by additional facilities added during the previous year and
then further adjusted by application of the Seattle/Tacoma/Bremerton CPIW for the
period of June to June, which shall be established in August each year, for the
following year.
9. Cost of Services After December 31, 2019. Beginning January 1, 2020, should the City
and RRFA chose to continue the Facilities and Grounds Maintenance Services, the
parties shall review the actual cost of the service and may adjust the charge or service
accordingly. Such charge shall be established by negotiations between the City and
the RRFA, and an amendment to this Exhibit 3.
10. Costs of Contract Development and Compliance with Bidding or Proposal
Requirements. In the event that any maintenance will require the development or
execution of a contract, or the establishment of a process relating to bidding or
requests for proposals, City Facilities staff shall assist the RRFA in preparing such
contract, bidding, or request for proposal documents; provided, that any legal
review or representation during or after the bidding process shall be the
responsibility of and at the cost of the RRFA, and the issuance of any required notice
or advertising pursuant to such bidding or request for proposal shall be at the cost of
the RRFA.
11. Additional Services. Any additional services not covered by this Exhibit 3 should first
be approved by the RRFA. Costs associated with such additional services shall be
tracked separately using the Project Accounting system. These additional costs,
including applicable staff time and third party costs, incurred during a month will be
billed by the end of the following month. The RRFA will pay the City in accordance
with the payment terms of the interlocal agreement.
AGENDA ITEM #1. b)
EXHIBIT 4 –FLEET MAINTENANCE SERVICES
Page 32 of 46
EXHIBIT 4
TO THE INTERLOCAL AGREEMENT FOR COOPERATION
BETWEEN THE CITY OF RENTON AND THE RENTON REGIONAL FIRE AUTHORITY
FLEET MAINTENANCE SERVICES
1. Vehicle Schedule. The City shall provide Fleet Maintenance Services consistent with
the scope of services set forth in this Exhibit 4 to the RRFA for the vehicles/apparatus
identified in Attachment A to this Exhibit 4.
2. Scope of Services. The Fleet Maintenance Services provided pursuant to this Exhibit
4 shall include the following:
a. Preventive Maintenance: the City shall perform regular preventive maintenance
as specified by vehicle/equipment type and provide all required labor, parts and
materials therefore. Said service shall be in accordance with manufacturer and
NFPA service recommendations for the mileage interval of the vehicle, including
lube, oil and filter change, with safety inspection at each service. The City will
also pay for regular drive through car washes for covered RRFA passenger
vehicles.
b. Routine Maintenance and Repairs: The City shall perform routine maintenance
and repairs to maintain the safe and legal operating condition of covered
vehicles/apparatus in accordance with manufacturer and NFPA
recommendations. The City will provide or contract to provide all required labor,
parts, and materials to perform the routine maintenance and repairs. The City
will coordinate and pay for any towing costs associated with covered repairs or
maintenance.
c. Non-Routine Repairs: Non-routine repairs are the responsibility of the RRFA.
Non-routine repairs include those that are necessitated by collisions, vandalism,
negligent operation or misuse, intentionally caused damage, and failures of
major vehicle/apparatus components. Major vehicle/apparatus components
include any part or piece of equipment attached to the vehicle/apparatus that
would cost more to replace than twenty percent (20%) of the estimated repaired
value of the vehicle/apparatus or twenty-thousand dollars ($20,000), whichever
is less.
d. Manufacture Warranty, Recall: The City shall coordinate warranty repairs and
recalls with the equipment manufacturer and timely complete required work.
Any costs paid by the warranty provider for the City’s work shall be retained by
the City.
AGENDA ITEM #1. b)
EXHIBIT 4 –FLEET MAINTENANCE SERVICES
Page 33 of 46
e. Fueling: The City will provide for gasoline and diesel fueling of RRFA vehicles with
an accounting system to identify gasoline and diesel usage by equipment, or fuel
cards issued by the Fleet Division. RRFA will be permitted to fuel vehicles on a
twenty-four (24)-hour, seven (7)-day a week basis, at the City Shop by authorized
employees and vehicles. Parties agree Fire Station 13 (FS13) will continue to
serve as a backup fueling station for all City and RRFA vehicles indefinitely. The
City shall manage the fueling system, inventory, and maintain the automated
accounting system at both the City Shop and FS13 to allow fueling at both
locations, except for occasional repair and maintenance of these stations and
accounting software, and all consumptions to be tracked by equipment or fuel
cards as applicable.
City will provide fuel cards to be assigned to RRFA vehicles for fueling outside of
the service area at private fuel stations.
f. Non-routine Repairs: The City shall arrange for non-routine repairs at the RRFA’s
sole cost as soon as authorized by the RRFA and Fleet Manager, assuming a
repair vs. replacement analysis supports it. If the repairs will be paid by an
insurance company, the RRFA will be charged the City’s labor and parts cost plus
a twenty percent (20%) administrative fee or such administrative fee as is
approved by the insurance company. RRFA shall coordinate with its insurance
carrier for the approval of any such repairs and their reimbursement to the RRFA
for associated costs. RRFA’s payment to the City for such repairs, once
authorized by the RRFA, shall not be conditioned upon receiving or the amount
of the reimbursement from the insurance carrier.
g. New Equipment Acquisition, Setup, and Licensing: The RRFA will maintain and
follow vehicle/apparatus replacement schedules to replace depreciated vehicles
and avoid expensive and economically inefficient repair costs. The RRFA is
responsible for the cost of new and replacement vehicles/apparatus and all
associated equipment. The City shall assist in developing specifications, process
procurement in accordance with RRFA policy, take delivery and set up the new
equipment/vehicle with RRFA markings, install communications equipment,
wiring and setup, complete title registration and obtain license as required.
h. Disposal: The City shall complete all disposal preparation and delivery to
disposal site in accordance with set standards and schedules. Proceeds from the
disposal of RRFA equipment shall be transferred to the RRFA within thirty (30)
dates of receipt.
3. Capital Improvements Excluded. Capital improvements to any of the equipment
listed in Attachment A shall be excluded from the scope of services set forth in
Section 2. Capital improvements shall include, but are not limited to, addition to or
AGENDA ITEM #1. b)
EXHIBIT 4 –FLEET MAINTENANCE SERVICES
Page 34 of 46
replacement of existing scheduled equipment, and the complete
rebuild/reconditioning of an existing scheduled apparatus or equipment. The RRFA
will be responsible for the cost of all capital improvements; provided, the RRFA may
utilize City staff for specification, procurement, and set up of capital improvements.
4. Cost of Services for Period of July 1, 2016 through December 31, 2016. The City shall
charge the RRFA three hundred and twenty-five thousand dollars ($325,000) plus
applicable sales tax for the period of July 1, 2016 through December 31, 2016 for the
services provided under this Exhibit 4. This amount shall be divided into six (6) equal
payments and payable to the City in accordance with the payment section of the
interlocal agreement.
5. Cost of Services after January 1, 2017 through December 31, 2019. For the period
after January 1, 2017 through December 31, 2019, the baseline service charge shall
be annualized and adjusted by additional equipment added during the previous year
and then further adjusted by application of the Seattle/Tacoma/Bremerton CPIW for
the period of June to June, which shall be established in August each year, for the
following year.
6. Cost of Services After December 31, 2019. Beginning January 1, 2020, should the City
and RRFA chose to continue the Fleet Maintenance Services, the parties shall review
the actual cost of the service and may adjust the charge or service accordingly. Such
charge shall be established by negotiations between the City and the RRFA, and any
changes documented by an amendment to this Exhibit 4.
7. City Assistance with Contracted Services and Purchases. For an additional negotiated
cost paid by the RRFA, the City may assist the RRFA with the purchase of new
vehicles/apparatus or contracted services to rebuild/recondition the RRFA’s
vehicles/apparatus or other services outside the scope of services provided by this
Exhibit 4. Such assistance may include preparing requests for proposals, contacts, or
bids. Any legal review or representation associated with such additional services
shall be the responsibility of and at the cost of the RRFA, and the issuance of any
required notice or advertising shall be at the cost of the RRFA.
8. Additional Services. Any additional Fleet services not covered by this Exhibit 4
should first be approved by the RRFA. Costs associated with such additional services
shall be tracked separately using the City’s Project Accounting system. These
additional costs, including applicable staff time and third party costs, incurred during
a month will be billed by the end of the following month. The RRFA will pay the City
in accordance with the payment terms of the interlocal agreement.
AGENDA ITEM #1. b)
EXHIBIT 4 –FLEET
Page 35 of 46
Attachment A to
Exhibit 4
Fleet Schedule
List as of 4/15/2016
EQ #License #Year Manufact Model ID VIN Description Depa Division Section Original Costs
F044 07274D 1990 CHEV HI CUBE VAN 1GCKP32K3L3HAZ MAT VAN Fire Suppression Suppression 31,143
F044-Rplc 2016 CHEV Fire Suppression Suppression 375,000
F065 18125D 1999 INTE 4700 1HTSLAAL6YH INTERNATIONAL/BRAUN AID T Fire Suppression Suppression 133,476
F068 18118D 1999 FORD F550 1FDAF57F3XEFORD F-550 4 X 4 Fire Dive Team Dive Team 32,631
F071 18132D 1999 EONE CYCLONE II 4EN3AAA84X1E-ONE PUMPER Fire Suppression Suppression 315,766
F072 18133D 2000 INTE 4700 1HTSLAAL1YH INTERNATIONAL/BRAUN AID T Fire Suppression Suppression 128,999
F072-Rplc 2016 EONE Fire Suppression Suppression 250,000
F073 18140D 2000 EONE CYCLONE II 4EN3AAA86X1E-ONE PUMPER SO#20688 Fire Suppression Suppression 312,508
F074 18141D 2000 EONE CYCLONE II 4EN3AAA88X1E-ONE PUMPER SO# 20689 Fire Suppression Suppression 312,508
F075 18134D 2000 EONE AERIAL 4EN3ABA85X195` AERIAL PLATFORM SO#120Fire Suppression Suppression 676,802
F077 18163D 2001 DMCH CHEROKEE 1J4FF48S01L5JEEP 4X4 Fire Prevention an Prevention an 22,959
F079 18182D 2001 FORD CROWN VICTO2FAFP71W91 CROWN VICTORIA Fire Suppression Suppression 22,567
F080 33121D 2001 FORD EXCURSION 1FMNU41S11 COMMAND VEHICLE Fire Suppression Suppression 78,274
F082 35098D 2003 FORD EXPEDITION 1FMPU16L83 FORD EXPEDITION Fire Admin Admin 28,948
F083 35610D 2003 CHEV BLAZER 1GNDT13X13 2003 CHEVROLET BLAZER Fire Admin Admin 22,468
F084 35609D 2003 DMCH INTREPID 2B3HD46R94 2003 DODGE INTREPID Fire Admin Admin 15,761
F085 41404D 2005 EONE CYCLONE II 4EN3AAA89512005 EONE CYCLONE PUMPER Fire Suppression Suppression 393,592
F086 43848D 2007 FORD ESCAPE 1FMYU93167 2007 FORD ESCAPE Fire Admin Admin 20,003
F087 44111D 2008 FORD ESCAPE 1FMCU93188 2008 FORD ESCAPE XLT Fire Admin Admin 18,165
F088 45535D 2008 FORD F250 1FTSX21518E 2008 FORD F250 4X4 Fire Prevention an Prevention an 24,081
F089 44110D 2008 FORD ESCAPE 1FMCU931X8 2008 FORD ESCAPE XLT Fire Prevention an Prevention an 18,165
F091 45577D 2008 FORD F550 1FDAW57R782008 FORD F550 CREW CAB Fire Suppression Suppression 41,912
F092 45540D 2007 CARG TB818TA3 5NHUTBT297T2007 CARGOMATE TRAILER Fire Prevention an Prevention an 7,572
F093 48335D 2008 EONE PUMPER 4EN3AAA88812008 E-ONE PUMPER - SO# 133Fire Suppression Suppression 494,531
F094 49210D 2008 EGLE UTILITY 184BU14188A2008 EAGLE UTILITY TRAILER Fire Prevention an Prevention an -
F095A 48350D 2009 FORD ESCAPE 1FMCU59339 2009 FORD ESCAPE HYBRID Fire Admin Admin 27,184
F096A 48351D 2009 FORD ESCAPE 1FMCU59359 2009 FORD ESCAPE HYBRID Fire Admin Admin 27,184
F098A 48353D 2009 FORD ESCAPE 1FMCU59339 2009 FORD ESCAPE HYBRID Fire Admin Admin 27,184
F099A 48354D 2009 FORD ESCAPE 1FMCU59359 2009 FORD ESCAPE HYBRID Fire Admin Admin 27,184
F100A 48355D 2009 FORD ESCAPE 1FMCU59379 2009 FORD ESCAPE HYBRID Fire Admin Admin 27,184
F101 2008 CLUB INTELTRAK SY0819-900172008 CLUB CAR INTELLITRAK 4Fire Admin Admin -
F103 WN$2635 2010 PLRS SPIRIT ZYPBY24PA80 2010 POLARIS SPIRIT INFLATA Fire Admin Admin 39,637
F104 53024D 2012 FORD ESCAPE 1FMCU9C73C 2012 FORD ESCAPE Fire Admin Admin 19,883
F105 54070D 2011 EONE AERIAL 4EN3ABA89B12011 EONE AERIAL 100` SO#13Fire Suppression Suppression 1,004,969
F106 55768D 2000 FABR FOAM TRAILER16MPF1225YD2000 FABRIQUE FOAM TRAILERFire Suppression Suppression -
F107 55773D 1991 ISUZ FTR JALM7A1N4MISUZU TRUCK Fire Suppression Suppression -
F108 55953D 2000 CHEV ASTRO 1GNDM19WXCHEVROLET ASTRO VAN Fire Admin Admin -
F109 56473D 2013 CHEV TAHOE 1GNSK2E0XDRCHEVROLET TAHOE Fire Admin Admin 32,497
F110 57314D 2013 INTE 4400 3HAMRAZL1ELINTERNATIONAL BRAUN NW A Fire Suppression Suppression 220,725
F111 57313D 2013 INTE 4400 3HAMRAZLXELINTERNATIONAL 4400 BRAUN Fire Suppression Suppression 220,725
F112 56550D 2015 FORD F250 1FT7W2B64FE2015 FORD F250 CREW Fire Suppression Suppression 29,257
F113 57552D 2015 DODG PROMASTER 3C6TRVBG5FE2015 DODGE PROMASTER Fire Admin Admin 32,334
F114 59733D 2015 EONE PUMPER 4EN6AAA83F12015 EONE PUMPER S0 Fire Suppression Suppression 469,199
F115 59732D 2015 EONE PUMPER 4EN6AAA80F12015 EONE PUMPER S0 Fire Suppression Suppression 469,199
F116 59744D 2015 FORD POLICE UTILIT 1FM5K8AR8GFORD EXPLORER POLICE Fire Admin Admin 30,287
F117 59752D 2015 FORD CMAX 1FADP5AU9FLFORD CMAX HYBRID Fire Prevention an Prevention an 25,243
F118 59761D 2016 EZLD TRAILER 1ZEAAMSHXG 2016 EZLOADER BOAT TRAILERFire Admin Admin 7,589
F2513 55958D 1996 EONE PUMPER 4EN3AAA82T11996 E-ONE PUMPER Fire FD25 FD25 267,441
F2513-Rplc 2016 EONE Fire Suppression Suppression 520,000
F2514 56190D 2001 INTE 4700 1HTSLAAL31HINTERNATIONAL/BRAUN AID UFire FD25 FD25 132,276
F2515 56189D 2003 EONE CYCLONE II 4EN3AAA84312003 EONE PUMPER SO# 1267Fire FD25 FD25 397,003
F429 49249D 2002 FORD FOCUS 1FAHP36352W2002 FORD FOCUS Fire FD40 FD40 19,500
F430 58570C 1995 TURT WATERTANK PH0B6L6691 1995 TURTLE WATER TANK 40 Fire FD40 FD40 -
F434 49250D 2004 CHEV TAHOE 1GNEK13Z94J2004 CHEVROLET TAHOE Fire FD40 FD40 31,000
F434-Repl 2016 Fire FD40 FD40 51,500
F436 49252D 2005 CHEV PU 1GCEK19V85E2005 SILVERADO 1500 Fire FD40 FD40 25,000
F438 49253D 2007 CHEV TAHOE 1GNFK03067R2007 CHEVROLET TAHOE Fire FD40 FD40 31,000
53 Total Estimated Value Transferred (sum minus units to be replaced)7,531,427
FD40 Equipment to be maintained by RFA through the City as part of FD40 Service contract with the RFA.
F431 62992C 2002 FORD AID UNIT 1FDWE35F22 2002 FORD AID UNIT Fire FD40 FD40 350,000
F439 97632C 2011 INTE 4400 1HTMRAZL6BH2011 INTERNATIONAL AID UNI Fire FD40 FD40 265,964
F432 65655C 2003 SPAR PUMPER 4S7AT40983C2003 SPARTAN PUMPER Fire FD40 FD40 600,000
F437 77001C 2006 SPAR PUMPER 4S7AT2C946C2006 SPARTAN PUMPER Fire FD40 FD40 600,000
EM Equipment to remain with City.
F090 45102D 2008 FORD ESCAPE 1FMCU93118 2008 Fire EM EM 18,165
F097A 48352D 2009 FORD ESCAPE 1FMCU59379 2009 FORD ESCAPE HYBRID Fire EM EM 27,184
F425 57538D 2015 FORD E450 1FDXE40F3XH1999 FORD AID UNIT Fire EM Mobile Com 350,000
AGENDA ITEM #1. b)
EXHIBIT 5 –FINANCE, HR AND CIVIL SERVICE
Page 36 of 46
EXHIBIT 5
TO THE INTERLOCAL AGREEMENT FOR COOPERATION
BETWEEN THE CITY OF RENTON AND THE RENTON REGIONAL FIRE AUTHORITY
FINANCE SERVICE, GENERAL HR, AND
CIVIL SERVICE EXAMINER SERVICES
1. Services Provided by City. The City’s Finance and HRRM departments currently
provide a number of internal support services to all city departments including the
Renton Fire Department. The parties deem desirable, for a limited period of time,
after the RRFA formation that the City to continue providing certain support services
to the RRFA, to ensure smooth operation and transition of these services.
a. The City shall provide the following Financial Services to the RRFA:
(i) Payroll processing:
(a) Finance will continue to process payroll for the RRFA using existing
systems (Telestaff and EDEN) and existing procedures. The
existing procedures include data collection and approval using a
combination of Telestaff and Fire Department staff to complete
payroll data collection and approval by cut-off dates specified by
Finance;
(b) As long as Finance continues payroll processing, it will perform all
payroll tax transmission and filing functions;
(c) All regular employees will be paid by direct deposit and no paper
pay stub will be issued. Employees will be able to access employee
payment and tax records on line using EDEN “Employee Services”
portal.
(ii) Accounts Receivable/Revenue: Finance will continue to process billing
and receipting of revenues, such as permit fees, fire inspection and
reinspection fees, false alarm fees, late fees, BLS payments, service
contract and grant billing and receipts.
(iii) Vendor Payments:
(a) Finance will continue process vendor payments for the RRFA using
existing process and system. The existing process and system
includes, but is not limited to, decentralized invoice data entry and
AGENDA ITEM #1. b)
EXHIBIT 5 –FINANCE, HR AND CIVIL SERVICE
Page 37 of 46
approval by department using EDEN Financial system by
established cut-off dates; and
(b) Finance will issue 1099 forms pursuant to IRS requirements as long
as Finance continues to process vendor payments.
(iv) New Accounts Set Up: Finance will assist RRFA to establish necessary
employer/taxpayer accounts with:
(a) The Internal Revenue Service;
(b) The State of Washington (Departments of Industrial Insurance,
Unemployment, Revenue, the state auditor’s office, etc.);
(c) The King County Treasurer (cash management and investment
arrangements); and
(d) A bank, if necessary.
(v) Financial Reports:
(a) The City will establish separate Funds (as related to a chart of
accounts) to allow RRFA finances be tracked separately from City
funds and accounts.
(b) The City will provide interim and annual reports to RRFA, submit
required reports to and facilitate any audit by the Washington
State Auditor’s Office as long as all RRFA transactions (revenues,
expenditures, transfers, loans and their repayments, due to/from
other entities, and other balance sheet transactions) are processed
by the City through its financial system. Any out of pocket audit
costs will be borne by RRFA.
(vi) Business Registration, Special Permit Fees, and Annual Operational
Fire Permit Fees: The City and RRFA believe the combined business
registration and Fire permit fee collection system is mutually beneficial
and wish to continue its practices and current process. To allow this
partnership to continue, parties agree to the following roles and
responsibilities:
(a) RRFA agrees to:
AGENDA ITEM #1. b)
EXHIBIT 5 –FINANCE, HR AND CIVIL SERVICE
Page 38 of 46
i. Timely review and approve/deny new business
applications;
ii. Forward business information to the City when it discovers
a business is operating without a valid license.
(b) City agrees to:
i. Collect the Fire Operational Permit Fee;
ii. Collect the tent and membrane structures permit fees and
other special permit fees as outlined in Section 4-5-070 of
Renton Municipal Code or the fees outlined in Section XII.4.
of the City of Renton Fee Schedule and as they are re-
codified or amended;
iii. Collect False Alarm Fees, Late Fees and billings for
Operational Permits that are issued outside of Business
Licensing to non-licensed entities such as churches;
iv. Timely deposit/remit revenues to appropriate RRFA
revenue accounts.
b. The City shall provide the following General HR Services to the RRFA:
(i) Process recruitment and promotional testing/selection of non-
commissioned personnel using the online neoGov position
procurement system;
(ii) Act as or provide a lead negotiator on RRFA’s behalf on labor contract
negotiation matters, unless requested otherwise;
(iii) Act as or provide RRFA’s representative in PERC hearings, arbitrations,
and other administrative hearings and legal proceedings, unless
requested otherwise;
(iv) Maintain RRFA’s access to and use of the Halogen Performance
Management System;
(v) Facilitate RRFA’s transition from Renton benefit plans to a RRFA
sponsored medical, dental, vision plan, Flexible Benefit (125) account,
employee assistance program, deferred compensation program, life
insurance, and short and long term disability programs as requested;
and
AGENDA ITEM #1. b)
EXHIBIT 5 –FINANCE, HR AND CIVIL SERVICE
Page 39 of 46
(vi) Facilitate RRFA’s transition to its own commute trip reduction
program.
c. The City shall provide the following Civil Service Examiner Services to the RRFA:
(i) Recruitment and promotional services pursuant to the then applicable
Civil Service Rules;
(ii) Pre-employment testing (psychological and physical exams), driver's
license record checks, etc.;
(iii) Attendance by the Civil Service Examiner at the monthly Civil Service
Commission meetings;
(iv) Maintenance of Civil Service rules and regulations;
(v) Establishment and maintenance of eligibility lists;
(vi) Validation of Tests and scores;
(vii) Notifications to candidates;
(viii) Contract management for Civil Service testing by third party
contractors;
(ix) Maintenance of Civil Service personnel files; and
(x) Performance of all other tasks related to providing Civil Service
Examiner Services.
2. Conditions of City Performance. In order for the City to provide Civil Service
Examiner Services to the RRFA, the RRFA shall meet the following conditions:
a. The RRFA shall appoint the then existing Civil Service Commissioners who serve
on the City's Civil Service Commission to serve on the RRFA's Civil Service
Commission. The RRFA shall coordinate such appointment with the current Civil
Service Commissioners.
b. The RRFA shall adopt interim Civil Service Rules that are substantially the same as
the City’s rules.
c. The RRFA shall ensure that it has taken all necessary steps to establish a proper
Civil Service system compliant with Chapter 41.08 RCW.
AGENDA ITEM #1. b)
EXHIBIT 5 –FINANCE, HR AND CIVIL SERVICE
Page 40 of 46
d. The RRFA Civil Service Commission shall appoint the City's Civil Service Examiner
as the RRFA's Interim Civil Service Examiner.
e. In the event that there is a vacancy on the City's Civil Service Commission, the
City shall have full discretion to appoint a new Commissioner, and the RRFA shall
appoint that same Commissioner to its own Commission.
3. Occurrence of Civil Service Commission Meetings. Civil Service Commission
meetings of the RRFA shall be held directly following the Civil Service Commission
meetings of the City, and on the same days as the City's Civil Service Commission
meetings. The meetings of the RRFA shall be separate from the meetings of the City,
shall be governed by separate agendas, and shall be recorded separately from the
City's recordings.
4. Records of Civil Service Commissions. Civil Service records of the RRFA shall be kept
separate from those of the City. Records shall be maintained by either the Interim
Civil Service Examiner or the RRFA as agreed to by the parties. After the December
31, 2016 termination date, or any agreed extension of that date, all Civil Service
records will be transferred to the RRFA.
5. Commission Appeals and Attorney for Commission. In the event an appeal is filed
before the RRFA Civil Service Commission, the RRFA shall, if requested by the RRFA
Civil Service Commission, provide the Commission with the services of an attorney
for the purpose of assisting the Commission through the appeal process. The
attorney, if requested, shall be available to provide the Commission with assistance
prior to and during the hearing, as well as assistance in preparing the decision of the
Commission. The provision of such an attorney shall be at the sole expense of the
RRFA.
6. Commission Appeals and Attorney for Civil Service Examiner. In the event an appeal
is filed before the RRFA Civil Service Commission, the RRFA shall, if requested by the
RRFA Interim Civil Service Examiner, provide the Examiner with the services of an
attorney for the purpose of assisting the Examiner through the appeal process. The
provision of such an attorney shall be at the sole expense of the RRFA.
7. Appeals to Court. In the event an appeal of an RRFA Civil Service Commission
decision is made before a court of law, such appeal shall be at the sole expense of
the RRFA, and shall be prosecuted or defended by an attorney hired by the RRFA.
8. Period of Performance. The services provided pursuant to Section 1 of this Exhibit 4
shall be provided between July 1, 2016 and December 31, 2017 at no charge to the
RRFA, unless terminated earlier by agreement of the parties. Any services provided
after December 31, 2017 shall be provided only pursuant to separate written
agreement with compensation.
AGENDA ITEM #1. b)
EXHIBIT 6 –RECORDS MANAGEMENT
Page 41 of 46
EXHIBIT 6
TO THE INTERLOCAL AGREEMENT FOR COOPERATION
BETWEEN THE CITY OF RENTON AND THE RENTON REGIONAL FIRE AUTHORITY
RECORDS MANAGEMENT
1. Record Custody and Cooperation. The parties recognize that the cooperative nature of
their relationship and history of the City providing services and employing staff that will
now be provided and employed by the RRFA will require cooperation and collaboration
to transfer and maintain records in which both parties may have records retention and
public records disclosure obligations. The parties agree to collaborate to transfer or
jointly maintain public records in accordance with applicable records retention
requirements, including Chapter 40.14 RCW, and the Washington State Public Records
Act, Chapter 42.56 RCW.
2. Records Custody and Transfer. Either party may request business and operational
records be transferred to or from the other party as necessary to efficiently conduct its
operations and/or comply with applicable laws. Upon such request, the parties will
coordinate to transfer the records, or accurate copies thereof. If the party with custody
of the requested records determines it has a business need or legal requirement to
independently retain the records, it may retain the original records and transfer copies
to the other party. Alternatively, to the extent permitted by applicable laws, the parties
may designate a joint records custodian to maintain the records in compliance with the
applicable retention schedules that apply to each party. During the initial term of the
City’s provision of human resource services pursuant to Exhibit 5, the City will act as the
joint records custodian for the Fire Department/RRFA personnel and civil service files
that are held and maintained by the City’s Human Resources Department. The RRFA will
initially act as the joint records custodian for any personnel files for Fire
Department/RRFA employees that are not in the possession of the City’s Human
Resources department (e.g. supervisor desk files). If either party desires to destroy any
former Fire Department personnel or civil service files that were created prior to the
formation of the RRFA and the files have not previously been transferred to the other
party, it will first offer to transfer the files to the other party.
3. Cost of Transfer and Storage. The costs of copying and transferring records shall be paid
for by the party receiving the transferred records. Each party will be responsible for
paying for applicable storage costs of the records it retains. If the parties designate one
party to act as a joint records custodian, the other party will pay for half of the records
custodian’s reasonable electronic or physical storage costs if payment of such costs is
requested by the designated records custodian.
AGENDA ITEM #1. b)
EXHIBIT 6 –RECORDS MANAGEMENT
Page 42 of 46
4. Requests for Records. The parties recognize that each party may maintain custody of
records the other needs to respond to a lawful request pursuant to the Public Records
Act or subpoena. In the event of a public records request, the receiving party shall be
responsible providing an initial 5 business day response to the requestor as required by
RCW 42.56.520, as that section may be amended or recodifed. The parties establish
the processes set forth in Sections 5 and 6 to provide a method of responding to
records requests received through subpoenas and the Public Records Act, or records
otherwise requested by the City or the RRFA. The method set forth in this Exhibit 6 shall
serve only as a guideline, and may be altered from time to time as necessary.
5. Requests Directed to or Received by the City for Records in the Custody of the RRFA . In
the event the City receives a public records request, subpoena, or other lawful request
for records held by the RRFA that the City might be required to produce, the following
process shall be followed:
a. The City will advise the RRFA in writing that the request has been received. The
RRFA will have five (5) business days to respond to the City with the records or a
reasonable estimate of the time necessary to provide the City with the records.
b. The RRFA will provide copies, at its sole cost and expense and in the form requested
by the City to the City. In the event the City receives payment for the copies
provided at the RRFA’s cost, the payment received will be equitably distributed.
c. The City will remain responsible for communicating with the requestor in
compliance with all legal obligations. The City and the RRFA shall jointly work to
determine which records are to be disclosed to the requestor, and if the request
was submitted under the Public Records Act, which records are exempt from
disclosure.
d. It shall be the responsibility of the City, and at the expense of the City, to defend
any claim or lawsuit for a violation of the Public Records Act or laws relating to a
subpoena, and pay any damages, fees, costs, or settlements relating to such claim
or lawsuit; provided, that in the event the claim or lawsuit relates in any manner to
City records in the sole custody of the RRFA that were not provided to the City by
the RRFA, then the RRFA shall defend such claim or lawsuit and pay any damages,
fees, costs, or settlements relating to such claim or lawsuit. The City and the RRFA
agree to cooperate fully in the defense of any such claim or lawsuit. If both the City
and the RRFA fail to produce all records, they will cooperate in defense and each
party will pay all its own legal costs and attorneys' fees.
6. Requests Directed to or Received by the RRFA for Records in the Custody of the City . In
the event the RRFA receives a public records request, subpoena, or other lawful request
AGENDA ITEM #1. b)
EXHIBIT 6 –RECORDS MANAGEMENT
Page 43 of 46
for records held by the City that the RRFA might be required to produce, the following
process shall be followed:
a. The RRFA will advise the City in writing that the request has been received. The City
will have five (5) business days to respond to the RRFA with the records or a
reasonable estimate of the time necessary to provide the RRFA with the records.
b. The City will provide copies, at its sole cost and expense and in the form requested
by the RRFA to the RRFA. In the event the RRFA receives payment for the copies
provided at the City’s cost, the payment received will be equitably distributed. .
c. The RRFA will remain responsible for communicating with the requester in
compliance with all legal obligations. The City and the RRFA shall jointly work to
determine which records are to be disclosed to the requester, and if the request
was submitted under the Public Records Act, which records are exempt from
disclosure.
d. It shall be the responsibility of the RRFA, and at the expense of the RRFA, to defend
any claim or lawsuit for a violation of the Public Records Act or laws relating to a
subpoena, and pay any damages, fees, costs, or settlements relating to such claim
or lawsuit; provided, that in the event the claim or lawsuit relates in any manner to
RRFA Records in the sole custody of the City that were not provided to the RRFA by
the City, then the City shall defend such claim or lawsuit and pay any damages, fees,
costs, or settlements relating to such claim or lawsuit. The parties agree to
cooperate fully in the defense of any such claim or lawsuit. If both the RRFA and the
City fail to produce all records, they will cooperate in defense and each party will
pay all its legal costs and attorneys' fees.
AGENDA ITEM #1. b)
EXHIBIT 7 –EMERGENCY MANAGEMENT PROGRAM SUPPORT
Page 44 of 46
EXHIBIT 7
TO THE INTERLOCAL AGREEMENT FOR COOPERATION
BETWEEN THE CITY OF RENTON AND THE RENTON REGIONAL FIRE AUTHORITY
EMERGENCY MANAGEMENT PROGRAM SUPPORT
1. The purpose of this exhibit is to provide a foundation for the best possible emergency
management services for the community by ensuring the active cooperation and
participation between the RRFA and the Emergency Management program of the City,
while maintaining the same level of emergency management participation as that prior
to the formation of the RRFA. In keeping with that intent, the RRFA agrees, to the extent
RRFA resources are available, to use reasonable efforts to provide the following:
a. Supporting a shared emergency and disaster response, which includes:
• Participating as part of the Mayor’s Staff Policy Group discussions;
• Retaining the authority to request activation of the EOC in support of an
emergency incident;
• Conducting field damage assessment in coordination with City damage
assessment procedures;
• Relaying information about observed damage and field conditions to the
Renton Emergency Operations Center (EOC);
• Providing a qualified RRFA representative to the EOC during activations;
• Providing the City with a list of personnel qualified at the Incident Command
System Section Chief level to be part of the Section Chief rotation in the EOC;
• Providing qualified administrative support staff to be part of the EOC staff
rotation;
• Maintaining communication between the Fire Department Operations
Center (DOC) the EOC, and/or between the Fire Incident Commander and the
EOC;
• Embracing Unified Command where appropriate in the field;
• Advising the EOC of operational readiness;
• Notifying the EOC Duty Officer of significant events (e.g., those that result in
the need for emergency notification of the public, evacuation or sheltering,
hazmat releases, or other threats to the public), or other incidents that
would trigger use of the City’s emergency plan or activation of the EOC; and
• Participating in recovery activities.
b. Engaging in planning, training, and exercise activities with the City, which
includes:
AGENDA ITEM #1. b)
EXHIBIT 7 –EMERGENCY MANAGEMENT PROGRAM SUPPORT
Page 45 of 46
• Assigning a representative to serve on the City’s Emergency Management
group and participating in those monthly meetings;
• Assisting in the plan revision for specified Emergency Support Functions
in the City of Renton Comprehensive Emergency Management Plan to
meet state revision deadlines;
• Contributing to other emergency plans with a role for Fire, Emergency
Medical Services, Rescue, Hazmat, etc.;
• Participating in a minimum of one (1) functional exercise annually with
the City and other exercises as needed to maintain necessary familiarity
with multiple City emergency functions; and
• Providing qualified instructors for up to three (3) units of instruction
twice a year for the Community Emergency Response Team program.
c. Maintaining a Continuity of Operations Plan (COOP) for the RRFA.
d. Maintaining and reporting on National Incident Management System
compliance.
e. Acknowledging the City’s Emergency Management program as the sole agency
responsible within the boundaries of the City of Renton for recruiting, training,
managing, and deploying volunteers covered under the Washington State
Emergency Worker program, including the Renton Emergency Communication
Service, the Community Emergency Response Teams, and any other similar
emergency worker volunteer groups which might be initiated and managed by
the City in the future.
f. Acknowledging the City’s Emergency Management program as the sole
originator of emergency management public education messages as well as
broader emergency messages to the public by coordinating emergency
community notifications through the EOC Duty Officer.
2. The City and the RRFA agree to provide certain accommodations with respect to shared
facility and equipment use:
a. RRFA will provide use of a predesignated fire station as a backup EOC;
b. RRFA will keep existing emergency communications equipment/stations in place,
and maintain free and clear access to such equipment for use during testing or
emergency activation;
c. RRFA will grant properly authorized and insured City volunteers and City staff
access to RRFA facilities during reasonable hours to maintain and operate
emergency equipment, including antennas and radio towers;
AGENDA ITEM #1. b)
EXHIBIT 7 –EMERGENCY MANAGEMENT PROGRAM SUPPORT
Page 46 of 46
d. The RFA will cooperate with the City to coordinate City use of the Fire Station 14
training facility for special Emergency Management classes with reasonable
accommodation, e.g., CERT classes which are traditionally provided in the spring
and the fall of each year;
e. The RRFA will provide one (1) outdoor covered parking space with electrical
power at Fire Station 13 for the Mobile Communications Response Unit;
f. The RRFA will work cooperatively with the City to provide adequate storage
space for training, public education, and communication systems supplies and
equipment at Station 14 and Station 13 to the extent the RRFA has sufficient
surplus space (public education closet and amateur radio closet);
g. The City will coordinate with the RRFA for the use of fire stations for quick-grab
emergency food/water supplies for all field responders, and the RRFA will
determine the best storage location and mechanism for accessing them during
an emergency;
h. The Mobile Communications Response Unit (MCRU) may be requested via the
Renton EOC Duty Officer to support communications at an incident at no cost to
the RRFA. MCRU must be operated by a qualified City volunteer or City staff;
i. Assets transferred to the RRFA, but which were purchased by Emergency
Management grant funds, shall not be disposed of without the approval of the
City’s Emergency Management group, must maintain their Emergency
Management inventory tag, and must be made available for inspection upon
request by the State Auditor’s Office or State Department of Emergency
Management at any time;
j. 800 MHz radios assigned to Emergency Management will be retained by the City,
which will assume responsibility for maintenance and service costs; and
k. The RRFA will coordinate with Emergency Management staff for the use of the
primary EOC facility as a classroom.
AGENDA ITEM #1. b)
CITY ATTORNEY � � GTY OF �
.---=.. �.�'11t(J.I� �
M E M O R A N D U M
DATE: June 13, 2016
TO: Randy Corman, Council President
Members of the Renton City Council
FROM: Shane Moloney, Senior Assistant City Attorney
SUBJECT: Implementation of Regional Fire Authority Plan
Renton Re�ional Fire Authoritv Plan
Voters approved the Renton Regional Fire Authority Plan (RFA Plan) on April 26, 2016. The
Renton Regional Fire Authority(RRFA) becomes a separate entity on July 1, 2016.
The RFA Plan establishes the RRFA's governance structure, financing plan, and operations and
services plan.
Council Implementation Steps
To implement the RFA Plan, the following items will require City Council approval:
1. Interlocal agreement for cooperation with the RRFA.
2. Ordinance adopting a new Chapter 2-21 of the Renton Municipal Code (RMC).
3. Ordinance updating the City's fire code and removing references to the City's Fire and
Emergency Services Department from the RMC.
4. Lease agreements with RRFA for Fire Stations 11 and 12.
5. Quit claim deeds transferring Fire Stations 13, 14, and 16 to the RRFA.
6. Contracts related to the design and construction of Fire Station 15 and ultimately a deed
transferring ownership of Fire Station 15 to the RRFA.
Planned Imqlementation Schedule
The table on the following page outlines the tentative schedule for Council action.
Randy Corman,Council President
Members of Renton City Council
Page 2
June 13, 2016
Approval item: I Estimated Council Action Date(s):
Interlocal Agreement ➢ June 15, 2016: RRFA Planning Committee reviews draft
agreement
➢ June 20, 2016: Committee of Whole reviews and
recommends approval
➢ June 27, 2016: Council approves Agreement
➢ July 1, 2016: RRFA Board approves Agreement
Ordinance adopting ➢ June 13, 2016: Committee of Whole reviews and
Chapter 2-21 RMC recommends approval
➢ June 13, 2016: Council's first reading
➢ June 20, 2016: Council's second reading and adoption
Ordinance removing ➢ June 13, 2016: Public Safety Committee reviews and
references in RMC to recommends approval
Fire and Emergency ➢ June 13, 2016: Council's first reading
Services Department ➢ June 20, 2016: Council's second reading and adoption
lease Agreements for I ➢ June 27, 2016: Council approves leases
Fire Station 11 and 12 ➢ July 1, 2016: RRFA Board approves agreements
Quit claim deeds for Fire I ➢ TBD-Anticipate transfer early August 2016.
Station 13, 14, and 16
Fire Station 15 design, ➢ TBD- Preliminary planning and design underway. Anticipate
construction, and opening Fire Station 15 early in 2018.
transfer
Interlocal A�reement
The interlocal agreement will implement the aspects of the RFA Plan that require ongoing
cooperation between the City of Renton and the RRFA. The RFA Plan contemplates a seamless
transition of services.
To accomplish the seamless transition, the RRFA will continue to provide community risk
reduction services, which include related administrative services, fire prevention code
enforcement services,fire prevention development services, and fire investigation services.
The RRFA will also continue to collaborate with the City in the provision of emergency
management services. The draft interlocal agreement contemplates that these services will be
provided indefinitely, but provides opportunities to renegotiate the partnership in the future if
necessary. The services will be funded by a combination of permit fees and fire benefit
charges.
The City will provide the RRFA with payroll, accounting, human resources, and civil service
examiner services through December 31, 2017, for no charge. The City will also provide fleet
operation and management, information technology, and facilities maintenance services
Randy Corman,Council President
Members of Renton City Council
Page 3
June 13,2016
through December 31, 2019. The RRFA will pay the City for these services consistent with how
the City has allocated costs for such services to the Fire and Emergency Services Department in
the past.
RRFA staff will continue to operate from their current locations. The interlocal agreement
contemplates the City providing the RRFA's administration with the same or equivalent office
space it currently uses at City Hall. This office space will be provided at no charge through
2018. Beyond that date, the City will continue to provide, upon request and at no cost, office
space for staff performing community risk reduction services. The purpose of providing the
office space is to encourage continued collaboration between these RRFA staff and City staff.
Disposition of Fire Stations
The City will transfer full ownership of Fire Stations 13, 14, and 16 to the RRFA. The parties are
working to finalize the transfer documents for these stations. Pursuant to the RFA Plan, it will
also build Fire Station 15 and transfer full ownership to the RRFA. We anticipate construction
being complete and Fire Station 15 ready for service by early 2018.
The City will retain ownership of the Fire Station 11 and 12 properties. It will lease the
properties to the RRFA for so long as the RRFA uses the properties for fire station purposes.
The City will retain use of its emergency operations center and back up servers located at Fire
Station 12. The City will pay its equitable share of maintenance costs for Fire Station 12 for so
long as the City uses the emergency operations center.
Ordinances Implementin� RFA Plan
Two ordinances are necessary to implement the RFA Plan. The first ordinance adopts a new
Chapter 2-21 of the RMC. The chapter acknowledges the creation of the RRFA, designates the
RRFA as the City's Fire Department, acknowledges the RFA Plan's provision for three City
Council members to serve as the City's representatives on the RRFA governing board,
establishes terms for the City's representatives, and provides mechanisms for removing,
replacing, and temporarily filling in for the City's representatives. These formal provisions are
important to ensure the City always has three representatives on the RRFA's governing board.
The second ordinance is largely a housekeeping ordinance that adopts the most recent version
of the International Fire Code with state and city amendments.That ordinance removes
references to the City's Fire and Emergency Services Department and recognizes that the RRFA
will act as the City's Fire Department.