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PPW011122PARKS & PUBLIC WORKS COMMITTEE MEETING January 11, 2022 Elected Officials Participating Virtually Staff Participating Virtually Councilmember Neil Tibbott (Chair) Rob English, Acting Public Works Director Councilmember Kristiana Johnson Angie Feser, Parks, Rec. & Cultural & Human Serv. Dir. Shannon Burley, Deputy Parks, Rec. & Cultural & Human Serv. Dir. Thom Sullivan, Facilities Manager Pamela Randolph, WWTP Manager Scott Passey, City Clerk CALL TO ORDER The Edmonds City Council virtual online PPW Committee meeting was called to order at 7:30 p.m. by Councilmember Tibbott. The order of Items 1 and 2 were reversed due to technical difficulties. 2. COMMITTEE BUSINESS 2. Frances Anderson Center Tenant Building Use Agreements & Rate Increase Ms. Burley explained there six tenants in the Frances Anderson Center (FAC). A couple years ago, legal counsel determined the leases needed to be approved by council. Four of the six tenants have multi -year leases; all six contain a clause regarding a potential annual lease increase. In the past, the annual increase was determined by the CPI-U which was 5.52% this year. The FAC remains closed to public; she described how the closure has directly impacted tenants' operations. In her previous job, many contracts used CPI-U but often had a cap such as 3% which is offered in the packet as an option. Questions and discussion followed regarding pro -rated leases in the past due to the closure, all tenants now paying full rent, whether operating expenses exceed 5.52%, work done at FAC while the building has been closed to the public, utilities based on square footage, concern CPI-U is not a good method for determining rent increase, basing rent increase on access to building, per square foot rental cost, support for equity among Parks tenants, buildings managed by other departments, whether a 3% increase was sufficient to cover increases in utilities, no rent increase last year due to COVID, support for a 3% increase, federal funds the tenants received, intent for rent to cover the City's costs, and operational challenges associated with having the building closed to the public. Action: Consent Agenda with a recommendation for a one-year 3% increase 2022 Parks, Recreation & Open Space (PROS) Plan Update Ms. Feser explained the PROS Plan update has been underway since January 2021 and has been heavily reliant on community engagement. She reviewed: • Purpose of a PROS Plan o Six -year guide and strategy plan for managing and enhancing parks, open space, trails and recreation opportunities in Edmonds o Policy and strategy guide o Built on public process o Capital planning 01/11/22 PPW Committee Minutes, Page 2 o Communication tool o Grant eligibility PROS Plan components o Goals and objectives o Capital program o Implementation strategies o Strategic focus based in gap analysis ■ What are our strengths? ■ How should we serve the community? ■ Where should we focus our efforts? General Process of PROS Plan Update and opportunity for public involvement o Start Up/Grounding o Existing Conditions o Needs Assessment o Goals & Strategies o Draft Plan o Final Plan — March 2022 Scope of Work Input (5 groups) o Diversity Commission o Edmonds Arts Commission o Mayor's Conservation Advisory Committee o Youth Commission o Planning Board o Community engagement — surveys, stakeholder meetings/interview, public meetings, events, correspondence, local media, social media, online communication, etc. Touchpoints for community engagement o Planning Board May 26, 11/10 and 1/12, and 1/26 o Survey May August o Public meetings 7/22 and 10/16 o Stakeholders August — Oct o Popup events and coordination July and August with/Highway 99 o Social/online outreach June -Feb o City Council Session: 1/11, 2/1, 2/15, and 2/22 Community Outreach o Emphasis on diversity, equity and inclusion to educate, inform and gather feedback from traditionally less engaged populations of the Edmonds community o Several approaches used including surveys, print and electronic promotional materials in four languages o Concerted effort to reach out, invite and include all members of Edmonds through community based organizations ■ Opportunity to develop relationships with community organizations for future planning and partnering opportunities ■ Appreciation to Councilmember Chen who helped introduce the City to a number of organizations o Virtual community meetings done live with three translators o Interactive survey was offered in four languages o QR Codes that provided information in four languages • What we have heard o Priority improvements to park system 1. Connect gaps in the trail system and expand trail connections 2. Improve or upgrade existing parklands 3. Buy more conservation & open space lands 01/11/22 PPW Committee Minutes, Page 3 4. Build an aquatic center 5. Improve restroom facilities o Highest interest: Recreation activities & program options 1. Community events, such as outdoor movies, Hazel Miller Plaza summer concerts 2. Outdoor programs, including beach rangers or environmental education 3. Youth programs such as summer day camps, arts or gymnastics 4. Youth sports programs and camps Next steps o Plan review/approval ■ Planning Board - Jan 11 — Plan presentation - Jan 26 — Public hearing and recommendation ■ City Council - Jan 10 - Project update - Feb 1 - Plan presentation - Feb 15 - Public hearing - Feb 22 - Approval - Could present budget information to committee o Other milestones ■ March 1 - Plan due to State/RCO ■ Q4 - City Comprehensive Plan amendment Questions and discussion followed regarding who the stakeholders were, response to offering information in foreign languages, information that will be presented to the Planning Board, whether surveys allowed weighting of priorities, additional information that will be shared with council at the February 1 meeting, how the PROS Plan and Urban Forestry Management Plan interact, environmental priorities, whether the PROS Plan addresses acquisition of the county park, and a request to send the full PROS plan to Councilmembers K. Johnson, Tibbott and Buckshnis; Action: Presentation to City Council February 1. 3. Presentation to adopt Resolution to amend the Purchasing Policies and Procedures for Job Order Contracting Mr. English explained a presentation was made to council in August 2020. In April 2021, the council approved issuing an RFP for a consultant to help administer the JOC program and in July 2021 the council approved a professional services agreement with Gordian. The next item on the agenda is an RFP to select job order contractors; the resolution will amend the purchasing policy to allow JOC. JOC was added by the state legislature a few years ago as another tool for securing public works contractors He reviewed Job Order Contracting, a Washington State procurement option:: • Procurement Options o Design — Bid — Build o Design — Build o General Contractor/Construction Manager o Job Order Contracting o Small Works Roster Definition of JOC o "Existing Washington State RCW 39.10.420 to RCW 39.10.460 ■ Job order contract" means a contract in which the contractor agrees to a fixed period, indefinite quantity delivery order contract which provides for the use of negotiated, definitive work orders for public works. General reasons to choose JOC o Multiple projects that typically range from $25,000 to $500,000 in value o Total dollar volume of work is less than $4 million per year 01/11/22 PPW Committee Minutes, Page 4 o Limited owner staff availability for proper implementation of other methods o Urgency for project completion What is JOC's construction niche? o Fast response for small repair, renovation, remodel and alteration projects o Services provided on an on -call basis o Lump -sum fixed price for each work order o Owner negotiates (consensus) the scope of work o Cost coefficient is established upfront Typical Projects o Facilities o Public Works & Utilities o Parks Increased Opportunities for Small and Disadvantaged Businesses o JOC furnishes bonding for most subcontractors o JOC completes "red tape" requirements o JOC uses best value bid analysis for subcontractors & partners with subcontractors o JOC recruits small and disadvantaged businesses o JOC coaches subcontractors in all aspects of quality work, safety and project management (as needed) o JOC pays subcontractors promptly, typically subcontractor payment is not tied to JOC contractor's payment from the owner, and no retainage is held. Michael Celesta, Gordian, reviewed: JOC Process o Small, Straightforward Project: 5-10 Working Days: ■ Day 1-2: Joint Scope Meeting ■ Day 3-4: Pre Scope, Issue RFP ■ Day 5-6: Contractor prepares proposal ■ Day 7-8: Review proposal ■ Day 9-10: Issue PO o Larger, More Complex Projects: 30 Days JOC Benefits o Simplifies the procurement process o Faster response time o Improves the quality of work o Preset pricing eliminates negotiations o Increases local subcontractor participation o Minimizes defaults, terminations and claims o Fully transparent process Mr. Sullivan was also present to answer questions. Questions and discussion followed regarding the annual $4 million cap, scope of JOC projects, advantages of grouping multiple smaller projects, $500,000 cap on a per project basis, use of a localized construction catalog, and how WMBE businesses will be included. Action: Consent Agenda 4. Presentation to Authorize Advertisement of a Request for Proposal for Job Order Contracting Mr. English explained the scope of work in the Gordian Professional Services Agreement included working with City staff to develop an RFP; the draft RFP is included in the committee packet. This item is a request for council approval to advertise the RFP and begin the process of selecting contractor(s) 01/11/22 PPW Committee Minutes, Page 5 for the JOC program. This will be the main contractor who then subcontracts 90% of the work. He highlighted selection components (minimum qualifications, response to questionnaire regarding qualifications, and price proposal). The contract term is 2 years with an option to extend an additional year. The schedule is to issue the RFP in late January/early February, mandatory preproposal meeting and proposals due late February, selection process March/April, and issue task orders May/June. Questions and discussion followed regarding the program being performance based, recommendation to award three JOCs, whether a known poor performing contractor could be eliminated, best value bids, benefits of JOC, ability to evaluate JOC which is not allowed with low bid, other jurisdictions/agencies using JOC, ensuring adequate time for RFP responses, Gordian's outreach to contractors in anticipation of issuing an RFP, funds in the recent bond for maintenance, and backlog in maintenance projects. Action: Consent Agenda. 5. Agreement with Cascade Bicycle Club for the Citywide Pedestrian Crossing Enhancements Protect Mr. English relayed in 2016 the City received a $1.49 million federal grant for the Citywide Pedestrian Crossing Enhancement Project which included a $20,000 allocation for pedestrian and bicycle safety. Pre- COVID, the City entered into an agreement with Cascade Bicycle Club for an education and bike rodeo with Edmonds School District. Schools then went remote and the programs needed to change due to social distancing, etc. The scope of the agreement was revised by Cascade to allow them to do education in the current format. The initial goal was to have funds spent by the end of the school year, but that may change depending on the pandemic. Question and discussion followed regarding where education/training would occur and logistics of the bike rodeo. Action: Consent Agenda. 6. Public Pedestrian and Water Meter Vault Easements at 21200 72nd Ave W Mr. English advised this is the site of a proposed senior living facility at the southwest corner of 212th Street & 72nd Avenue. Meeting streetscape requirements in the development code will require an 8' wide pedestrian easement on 212th to provide space for a 7' sidewalk and 8' planter strip and a 1' wide pedestrian easement on 72nd to allow for a 5' sidewalk and 5' planter strip. A third easement is required for the new 6'x8' water vault; the portion on private property will require a 7.7'x16.7' water vault easement. Questions and discussion followed regarding the developer dedicating the easements to the City with no compensation, the width of sidewalks on 212th and the width of sidewalks downtown, Action: Consent Agenda when documents are complete. 7. Contract Change Order for City Park Odor Scrubber Mr. English reviewed a change order for the carbon recovery project. He identified the location of the City Park on an aerial map and the location of the odor scrubber within City Park, a photograph of the carbon tower, the equipment cost of $88,092.58, and the original installation expense of $209,028.65. The project was approved in June/July 2021 when full design and permit had not been completed. Since then, the design has been refined and the permit review process has been completed and additional costs were identified to complete the project. He reviewed: • Change order justification — odor project 01/11/22 PPW Committee Minutes, Page 6 o Revision to C-900 piping from carbon filter equipment to existing manhole o Additional wyes, riser and cleanouts o Install larger transformer vault o Provide construction entrance, fencing, erosion control and tree protection o Additional site clearing and grading o Sales tax Change order increase: $83,192 Total odor project cost will not exceed $380,313 (includes $10,000 contingency) Change order budget — odor project Budget Original Change order Cost (DP#68) $297,121 Change order increase (w/$10k contingency $83,192 Additional m mt. reserve $20,000 Total $400,313 Funding City of Edmonds (50.787%) — Sewer Utility Fund $203,306 WWTP partners (49.213%) $197,006 Total $400,313 Ms. Randolph advised some of cost increase was the result of, after the project was designed, Facilities requested the vault be upsized to support new infrastructure for an electric vehicle charger. Questions and discussion followed regarding the lifecycle of the scrubber, ongoing maintenance costs, intent of the scrubber to address odors near City Park, what causes the odors, when odors occurs, concern the cost of installation far exceeds the cost of the scrubber, location of the scrubber, when installation will occur, and outreach to the community. Action: Brief presentation about benefits of the project at full Council if time allows. Change order on Consent Agenda. 3. ADJOURN The meeting was adjourned at 9:32 p.m.