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Cmd51722 Edmonds City Council Approved Minutes May 17, 2022 Page 1 EDMONDS CITY COUNCIL SPECIAL MEETING APPROVED MINUTES May 17, 2022 ELECTED OFFICIALS PRESENT Mike Nelson, Mayor Vivian Olson, Council President Kristiana Johnson, Councilmember Will Chen, Councilmember Neil Tibbott, Councilmember Diane Buckshnis, Councilmember Susan Paine, Councilmember Laura Johnson, Councilmember STAFF PRESENT Rob English, Interim Public Works Director Thom Sullivan, Facilities Manager Mike De Lilla, Senior Utilities Engineer Jeff Taraday, City Attorney Scott Passey, City Clerk Jerrie Bevington, Camera Operator 1. CALL TO ORDER The Edmonds City Council meeting was called to order at 6:00 p.m. by Mayor Nelson in the Council Chambers, 250 5th Avenue North, Edmonds, and virtually. The meeting was opened with the flag salute. 2. ROLL CALL City Clerk Scott Passey called the roll. All elected officials were present. 3. AUDIENCE COMMENTS ON AGENDA ITEM 4.1 – JOB ORDER CONTRACTING Mayor Nelson described the procedures for in-person and virtual audience comments. There were no audience comments. 4. COUNCIL BUSINESS 1. AWARD JOB ORDER CONTRACTS Interim Public Works Director Rob English reviewed: • Background o April 6, 2021 – City Council authorized a RFP for JOC consultant o July 6, 2021 – City Council authorized an Agreement with Gordian, Inc to assist City with developing a JOC Program o January 18, 2022 – City Council approved amendment to Purchasing Policy & Procedures for Job Order Contracting o January 25, 2022 – City Council authorized the advertisement of a request for proposals for Job Order Contracting Edmonds City Council Approved Minutes May 17, 2022 Page 2 o January 31, 2022 – JOC Request for Proposal advertised o March 7, 2022 – Proposal due date o April 8, 2022 – Issued Notice of Intent to Award o April 12, 2022 – Presentation to Parks/Public Works Committee. • Proposals Received o Burton Construction o Centennial Contractors Enterprises o Forma Construction o Saybr Contractors o Swinerton • Selection Panel o Interim Public Works Director Rob English o Facilities Manager Thom Sullivan Senior Utilities Engineer Mike De Lilla • Proposal evaluation o The City of Edmonds will award a contract to the responsive and responsible proposer(s) whose offer(s) best meet the needs of the City or, at the City’s sole discretion, reject any and all proposals ▪ Responsive Proposer – a business entity or individual who has submitted a proposal that fully conforms in all material respects to the RFP and all of its requirements, including all forms and substance. ▪ Responsible Proposer – A business entity or individual who has the financial and technical capacity to perform the requirements of the RFP solicitation and subsequent contract. o Meet minimum qualifications o Criteria ▪ Qualifications and relevant experience ▪ Technical capacity, approach and capacity ▪ Communication and customer service ▪ Risk, performance and quality assurance o Price proposal ▪ Evaluate adjustment factors • Job Order Process o Projects or maintenance programs in the City’s current budget are eligible for Job Order Contracting. o Job Order Authorization will follow the City’s Purchasing Policies and Procedures. o Job Order Amount ▪ $50k or less - Director approval ▪ $100k or less - Mayor approval ▪ $100k or more – City Council approval • Staff Recommendation o Award 3 Job Order Contracts ▪ Forma Construction ▪ Centennial Contractors Enterprises ▪ Saybr Contractors Councilmember K. Johnson commented this came to the planning and public works committee earlier this month. She and Councilmember Chen (committee members) agreed it should come to full council because it was something the City has been working on for some time. COUNCILMEMBER K. JOHNSON MOVED, SECONDED BY COUNCIL PRESIDENT OLSON, TO AUTHORIZE JOB ORDER CONTRACTING FOR THESE THREE CLIENTS. Edmonds City Council Approved Minutes May 17, 2022 Page 3 Council President Olson thanked staff, recognizing it has been a long process and a great deal of work for the department. She was excited about the opportunity to move forward on some of the projects the City has been unable to get to. Councilmember Buckshnis thanked staff, recognizing it had been a long road. She recalled talking about this in the finance committee four years ago. Mr. English recognized Facilities Manager Thom Sullivan, former Public Works Director Phil Williams who had had a lot of input as well as the city attorney’s office. MOTION CARRIED UNANIMOUSLY. 5. EXECUTIVE SESSION: PENDING OR POTENTIAL LITIGATION, RCW 42.30.110(1)(I) At 6:10 p.m., Mayor Nelson announced that the City Council would meet in executive session regarding pending or potential litigation per RCW 42.30.100. The executive session was scheduled to last approximately 45 minutes Elected officials present at the executive session were Mayor Nelson, and Councilmembers K. Johnson, Tibbott, Buckshnis, Paine, Olson, L. Johnson, and Chen. Others present were City Attorney Jeff Taraday. The executive session concluded at 6:58 p.m. Mayor Nelson reconvened the regular City Council meeting at 6:58 p.m. 6 ADJOURN With no further business, the Council meeting was adjourned at 6:58 p.m.