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2024-05-14 Council PPW MinutesPARKS & PUBLIC WORKS COMMITTEE MEETING May 14, 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) Thom Sullivan, Facilities Manager Councilmember Jenna Nand Mike De Lilla, Senior Utilities Engineer Bertrand Hauss, Transportation Engineer Jeanie McConnell, Engineering Program Manager Brian Tuley, Information Services 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 — 51" Avenue North, Edmonds, at 1:31 pm by Councilmember Paine. 2. COMMITTEE BUSINESS 1. Amendment to the Fiber Consortium Interlocal Agreement Mr. Tuley explained this agreement has been in place almost 20 years. The City of Edmonds owns six fiber lines that run along Highway 99 into Seattle. This agreement allows the City of Seattle to maintain the fiber runs and distributes the cost across member agencies. The City of Edmonds received a request to update the ILA to add member organizations to the consortium. The City of Seattle proactively reroutes fiber due to construction and repairs fiber when necessary. The cost for the past 5 years has been approximately $1900/year, which is expected to decrease with the addition of more partners. Questions and discussion followed regarding difficulty reading the fee schedule due to poor quality of PDF, the $1900/year cost, location of the City's fiber in underground conduit, and the hub maintained at the Westin Hotel. Committee recommendation: Consent Agenda 2. Presentation to Award Construction Contract to Granite Construction Company for 2024 Overlay Program Mr. English reported bids were opened on April 25; 4 bids were received: JB Asphalt, Granite Construction, Lakeside Construction and Icon. JB Asphalt submitted the apparent low bid of approximately $1.46 million, but issues with their bid documentation rendered their bid non -responsive. Granite Construction submitted the low responsive bid in the amount of approximately $1.51 million. The engineer's estimate was approximately $1.64 million. The contract amount is $1.51 million, construction management and testing at 15% (approximately $226,000) and 10% management reserve for changes and unforeseen conditions. The overall construction budget is $1.88 million. Funding is provided by REET 125 and 126, Water Utility Fund ($289,000), Storm ($119,000) and Sewer ($25,000). An additional $50,000 is needed from each REET fund which will be approved via an upcoming budget amendment. Mr. Antillon pointed out although the budget for the preservation program is $1.8 million, the projected annual amount to maintain roads conditions is $2.8 million. 05/14/24 PPW Committee Minutes, Page 2 Questions and discussion followed regarding the City's experience with Granite Construction, appreciation for funding the annual overlay program, last year's increase in Transportation Benefit District (TBD) fee and ability to increase the fee again in two years, use of TBD funds, process for approving the additional funds via a budget amendment, and a suggestion to reference the budget amendment in the agenda memo. Committee recommendation: Consent Agenda 3. Presentation to Award Construction Contract for the 2024 Utility Replacement Project Mr. English reported this is part of the annual replacement program for utilities. The work was combined into one project this year. Bids were opened April 23, 2024; Shoreline Construction submitted the low responsive bid of $4,873,000, significantly lower than the engineer's estimate. The other bids were $6 million and $6.1 million. The project includes water main replacement and CIPP replacement for sewer and storm systems. A map of the locations is included in the agenda packet. The contract award amount is $4.873 million, 15% construction management, and 15% management reserve for a total of approximately $6.3 million. Funding is provided by the Water Fund ($2.8M), Storm ($1.1 M) and Sewer ($2.4M). Questions and discussion followed regarding the City's positive experience with Shoreline Construction in the past, and reasons Shoreline Construction's bid was lower. Committee recommendation: Consent Agenda. 4. Presentation of PSA with Consultant, Rock Project Management Services LLC (ROCK), for Capital Projects Construction Management, Engineering & Inspection Services Mr. English explained the City issued an RFQ in January 2024 for construction management, engineering and inspection services. Four engineering firms responded, ROCK was selected based on their qualifications and experience. This contract will support the contract in the previous agenda item, the utility replacement project. With such a large project, there is the potential the contractors may use two construction crews and the City does not have the inhouse capacity to handle the inspection and contract administration. The contract is a 1.5 FTE effort which will primarily support the City's field inspection. The total contract amount is $454,000 which includes a management reserve. This is the first time the City has worked with ROCK; there was a lot of positive feedback from staff related to their presentation. Questions and discussion followed regarding ROCK's rates, process for selecting architectural and engineering services based on qualifications and experience versus construction contracts for which the City is required to select the lowest bid, Headlight inspection software license, reasons for using a consultant instead of hiring additional inhouse inspectors, how ROCK was selected, 2-year contracts with a biennial budget, and funding for this contract and staff time by the 15% in the previous contract. Committee recommendation: Consent Agenda 5. Presentation of Supplemental PSA with Herrera for the Storm and Surface Water Comprehensive Plan Mr. English advised the scope of work and agreement in the packet related to phase 2 covers, 1) gaps analysis and needs assessment on the stormwater utility system which looks at operations and maintenance, asset management, reviewing private stormwater development and preparing a 05/14/24 PPW Committee Minutes, Page 3 compliance schedule for the next permit phase 2024-2029, 2) developing policies using the nine goals presented in the presentation to council in January, 3) community engagement once the draft plan is developed, 4) developing and prioritizing a capital improvement project list, 5) financial analysis looking at existing rates, and 6) preparing the storm and surface water comprehensive plan. An added task will be to develop a storm and surface water guide which will be available on the City's website to help educate citizens and business owners about what the stormwater utility system provides and answer FAQ. The contract amount of $312,000 includes a $20,000 contingency and is funded by the Stormwater Utility. Questions and discussion followed regarding support for developing a storm and surface water guide, providing committee members a link to Bellevue's storm and surface water guide, having a long term capital plan and funding strategy, staff effort required to apply for grants, converting to electronic metering (water), inspections of pipes and detention systems, new NPDES permit potentially increasing inspection requirements, stormwater management action plan, outreach at the summer market, and possibly having a table at next week's comprehensive plan event. Committee recommendation: Consent Agenda, include information regarding public engagement under Request for Filing, and presentation to council later this year 6. Presentation of Highway 99 Stages 3 & 4 Overhead Utility Line Conversion Mr. Hauss reviewed: • Introduction o Project limits ' � ]tOb St 4yY S f?10P L' STAGE 4 k Y �n 51 SW R pCCW l 1 Y STAGE T i1/ ]4Mi 51 �}d :uu. sf m CRY OF EDMONDS HIGHWAY 99 GATEWAY-REWTAIIZATION — STAGES 1.9 ■ Stage 3: 244t" to -400' north 238t" ■ Stage 4: 224t" to -1,000 ` forth of 220th o Scope of work ■ Sidewalks ■ Separated bike lanes ■ Landscape buffers ■ Stormwater treatment ■ Street/pedestrian light poles ■ Capacity improvements at signalized intersections (238t" and 220t") 05/14/24 PPW Committee Minutes, Page 4 ■ SR-104 Interchange Active Transportation Safety Improvements ■ Art opportunities ■ Distinct districts ■ Possible conversion overhead lines to underground utilities - Comcast, PUD, Ziply and Wave • Stage 3 Existing Conditions o Photographs of existing conditions @: ■ Highway 99 @ 2441h St SW ■ 244th St. SW to 240th SW, north of SR-104 ■ Highway 99 @ 24Oth St SW ■ 24O1h St SW to 238th St SW ■ Highway 99 @ 2381h St SW intersection • Stage 3 Scope of Work o Length of utility underground conversion along Highway 99 ■ -850' on west side of Highway 99 ■ -350' on east side of Highway 99 o Eliminate four existing aerial utility wire crossings on Highway 99 (high voltage aerial utility crossing on north side of 244th St. cannot be underground) o No overhead utility lines from 2441h St SW to 150' north of 240th St SW (on both sides of corridor) o Improves safety by removing existing utility poles from clear zone on Highway 99 • Stage 4 Existing Conditions o Photographs of existing conditions @ ■ Highway 99 @ 224th St W ■ 2241h St SW and 22O1h St SW ■ Highway 99 @ 22O1h St SW ■ North of 220th St SW • Stage 4 Scope of Work o Length of utility underground conversion along Highway 99 ■-2,400' on west side of Highway 99 ■-1,450' on east side of Highway 99 o Eliminate five existing aerial utility wire crossings on Highway 99 (high voltage aerial crossing at 22Oth St cannot be underground) o Improves safety by removing existing utility poles from clear zone on Highway 99 • Photograph of Joint Utility Trench - 76th/212th project • Photograph of Vault construction - 76th/212th project • Sample plan sheet - project currently at 30% design Utility Underground Conversion F'reliminary Cost Esti TOTAL COST $6,756,000 • Comcast $708,000 • Wave $225,000 • City $5,823,000 o includes credit from PUD cost for aerial relocation cost TOTAL COST $10,024,000 • Comcast $1,031,000 • Wave $694,000 • City $8,299,000 o includes credit from PUD cost for aerial relocation cost • Stage 3 Funding hates 05/14/24 PPW Committee Minutes, Page 5 Milestones and Schedule Milestones and Schedule I Preliminary Design Final Design Environmental WE ARE WERE Right of Way Construction Public Involvement Preliminary Design Find Design Environmental Right of Way 4 Construction Public Involvement Mr. English explained WSDOT initially advised Move Ahead Washington and Connecting Washington funds could be used for ungrounding costs; a week later WSDOT informed the City that further investigation was needed. Staff had hoped to advise as part of the presentation that the state would pay for undergrounding and to recommend incorporating it in stage 3; a presentation to council will be delayed until a definitive answer is provided by WSDOT. Questions and discussion followed regarding relocating poles to accommodate bike lanes and widening, requirement for providers to move their poles and aerial lines out of the project limits, who funds utility undergrounding conversion, pros and cons of having lines undergrounded, opportunity that removal of aerial wires provides for planting trees, other cities that have undergrounded utilities, negotiation of franchise agreements, transformer repairs due to windstorms, and public safety benefits of undergrounding. Committee recommendation: Presentation to Council once have answer about use of state funds for utility undergrounding 10. Public Pedestrian Easement along 76th Ave W adjacent to 22224 76th Ave W 05/14/24 PPW Committee Minutes, Page 6 Discussion included constraints due to the proximity of an existing driveway. Committee recommendation: Consent Agenda 8. Job Order Contracting - Proposal and Agreement Extension Mr. Sullivan reported the City has been utilizing the JOC program since 2021 and are ready to exercise a one-year year extension with the three prime contractors. After consulting with the city attorney, the professional services agreement with Gordian, the JOC administrator, is still valid as it is a not to exceed amount and not a time limit. He proposed extending the JOC contract with Saybr Contractors, Centennial Contractors Enterprises Inc., and Forma Construction for one year with the agreed upon terms already in place. The contract extension is from May 24, 2024 to May, 23, 2025 at which time the City will consider whether to put the prime contractors out to bid or continue with the same JOC contractors. The City has had good experience with the contractors and they have been very responsive. He recommend approval of the one-year extension for the three contractors and for Gordian to continue as the JOC administrator. Committee recommendation: Consent Agenda 7. Job Order Contracting - Program Report Committee recommendation: Schedule at future committee meeting 9. 2023 Transportation Benefit District Report Mr. Antillon reported the projected revenue is similar to the past 10 years;, revenue in 2022 was $693,000 and $685,000 in 2023. The City began receiving revenue from the increase in the TBD licensing fee in March 2024; revenue in March 2023 was $50,000 compared to $73,000 in March 2024; April 2023 revenue was $60,000 compared to $96,000 in April 2024. He anticipated the TBD will generate approximately $1 M in 2024 versus $685,000 in 2023. The TBD report for 2023 is included in the packet. Committee recommendation: Received for Filing 11. Main St Overlay Project Mr. Antillon referred to a Seattle Times article regarding accidents and designing for pedestrians and bicycles. Committee recommendation: Schedule at future committee meeting Committee members identified the following future agenda items: • Update on WWTP • ADA Transition Plan 3. ADJOURNMENT The meeting was adjourned at 3:26 pm.