PPW041222PARKS & PUBLIC WORKS COMMITTEE MEETING
April 12, 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 Arts & Human
Council President Vivian Olson (ex-officio) Serv. Dir.
Shannon Burley, Deputy Parks, Rec., Cultural Arts &
Other Elected Officials Present Human Serv. Dir.
Councilmember Will Chen Bertrand Hauss, Transportation Engineer
Thom Sullivan, Facilities Manager
Jeff Taraday, City Attorney
Scott Passey, City Clerk
CALL TO ORDER
The Edmonds City Council virtual online PPW Committee meeting was called to order at 7:31 p.m. by
Councilmember Tibbott. The agenda was reordered and Streetlighting was added as Item 9.
2. COMMITTEE BUSINESS
8. 2022 Parks Capital Protect Update
Ms. Feser explained this was prepared in response to requests from committee members. She
displayed a map of 2022 Park Capital projects and reviewed each project:
Project ID Project i Progress
Site Specific Projects
PRK-Al
Restroom repairs at Brackett landing
Complete
north
PRK-01
Civic Park
In process, art installation is a sub -project
PRK-05
Yost Pool replaster
Went out to bid, contract in place. Draining pool
now, contractor on site Monday to begin
replaster patching, replacing tile and installing
lane line anchors. Complete mid -May.
PRK-1A
Infiltration project as mitigation for Civic
Out to bid mid -May. Required to be finished as
Park.
part of Civic Park
PRK-10
City Park greenhouse replacement.
Variance request submitted last week. Install this
Used to grow annuals/perennials for
fall
baskets, corner parks for beautification
program
PRK-11
Pedestrian path along City Park exit
Non Site -Specific
Projects
PRKC Citywide land acquisition
I ongoing
Questions and discussion followed regarding when Civic Park will be completed (winter 2022/2023),
and the cost of the City Park greenhouse replacement.
Action: Update
Presentation of Professional Services Agreement with The Blueline Group to
Provide Capital Protects Construction Management, Engineering & Inspection
Services
04/12/22 PPW Committee Minutes, Page 2
Mr. English explained an RFQ was issued in December 2021 for the 2022/2023 construction season.
Seven statements of qualification were submitted and the selection panel selected Blueline Group
based on their qualifications and experience. Blueline will provide contract administration and inspection
services for, 1) 2022 annual overlay contract, 2) Seaview Park storm infiltration project, and 3) 2022
annual utility replacement project. The total fee is $266,600 including a $30,000 management reserve.
This is an on -call contract with payment provided based on services used. He anticipated an
amendment in late 2022/early 2023 for the 2023 season. He responded to questions regarding how
long the City has worked with Blueline, and flexibility provided by the Blueline contract.
Action: Consent Agenda
2. Report on Job Order Contracting Proposals
Mr. English reviewed:
• Background
o April 6, 2021 — city council authorized an 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 and procedures
for JOC
o January 25, 2022 — city council authorized advertisement of RFP for JOC
o January 31, 2022 - JOC RFP advertised
o March 7, 2022 — proposal due date
• Five contractors submitted proposals
o Burton Construction
o Centennial Contractors Enterprises
o Forma Construction
o Saybr Contractors
o Swinerton
• 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
o Evaluate adjustment factors
• Notice of intent to award (issued last Friday)
o Centennial Contractors Enterprises
o Forma construction
o Saybr Contractors
• Next steps
o 10 business day protest period
04/12/22 PPW Committee Minutes, Page 3
o Award three JOC May 3
Questions and discussion followed regarding providing contract amounts for the presentation to council,
types of projects the JOCs will be involved in, max job order amount, why three were selected, in-house
versus JOC projects, projects for 2022, Parks using JOC, whether ADA projects could be accomplished
with JOC, job order contracts over $100,000 coming to council for approval, budget for these types of
projects, preplanning projects and including them in a decision package, and conferring with other cities
regarding how they administer their JOC programs.
Action: Presentation to council in May to award three JOCs
6. Presentation of Construction Contract for Hwy 99 Gateway -Revitalization Stage 2
Project
Mr. English advised the project is currently out to bid; bids are scheduled to be opened April 21. He
reviewed:
• Vicinity map 2441h to 210 on Highway 99
• Project description
o Installation of landscaped raised median with mid -block left turn pockets along 2'/2 mile of
Highway 99 from 2441h SW to 212th St SW with 130 trees in center median
o Gateway signs on both ends of corridor (north of 244th St SW and 212th St SW)
o HAWK signal — 600' north of 234th St SW (in front of CHC)
• Photo of existing condition and rendering of landscaped raised median
• Rendering of gateway signs
• Photo of HAWK signal
Construction phase
o Advertisement date March 31, 2022
o Bid opening April 21, 2022
o Engineers estimate $5.23 million
o Possible award May 3, 202
o # working days 150 days
Funding: State Connecting Washington transportation funds and possibly REET funds
(depending on bid results)
Questions and discussion followed regarding the north project boundary, bid results determining how
the project moves forward, coordinating with the City's arborist on selection of median trees, and plans
for drought tolerant, hardy plants and irrigation in the landscaped median.
Action: Possible bid award on May 3, 2022
3. Presentation of Supplemental Agreement with SCJ for Hwy 99 Gateway -
Revitalization Stage 2 Project
Mr. English explained SCJ is the consultant who prepared the plans, specifications and estimates for
the project and are the designer of record. Their support services are needed during the construction
phase to review submittals, respond to requests for information from the contractor, review shop
drawings, attend meetings as necessary throughout the construction phase if problems arise requiring
their expertise, and prepare the as -built plans at the conclusion of the job. The supplement amount is
$94,848 which includes a $4500 management reserve. This agreement is funded by State
transportation funds. Staff is in the process of selecting a consultant to provide construction
management support which will be presented to the PPW committee in May.
04/12/22 PPW Committee Minutes, Page 4
Mr. English responded to questions regarding as -built plans which include ADA curb ramp certification,
requirement on federal projects for the contractor to provide certification, and the total project cost. Mr.
English highlighted a correction in the fee schedule that will slightly reduce the project cost.
Action: Consent Agenda
4. Presentation of DOE Grant Agreement for Design and Construction for Phase 1 of
the Edmonds Marsh Water Quality Improvement Project
Mr. English explained staff applied for this grant in fall 2020. The scope of the project is water quality
improvements to seven catch basins on the west side of SR-104 that discharge directly into the marsh.
DOE awarded a grant for 75% of the project costs. The project was delayed due to the stormwater
engineer leaving and reassigning tasks within the department. The grant agreement in the packet is in
draft form; edits have been sent to DOE, but he did not anticipate any major changes from DOE. Total
estimated project cost is $418,000 (design $98,000, construction $320,000) and the grant is
approximately $313,000. Staff obtained a concurrence letter from WSDOT as the project is located on
SR-104; there will be some timeline associated with getting agreements and permits in place to install
the catch basins with best management techniques. This agreement allows the City to obtain the grant
funds and move forward with the project.
Questions and discussion followed regarding the City managing and designing the project, maintenance
of the catch basins, whether ARPA funds could be used for future phases, this project as phase 1, and
the effects of tire wear particles in runoff.
Action: Consent Agenda
5. Presentation of the 2022 Overlay Construction Contract
Mr. English advised the scope of work was 6.8 lane miles, larger than last year's program as more
funding was allocated in the 2022 budget. The project was advertised for construction bids on April 4tn
and bids are scheduled to be opened on April 191". The total estimated construction budget (contract
amount, construction management and 10% management reserve) is $1.586 million and the engineer's
estimate is $1.27 million. Oil pricing could impact bid amounts. Funding for this project is $500,000 from
the general fund, $1 million from REET, $50,000 from the sewer fund and $50,000 from the stormwater
fund. Utility funds are used to pave streets cut as part of the annual utility replacement program.
Construction will begin this summer and be completed early fall.
Mr. English responded to questions regarding the use of utility funds for overlays, and pavement
patches done at the time of the annual utility replacement project that are overlaid the following year.
Action: Possible bid award bid on April 26 or May 3
7. Public Works CIP-CFP Review
Councilmember Tibbott requested an orientation to the projects for further study at a subsequent
meeting. Mr. English offered to provide an overview of the format and relayed his intent to update the
committee on what engineering can manage related to capital projects as staff turnover has affected
the capital delivery schedule including delaying some projects. He summarized not everything in the
2022 budget will be moving forward because there is not enough staff capacity.
Mr. English said he planned to email council this week about postponing the Elm Walkway project. It
was scheduled to be built this summer but there is not enough staff to manage it. Instead, it will be
coupled with the adjacent Sound Transit bike lane project next year for economy of scale. He reviewed
04/12/22 PPW Committee Minutes, Page 5
a map with project specific locations of 2022/2023 transportation projects. The map includes both
design and construction projects, but does not include citywide/annual overlays. He provided a list of
transportation projects in the CIP that corresponds to project numbers on the map. The packet also
includes projects sheets for each project. He also displayed a map with project specific locations of
2022/2023 sewer, stormwater, water utility projects. He provided a list of utility projects in the CIP and
project sheets for each project.
Questions and discussion followed regarding whether the project description matched the decision
package, adding walkways to the transportation comprehensive plan, concern the sidewalk crew was
not being used as intended to do short sidewalk projects, and reviewing what the sidewalk crew has
accomplished.
Councilmember K. Johnson asked staff to assess the need for an overlay/rebuild on 92nd Place West
following a utility project.
Action: Update, continued review/discussion by PPW Committee
9. Streetlighting
Councilmember Tibbott said he and Councilmember K. Johnson agree it would be nice to increase
streetlights in neighborhoods, particularly those without walkways. Mr. English cautioned streetlights
are not universally popular; some people complain when streetlights are proposed. A lot of the
streetlights in the City are on PUD poles. There is a program with PUD where if a dark location is
identified such as related to a crosswalk or a bus stop, the City can request PUD add a street light which
the City then maintains; that is a quick way to add streetlights. A more comprehensive program would
require new poles, lights and power connections as well as public outreach.
Questions and discussion followed regarding the process for identifying locations where streetlights
could be mounted on existing poles, areas identified by Councilmember Chen that need additional
lighting, whether the areas identified by Councilmember Chen could be a pilot project, additional lighting
as a way to decrease crime and increase walkability, the neighborhood Councilmember Chen identified
(east of Highway 99 between 76th and Highway 99 and between 238th and 224th), and using GIS to
identify PUD power poles and using that as a starting point for field work.
Mr. English offered to confer with staff and provide an update at the May PPW meeting, noting a more
comprehensive approach such as an entire neighborhood would be a capital project and would need to
be a decision package.
Action: Update and possibly further discussion at May meeting.
Council President Olson inquired about who to contact in the City when there was a graffiti issue and
whether there was an opportunity develop a volunteer private/public partnership to deal with graffiti and
trash in the City. There is a citizen brigade willing to do the work. She described how such a program
could work such as having a volunteer -of -the day who would coordinate efforts. Mr. English offered to
follow up with Council President Olson this week.
3. ADJOURN
The meeting was adjourned at 9:23 p.m