Loading...
Cmd102522 spec mtg Edmonds City Council Approved Minutes October 25, 2022 Page 1 EDMONDS CITY COUNCIL SPECIAL MEETING MINUTES APPROVED MINUTES October 25, 2022 ELECTED OFFICIALS PRESENT Mike Nelson, Mayor Vivian Olson, Council President Will Chen, Councilmember Neil Tibbott, Councilmember Diane Buckshnis, Councilmember Susan Paine, Councilmember Dave Teitzel, Councilmember Jenna Nand, Councilmember STAFF PRESENT Angie Feser, Parks, Rec., & Human Serv. Dir. Rob English, City Engineer Bertrand Hauss, Transportation 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 6:30 p.m. by Mayor Nelson in the Council Chambers, 250 5th Avenue North, Edmonds, and virtually. 2. COUNCIL BUSINESS 1. 96TH AVE INFILTRATION PROJECT CONTRACT (CIVIC PARK MITIGATION Parks, Recreation & Human Services Director Angie Feser explained this is a mitigation project required for the completion of Civic Park and as a stormwater project, it is eligible for ARPA funds. In early September, council approved APRA funding of up to $450,000 for this project. The project went out to bid in September and the October 11 bid opening had 10 responsive bids. The lowest responsive bidder was Blue Mountain Construction Group at $359,844, approximately $30,000 lower than the engineer’s estimate. Background checks have been done on Blue Mountain and staff is asking for approval of that contract plus a management reserve and additional funds for construction management, inspection and testing. Although work will not begin until January, this request is being made now due to an 8-10 week lead time on materials. The bid process and documents have been reviewed and approved by the city attorney. Councilmember Buckshnis asked for a breakdown of the funding. Ms. Feser answered the contract with Blue Mountain Construction Group is $359,844. The request is for an additional $90,000 which includes approximately $9,000 for construction management, approximately $2,000 for testing, approximately $7,000 for inspections and a management reserve of $72,000. It is unlikely the management reserve will be spent, but it is estimated at 20% based on the fact it is a winter project which can result in additional delays. Any unexpended funds will go back into the ARPA bucket. Councilmember Teitzel asked if the entire amount, the $359,844 plus the management reserve, was funded by ARPA funds. Ms. Feser answered it is, up to $450,000 is covered by ARPA funds. Edmonds City Council Approved Minutes October 25, 2022 Page 2 Councilmember Teitzel referred to the statement in background/history in the agenda memo which states the drainage facility will include four distribution chambers and catch basins at each end for maintenance access as well as an overflow connection back to the existing 24” stormwater pipe. He asked if that stormwater pipe drains into Shell Creek, recognizing there are erosion and stormwater surge issues and he wondered if this will mitigate those issues. City Engineer Rob English said he believes it does drain to Shell Creek. Ms. Feser said this will help with those issues because the stormwater is placed into a pipe that intercepts the water and infiltrates it into the soil rather than going down the pipe and into the Shell Creek Valley. A MOTION WAS MADE BY COUNCIL PRESIDENT OLSON AND SECONDED, TO APPROVE THE CONTACT AWARD AND THE ADDITIONAL AMOUNT FOR CONSTRUCTION MANAGEMENT, TESTING AND INSPECTION AND MANAGEMENT RESERVE. Council President Olson thanked Ms. Feser for responding to her questions. As a result, she learned if the appropriation is not spent, it will come back to council and can be spent in a different way. Councilmember Buckshnis observed anything not spent will go back into the ARPA funds. Ms. Feser answered yes, as it is an allocation from ARPA funds. MOTION CARRIED UNANIMOUSLY. 2. PRESENTATION OF PROFESSIONAL SERVICES AGREEMENT FOR DESIGN/RIGHT OF WAY PHASES OF HIGHWAY 99 REVITALIZATION PROJECT- STAGE 3 Transportation Engineer Bertrand Hauss explained the presentations for stages 3 and 4 are very similar. He reviewed: • Highway 99 Revitalization Stages o Stage 1: Corridor study with conceptual plan sheets/planning level estimate from 244th to 210th o Stage 2: Raised median from 244th to 210th, Gateway signs on both ends, and HAWK signal (just north of 234th St SW) o Stage 3: from 244th to 238th o Stage 4: from 224th to 220th o Stage 5: from 216th to 212th o Stage 6: from 238th to 234th o Stage 7: from 234th to 228th o Stage 8: from 228th to 224th o Stage 9: from 220th to 216th • Photographs of, 1) prior condition, south of 238th looking southbound, and 2) partial construction of raised median replacing 2-way left turn lane • Project description o Segment along Highway 99 from 244th St SW to 238th St SW o Capacity improvements with additional NB left turn lane at Highway 99 @ 238th St SW o Lighting enhancement o Planter strip on both sides of the street o New sidewalk on both sides of the street o Better stormwater management o Targeted utility replacements (water/sewer) o Potential undergrounding of overhead utilities o Softscape treatments • Project benefits Edmonds City Council Approved Minutes October 25, 2022 Page 3 o Economic vitality/pedestrian safety/capacity improvements • Proposed section of Highway 99 Stage 3 • Scope of work (as part of professional services agreement) o Survey o Geotechnical report o Environmental documentation o Public outreach o Utility coordination o 30% 60% 90%, 95%, 100% and final PS&E (including design of water/sewer/stormwater and potential conversion of underground utility lines o Bid support o Start of services for right-of-way acquisition and temporary construction easements (21 parcels) • Funding sources/contract cost o Total Design phase funding ($3.8 million) ▪ State appropriations - Connecting Washington: $3.74 Million ▪ Local Utility funding$35,990 - Fund 421 $40,000 - Fund 423 $20,000 ▪ Total SCJ Design Contract $3.08 Million o ROW Phase ▪ State appropriation - Connecting Washington: $1,064,000 - Move Ahead Washington: $1,354,000 ▪ Total funds available for phase $2,418,000 ▪ Start of SCJ ROW contract $ 135,000 • Preliminary total project cost o Design $3.8 M o Right-of-way $2.4M o Construction $26.8M o Total project cost $33 M • Minor revisions to agreement 1. All – minor edits to the contract totals 2. All – added headers to all exhibits 3. All – added the contract # and page X of Y to all pages of the contracts 4. Exhibit A: Scope of work – onsite treatment and detention clarification 5. Exhibit A: Scope of work – project description clarification/scope reorganization 6. Exhibit B: SBE/DBE targets and first page of contract – corrected SBE/DBE targets and contract totals 7. Exhibit B: SBE/DBE targets – removed 2nd copy of Exhibit B 8. Exhibit D-1: Overall fee – fee reorganization to match the scope reorganization Edmonds City Council Approved Minutes October 25, 2022 Page 4 9. Exhibit D-1: Overall fee – minor adjustments to the level of estimate for SCJ 10. Exhibit D-1: renumbered all phase in Stage 4 (phases 51-78) so they do not match with Stage 3 (Phases 1-28) 11. Exhibit E-1: Fee for 1 Alliance - added summary • Staff recommendation o Add revised agreement to Consent Agenda for November 1, 2022 Council meeting. Councilmember Chen commented he was excited to see the progress being made on Highway 99. He asked why there was only one response to the RFQ when the City typically receives three bids for projects this size. City Engineer Rob English responded this is a professional consultant contract versus the contractor that is constructing the median on Highway 99. In accordance with the City’s purchasing policy, an RFQ was issued which is published in the Daily Journal of Commerce (DJC) and Everett Herald. One response was received from SCJ. In his opinion, consultants are busy and there is a great deal of work in this market. If a couple consultants respond to an RFQ, that is a lot. SCJ was the designer on Stage 2 so the consultant community may select other projects, knowing that SCJ might be submitting on this project as well. He summarized the current market conditions likely resulted in one submittal. Mr. English recognized Lisa Reed, the SCJ project manager who was attending remotely to answer any technical questions related to the scope of work. Councilmember Buckshnis agreed, there are problems with consultant supply and demand all over the world. She observed the City received $240 million from the state for Highway 99. She asked if that was part of Connect Washington and Move Ahead Washing or was the City leveraging funds dedicated by the transportation budget. Mr. English answered he was not familiar with the $240 million figure Councilmember Buckshnis referenced. The City received $22.5 million from the Move Ahead Washington transportation package this spring; so that, coupled with the $16.5 million previous secured under Connecting Washington, another state transportation funding program, provides close to $40 million. The City also secured several federal grants in Stage 4. The goal is to leverage the money, using state money to match federal funds in Stage 4. If there is a shortfall in the construction in Stage 3, the state funds would be used to match any potential grant such as through the Transportation Improvement Board or other federal programs in the Infrastructure Bill. He summarized staff will try to maximize or leverage the funds that have been secured to secure additional future grants. Councilmember Buckshnis acknowledged she may have her numbers wrong, it may be $24 million and not $240 million. Regarding potential undergrounding, Councilmember Teitzel relayed his understanding that undergrounding was not done very often anywhere in the City due to the cost. He was concerned about the potential cost on Highway 99 as well. Each segment of this project includes potential undergrounding so the consultant will consider that for each segment. He asked how much the cost of the contract could be reduced if potential undergrounding were deleted from the scope now. Mr. English answered there is an initial evaluation as part of the design contract to provide a better cost estimate for making a decision on undergrounding. Councilmember Teitzel said would prefer to prioritize investments in the general Highway 99 area such as sidewalks rather than undergrounding. He may request undergrounding be removed. COUNCIL PRESIDENT OLSON MOVED, SECONDED BY COUNCILMEMBER CHEN, TO SEND THE REVISED AGREEMENT WITH SCJ ALLIANCE FOR THE HIGHWAY 99 STAGE 3 DESIGN PROJECT TO NEXT WEEK’S CONSENT AGENDA, NOVEMBER 1. Councilmember Nand referred to construction that has already began on the median which has generated a lot of public comment from businesses owners and residents in the area and suggested having more public engagement and outreach before construction projects begin. For those living in the corridor, such as herself, the median is a major change. She asked staff to describe the safety enhancements provided by Edmonds City Council Approved Minutes October 25, 2022 Page 5 the raised median versus the restricted business access and why that is a good use of the funds. Mayor Nelson pointed out that question pertains to Stage 2, not Stage 3 or 4. Mr. Hauss answered Stage 2 was a safety improvement project. On average, there is an accident every 3 days on this 2.5 mile corridor including a lot of serious collisions over many years. This project was created to enhance safety on the corridor. With the existing 2-way left turn lane, there are too many conflict points with left and right turns as well as driveways. Creating the raised median restricts movements and creates safer movements. Cross streets and other access points on the corridor enable drivers to reach businesses so there is little inconvenience and access will be much safer. Councilmember Paine expressed support for retaining review of undergrounding overhead utilities in the consultant contract. In looking through the bipartisan infrastructure law, although there is no specific funding for undergrounding, perhaps dollars can be swapped/traded to get some big trees along the sidewalks or in the median to improve tree infrastructure to reduce heat effects. She looked forward to having bigger trees with the undergrounding of utilities. COUNCILMEMBER BUCKSHNIS MOVED, SECONDED BY COUNCILMEMBER TEITZEL, TO AMEND TO HAVE THE COUNCIL PROVIDED A DECISION PACKAGE OR POINT WHEN IT COMES TO THE UNDERGROUNDING ASPECT AS SOME COUNCILMEMBERS ARE IN FAVOR OF UNDERGROUNDING AND SOME ARE NOT. Mr. Hauss said there is a phase specifically for undergrounding which is about $200,000; adding public outreach and project management, he estimated the cost at $300,000 for Phase 3. It will be a lot more extensive in Phase 4. Councilmember Buckshnis agreed with Councilmember Teitzel. Although she believes in trees, there is a nicety to undergrounding and the cost factor also needs to be weighed. AMENDMENT CARRIED UNANIMOUSLY. As it was 7 p.m., Mr. Taraday recommended terminating the special meeting, starting the regular meeting, and if the council wished, the unfinished business from the special meeting could be added to the regular meeting agenda during approval of the agenda. MAIN MOTION AS AMENDED CARRIED UNANIMOUSLY. 3. PRESENTATION OF PROFESSIONAL SERVICES AGREEMENT FOR DESIGN/RIGHT OF WAY PHASES OF HIGHWAY 99 REVITALIZATION PROJECT - STAGE 4 This item was postponed to the regular October 25, 2022 meeting scheduled to follow this meeting. 3. ADJOURN With no further business, the Council meeting was adjourned at 7:01 p.m.