PPW080922PARKS & PUBLIC WORKS COMMITTEE MEETING
August 9, 2022
Committee Members Present
Staff Present
Councilmember Neil Tibbott (Chair) Rob English, Acting Public Works Director
Council President Vivian Olson (ex-officio) Angie Feser, Parks, Rec., Cultural Arts & Human
Serv. Dir.
Guests Thom Sullivan, Facilities Manager
Andrew Williamson, McKinstry Jeanie McConnell, Engineering Program Manager
Heramb Amonkar, McKinstry Bertrand Hauss, Transportation Engineer
Scott Passey, City Clerk
Jeff Taraday, City Attorney
CALL TO ORDER
The Edmonds City Council virtual online PPW Committee meeting was called to order at 7:30 p.m. by
Councilmember Tibbott. He commented on conducting the PPW committee meeting without his good
friend Councilmember K. Johnson who he served with on the committee for several years.
2. COMMITTEE BUSINESS
Civic Center Playfield Park Update - August 2022
Ms. Feser reviewed:
• Construction update
o Started: August 2021
o Estimate completion: April 2023
o Construction completion: 57% (as of 6/30/22)
o Construction expenditures: 59% (as of 6/30/22)
• Aerial photos of the site pre -construction and in December 2021, February, April 20, June 8,
July 6, August 8,
• Perspectives of skatepark features and tennis and basketball courts
• Stormwater Mitigation - 96t" Ave ROW
o Due to groundwater limiting stormwater detention at Civic Park,
stormwater through infiltration within the same Shell Creek watershed
o Council authorization for contract award later this year
o Required to be finished before open Civic Park
• Funding sources
Budgeted revenue sources
Grants
$3,470,000
RCO
$1,350,000
Snohomish County *
$450,000
Hazel Miller
$1,500,000
Verdant
$170,000
General Fund
$1,784,786
Bonds
$5,334,000
Donations
$400,000
REET 2 Fund 125
$1,307,488
REET 1 Fund 126
$108,389
Park Impact Fees
$1,352,620
Total
$13,757,283
Snohomish County*
($150,000)
project will detain
08/09/22 PPW Committee Minutes, Page 2
Total 1 1 $13,607,282
o Snohomish County originally committed to $450,000 ($150,000/year for 3 years starting in
2019). That program was paused in 2020 due to COVID. The country provided $150,000 in
2021, but has not provided the 2020 funding, creating a $150,000 shortfall in that funding
source.
• Project Expenses through 6/30/22
Projected Expenditures
Construction (6130122)
Construction Contract
Sales Tax (10.4%)
Owner Furnished Amenities
Management Reserve (12%)
Construction Support
W alker Macy Construction Support
KBA Construction Support
City Engineering Staff Time + Testing
Expenditures % to Anticipated Anticipated
Estimate to date date Expenditures %
$ 11.933,162 $ 7,026,883 59% $ 11,785,287 99%
$ 1,476,463 $ 819,660 56% S 1,543,210 105%
Construction Preparation
$ 108,926
$ 52,225
43%
S
104,477
96%
Permits
City Engineering Staff (Design & Permit)
Stormwater Mitigation (96th Ave ROW)
$ 200,600
$ -
0%
$
431,620
215%
1%Art Donation
$ 61,002
S 61,002
100%
S
61,002
100%
Total Project
$ 13.757,283
$ 7,959.770
58%
S
13,925,596
101 %
$
(168,313)
• Funding shortfall
Snohomish County allocation
$150,000
Additional expenditures
$168,313
Total estimated shortfall
$318,313
• Options
o Use REET, bond or General Fund
o Change funding to ARPA of stormwater mitigation project on 96th $431,620
■ Stormwater project eligible for ARPA funding
■ Decision needs to be made soon as it affects bid documents
Ms. Feser recognized the efforts of Project Manager Henry Schroder who has been tracking this project,
finding ways to save money, etc. Questions and discussion followed regarding materials for the
promenade, multigenerational use of skate parks, support for using ARPA funds for stormwater
mitigation, whether labor savings could be used to fund part of the stormwater project, using general
fund dollars for a capital project, plant selection, construction highlights, and scheduling an update to
full council in the future. Committee requested staff research the promenade material.
Committee recommendation: Presentation to full council at a future meeting.
2. Presentation of Distribution Easement to PUD No 1 of Snohomish County at 310
6th Ave N
Mr. English explained related to the Civic Park project, 2 existing PUD's poles on 7t" Avenue are located
within the sidewalk creating a non -compliant ADA condition and PUD has been asked to relocate the
poles. When the poles are moved, the guy wires will extend onto City property which requires two 5'x10'
easements to PUD for the wires. The easement will allow the poles to be located behind the sidewalk
and out of the travel path of the existing sidewalk.
Discussion followed regarding support for the easement, considering this in other areas to widen
sidewalks, and review of the easement by the city attorney.
08/09/22 PPW Committee Minutes, Page 3
Committee recommendation: Consent Agenda.
3. Job Order Contracting - Approvals, Updates, and Status
Mr. Sullivan explained JOC is a new process; the first Job order initiation forms have been sent out.
Development of the program did not define how previously budgeted items will be reported to council
when a job order is issued. He proposed the council consider allowing the notice to proceed for JOC
projects that are in the annual budget to go straight to the consent agenda since they were already
approved in the budget instead of waiting for a committee meeting.
Questions and discussion followed regarding anticipation JOC will become a preferred method, ability
for council to pull a JOC project off the consent agenda, concern with JOC projects bogging down the
committee, intent of JOC is expediency, number of anticipated JOC projects, cap on the number of JOC
projects, desired level of scrutiny, JOC projects grouped together in decision packages, unanticipated
projects that will require a longer review process, ensuring the packet includes adequate information,
and creating a template for placing JOC projects on the consent agenda.
Committee recommendation: Develop and present plan to committee next month and then to full
council.
4. Clean Building Act Investment Grade Audit - Frances Anderson Center (FAC)
Mr. Sullivan explained this is a proposal to finance an investment grade audit of the FAC, a project that
meets the eligibility for bond funding. This proposal was also shared with the finance committee tonight.
The equipment to be replaced is on the deferred maintenance list from the FAC that was conducted
previously. The state Clean Building Act, passed in 2019, requires buildings over 50,000 square feet to
meet a new energy standard index that includes divestment from fossil fuels. Previous energy projects
at the FAC include LED lighting retrofit, roof insulation, new roof, and double -pane windows. The FAC
has two 30-year old gas boilers that are prime candidates for replacement with an all -electric HVAC
system.
Andrew Williamson, McKinstry, described the Clean Building Act which requires compliance as well as
documenting the compliance or face potential penalties. The HVAC systems are grandfathered into
older codes but at the end of their life, they will need to comply with current codes. He described the
proposed audit which would assist with documenting compliance with the Clean Building Act as well as
design options for the building to guarantee performance and outcomes of new systems. The finance
committee was supportive of the audit.
Questions and discussion followed regarding the audit evaluating the potential for replacing the boilers,
and their effectiveness on energy efficiency as well as compliance with the state program; the audit
looking at additional improvements; life expectancy of the boilers; improvements that will address
heating, cooling and ventilation; programs that operate in south facing rooms (Montessori school,
preschool and human services) that get very warm without AC, portable ventilation used during COVID,
and the cost of the audit.
Committee recommendation: Consent Agenda
5. Public Safety Solar Plant - Project Update
Mr. Sullivan explained the proposed audit and this project will go through the ESCO process; McKinstry
is the state ESCO contractor that facilities uses; Ameresco is the ESCO contractor used by the WWTP
in past. This agenda item is an update on the solar plant proposed in the 2022 budget due to significant
changes including cost escalation, materials sourcing, etc.
08/09/22 PPW Committee Minutes, Page 4
Mr. Williamson explained McKinstry assisted the City in securing a $120,000 grant for the solar project.
In addition to costs escalations in the construction market in the past year, there are also changes to
the scope of work and significant cost increases due to the public safety building's emergency power
connection that requires installation of telemetry and control interface to interrupt solar power when the
building goes into emergency mode. McKinstry is working to keep costs down, but the cost is
significantly higher than originally proposed. The original cost estimate was $470,000, the grant was
$120,000, leaving a $350,000 City contribution. The updated cost is $600,000-$650,000, which
increases the City's contribution to $480,000-$530,000.
Questions and discussion followed regarding the cost differential, whether the emergency generator
could be removed, battery backup, investigating whether there was a better building to mount the solar
plant on, return on investment particularly with the additional investment, visibility of solar panels on
public safety building, and potentially partnering with the Boys & Girls Club on solar panels on their new
building
Committee recommendation: Return to committee with updated numbers.
6. Public Safety Solar Plant - Interconnection Application and Net Metering
Agreement
Mr. Sullivan explained PUD requires an interconnected meter with solar or other alternative energy
generation. This is a standard agreement for solar generation, but it is new to the City as the other solar
generation plant was privately developed so the City did not sign the interconnection agreement. The
agreement states the City will pay for power consumption it does not generate and allows for a meter
that work both directions.
Committee recommendation: Bring back to committee if move forward with solar plant.
7. Presentation of 10-ft Dedication for 88th Ave W Right -Of -Way Adjacent to 19508
88th Ave W
Mr. English explained this is related to a proposed 3-lot subdivision located at 19508 88t" Ave W. The
street map requires a 60-foot right-of-way along 88t"; the existing right-of-way is 50 feet and dedication
of 10 feet will bring it to 60 feet.
Discussion followed regarding similarity to other right-of-way dedications.
Committee recommendation: Consent Agenda.
8. Presentation of Pedestrian Access Easement Adjacent to 23352 Edmonds Way
Mr. English explained Ellis Station, a townhouse unit lot subdivision, is located within Snohomish County
but the frontage on SR-104 is within the City of Edmonds right-of-way. The frontage improvements
require the existing asphalt sidewalk be replaced with a 5-foot wide planter strip and a 6-wide sidewalk
which requires 2.5 feet of additional easement from the development to provide the necessary right-of-
way easement.
Questions and discussion followed regarding this requirement in coordination with Snohomish County,
opportunity for the City to provide input on frontage improvements, right-of-way construction permit for
project, whether the 5-foot planter and 6-foot sidewalk is similar to Compass development, standards
as a result of the SR-104 study, and including wording in the packet that the developer reviewed this
with the county and is aware of the standards.
Committee recommendation: Consent Agenda
08/09/22 PPW Committee Minutes, Page 5
9. Apollo Apartments - Release of Sewer Easement and Grant of Public Pedestrian
Easement
Mr. English explained this is a proposed 225 unit apartment complex on the southeast corner of 23611
& Highway 99. City code requires a 5-foot planter strip and sidewalk that varies from 7.5-10 feet which
requires a public pedestrian easement of 2,600 square feet to be dedicated with the project. The
pedestrian easement document is in the packet.
With the proposed development, the existing 5-foot wide public sewer -storm easement on the east side
of the proposed project is no longer needed as the public sewer main will change to a privately owned
sewer main in a different location that will connect to the City system in 236th. In accordance with RCW
35.94.040, the process for releasing surplus lands or property originally required for public utility
purposes, the city council establishes the processes for surplusing land acquired for public utility
proposes. The release of the sewer easement requires a public hearing and resolution. Part of
establishing the market value price is an appraisal done by the developer; the appraisal for the sewer
easement was $86,250. In evaluating the benefits of the project to the community (the City no longer
maintaining the sewer main, property frontage improvements, pedestrian easement dedication, 225
new apartment units (10% low income and 10% moderate income) against the value of project, staff
recommends not seeking compensation for the easement.
Questions and discussion followed regarding the sidewalk being part of code changes related to the
Highway 99 plan, whether the RCW allows the City to release an easement without compensation, cost
to install the sidewalk, difference between the vacation of public space and release of a sewer
easement, sidewalks that would have been constructed regardless, distinction between property owner
building frontage improvements in existing right-of-way and giving the City some of their property for
public use in perpetuity, whether this should be separated into two separate agenda memos, and the
appraisal.
Committee recommendation: Public hearing on 9/27/22.
10. Presentation of Supplemental Agreement with KPG Psomas for 76th Ave and
220th St. Intersection Improvements Protect
Mr. English presented:
• Project description
o June 27, 2022- City council approved Option #2:
■ Additional left turn lane for EB and WB movements
■ Removal EB general purpose lane
■ Bike lane addition/extension for NB, SB, and EB
■ Water/storm upgrades with potential conversion of overhead lines to underground
■ New sidewalk with planter strip additions at select locations
• Work completed by KPG
o Survey base map
o Preliminary design analysis (establishment of environmental/stormwater requirement)
o Street lighting evaluation
o Undergrounding utility requirements
• Remaining work —final design and right-of-way
o Finalize survey
o Finalize geotechnical report
o Environmental documentation
o Public outreach
o Utility coordination
o Final plans, specifications and estimate
o Right-of-way acquisition services (14 parcels)
o Bid support
08/09/22 PPW Committee Minutes, Page 6
Next steps
o Finalize fee proposal to complete final design and right-of-way phases
■ Anticipate supplemental agreement approx. $1.2M (KPG supplement $1.050M + staff
costs)
o Pending approval of scope change by PSRC (PSRC meeting scheduled for August 151n)
o Upon approval by PSRC, supplemental agreement to be forwarded to city council for
approval
Questions and discussion followed regarding who prepared the exhibit, this agreement bringing design
to 100%, PSRC administering federal funding, and the scope of work going back to PSRC.
Committee recommendation: 8/23/20 Consent Agenda pending PSRC approval
11. Presentation of Supplemental Agreement with CM Design Group for the 76th Ave
Overlay Project
Mr. English explained CM Design Group designed the project and council awarded the project to Granite
Construction in July. The zero cost supplemental agreement converts approximately $15,000 left in the
budget to construction support services as well as extends the completion date to July 30, 2023.
Discussion followed regarding this agreement being only time and materials.
Committee recommendation: Consent Agenda.
12. Presentation of Right of Entry and Maintenance Agreement between City of
Edmonds and Lynnwood (as part of the Highway 99 Gateway Revitalization Project
- Stage 2
Mr. English explained the Highway 99 improvements include replacing the center turn lane with raised
landscape medians. In some stretches of Highway 99, ownership of the roadway is shared with
neighboring cities and Snohomish County. This is a right of entry and maintenance agreement between
Edmonds and Lynnwood for portions of the improvements where half the centerline is in Edmond and
half is in Lynnwood. Via the agreement, Lynnwood grants Edmonds access to maintain the
improvements and landscaping in the medians and avoids the City obtaining a right-of-way permit to
maintain it.
Committee recommendation: Consent Agenda.
13. Presentation of Right of Entry and Maintenance Agreement between City of
Edmonds and Snohomish County (as part of the Highway 99 Gateway
Revitalization project - Stage 2)
Mr. English advised this agreement is for the same purpose as the agreement in Agenda Item 12, but
between the City and Snohomish County.
Committee recommendation: Consent Agenda.
3. ADJOURN
The meeting was adjourned at 9:42 p.m