8f Attachment Service Directive for Portfolio Management Support Services
EXHIBIT POS 05 Service Directive: Portfolio Management Support Services Item No. 8f_attach EXHIBIT POS 05 Meeting Date: February 9, 2021 Service Directive for Portfolio Management Support Services by and between Port of Seattle and The Northwest Seaport Alliance This document is an Exhibit to the InterLocal Agreement for Support Services By and Between the Port of Seattle (POS) and The Northwest Seaport Alliance (NWSA). 1) Purpose: The purpose of this exhibit is to identify the services provided by the Port of Seattle with regard to Support Services listed above for The Northwest Seaport Alliance. This exhibit defines the mutually agreed upon scope of services, cost for services, charge methodology, and service level expectations to include performance measures and monitoring. Refer to the governing InterLocal Agreement for terms under which these services are provided. 2) Time period: This agreement is for calendar year 2021. 3) Scope of Services to be provided by POS to The NWSA a) Property Management i) For NWSAlicensed properties in King County, POS staff will provide property management information tracking including updating of software system for lease management, property management, tenant management, insurance and surety compliance management, coordination with utility billing/invoicing, and current routine reporting. Additional reports as requested may be subject to additional charges. ii) For NWSAlicensed properties in King County, POS staff will provide utility administration including processing of utility invoices and billing of tenants their share of utility expense as well as reimbursement of tenants paying utility providers directly where Port or other tenants are also using those services. Services also include budgeting for relevant utility revenue and expense accounts., and monitoring/paying for City of Seattle Street Use Permits. ILA for Support Services By and Between EX051 Port of Seattle and The Northwest Seaport Alliance EXHIBIT POS 05 Service Directive: Portfolio Management Support Services 4) Cost for Service and Charge Methodology POS to The NWSA: Service Area and Service Method Basis for Charge Hourly Rate, 2021 Budgeted Department # Item of Fixed Amount2 (Acct if appropriate) (from Charges1 Percentage list or Formula above) Portfolio 3.a Fixed Percentage of Portfolio 10.08.65% of $193,738103,881 Management (also Management department actual includes Central costs based on analysis of spending Harbor Mgmt, work activities as Maritime Industrial determined in connection Admin, Marina with development of 2018 Office & Retail Operating Budget and Mgmt) actual employee time Dept# 6230 recorded on biweekly payroll time reporting. 5) Scope of Services to be provided by The NWSA to POS a) None. 6) Cost for Service and Charge Methodology The NWSA to POS a) None. 7) Service Level Expectations: a) Timely and accurate. b) Performance Measures and Metrics: This section outlines the performance measures and metrics upon which service under this SLA will be assessed. Shared Service Centers and Customers will negotiate the performance metric, frequency, customer and provider service responsibilities associated with each performance measure. 1 Method Options: Fixed, Project Charges, Fee for Service/Variable. Costs associated with support services will be charged to the Alliance as follows: Fixed allocation Charged as a fixed allocated percentage or formula that will be applied monthly to the actual expenditures. Project Charges Charged to specific projects based on current procedures. Fee for Service/Variable Charges will be tracked and charged based on level of use monthly at rates agreed to when need for service is determined. 2 Preliminary budget amount subject to final budget approval. ILA for Support Services By and Between EX052 Port of Seattle and The Northwest Seaport Alliance EXHIBIT POS 05 Service Directive: Portfolio Management Support Services Measurements of the Port of Seattle activities are critical to improving services and are the basis for cost recovery for services provided. The Port of Seattle and The Northwest Seaport Alliance have identified activities critical to meeting The NWSA's business requirements and have agreed upon how these activities will be assessed. Service Area Type of Performance Measure (SMART Target Measure3 Specific, Measurable, Achievable, Relevant, Time Bound) Lease TimeBased Provide reports of provisions (ticklers) in Number of days Administration and a timely manner to allow time for NWSA vary by provision Utilities managers to take steps to ensure N/A continued tenant compliance Timing of lease processing steps from lease draft to billing subject to the goals outlined in the approved Port Lease Administration Procedures. Utility providers and SDOT are paid in a timely manner. Monthly utility bill files are transmitted to the NWSA in a timely manner. 8) Primary Contacts: a) NWSA Tong Zhu b) POS Melinda Miller, Joe Pelonio It is expected that the identified contact people will communicate frequently, to coordinate the work, to confirm that services are being provided in a manner that meets service level expectations, and to evaluate monthly financial performance of actual vs. projected spending. 3 Type of Measure Options: Time Based measure is time bound duration, frequency, by a specific date, etc Management measure dealing with or controlling issues, communications, or staff Accuracy measure to have a specified level of accuracy to be measurable Other measure that doesn't fit into category above ILA for Support Services By and Between EX053 Port of Seattle and The Northwest Seaport Alliance
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