Loading...
PPW051022PARKS & PUBLIC WORKS COMMITTEE MEETING May 10, 2022 Elected Officials Participating Virtually Staff Participating Virtually Councilmember Neil Tibbott (Chair) Rob English, Interim Public Works Director Councilmember Kristiana Johnson Angie Feser, Parks, Rec. & Cultural Arts & Human Council President Vivian Olson (ex-officio) Serv. Dir. Councilmember Diane Buckshnis Shannon Burley, Deputy Parks, Rec. & Cultural Arts & Human Serv. Dir. Pam Randolph, WWTP Manager Mike De Lilla, Senior Utilities Engineer Bertrand Hauss, Transportation Engineer Jeff Taraday, City Attorney Scott Passey, City Clerk 1. CALL TO ORDER The Edmonds City Council virtual online PPW Committee meeting was called to order at 7:32 p.m. by Councilmember Tibbott. It was agreed to move Item 2.8 prior to Item 2.3. 2. COMMITTEE BUSINESS 1. 4th of July, Taste Edmonds, Car Show Event Agreements Ms. Burley explained these three events are put on by the Chamber. The biggest change to the 4th of July agreement is there will be no fireworks due to construction of Civic Park. Funding received from Hazel Miller will be used to partner with Mountlake Terrace to expand their fireworks show. The 41h of July agreement covers the main parade, children's parade and Beat Brackett 1k and 5k run. Taste Edmonds, a Seafair sanctioned event, will be slightly smaller and held at the Frances Anderson Center due to construction at Civic Park. Taste is the Chambers' largest fundraising event with revenues supporting other events. In response to feedback, the event will close an hour earlier and it will be open to all ages. The Classic Car Show, a one -day event, is largely the same as previous years. New this year, there will be one officer assigned to the event. Ms. Burley recognized the Chamber for the work they do to put on events. Questions and discussion followed regarding the Chamber putting on events that bring the community together and bring people from outside the area, the city attorney's approval of the agreements, and staff's work on an agreement for Oktoberfest. Action: Consent agenda 2. Suonlemental Aareement with HKA Global. Inc for the Carbon Recovery Proiect Ms. Randolph described challenges with the carbon recovery project due to the supply chain and cost impacts. The carbon recovery project had a guaranteed G-max price and a certain timeline; however, due to cost overruns and delivery timeframes, there have been challenges with the ESCO company, Ameresco. As a result a decision was made to hire HKA Global to help work out contract and construction challenges. HKA's assistance has been very beneficial and staff would like them continue 5/10/22 PPW Committee Minutes, Page 2 through the end of the project. The total cost is $144,175; the first $55,000 was approved by the mayor, and the request is for an additional $89,000 which requires council approved. The cost will be shared with the WWTP partners; Edmonds' portion is $73,223. Questions and discussion followed regarding time remaining on the project, an example of how HKA has helped understand service agreement, project complexities that create challenges for DEIS, other Ameresco projects, Ameresco contract requests, whether Ameresco would pay for any of the cost of HKA, and whether the outcome of HKA's involvement will be a successful project. Action: Consent agenda 8. Presentation of a Professional Services Agreement with ESA for Design and Permitting Services for the Lower Perrinville Creek Recovery Project Mr. English explained this is a professional services agreement for design of an interim solution to solve the current issue where water is not getting to the existing BNSF culvert as well as a long-term plan for that section of the creek from Talbot Road out to Puget Sound. This contract would take design to 60% as well as permitting and community outreach. Paul Schlenger and John Ambrose, ESA, reviewed: • Perrinville Creek setting and current infrastructure 0 3 culverts o Perrinville Creek flows across three private properties downstream of Talbot Road o City diversion structure o Proximity to McLaughlin and Robinson residences • Photos of flooding and sediment deposition • No remaining stream channel downstream of diversion o Before and after photos of McLaughlin and Robinson properties • Looking upstream of Talbot Road culvert o Talbot Road culvert prevented more extreme flooding and sediment deposition downstream • Perrinville Creek — current conditions o Currently all flow routed into City's culvert and no fish passage is possible into the creek o WDFW and Tribes demanding creek returned to a channel providing fish access to the creek • Proposed solution and sequence 1. Interim action — in summer 2022, excavate new stream channel from diversion structure to BNSF culvert 2. Long-term solution — replace undersized culverts through BNSF embankment with properly sized bridge or box culvert 3. Fish passage at Talbot Road — replace undersized culvert at Talbot Road with properly sized bridge or culvert • Interim Action Alternatives o Dashed lines on map showing three alternate alignments for interim action o These have been presented to WDFW, Tribes and landowners • Long-term solution at railroad o Properly size replacement structure through BNSF railroad embankment • Proposed Scope of work for interim Action and 60% Design of Long-term solution at Railroad and Talbot Road o Preparing necessary information for infrastructure and stream design o Design of interim action (stream channel and diversion structure modification) o Design of long term railroad crossing and Talbot Road o Public engagement and city council engagement; stakeholder meetings o Project management • Proposed budget 5/10/22 PPW Committee Minutes, Work Elements Proposed budget Preparing necessary information $230,938 Design of interim Action* $43,400 Design of Railroad and Talbot road crossings $436,246 Engagement with public, city council and stakeholders $121,090 Project management $25,200 M mt. reserve $50,000 Total $906,919 *Design of interim action dependent on other work elements, notable preparing necessary information to support the design and the engagement with public, city council and stakeholders. Questions and discussion following regarding when the diversion channel was built, where the water is coming from, sediment on the Puget Sound side, which of the interim action alternatives follows the natural alignment, the Tribes' preferred alignment, drivers for the alignment, which alignment has the best chance of having the least amount of reconstruction between the interim and the permanent alignment, this contract getting the project to 60% design followed by final design and construction, estimated construction cost, a preference to look at the entire area from the top of the creek to Brown's Bay to see how it has changed and what the issues are, concern whatever is done to strengthen the mouth of Perrinville Creek will result in erosion issues upstream, and moving forward with an interim solution. Mr. De Lilla explained the City contracted with Tetra Tech to do an analysis of the Perrinville Basin and to consider what was done in 2015 to aid in reducing peak flows. The study concluded Edmonds has approximately 30-35% of the entire basin area that contributes to Perrinville and the remainder is within Lynnwood or the county park. He reviewed a map of the current basin limits and a Perrinville Creek flow evaluation from the Tetra Tech study. The goal of the study was to find ways to mitigate flows within the right-of-way. The conclusion was an average of 12% of the basin is within City rights -of -way. The study developed a top 30 list of projects along with discussion about building rain gardens within rights - of -way. • Possible project criteria 0 30 possible projects (14 Edmonds/16 Lynnwood) feasible sites 0 12 recommended (7 Edmonds/5 Lynnwood) meeting all 3 criteria below ■ A project cost below $450k per cfs of 2-year peak flow reduction ■ An overall 2-year peak flow reduction greater than 0.15 cfs ■ Limited siting and construction constraints • Perrinville Flow Reduction Projects/Studies/Agreements (city) 0 8 completed projects 0 3 projects in 2022 Mr. English said time is of the essence. The goal would be to present this to full council for approval; however, agendas are full for the next two meetings. Options include, 1) putting ECA under contract for an amount under $100,000 to start on an interim effort, or 2) finding time on a council agenda to present the entire contract. Questions and discussion followed regarding support for a contract for the interim work, a preference to hold another executive session before deciding how to proceed, the need to approve ESA's contract in order to proceed, high priority of this item, the ESA contract assisting with negotiations with property owners if they see the city is committed to designing a long term solution under the tracks, a suggestion to place an interim contract with ESA on the consent agenda, amount of interim design work the mayor could approve without council approval, importance of the project requiring full council review and a detailed presentation, providing fish passage under BNSF and Talbot Road, preference to complete the conversation in executive session, and potential federal funding for the project. 5/10/22 PPW Committee Minutes, Page 4 Action: Full council as soon as possible 3. Presentation of Construction Contract for the 76th Overlay Project Mr. English explained this project has been in the CIP for a couple years. The design phase is nearly complete and staff expects to advertise for bids this month. The scope of work is overlaying 76th Ave from 196th to Olympic View Drive. A federal grant was secured for 2.5" grind and pavement overlay. The intent is to bring bids to council for award at the June 71h meeting. This is a joint project with the City of Lynnwood. Council previously approved restriping the northbound bike lane from 196th to the southern edge at Perrinville which is also part of this scope of work. The engineer's estimate for the overlay and 12 ADA ramps (9 in Edmonds, 3 in Lynnwood) is $1.4 million split approximately half between Edmonds and Lynnwood. Action: Consent agenda. 4. Presentation of a Local Agency Consultant Agreement with WSP for Construction Management Services on the 76th Ave Overlay Project Mr. English explained this is the construction management contract for the project in Item 3. An RFQ was issued in March that was paired with the Highway 99 project to get economies of scale. The draft scope of work covers inspection, contract administration, and material testing. Contract administration is more time consuming and involved due to federal funds. WSP was selected by the selection panel based on their qualifications and experience. Discussions are ongoing regarding the scope and fee; he anticipated the budget would be approximately $200,000, with approximately half paid by Lynnwood. The funding source is the federal grant and local match from the REET 125 Fund. Due to difficulty in the Puget Sound area meeting federal allocation targets, this project may receive an additional $170,000 in federal funds which would reduce the local contribution. That will be confirmed next month. Action: Consent agenda. 5. Presentation of Local Agency Consultant Agreement with WSP for Construction Management Services on the Highway 99 Gateway Revitalization Stage 2 Mr. English commented this project is more time sensitive than the 76th Ave overlay as the construction contract was awarded next week. WSP will provide construction management services which includes inspection, contract administration, material testing, and communication and outreach due to the project size and impact to property owners and businesses on Highway 99. The total construction budget is $8.4 million, of which $6.4 million was the construction contract with Westwater, and approximately $1 million was allocated for construction management which includes City staff time, this consultant, and other miscellaneous costs related to interpretation/translation services. He anticipated the fee for this contract would be $700,000. Questions and discussion followed regarding WSP's experience with community outreach, the total fee, phases of the Highway 99 revitalization project, $700,000 being a large amount for a consent agenda item, and comfort with placing this item on the consent agenda because council has heard a lot about the project. Action: Consent agenda 6. Presentation of Supplemental Agreement with HBB for Highway 99 Gateway Revitalization - Stage 2 5/10/22 PPW Committee Minutes, Page 5 Mr. English explained HBB was hired to design the gateway signs, lighting and landscaping. HBB is near the end of that design work, a remaining elements is a structural evaluation of the two signs. The proposed supplement is $5,000; the work will be done by CG Engineering. He requested an additional $5,000 for management reserve so the total amount of the supplement would be $10,000, funded by the Connecting Washington funds. The original HBB management reserve was used for items beyond the original scope of work such as additional public outreach, working with the property owner, and development of additional conceptual drawings. Action: Consent agenda. 7. Report of Bids for the 2022 Utility Replacement Protect Mr. English explained this project which consolidated the watermain, sewer and stormwater pipe replacement into one contract, was advertised in April. He reviewed: Bid Results Company Bid Amount Shoreline Construction $3,685,030 Marshbank Construction $4,257,000 Engineer's estimate $3,581,500 Proposed construction budget Description Amount Contract Award $3,685,030.33 Construction award m mt. reserve 15% $552,754.55 Construction mgmt, inspection and testing (15%) $552,754.55 Total $4,790,539.43 • Construction Funding Funding Amount Water Fund $805,308.61 Storm Fund $2,035,528.05 Sewer Fund $1,949,702.77 Total $4,790,539.43 Questions and discussion followed regarding the reason for increasing the management reserve to 15%, amount of the management reserve, concern with placing a project of this size on the consent agenda, and a suggestion to revise the agenda memo to describe consolidation of projects, etc. Action: Consent agenda 9. 2023-2028 Six -Year Transportation Improvement Program Mr. Hauss displayed the six -year TIP, explaining it is updated annually and lists all the transportation projects planned in the next six years; the first three years are constrained, the last three are unconstrained. A public hearing is scheduled for next week. He highlighted project categories including new projects not identified last year, new projects with recently submitted/upcoming grant applications, recently submitted/upcoming grant application (previously identified in the TIP), secured grant funding (identified in last year's TIP), and recently secured grants. Discussion followed regarding commendation to staff for securing grants and a suggestion to add a slide for the public hearing with the location of projects with secured grants and projects that grants have been submitted for. Action: Public hearing next week 5/10/22 PPW Committee Minutes, 10. Dedication of Bracket's Reserve Plat "Road A" as a Public Street Named 91st PI W Mr. English explained this is a proposed 11-lot subdivision with a future street name of 91s' Place West. A street dedication is required with the subdivision, 24' with 1' of curb and gutter, 22' of pavement and 5' sidewalks. Action: Consent agenda. 11. Interlocal Agreement with Community Transit Mr. English relayed Community Transit informed the City of the need to trim trees near bus stops that impact double-decker buses. Community Transit initially asked the City to do tree trimming at the City's cost, but have since offered an interlocal agreement to pay the actual cost of tree trimming. The City will manage the effort including obtaining approval from property owners whose trees encroach into the right-of-way and the bus stop. Questions and discussion followed regarding relying on the tree trimming company to trim trees appropriately, concern 14' high trimming could change the shape of some trees, pros and cons of trimming trees, having the City Arborist evaluate the tree trimming scope of work, and trimming evergreen versus deciduous trees. Action: Consent agenda with the addition the City Arborist will evaluate the tree trimming scope of work. 12. Public Works CIP-CFP Review Councilmember Tibbott expressed interest in projects the concrete crew has done since their inception and an understanding of how their work is assigned. Action: Schedule on next PPW meeting agenda 13. Parks, Recreation, Cultural Arts & Human Services Dept Q1 Report Committee members were impressed with how much has been done in the past quarter and progress that has been made in parks and human services. Action: Written report for information only 3. ADJOURN The meeting was adjourned at 9:41 p.m.