2024-01-09 Council PPW MinutesPARKS & PUBLIC WORKS COMMITTEE MEETING
January 9, 2024
Elected Officials Present Staff Present
Councilmember Susan Paine (Chair) Oscar Antillon, Public Works Director
Councilmember Michelle Dotsch Rob English, City Engineer
Council President Olson (ex-officio) Angie Feser, Parks, Rec. & Human Serv. Dir.
Mayor Mike Rosen Shannon Burley, Deputy Parks, Rec. & Human Serv. Dir.
Thom Sullivan, Facilities Manager
Scott Passey, City Clerk
CALL TO ORDER
The Edmonds City Council PPW Committee meeting was called to order virtually and in the City Council
Conference Room, 121 — 5th Avenue North, Edmonds, at 7:30 p.m. by Councilmember Paine.
2. COMMITTEE BUSINESS
1. Frances Anderson Center Building Use Agreements
Ms. Feser provided an introduction. Ms. Burley advised four of the six building use agreements are up
for renewal; the remaining 2 agreements expire at the end of 2024 and the end of 2025. Building use
agreements (leases) at the FAC range from 3 to 5 years. She reviewed the four agreements:
• Edmonds Arts Festival Foundation - leases storage and space for the rotating art gallery near
the front entrance
• Edmonds Montessori - provides early childhood education
• Sculptor's Workshop - leases space for pottery activities
• Sno-King Youth Club - leases office space and storage
Arts Festival and Sno-King are exempt for leasehold tax which accounts for the differences on the FAC
Lease Payment Matrix. Terms for each FAC building use agreement includes an annual increase based
on Seattle -Tacoma -Bellevue CPI which is not the case for many other spaces the City leases to
nonprofits. It was discovered during COVID that council approval of the building use agreements was
required. The agreements have been reviewed and approved by legal.
Questions and discussion followed regarding rates charged for space in the building, the reason
Olympic Ballet's rent is slightly lower, why the rate for storage rooms and public facing rooms are the
same, weather related challenges for spaces on Dayton, whether Edmonds Montessori and Main Street
Kids use the outdoor playground and/or field, fee for water, percentage of the building used by the City,
benefits of community partners offering programs, and whether Edmonds Montessori and Main Street
Kids are nonprofit.
Committee recommendation: Consent Agenda
2. Presentation of Professional Services Agreement for Design Services for Phase
15 Waterline Replacement Protect
Mr. Antillon invited Councilmember Dotsch to tour public works.
Mr. English advised this is the design contract for the next two years of water main replacement. An
RFQ was issued in fall 2023; five engineering firms responded and the selection committee selected
01/09/24 PPW Committee Minutes, Page 2
Kimley Horn. The design effort in 2024 and 2025 (for construction in 2025 and 2026) includes
replacement of a total 10,300 linear feet of existing watermains. The contract includes geotechnical
work, surveying and management reserve for potholing, potential soil contamination, and unforeseen
conditions. The pipes being replaced were installed in 1920-1950. The total contract amount is
$533,100 which includes a management reserve of $57,000 ($17,000 for potholing, $11,000 for
potentially contaminated soils, and $20,000 for design contingency). The fee will be paid by water utility
fund. This contract will design all the 2025 work and preliminary design on the 2026 work. The contract
will likely be amended late fall/early 2025 to complete the design for 2026. The agenda packet includes
a map of the locations where watermains will be replaced.
Questions and discussion followed regarding whether the City has used Kimley Horn in the past, the
number of respondents to the RFQ, whether the $533,000 cost is typical, pipe replacement on Sunset
where the water table is high, location and depth of existing utilities, whether replacing the sidewalk on
Dayton could be part of the pipe replacement, funding for a sidewalk versus the watermain replacement,
and whether power is undergrounded in that location.
Committee recommendation: Consent Agenda
3. Public Safety Building Solar Project Professional Services Agreement and Power
of Attorney
Mr. Sullivan advised one of the funding sources has been access to the federal Inflation Reduction Act
(IRA) which is available to energy projects January 3, 2024. Staff has been working with McKinstry as
the ESCO consultant and the State Department of Enterprise Services to apply for and secure this
funding. Now that the project is at substantial completion, the funding strategy is to access $175,000
and staff is requesting authorization to hire a consultant to assist with the federal IRA registration
process which neither the City nor DES have done before. The project qualifies for a tax credit, but
because the energy project is tax exempt, the City will file for direct pay. The consultant fee to help the
City access this $175,000 is $15,000.
Questions and discussion followed regarding seeking reimbursement via the IRA which is comparable
to a grant versus a tax credit, opportunity for funding to exceed $175,000, the consultant's experience
with IRA grants, whether the funds will go into the General Fund, paying the consultant from the IRA
funds, and requirement for the mayor to sign a power of attorney.
Committee recommendation: Consent Agenda (Authorization to sign the POA and contract)
4. Presentation of Supplemental LAG Agreement with KPG Psomas, Inc. for the Main
St Overlay Project
Mr. English explained the City received a $750,000 federal grant in 2020 for design and construction of
an overlay on Main Street between 6th and 8` Avenues. Those funds could not be obligated until early
2023. The council approved a design contract in May 2023. During preliminary design, detention was
triggered by pedestrian bulb outs on 8` and widening the pedestrian bulb outs at 7th. This supplement
will add stormwater detention for approximately 4,500 square feet. The approximately $20,000 fee will
be paid by stormwater funds and will be included in an upcoming budget amendment. Construction will
occur this summer.
Questions and discussion followed regarding whether the bulb out on 7th would prevent right turns, and
detention requirements in the City's stormwater code.
Committee recommendation: Consent Agenda
01/09/24 PPW Committee Minutes, Page 3
5. City of Edmonds Facility Condition Assessment Update by McKinstry
Mr. Sullivan advised he was submitting this information for council consideration in anticipation of
questions from council and in preparation for a future presentation. At the time of the presentation, staff
will provide the previous assessment, the 5-year update, and a pathway forward for facilities.
Questions and discussion followed regarding council submitting questions to staff prior to a
presentation, changes since the last update such as replacement of the Boys & Girls Club building,
utilization of buildings, assessing ADA upgrades, whether a building study would be done as part of the
comprehensive plan, preparing a comprehensive ADA plan and comprehensive long term plan for
facilities, cost of upgrades to historic buildings versus cost of demo and constructing a new building,
annual investment to avoid increasing the list of deferred maintenance, average age of the City's
building inventory, increased unanticipated maintenance as buildings continue to age, right sizing
maintenance staffing, funds council allocated for building maintenance, using job order contracting
(JOC) for smaller maintenance projects, and a suggestion for a presentation to the PPW committee
regarding pros and cons of JOC.
Committee recommendation: Information.
6. Fire Station 16 Fire Alarm Panel and System Replacement
Mr. Sullivan advised Fire Station 16, built in 2003, has a functioning but failing file alarm system. The
fire alarm is required by code to communicate to a third party monitoring agency to notify SNOCOM of
a fire system activation. The phone line provider in that neighborhood is no longer supporting their
copper lines which the fire alarm system uses. The vendor tried to update system with radio or cellular
communication, but the system is not compatible with that technology. Without the service provided for
the copper phone lines, replacement of the system is required to be compliant. The alarm is currently
in a non -communication status; the fire alarm sounds locally does not communicate to the monitoring
agency. There is signage in the building requesting occupants call 911 if the fire alarm sounds. This
qualifies as a project for the maintenance bond and can be absorbed with estimated savings in 2024
bond funded projects so there is no General Fund ask.
Questions and discussion followed regarding whether copper phone lines were common in Edmonds,
other buildings with copper lines or that are utilizing radio or cellular communicators, issues with fiber
in Edmonds, and assessing all facilities for radio or cellular communicators.
Committee recommendation: Consent Agenda
3. ADJOURNMENT
The meeting was adjourned at 8:43 p.m.
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SCOTT PASSEY; CLERK