2024-10-15 Council PPW MinutesPARKS & PUBLIC WORKS COMMITTEE MEETING
October 15, 2024
Elected Officials Present Staff Present
Councilmember Susan Paine (Chair) Phil Williams, Acting Public Works Director
Councilmember Michelle Dotsch Rob English, City Engineer
Council President Olson (ex-officio) Jeanie McConnell, Engineering Program Mgr.
Thom Sullivan, Facilities Manager
Jeff Taraday, City Attorney
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 1:30 pm by Councilmember Paine.
2. COMMITTEE BUSINESS
1. Anthology Senior Living - Disposition of Sanitary Sewer Easement
Mr. English relayed the Anthology Senior Living facility, located at the southwest corner of 2121h & 72nd
will provide 127 units. Sewer service for the office building on the site (that was demolished) was
provided via an easement from 72nd. Sewer service to the new Anthology building is from 2121h so the
previous easement needs to be relinquished. The process for releasing the easement is outlined in
RCW 35.94.040 which allows the council, by resolution and pursuant to a public hearing, to release the
easement. He provided committee members a resolution today that will accomplish that action.
Mr. Taraday suggested thinking about the easement surplus process in two phases, in phase 1, the
current phase, the only question is whether the City has an ongoing need for the easement or it should
be surplused. If the council determines in phase 1 that the easement should be surplused, phase 2,
consideration of what's next, will occur after the public hearing.
Questions and discussion followed regarding the difference between vacating and surplusing the
easement, use of "surplus" in the RCW related to utility property (asset owned by the utility), and
determining the terms and conditions for the disposition of the easement in phase 2.
Committee recommendation: Resolution on Consent Agenda
2. Supplemental LAG Agreement with KPG Psomas for the Main St Overlay Project
Mr. English advised this WSDOT agreement is used when federal funding is involved in a project. KPG
was the engineer of record and the designer of the section from 61h to 81h. Now that the project has been
awarded, KPG will also provide services during the construction phase to support staff. Their services
are primary related to responding to RFIs from the contractor, selective submittal reviews, and as built
plans at the conclusion of the project. The amount of the supplement is $12,727, funded via project
funds from the Main Street project from 61h to 81h. Mr. English responded to a question regarding services
KPG will provide.
Committee recommendation: Consent Agenda
3. Amendment for On -Call Stormwater Review Services
10/15/24 PPW Committee Minutes, Page 2
Mr. English advised this is an amendment to Atwell, LLC's professional service agreement to provide
on -call stormwater review services on private development projects. They have been providing these
services to the City since 2023; the level of services they provide increased when the City's stormwater
engineer retired in February. The City has been recruiting for that position, but it is difficult to fill due to
the specialized experience and demand for professional engineers in the region. The average cost for
the last six months has been about $17,000/month so the budget authority under the current agreement
will be expended in November. The proposed amendment is $140,000 in additional budget which would
go through June/July 2025. Even if the position is filled, depending on the stormwater comprehensive
plan, there is potential to maintain these services to a lesser degree. The amount spent depends on
permit activity; costs are recovered through permitting fees.
Questions and discussion followed regarding percentage of the stormwater comprehensive plan that
has been completed, goal to complete the plan by late spring 2025, 100% cost recovery through the
permit fee, timeliness of Atwell's work, lower per -hour rate for an on -staff stormwater engineer, other
work an on -staff stormwater engineer would do, need for an agency project manager to assist the
consultant (Herrera) working on the stormwater comprehensive plan, and 5% increase in the
consultant's rates in 2025.
Committee recommendation: Consent Agenda
4. Fleet Building Emergency Roof Repair
Mr. Williams explained this item and several of the following items are intended as an update on
progress made using bond funds in the 016 Fund.
Mr. Sullivan explained the two metal buildings at Public Works where fleet is located were built in 1993.
The main building roof was repaired a couple years ago by applying a rust free coating. During a routine
inspection earlier this year, the roof of the other building (DP #63 in 016 bond funding) was found to be
in need of repair and then -Director Antillon instructed facilities to conduct an emergency repair and rust
prevention project on the roof. The cost was $53,719.50.
Questions and discussion followed regarding increased cost due to the emergency repair (original
estimate in the DP was $35,000), and ability to cover the additional cost via savings on other projects.
Committee recommendation: Consent Agenda
5. Public Works Operations Automated Gate
Mr. Sullivan explained this is replacement of the 30-foot wide manual rolling gate near the Public Works
gas pumps (DP #64 ). The current gate is in disrepair and has been the source of security concerns on
numerous occasions. The new gate will operate with an access control system.
Questions and discussion followed regarding occasions when the manual gate has not been secured,
whether there are cameras in the yard and on the gate, functionality of the new gate such as entry
auditing, cost of the automated gate compared to the original estimate ($30,000 increase), and
operational functionality of the manual gate.
Committee recommendation: Consent Agenda
6. Job Order Contracting - Frances Anderson Center Exterior Doors
10/15/24 PPW Committee Minutes, Page 3
Ms. Sullivan explained this is a JOC related to replacement of 9 public access doors. The existing doors
are 50-60 years old and are problematic from a security point of view and are functionality at the end of
life. The openings will be altered to fit stock doors where possible and the new doors will meet current
security resilience and safety standards. The $156,718 cost requires council approval to authorize the
mayor to sign the contract.
Questions and discussion followed regarding whether any of the modifications create historic
preservation issues, refurbishing of the gym door in place, number of doors to be replaced, and
discussing job order contracting when renewal of JOC contracts is presented to council.
Committee recommendation: Consent Agenda
7. Building Controls - Global Control Device Replacement
Mr. Sullivan advised this contract is for the replacement of obsolete direct digital control (DDC) Building
Global Controllers at five city owned buildings (public works, library, city hall, public safety, Frances
Anderson Center). The new DDC controllers provide remote access to mechanical systems, primarily
HVAC. The existing DDC are 25 years old and the technology is becoming obsolete and parts are no
longer available. This will be funded by the 016 fund, originally allocated in 2025.
Questions and discussion followed regarding other city -owned buildings where the DDC has been
replaced, when this project will begin, and funds in the 016 fund to cover this project.
Committee recommendation: Consent Agenda
8. Building Controls - Public Safety Controls Update
Mr. Sullivan explained this contract is for the replacement of obsolete DDC Variable Logic Controllers
(VLC) at the Public Safety building on trunk line # 2 which is the lower floor. The current TUX style
VLC's are no longer available and are failing after 25 year use. Replacement of the trunk line #2 will
free up 12 known working TUX style VLCs for use to support others still in operation at city buildings.
This item is to be funded by the 016 fund originally allocated in the 2025 budget.
Committee recommendation: Consent Agenda
9. Elevator Service Contract - Request for Proposal Consultant
Mr. Sullivan explained the City owns six buildings with hydraulic elevators that require contracted on -
call elevator services by a licensed elevator contractor. The City currently has two service contractors
that support the elevators. The service contract has not been out to bid since he has been employed
by the City and recent response issues prompted an interest in advertising the contract. Architectural
Elevator Consulting will assist with preparing the RFP and new performance agreement language.
Questions and discussion followed regarding RFP for elevator service not elevator replacement, current
cost of annual service, and where elevator parts are sourced.
Committee recommendation: Consent Agenda
10. Discussion of Ecoremedy, LLC extended Operations and Maintenance Contract
Mr. Williams provided an update on the incinerator replacement project (carbon recovery project),
explaining Ecoremedy has six staff members back on site after they and Ameresco walked away in
April due to claim issues. The immediate focus is getting the plant restarted which may happen as soon
10/15/24 PPW Committee Minutes, Page 4
as Monday followed by commissioning tests and operation for approximately 4 weeks under the design
build contract. The proposed 6-month extended operations and maintenance contract between the City
and Ecoremedy will provide training for WWTP staff to take over operations of the facility as well as be
present to assist with necessary adjustments due to flow differences in fall/winter versus
spring/summer. The cost of the contract is $150,000/month, approximately the same amount the WWTP
has been paying to haul biosolids for the past two years.
Questions and discussion followed regarding Ecoremedy as the technology vendor and Ameresco
doing the build, ESCO program run by the State through the Department of Enterprise Systems,
whether Ecoremedy is satisfied with Ameresco's work, ability of the system to remove PFAS,
seasonality of flows, environmental impact and energy savings of gasification, stormwater flows into the
WWTP, biosolids during high flows, when hauling of biosolids will cease, capacity to accommodate
growth, technology to address nitrogen discharges, reaching a financial settlement for this project, and
scheduling a special PPW Committee meeting to review the extended O&M contract.
Committee recommendation: Schedule a special PPW Committee meeting to review the extended
O&M contract followed by presentation to full council
3. ADJOURNMENT
The meeting was adjourned at 2:59 pm.
SCOTT PASS EY; CLERK