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2020-08-11 City Council - Full Agenda-26381 N o Agenda Edmonds City Council COUNCIL COMMITTEES VIRTUAL ONLINE MEETING EDMONDS CITY COUNCIL MEETINGS WEB PAGE, HTTP://EDMONDSWA.IQM2.COM/CITIZENS/DEFAULT.ASPX, EDMONDS, WA 98020 AUGUST 11, 2020, 7:00 PM CALL TO ORDER COMMITTEE OF THE WHOLE 1. Presentation of a Supplemental Agreement with Osborn Consulting, Inc. for the Phase 2 & 3 Storm Utility Replacement Project (10 min) 2. Proposal to reallocate positions at the WWTP to support the current/future needs (10 min) 3. Job Order Contracting - Purchasing Policy (10 min) 4. Review of Council Code of Conduct (60 min) ADJOURN Edmonds City Council Agenda August 11, 2020 Page 1 2.1 City Council Agenda Item Meeting Date: 08/11/2020 Presentation of a Supplemental Agreement with Osborn Consulting, Inc. for the Phase 2 & 3 Storm Utility Replacement Project Staff Lead: Rob English Department: Engineering Preparer: Megan Luttrell Background/History None. Staff Recommendation Forward this item to the August 18th consent agenda for approval. Narrative A Request for Qualifications (RFQ) was issued in December 2019 to hire a consultant to provide design engineering services for the Phase 2 and 3 Storm Maintenance Projects. The City received statements of qualifications from four engineering firms and the selection committee selected Osborn Consulting, Inc. to provide design engineering services for the Phase 2 and 3 Storm drain Maintenance Projects. As a woman -owned company, Osborn Consulting, Inc. is certified as a woman business enterprise (WBE) and disadvantaged business enterprise (DBE) by the Washington State Office of Minority and Women's Business Enterprise. The scope of work under this Phase 2 contract includes data gathering and preliminary evaluation for 5 sites as shown in Exhibit 2. From there, 2 or 3 sites will be selected for construction in 2021. The current proposed scope is set to complete final design on three sites and includes necessary tasks for development of bid documents and preliminary construction support in 2021. The remaining sites will become Phase 3 and will be pushed forward for construction in 2022 and will require an additional supplement to the scope and fee at a future date, prior to proceeding with final design of Phase 3 elements. Due to restrictions as a result of COVID-19, staff initiated a small contract to begin with data collection and preliminary evaluation in order to maintain the proposed schedule and avoid a one-year gap in construction of storm maintenance projects. Staff now presents Supplement #1 to that contract, which includes a much more thorough scope of work needed to develop full project plans and specification for bidding and construction. The value of this particular contract runs slightly higher than average due to the fact that the contract partially prepares for 2-years worth of project design and any data gathered during this phase will support Phase 3 if not used during Phase 2. Attachments: Exhibit 1- Osborn Consulting Supplement Packet Pg. 2 2.1 Exhibit 2 - Site Evaluation Packet Pg. 3 2.1.a CITY OF EDMONDS MIKE NELSON 121 ST" AVENUE NORTH - EDMONDS, WA 98020 - 425-771-0220 - FAX 425-672-5750 MAYOR Website: www.edmondswa.gov PUBLIC WORKS DEPARTMENT Engineering Division SUPPLEMENTAL AGREEMENT 1 TO PROFESSIONAL SERVICES AGREEMENT Phase 2 & 3 Storm Utility Replacement Project WHEREAS, the City of Edmonds, Washington, hereinafter referred to as the "City", and Osborn Consulting, Inc., hereinafter referred to as the "Consultant", entered into an underlying agreement for design, engineering and consulting services with respect to a project known as Phase 2 & 3 Storm Utility Replacement Project, dated May 19, 2020; and WHEREAS, the original Scope of Work has been expanded with regard to providing additional engineering design services, In consideration of mutual benefits occurring, it is agreed by and between the parties thereto as follows: 1. The underlying Agreement of May 19, 2020 between the parties, incorporated by this reference as fully as if herein set forth, is amended in, but only in, the following respects: 1.1 Scope of Work. The Scope of Work set forth in the underlying agreement shall be amended to include the additional services and material necessary to accomplish the stated objectives as outlined in the attached Exhibit A incorporated by this reference as fully as if herein set forth. 1.2 The $97,795 amount set forth in paragraph 2A of the underlying Agreement and stated as an amount which shall not be exceeded, is hereby amended to include an additional not to exceed amount of $413,291 for the additional scope of work identified in Exhibit A to this supplemental agreement. As a result of this supplemental agreement, the total contract amount is increased to a new total not -to -exceed amount of $511,086 ($97,795 plus $413,291). 1.3 Exhibit B to the underlying agreement consisting of the rate and cost reimbursement schedule is hereby amended to include the form set forth on the attached Exhibit B to this addendum, incorporated by this reference as fully as if herein set forth. Packet Pg. 4 2.1.a 2. In all other respects, the underlying agreement between the parties shall remain in full force and effect, amended as set forth in Supplemental Agreement No. I but only as set forth herein. DONE this day of CITY OF EDMONDS Bv: Michael Nelson, Mayor ATTEST/AUTHENTICATE: 20 OSBORN CONSULTING, INC. By: _ Title: u Scott Passey, City Clerk APPROVED AS TO FORM: Office of the City Attorney \\edmsvr-deptfs\Engineering\Stafl\Megan\Engineering Admin\PROJECTST017B.Ph 2 Storm Replacement 21-22\Osbom.Supp l.doc Packet Pg. 5 2.1.a STATE OF WASHINGTON ) )ss COUNTY OF ) On this day of , 20 , before me, the under -signed, a Notary Public in and for the State of Washington, duly commissioned and sworn, personally appeared , to me known to be the of the corporation that executed the foregoing instrument, and acknowledged the said instrument to be the free and voluntary act and deed of said corporation, for the uses and purposes therein mentioned, and on oath stated that he/she was authorized to execute said instrument and that the seal affixed is the corporate seal of said corporation. WITNESS my hand and official seal hereto affixed the day and year first above written. NOTARY PUBLIC My commission expires: u \\edmsvr-deptfs\Engineering\Stafl\Megan\Engineering Admin\PROJECTST017B.Ph 2 Storm Replacement 21-22\Osbom.Supp l.doc Packet Pg. 6 2.1.a EXHIBIT A SCOPE OF WORK Amendment #1 Project: Phase 2 & 3 (2021— 2022) Storm Utility Replacement Project PRIME Consultant: Osborn Consulting, Inc. Contract No.: EOFB Background The City of Edmonds Storm Utility system has numerous locations where existing pipes are showing deterioration and in need of repair and replacement. Through the process of video inspecting of their storm pipe system, City the has developed an inventory of deficient pipelines and appurtenances at various locations within the City that will need to be replaced due to increased conveyance needs, material, pipe age, and maintenance. In response to the inventory, the City has selected a number of pipeline replacement projects that will need to be completed in the coming years. Osborn Consulting, Inc, Consultant, has been selected for the Phase 2 & 3 (2021-22) storm utility replacement projects to design improvements for up to five sites selected by the City. This will include providing site surveys, preparing cost estimates, engineered plans, specifications and bid documents and construction support. Preliminary design with data collection, site surveys, and project planning with hydrologic modeling has been completed through the first contract. This scope of work continues the design effort with 30% design through bid documents on up to three sites. The remaining sites will be completed through bid documents in 2021 through a third contract. The five selected sites identified by the City by email on March 2, 2020 are: • Site A — 88th Ave W @ 194th St SW, approximate pipe length 450 LF • Site B — Pine St @ Edmonds Way, approximate pipe length 1,800 LF • Site C — 80t1i Ave W @ 184' St SW, approximate pipe length 1,200 LF • Site D — Meadowdale Beach Rd @ 6900, approximate pipe length 280 LF • Site E — Maple Street @ Dayton to 7' Ave S, approximate pipe length 800 LF The scope of work includes the following elements: Task 1— Project Management Monitoring and communicating the status of the scope, schedule, and budget of this work assignment and providing monthly reporting to the City. Consultant Services • Prepare the Project Management Plan o Develop and manage Project Schedule with key milestones and tasks o Identify communication protocols and issue/action tracking o Project -specific Quantity Control Plan • Prepare status reports describing the following: o Services completed during the month. o Outstanding issues (if any). o Scope/schedule/budget status. o A financial summary. • Attend one project kickoff meeting with City of Edmonds staff. • Attend one project closure meeting with City of Edmonds staff. u City of Edmonds Phase 2 & 3 (2021 — 2022) Storm Utility Replacement Project -Amendment #1 Page 1 of 9 Packet Pg. 7 2.1.a • Attend design review meetings after receiving submittal comments. • Bi-weekly PM Check -ins via web/phone • Manage Issue Log for City and all team members. • Manage Risk Register to identify and document project risks and mitigation strategies. City of Edmonds's Responsibilities Attend project kickoff and closure meetings (in person or via teleconference). Review and approve invoices. Review and comment on submittals within the schedule. Assumptions • Project duration will be approximately 13 months (August 2020 through September 2021). • There will be one project closure meeting attended by up to two (2) Consultant Team members and City staff. • There will be three design review meetings attended by up to two (2) Consultant Team members and City staff. Review meetings will be held for review of Preliminary Design, Phase 2 60% Design, and Phase 2 90% Design. • Meetings will be held at Edmonds City Hall or through a teleconference format. Deliverables • Project kickoff meeting and closure meeting, with meeting minutes. • Project Management Plan. • Project schedule, update to be provided with monthly status reports. • Issue Log and Risk Register to be provided at each deliverable. • Bi-weekly check -in (as necessary and determined by City Project Manager prior to each week). • Monthly status reports. Task 2 — Data Collection & Review The Consultant will review available existing site data, provide site survey, geotechnical investigations, coordination of utilities and utility pothole locates. Task 2.1 Data Review and Utility Coordination Task completed under previous contract scope. Task 2.2 Topographic Survey Task completed under previous contract scope. Task 2.3 Geotechnical Investigations The Consultant will coordinate and provide geotechnical investigations for the project. Geotechnical review and investigations will be provided at four of the five sites. Geotechnical investigations for Sites B, C, D and E will be provided following the City of Edmonds Public Works Department Engineering u City of Edmonds Phase 2 & 3 (2021 — 2022) Storm Utility Replacement Project -Amendment #1 Page 2 of 9 Packet Pg. 8 2.1.a Division Policy, and Geotechnical Engineering Requirements for Utility Project Design, dated November 3, 2014. Infiltration testing will be conducted at Site B and D to confirm field parameters for the proposed water quality facilities in accordance with Appendix B of the 2017 Edmonds Stormwater Addendum. After the completion of the investigations and testing, the geotechnical engineer will prepare a geotechnical report summarizing site soil conditions including infiltration feasibility and estimated ground water elevations if encountered, and presenting geotechnical recommendations for construction of the proposed improvements. Drilling Initial geotechnical exploration proposed for the project will consist of six borings: two at Site B due to the length of the proposed storm pipe replacement, one at each end of the planned Site C storm pipe replacement, and one each at Site D and Site E. The borings will each be drilled to a nominal depth of 20 feet below the ground surface. The borings will be drilled in the right-of-way as close to the proposed improvement locations as possible. The drilling will be accomplished using a hollow -stem auger drill rig. The exploration borings will be performed under the full-time observation of an engineer or geologist who shall maintain detailed records of the conditions encountered in the borings and obtain representative samples for additional laboratory testing and classification. Infiltration Tests Water quality facilities with potential infiltration are under consideration for Sites B and D. The regional geology map indicates that Site B is in an area of Whidbey Formation and Site D is in an area of Vashon advance outwash. Both of these geologic units are "glacially consolidated" and would require infiltration testing per the 2017 City of Edmonds Stormwater Addendum to estimate design infiltration rates. Infiltration feasibility be assessed after the geotechnical drilling phase of work, and that small-scale pilot infiltration testing be conducted if infiltration appears feasible. Small-scale pilot infiltration tests will be completed at Sites B and D using the procedure described in the 2017 City of Edmonds Stormwater Addendum. These infiltration tests require a minimum base area of 12 square feet, will be completed within the areas of the proposed infiltration systems, and we anticipate one test at each location. The duration of each test will be approximately 7 hours, and include a 6-hour soaking period followed by a 1-hour test period, after steady-state constant head conditions are achieved. Following the test period, the discharge will be discontinued, and the level in the pit will be monitored at timed intervals to determine the falling head rate. This rate will be compared with the constant head rate to assist in determining a suitable design infiltration rate. Upon completion of each infiltration test, the infiltration test pit will be over excavated to: (1) document the types of soils the water infiltrated through, and (2) identify any soil layers that will restrict the downward flow of infiltrating water. The volume of water required for this test may be in the range of several thousands of gallons. A water truck, if needed, will be used to complete the infiltration testing at Sites B and D. Laboratory Testing Laboratory testing, including grain -size analysis and moisture content of selected samples from each boring, will be completed. Supplemental laboratory testing, including grain -size distribution, organic content, or cation exchange capacity (CEC) of samples of the infiltration receptor soils, may be required depending on project design requirements. Prior to our exploration, the Consultant will notify the one -call utility service to locate buried public underground utilities at the site. The City of Edmonds will confirm that these locations are clear for u City of Edmonds Phase 2 & 3 (2021 — 2022) Storm Utility Replacement Project -Amendment #1 Page 3 of 9 Packet Pg. 9 2.1.a drilling based on available information. If underground utility conflicts or other obstructions/right-of-way issues prevent drilling in these locations, notification will be provided of these conflicts, options for alternative drilling locations, and changes to the estimated cost, if any. The Consultant will not be responsible for damage to buried utilities that are not accurately marked on the ground prior to our work or shown on as -built plans that are provided to us. Each boring will be backfilled with bentonite and, where paved, capped with concrete or asphalt, suitable for support of vehicle use. In preparing our cost estimate, any soil cuttings generated during drilling will be hauled offsite by the driller. Each infiltration test pit will be backfilled with the excavated material and bucket tamped in place. No other site restoration is included in our cost estimate. Because the roadway segments along which the work will occur are limited to two lanes with narrow shoulder widths, we anticipate that closure of a portion or all of one lane adjacent to each boring location will be needed for drilling access. We anticipate that the lane closure will be limited to a short section of road adjacent to the boring being drilled or infiltration test being excavated; traffic control will be provided by the Consultant; and the section of lane closure will be moved for each boring. Due to the distribution of the project sites across the city, we anticipate the duration of the field exploration to be 5 days (i.e., 3 days for drilling and 2 days for infiltration testing). Assumptions: • Additional geotechnical investigations for Site A are not included in this task. • The borings will be drilled in the right-of-way, within the road surface, as close to the proposed work as practical. • One boring is anticipated for each site based on the City's 1000 ft spacing policy. • Two infiltration tests are anticipated, one for Site B and one for Site D. • Closure of a portion or all of one lane adjacent to each boring location will be needed for drilling access • Traffic control will be provided by the Consultant • Anticipated duration of the field exploration to be 3 days for drilling and 2 days for infiltration. • The geotechnical investigations for the four sites will be completed consecutively with results compiled into a single report. • Budget for utility locations requiring vacuum truck pre -excavation are not included in this task and will be an additional cost per Task 9.2 if required by the City of Edmonds or utility company. Deliverables: • Traffic control plan for each site (PDF). • Geotechnical Report, Draft and Final (PDF). Task 3 — Project Planning and Preliminary Design Additional effort will include water quality sizing and 30% design plans developed for each of the five sites with cost estimates and design summary memorandum. This task will: • Alternatives analysis will include up to two water quality options for Sites B and D to confirm the location for field infiltration testing. • Create 30% Design -level plans for each site based on site survey. • Prepare planning -level cost estimates for each option. u City of Edmonds Phase 2 & 3 (2021 — 2022) Storm Utility Replacement Project -Amendment #1 Page 4 of 9 Packet Pg. 10 2.1.a City of Edmonds's Responsibilities • City will provide input and review comments within the agreed upon schedule. Assumptions: o • Consultant will use internal CAD standards and title blocks for 22" x 34" plan sheets, L incorporating the City's logo and available design and performance guidelines available through the City's website. • The stormwater design and modeling shall be in accordance with the 2017 City of Edmonds Stormwater Addendum which adopts Ecology's Western Washington Hydrologic Model. • Basin delineations and conveyance sizing was completed under the previous contract scope. E Lo • A hydraulic modeling of backwater analysis will not be required. v� • Budget assumes up to fourteen plan sheets for the five sites. No profiles or project details will be N provided with the 30% Design. a • Design summary with water quality options for Sites B and D will be summarized in a single memorandum. m • Geotechnical investigations and final water quality design will be completed after 30% Design with confirmation of design approach. 3 Cn Deliverables: c • One (1) Design Memorandum including hydrologic and hydraulic analysis for each site, Draft, w O Final (PDF). ., • 30% Plans (PDF format) N r_ • Planning -level cost estimates for each option utilizing the City's Estimating Policy. 'y Task 4 —PermI Consultant will compile a summary of anticipated permits required for each of the 5 project sites based on the 30% Design improvements, assist the City with permit applications and support City staff with information necessary for completing a SEPA checklist. City of Edmonds's Responsibilities • City will provide confirmation of stream boundaries for potential environmental impacts. • City staff will complete the SEPA Checklist Assumptions: • One (1) Summary Memorandum identifying the anticipated permitting effort and timeline for all five sites. • Local permits will be completed and submitted by the City. • A JARPA permit will not be required for any site. • Up to 24 staff hours are included for permit support. Deliverables: • Permit Summary Memorandum, Draft, Final (PDF). City of Edmonds Phase 2 & 3 (2021 — 2022) Storm Utility Replacement Project -Amendment #1 Page 5 of 9 Packet Pg. 11 2.1.a Task 5 — Phase 2 Construction Documents With City review and approval of a preferred design option through Task 3, the Consultant will use the preferred option to advance two or three of the five sites for construction in 2021 as part of the Phase 2 construction documents. The remaining sites will be included in the Phase 3 construction documents. Plan, Specification and Cost Estimate (PS&E) will be submitted at the 60%, 90% and Final (Bid Ready) stages. The cost estimate will identify bid items that will require special provisions. Constructability and Quality Management review will be completed at each stage prior to submittal. City of Edmonds's Responsibilities • Provide the City's current Division 0 and 1 template in Word -format for the Consultant to incorporate into the project documents. • Provide the current City of Edmonds Special Provisions Division 2 through 9 in Word -format for the Consultant to edit. • City will provide input and review comments on the design submittals within the agreed upon schedule. • The City will provide a consolidated list or redline set of review comments within the timeframe shown on the project schedule. • Bid advertisement, coordination and award will be handled by the City. Assumptions: • Phase 2 budget is based on developing construction documents for up to three sites estimated at 32 plan sheets. The consultant will be responsible for providing as many plan sheets as necessary to obtain City approval for the scope of work defined herein. • Design will include the following for each project site: o Site Preparation o Erosion Control o Stormwater Design o Surface Restoration o Utility relocations (only minor water and sewer services lines, as needed) • Sites will be combined into a single construction bid set. • Standard details will be included on the detail sheets. • Specifications for the City's current Division 0 and 1 will be provided by the City with 90% and Final submittals. • Special Provisions Division 2 through 9 will be developed using the City's standard specifications. • Edits to the City's Special Provisions will be based on WSDOT Standard Specifications, 2020 Edition. • Consultant will modify the Special Conditions (Divisions 1 through 9) as needed to meet the project requirements and write specification for all non-standard items. • There will only be minor changes to the project design after the 90% submittal, excluding changes required due to Consultant errors, omissions, or failure to comply with previous City direction. • Utility conflict can be resolved at the point of conflict with simple adjustment of the utilities or storm drainage locations. Relocating utilities is not included. City of Edmonds Phase 2 & 3 (2021 — 2022) Storm Utility Replacement Project -Amendment #1 Page 6 of 9 Packet Pg. 12 u 2.1.a • Surface restoration will match existing conditions or existing City standard additional roadway or pedestrian improvements or are not included. • Contractor will develop traffic control plans through specifications. Design sheets for traffic control are not anticipated construction plan sheets. • Project will be advertised as a single bid package. • A single Category 1 Stormwater Site Plan Report will be submitted for Phase 2 documenting the stormwater minimum requirements for all stormwater improvement sites. • A draft Stormwater Pollution Prevention Plan (SWPPP) based simplified checklist form will be submitted for each site with the 90% submittal with comments address with the Final Bid -Ready submittal. • Construction cost estimates shall be prepared in accordance with the City's Estimating Policy. Deliverables: • 60% PS&E (PDF, Word file for specifications) • 90% PS&E (PDF, Word file for specifications) • Final Bid -Ready Submittal PS&E (CAD files and 1 PDF copy). • Stormwater Site Plan Report, Draft (60%) and Final (90%) (PDF) • Draft SWPPP, Draft (90%) and Final (Bid) (PDF) • Quantity take -offs by sheet (PDF) u Task 6 — Phase 2 Bid and Construction Support (2021) When requested by the City, the consultant will provide limited engineering services during bid and construction support for Phase 2. These services are expected to be: • Prepare and issue addenda to clarify the construction documents, if necessary. • Attend one pre -construction meeting. • Review of contractor submittals. • Response to contractors RFI's. • Site visit to review unforeseen conditions. • AutoCAD Record drawings based on contractor's field plans. City of Edmonds's Responsibilities • City will provide initial review of all contractor requests. • The City will provide on -site inspection and will lead the administrating and managing of construction documents and communications with the contractor. • A single copy of construction markups drawings will be provided for production of record drawings. Assumptions: One consultant will attend the pre -construction meeting. Respond to a maximum of 2 addenda clarifications during bidding. The consultant will not charge for addenda if they are required to correct or clarify an error or omission in the bid documents. Respond to a maximum of 3 submittal reviews on specialty products. City of Edmonds Phase 2 & 3 (2021 — 2022) Storm Utility Replacement Project -Amendment #1 Page 7 of 9 Packet Pg. 13 2.1.a • Respond to a maximum of 2 RFI's per site. • Consultant will visit a maximum of 2 sites to review unforeseen conditions. • No geotechnical support would be required. • Review responses will be provided with 7-day of written request. • Additional survey or field confirmation will not be required for Record Drawing preparation. Deliverables: • Submittal review comments (PDF). • Reponses to RFI's (PDF). • Findings from site visit (PDF). • Record Drawings, Draft, Final (PDF and AutoCAD) z a L Task 7 — Management Reserve — Contingency Fund c as To provide additional services which may be required to complete these projects, and which are requested E m and authorized by the City. The consultant will provide the City with a scope and budget for the a additional services which the City will review prior to the consultant beginning work. The City shall in provide Consultant with written authorization to proceed with any additional services. L O N Tasks 9.1 Management Reserve 0 Work may include, but is not limited to: addressing additional permit coordination efforts, unforeseen N c design changes and/or additional support during bidding or construction. The fee estimated is approximately 10% of the total fee for Tasks 1 through 8 of the initial contract and this amendment. Tasks 9.2 Field Reserve Work may include, but is not limited to: addressing additional survey, potholing, geotechnical investigations or other support services required for the design of the Phase 2 or Phase 3. The fee estimated is approximately 10% of the total fee for Tasks 1 through 8 of the initial contract and this amendment. General Assumptions • All coordination with property owners will be handled by the City. • Flow control and water quality treatment will not be required for the stormwater improvements sites. Water quality treatment, if feasible, will be provided through optional retrofit design for Site B and D. • On -Site Stormwater Management BMPs will not be required for stormwater improvement sites. • The proposed improvements will be located within the City right-of-way or within existing City easements, except at Site C. • Any existing encroachments in the right-of-way will be resolved by the City. • Writing of legal descriptions and legal exhibits for additional easements will only be required for Site C. • Water quality treatment design will be completed for Sites B and D with completion of the geotechnical investigations and documented in the Stormwater Site Plan Report. City of Edmonds Phase 2 & 3 (2021 — 2022) Storm Utility Replacement Project -Amendment #1 Page 8 of 9 Packet Pg. 14 2.1.a • The proposed improvements will not require stream or wetland field investigations or critical area analysis. • Cultural Resource documentation will not be required. • Funding will be provided by the City; additional grant support will not be required. • Support for public outreach will not be required. • Need for structural engineer is not included. u City of Edmonds Phase 2 & 3 (2021 — 2022) Storm Utility Replacement Project -Amendment #1 Page 9 of 9 Packet Pg. 15 Osborn Consulting, Inc. - City of Edmonds Phase 2 and 3 Storm Utility Replacement Project Amendment No. 1 2.1.a EXHIBI Firm OCI Surveying Subconsultant Geotechnical Subconsultant Cost Estimate Classification Hourly Rate - 2020 Hourly Rate - 2021 Project Tasks Project PM/ Project Design Land. CADD PIC Sr. PE Engineer Engineer Arch. Mgr CADD Admin $210.00 $187.00 $142.00 $115.00 $150.00 $145.00 $111.00 $105.00 Expense Sub Mark - up 10.0% Cost Estimate $217.00 $193.00 $147.00 $119.00 $155.00 $150.00 $115.00 $109.00 Hours Estimate Task 1: Project Management —7 i Total Hours 14 54 22 1 0 0 0 0 28 $ 290 $ $ 19,392 $ $ - $19,392 Task 2: Data Collection & Review Total Hours 5 20 30 0 0 0 0 0 $ 260 $ 3,400 $ 12,710 $ - $ 34,000 $46,710 Task 3: Project Planning & Preliminary Design Total Hours 20 78 158 240 0 12 84 4 $ - $ - $ 80,306 $ - $ - $80,306 Task 4: Permit Support Total Hours 2 8 14 0 1 0 0 1 0 0 $ $ 1 $ 4,036 $ - $ - $4,036 Task 5: Phase 2 Construction Documents Total Hours 80 1 134 1 302 1 402 1 0 42 1 250 0 $ - $ $ 164,812 $ - $ - $164,812 Task 6: Phase 2 Construction Support (2021) Total Hours 8 1 26 1 48 1 0 1 0 6 1 28 0 $ 105 $ $ 18,035 $ - $ - $18,035 Task 7. Management Reserve - Contingency Fund Total Hours 0 0 1 0 1 0 1 0 0 1 0 0 $ 80,000 $ $ 80,000 $ $ - $80,000 Firm Subtotal: of total budget: $379,291 92% $0 0% $34,000 8% $413,291 Printed: 7/27/2020 Edmonds Phase 2-3 Storm_FeeEstimate_20200727 Osborn Consulting, Inc. Packet Pg. 16 EXHIBIT C 2.1.a Edmonds Phase 2 & 3 Storm Utility Replacement Project Rates (Effective Jan 1, 2020 - December 31, 2021) Negotiated Hourly Rates - Fully Burdened Classification 2020 Hourly Rate 2021 Hourly Rate Principa I / Sr. Technical Advisor $ 210.00 $ 217.00 Project Manager $ 187.00 $ 193.00 Senior Landscape Architect $ 195.00 $ 201.00 CADD Manager $ 145.00 $ 150.00 Senior Engineer $ 164.00 $ 169.00 Project Landscape Architect $ 150.00 $ 155.00 Project Engineer $ 142.00 $ 147.00 Landscape and Urban Designer $ 125.00 $ 129.00 Design Engineer $ 115.00 $ 119.00 Landscape Architect $ 104.00 $ 108.00 Landscape Designer $ 83.00 $ 86.00 CADD $ 111.00 $ 115.00 Graphic Designer $ 118.00 $ 122.00 Administrative $ 105.00 $ 109.00 Accounting / Project Controls $ 135.00 $ 140.00 IL 0 r c m aEi Q. a c 0 u Packet Pg. 17 t City of Edmonds SD Site A 7-6 0 47.02 94.0 Feet This map is a user generated static output from an Internet mapping site and is for reference only. Data layers that appear on this map may or may not be accurate, WGS_1984_Web_Mercator_Auxiliary_Sphere current, or otherwise reliable. © City of Edmonds THIS MAP IS NOT TO BE USED FOR DESIGN OR CONSTRUCTION I 2.1.b I r rJ F:smnnrl. ,, d .O L Legend c Storm Catch Basins ❑ Edmonds E ❑ Private L O ■ Infiltration (n N Storm Manholes p Edmonds d o Private L �O � Infiltration a+ � d A Detention Facilities E N Culvert 0. Q <all other values> • Yes L o Facility Feature 0 Creeks N O Storm Line O — <all other values> O No, BNSF; No, COUNTY; No, LY MOUNTLAKE TERRACE; No, PC — SHORELINE; No, STATE; No, W ; — Yes, EDMONDS; Yes, PRIVATE; LU N Facility Lines Storm Ditch ' N ArcSDE.GIS.STREET CENTERLIN' — <all other values> x Lu 2 s; 4 at E t Notes Site survey and geo-tecf a report already complete( (this site only) Packet Pg. 18 1 I 2.1.b I City of Edmonds SD Site 6 ,.e WGS_1984_Web _Mercator_Auxiliary_Sphere © City of Edmonds This map is a user generated static output from an Internet mapping site and is for reference only. Data layers that appear on this map may THIS MAP IS NOT TO BE USED FOR DESIGN OR CONSTRUCTION Legend Storm Catch Basins ❑ Edmonds ❑ Private ■ Infiltration Storm Manholes O Edmonds O Private Infiltration • Detention Facilities Culvert <all other values> • Yes o Facility Feature Creeks Storm Line — <all other values> No, BNSF; No, COUNTY; No, LY MOUNTLAKE TERRACE; No, PC SHORELINE; No, STATE; No, W — Yes, EDMONDS; Yes, PRIVATE; Facility Lines N Storm Ditch O ArcSDE.GIS.STREET_CENTERLIN r_ <all other values> 2 fC 1 3 R 2 > W 5; 4 N 9;71;7;8 fn N t x LU 1:2,257 N otes a Packet Pg. 19 1 2.1.b City of Edmonds SD Site C ,'6 WGS_1984_Web _Mercator_Auxiliary_Sphere © City of Edmonds This map is a user generated static output from an Internet mapping site and is for reference only. Data layers that appear on this map may THIS MAP IS NOT TO BE USED FOR DESIGN OR CONSTRUCTION ■ Legend Storm Catch Basins ❑ Edmonds ❑ Private ■ Infiltration Storm Manholes p Edmonds O Private Infiltration • Detention Facilities Culvert <all other values> • Yes Facility Feature Creeks Storm Line — <all other values> No, BNSF; No, COUNTY; No, LY MOUNTLAKE TERRACE; No, PC SHORELINE; No, STATE; No, W — Yes, EDMONDS; Yes, PRIVATE; Facility Lines N Storm Ditch O ArcSDE.GIS.STREET_CENTERLIN r_ <all other values> 2 fC 1 3 R 2 > W 5; 4 N 9;71;7;8 fn N t x LU 1: 1,128 Notes c as E r a Packet Pg. 20 1 2.1.b pity ,7+a Dress/clean/enhance ditch as feasible a f of Edmonds SD Site D P Replace 12" storm; assumed - to shift to north side of road to avoid existing utilities New CB to pickup portion of north side drainage as needed ". 9-114L.-O '• A � FIR Rr. Y h ��1``yyi 0. -�' 1AWA • I 7 f _ _ ,:1• r�w r New surface bio-retention; ° {- collect overflow to DW New surface bio-retention; -' culvert; cut and abandon r collect overflow to mainline r storm upstream to next CB ':: 1: 1,128 3 0 47.02 94.0 Feet This map is a user generated static output from an Internet mapping site and is reference only. Data layers that appear on this map may or may not be accura WGS_1984_Web_Mercator_Auxiliary_Sphere current, or otherwise reliat © City of Edmonds THIS MAP IS NOT TO BE USED FOR DESIGN OR CONSTRUCTIC V d a t �s¢erave 'y'joi mlaN """• �ierrace V Legend c Storm Catch Basins ❑ Edmonds 0 ❑ Private O ■ Infiltration (n N Storm Manholes t p Edmonds f1 O Private L �O Infiltration a� A Detention Facilities E a� Culvert Q <all other values> • Yes L o Facility Feature 0 Creeks y O Storm Line r- - <all other values> O No, BNSF; No, COUNTY; No, LY 7 MOUNTLAKE TERRACE; No, PC SHORELINE; No, STATE; No, W ; — Yes, EDMONDS; Yes, PRIVATE; LU a) Facility Lines Storm Ditch ' N AsBuilt IT <all other values> � l PROPERTY, SEWER W C PROPERTY, STORM PROPERTY, WATER L Notes M Q Packet Pg. 21 1 I 2.1.b I " City of Edmonds SD Site E 'LAP 0 94.04 188.1 Feet This map is a user generated static output from an Internet mapping site and is for reference only. Data layers that appear on this map may or may not be accurate, WGS_1984_Web_Mercator_Auxiliary_Sphere current, or otherwise reliable. © City of Edmonds THIS MAP IS NOT TO BE USED FOR DESIGN OR CONSTRUCTION l� V �4 L � � • • r+�IDunilek 4 � Legend c Storm Catch Basins ❑ Edmonds E ❑ Private L O ■ Infiltration Cl) N Storm Manholes t p Edmonds d O Private L. �O � Infiltration a+ � d • Detention Facilities E N Culvert 0- EL <all other values> • Yes L o Facility Feature 0 = Creeks N O Storm Line O — <all other values> O No, BNSF; No, COUNTY; No, LY MOUNTLAKE TERRACE; No, PC — SHORELINE; No, STATE; No, W ; — Yes, EDMONDS; Yes, PRIVATE; LU N Facility Lines — Storm Ditch ' N ArcSDE.GIS.STREET CENTERLIN' — <all other values> x Lu z s; 4 at E t Notes Q Packet Pg. 22 1 2.2 City Council Agenda Item Meeting Date: 08/11/2020 Proposal to reallocate positions at the WWTP to support the current/future needs Staff Lead: Phil Williams Department: Public Works & Utilities Preparer: Pamela Randolph Background/History The City of Edmonds Wastewater Treatment Plant (WWTP) is a regional facility and is the City's single largest, most expensive, and complex facility. Staffing needs and the organizational structure must be reassessed from time to time to due to equipment repair/replacement, increasingly stringent regulatory requirements, automation, and improved workflow processes just to name a few reasons. Now is such a time. Management at the WWTP is requesting staffing and organizational adjustments to better support current and future equipment changes, processes, operational needs, and other necessary functions in support of the WWTP. Staff Recommendation Staff recommends that Council forward this plan to the next Business Meeting for action on the consent agenda with the following recommendations: 1. Reallocate the WWTP Plant Supervisor (NR13) to Program Administrator (NR10). 2. Continue to fund the Operator In Training (OIT), which has been authorized but not filled due to the hiring freeze (F, G or K depending on qualifications). 3. Reallocate the Operations Lead to the Chief Operator (anticipated to be Teamsters M + 5% or a new N-which is currently not in the contract). 4. Reallocate the Sr. Maintenance Mechanic (Teamsters K) to WWTP Instrument /Electrical Technician (Teamsters L) 5. Approve the attached Chief Operator Job Description. Staff further recommends City staff work with Teamsters to bargain any impacts these changes may have under our joint labor contract. When finished with this step staff will return to Council for approval of any budget amendments that may be required, if any. These changes do not increase the current number of employees at the Wastewater Treatment Plant. Narrative As a regional provider of wastewater treatment not only to the City of Edmonds but also to the City of Packet Pg. 23 2.2 Mountlake Terrace, Olympic View Water/Sewer District, Ronald Wastewater District (soon to be fully assumed by the City of Shoreline), and other areas adjacent to the City of Edmonds, the needs of the treatment plant are many and varied. Human resource needs are the most critical. Well trained and experienced personnel are crucial to the operation of the plant and the City's continued ability to provide excellent treatment services to our citizens and partners. Although the WWTP is highly automated, and soon to become even more sophisticated, competent operators and mechanics are essential to ensure the continued day-to-day smooth functioning of the treatment processes and the equipment. After careful and deliberate consideration of the current and future staffing needs, it is obvious that improvements to the structure of the organization are needed. While process functions have continued to advance at the WWTP the organizational structure has not kept pace. An adjustment to the organizational structure now is both timely and prudent. The reallocation from Plant Supervisor to Program Administrator will shift the focus to leveraging technology, automation, and computer systems at the treatment plant. This position will focus on Pre- treatment, safety, contracts and purchasing. Continuing to fund the Operator in Training (OIT) position will ensure that staffing needs can be met with competent trainees. Reallocating the Operations Lead to the Chief Operator solidifies the importance of emerging operational changes soon to take place at the WWTP, creates a coordinated approach between operations and maintenance and will help to create a management team approach for the overall department. Reallocating the Senior Maintenance Mechanic to the WWTP Instrument/Electrical Technician provides the desperately needed support for the plant's Supervisory Control and Data Acquisition (SCADA) system, Programmable Logic Control (PLC) system, and the ever growing list of computerized/electronic components crucial to the WWTP. The Program Administrator, Operator in Training and WWTP Instrument/Electrical Technician have approved job descriptions on file. The Chief Operator job description is attached for approval with a suggested pay grade. The Chief Operator will be subject to bargaining. Attachments: Organizational Structure Chief Operator July 2020- DRAFT Packet Pg. 24 2.2.a 2021 Operating WWTP Organization Structure Describe: This is a request to reallocate positions at the WWTP to support the current needs. Reason: Due to the changes in equipment, regulatory requirements, automation and the improved workflow processes that have been implemented in the past few years, our staffing needs have changed. The WWTP is requesting an organizational change that would better support our future workload. The following position changes are requested: • Reallocate the WWTP Plant Supervisor (NR13) to Program Administrator (NR10 — budget at top step) • Continue to fund the OIT, which has been authorized but not filled due to the hiring freeze (F, G or K depending on qualifications budget for K step 1) • Reallocate the Operations Lead to a Chief Operator (anticipated to be Teamsters M + 5% or a new N—which is currently not in in the contract budget M top step) • Reallocate the Sr. Maintenance Mechanic (Teamsters K) to WWTP Instrument /Electrical Technician (Teamsters L Budget at K step 2) Plant Manager (Exempt) Pamela Randolph 1 1 Program Administrator (Exempt) Office Coordinator 2 Michael Derrick Batyah Chliek 3 Pre -Treatment Laboratory 4 Les Krestel Jeanne McKenzie 5 Chief operator (unfined) 13 Operators I Maintenance Mechanics Dan Garcia 6 Eric Vaughan 14 Eric Duenas 7 Jim Nordquist 15 Fred Pangelinan 8 Sr. Instrument/Electrical Johnathan Castro 9 Dan Korstad 16 Jon Clay 10 Instrument/Electrical (unfilled) 17 Michael Van Pelt 11 OIT (unfilled) 12 All salaries and benefits are shared with our WWTP Partners with the City of Edmonds being responsible for approximately 49%. We do not anticipate a budget impact. Packet Pg. 25 2.2.b City of EDMONDS Washington WWTP CHIEF OPERATOR - DRAFT Department: Public Works — Wastewater Treatment Pay Grade: M +5% Bargaining Unit: Teamsters FLSA Status: Non -Exempt Revised Date: DRAFT May 2020 Reports To: WWTP Manager POSITION PURPOSE: Under general supervision, the Wastewater Treatment Plant (WWTP) Chief Operator assigns, coordinates and oversees the work of Operations and Maintenance team, works routinely as an Operator, as needed with Maintenance and coordinates equipment outages and operational activities that effect plant performance. The Chief Operator works closely with the leadership team to ensure compliance with all Federal, State and Local laws; evaluates plant operations and performance; makes appropriate adjustments to ensure the process is within established parameters and in compliance with all Federal and State effluent limits and trains and provides work direction to assigned staff. Makes daily updates to the maintenance management system and may be assigned to backfill for Plant Manager as needed. Work is reviewed in progress and upon completion for compliance with instructions and work standards. ESSENTIAL FUNCTIONS AND RESPONSIBILITIES: The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position -specific duties. Representative duties and responsibilities 20% of the time: • Coordinates and assigns daily work activities and schedules based on established priorities and verifies work is completed to standards with effective resource utilization. Keeps Management informed of staffing needs, concerns and issues that affect personnel performance. • Provides input to Management for the development of the Division Budget, CIP and long term staffing and training plans. • Ensures open lines of communication exist between staff on various shifts. Representative duties and responsibilities 40% of the time: • Trains Operators and Maintenance staff on responsibilities. • Ensures all that all staff follows appropriate safety regulations; maintains SIDS system as assigned. • Provide backup for Plant Manager. • Monitors Laboratory results and operating parameters of the treatment system to identify trends or variances. Prepares various other reports that summarize process and treatment performance. Recommends strategies that achieve permit compliance and ensure economic performance. Areas of focus include: electrical usage, chemical usage and treatment performance. • Develop and write standard operating procedures for equipment process control and safety to ensure optimum operations and safety at all times. • Effectively persuade, inform, educate, train, solicit information, motivate and direct a wide variety of individuals or groups. Representative duties and responsibilities 40% of the time: Wastewater Treatment Plant Chief Operator Packet Pg. 26 2.2.b JOB DESCRIPTION WWTP Chief Operator • Performs a variety of semi -skilled work in the maintenance and repair of the City's Wastewater Treatment Plant facilities and equipment including: scrubbing, steam cleaning, painting, basic carpentry and mechanical repair, changing oil and HVAC filters to ensure a safe working environment. • Makes periodic rounds to monitor, adjust and maintain wastewater treatment plant equipment to achieve desired process control objectives. • Inspects and cleans equipment; removing obstructions and debris in traps, pumps and sewage wet wells. • Enters empty tanks and other confined spaces in order to perform inspections, cleaning and maintenance. • Assures proper equipment operations and conducts initial troubleshooting evaluation; monitors variable drives, various pumps, motors and drive units for proper operation. May perform or assist with required maintenance, repair or replacement as needed. • Collects lab samples according to established operating procedures to ensure permit compliance and process control; sets up, programs and maintains remote samplers. • Performs laboratory sampling for permit compliance according to established procedures. Completes related lab records and charts as required. Reports any abnormalities as they arise and takes corrective action as indicated. • Operates, monitors and adjusts the Fluidized Bed Incinerator, associated equipment and air quality monitoring equipment according to established procedures to ensure permit compliance; monitors and adjusts feed rates, temperatures, fuel consumption, air quality monitoring equipment. • Operates, monitors and adjusts Screw Presses and associated equipment according to established procedures; adjusts belt speed and hydraulic pressure; controls and monitors sludge and polymer feed rate(s). • Monitors and controls disinfection and dechlorination systems; inspects, troubleshoots and operates chemical feed pumps. • Monitors SCADA system to ensure process is within established parameters; monitors flows, dissolved oxygen levels, instrument calibrations and proper flows, temperatures and pressures. • Operates, monitors and adjusts ash collection and disposal systems; ensures proper lubrication, verifies proper seal water flows; inspects belts and sleeves of pumps. • Conducts tours of plant for the general public as assigned. shifts. • Performs a variety of custodial and grounds work; cleans and maintains work areas and restroom facilities and performs related work as assigned. • Works swing and graveyard shifts, weekends and holidays as scheduled and responds to emergency 24 hour calls as assigned. Required Knowledge of: • Basic mechanical equipment maintenance and repair. • Operation and use of hand and power tools and equipment. • Methods, equipment and materials used in grounds keeping, maintaining building and facilities in good repair. • Current practices in secondary wastewater treatment operations. • Fluid bed incineration theory and operations. • Laboratory procedures and analysis. • Screw press theory and operations. • Solids handling and disposal regulations related to EPA 503 regulations. • Hazardous chemicals handling and disposal requirements related to SDS. • Various types of Wastewater Treatment Plant instrumentation and automated controls strategies. • Chemistry and microbiology related to pumping and chemical tests. Wastewater Treatment Plant Chief Operator Packet Pg. 27 2.2.b JOB DESCRIPTION WWTP Chief Operator • Health and safety regulations related to plant operation and maintenance. • Requirements of maintaining a wastewater treatment plant and related facilities in a safe and proper working condition. • Principles and practices of training and providing work direction. • Effective oral and written communication principles and practices. • Technical record keeping and report preparation techniques and practices. • Modern office procedures, methods, and equipment including computers and computer applications sufficient to perform work assignments. • English usage, spelling, grammar, and punctuation. • Training principles, methods and techniques. Required Skill in: • Operating and maintaining the Wastewater Treatment Plant and ensuring plant processes are in compliance with local, state and federal discharge limits. • Protecting the health and safety of personnel, the public and the environment. • Operating variety of hand tools, machinery, vehicles and equipment. • Recognizing and responding quickly to operational emergencies. • Performing plant maintenance and housekeeping work. • Interpreting, analyzing and applying new technical information. • Working independently with little direction and determine appropriate action within clearly defined guidelines. • Maintaining current knowledge of technological advances in the field. • Observing health and safety regulations and procedures and wearing appropriate and required Personal Protective Equipment. • Planning and organizing work and meeting schedules and time lines. • Utilizing personal computer software programs and other relevant software affecting assigned work. • Establishing and maintaining cooperative and effective working relationships with others. • Maintaining accurate log readings, operating information and a variety of records, logs, files and reports. • Communicating technical information clearly and concisely both orally and in writing. • Leading, training, and providing work direction to others. • Maintain regular, predictable and punctual attendance during regularly scheduled work hours at assigned worksite. MINIMUM QUALIFICATIONS: Education and Experience: Individual must have three (2) years of formal education at a college or technical school with major course emphasis in water/wastewater, environmental science, engineering, or related field is required. A minimum of eight (6) years of experience, two (2) of which must be in a lead capacity required. Experience should include being in responsible charge of maintaining and operating wastewater systems, and performing lead oversight of projects, programs and/or staff. Equivalent combination of education, training and experience may be considered. Required Licenses or Certifications: Valid State of Washington Driver's License. WWTP Operator Group IV License is required within1 year. At time of hire WWTP Group III is required. Incinerator Operator License within 6 months of hire — may be required. Wastewater Treatment Plant Chief Operator Packet Pg. 28 2.2.b JOB DESCRIPTION WWTP Chief Operator Valid CPR, First Aid, AED, and Bloodborne Pathogen Cards. Forklift license with 6 months of date of hire. Must be able to successfully complete and pass a background check. Mandatory drug test subject to conditional job offer. WORKING CONDITIONS: Environment: • Exposure to extreme temperatures and adverse weather conditions. • Driving a vehicle to conduct work. • Working in a confined or classified space. Physical Abilities: • Hearing, speaking or otherwise communicating to exchange information in person or on the phone. • Operating a variety of grounds equipment and power and hand tools. • Operating a computer keyboard or other office equipment. • Reading a variety of materials and instruments and possess close vision, far vision, side vision, depth perception, night vision and color vision. • Ascending/descending ladders • Lifting/ carrying or otherwise moving or transporting heavy objects frequently up to 50lbs. • Sitting/standing or otherwise remaining in a stationary position for extended periods of time • Walking or otherwise moving over rough or uneven surfaces while performing inspections and investigations. • Performing repetitive motions, including: balancing, stooping, kneeling, bending, crouching, crawling, reaching overhead, above the shoulders and horizontally, and standing, pushing, pulling and using stairs. • Working in tight spaces. • Ability to wear appropriate personal protective equipment based on required City Policy.. Hazards: • Exposure to chemicals, used in Wastewater treatment such as: Sodium Hypochlorite, Caustic Soda, Bisulfate, Polymers, Clay, Lime and Carbon. • Exposure to raw and treated sewage, odors associated with sewage treatment, high heat and moving equipment. • Exposure to cleaning chemicals, herbicides and dust. • Working at heights using ladders and structures • Working around and with sometimes noisy machinery having moving parts. • Exposure to slippery surfaces, damp spaces while cleaning in and around equipment. • Exposure to electrical power supply. Incumbent Signature: Department Head: Date: Date: Wastewater Treatment Plant Chief Operator Packet Pg. 29 2.3 City Council Agenda Item Meeting Date: 08/11/2020 Job Order Contracting - Purchasing Policy Staff Lead: Phil Williams Department: Public Works & Utilities Preparer: Royce Napolitino Background/History The City's Contracting and Purchasing Policies and Procedures were last updated in July of 2018. While, during Washington State's 66`" Legislature in the 2019 Regular Sessions, RCW 39.10.410.420 - .460 was amended to allow all public agencies to use Job Order Contracting (JOC) for public works projects when a determination is made that the use of job order contracts will benefit the public. The JOC program is anticipated to be utilized in many different departments/divisions including Public Works Engineering & Construction, Road Maintenance, Wastewater, Surface Water, Facilities, Parks, Recreation and Cultural Services and other public works areas/projects. Staff Recommendation At this time the Public Works Director recommends that City of Edmonds Purchasing Policy be amended to approve the use of Job Order Contracting (JOC) in accordance with RCW 39.10.410.420-.460. In the future to enter into a Professional Services Agreement with a Job Order Contracting Services company to develop and create a JOC program for the City of Edmonds. Narrative The objectives of the City of Edmonds' JOC program are to: rapidly engage contractors in the performance of small to medium sized public work projects; to reduce construction, design, and planning costs; and to develop relationships and contracts with contractors to more quickly and efficiently respond to emergency situations. In the future, the City intends to enter into a Professional Services Agreement with a Job Order Contracting Services company to develop and create a JOC program for the City of Edmonds. Or, if appropriate and available, to enter in to an inter -local agreement with and adjacent municipality that has an established JOC program that would share a predetermined annual dollar capacity with the City of Edmonds. Attachments: DRAFT Resolution Amending Purchasing Policies re JOC 7.9.20201 Job order contracting explained- power point Packet Pg. 30 2.3.a RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF EDMONDS, WASHINGTON, TO AMEND THE CITY OF EDMONDS CONTRACTING AND PURCHASING POLICIES AND PROCEDURES TO ADD PROVISIONS RELATING TO JOB ORDER CONTRACTING. WHEREAS, the City of Edmonds last amended its Contracting and Purchasing Policies and Procedures in July 2018; and WHEREAS, in July 2019, the Washington State legislature amended Chapter 3 9. 10 RCW to allow cities to use an alternative public works contracting procedure known as job order contracting; and WHEREAS, pursuant to RCW 39.10.420(3), "public bodies may use a job order contract for public works projects when a determination is made that the use of job order contracts will benefit the public by providing an effective means of reducing the total lead-time and cost for the construction of public works projects for repair and renovation required at public facilities through the use of unit price books and work orders by eliminating time-consuming, costly aspects of the traditional public works process, which require separate contracting actions for each small project"; and WHEREAS, the City Council has determined that the use of job order contracting for public works projects will benefit the public as provided in RCW 39.10.420, and that it is in the best interests of the City to adopt policies and procedures relating to job order contracting; NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF EDMONDS, WASHINGTON, DO RESOLVE AS FOLLOWS: To authorize the amendment to the City of Edmonds Contracting and Purchasing Policies and Procedures to add the provisions relating to job order contracting that are attached hereto as Attachment A. RESOLVED this day of 2020. APPROVED: MAYOR, MICHAEL NELSON Packet Pg. 31 2.3.a ATTEST/AUTHENTICATED: CITY CLERK, SCOTT PASSEY FILED WITH THE CITY CLERK: PASSED BY THE CITY COUNCIL: RESOLUTION NO. Packet Pg. 32 2.3.a ATTACHMENT A The following new section to be added to the end of the Procurement of Public Works section of the City of Edmonds Contracting and Purchasing Policies and Procedures: Job Order Contracting A "job order contract" is a contract in which the contractor agrees to a fixed period, indefinite quantity delivery order contract, which provides for the use of negotiated, definitive work orders for public works. Pursuant to RCW 39.10.420, all public bodies of the state of Washington are authorized to award job order contracts and use the job order contracting procedure. The City Council has determined that the use of job order contracts will benefit the public by providing an effective means of reducing the total lead time and cost for the construction of public works projects for repair and renovation required at public facilities through the use of unit price books and work orders by eliminating time consuming, costly aspects of the traditional public works process, which requires separate contracting actions for each small project. The maximum total dollar amount that may be awarded under a job order contract is Four Million Dollars ($4,000,000) per year for a maximum of three (3) years. Any unused capacity from the previous year may be carried over for one year and added to the immediately following year's limit. Job order contracts may be executed for an initial contract term of not to exceed two (2) years, with the option of extending or renewing the job order contract for one (1) year. The City may have no more than three (3) job order contracts in effect at any one time. The maximum dollar amount for each work order issued under a job order contract is Five Hundred Thousand Dollars ($500,000), excluding Washington state sales and use tax. All work orders issued for the same project will be treated as a single work order for purposes of the dollar limit on work orders. The City will adhere to all requirements of Chapter 3 9. 10 RCW with regard to its Job Order Contracting program. Packet Pg. 33 2.3.b Job Order Contracting A Washington State Procurement Option Packet Pg. 34 2.3.b Procurement Options • Design - Bid - Build • Design -Build • General Contractor/Construction Manager • Job Order Contracting • Small Works Roster 2 Packet Pg. 35 2.3.b Definition of JOC • "Existing Washington State RCW 39.10.420 to RCW 39.10.460 Job order contract" means a contract in which the contractor agrees to a fixed period, indefinite quantity delivery order contract which provides for the use of negotiated, definitive work orders for public works Q Packet Pg. 36 2.3.b General reasons to choose JOC • Multi le projects that typically range from $25,000 to $350,000 in value • Total dollar volume of work is less than $4 million per year • Limited owner staff availability for proper implementation of other methods • Urgency for project completion 0 Packet Pg. 37 2.3.b Unique aspect.- -'Jos • The owner can stop the JOC contract at any time • Procurement of JOC Contractor = the best competitive coefficient (no hidden costs) • Partnership with JOC Contractor leads to trust and a familiarity with owner's unique needs • Constant value engineering provides best value practices • Unit Price Book = best average cost • JOC eliminates change order philosophy since change orders are based on Unit Price Book 0 Packet Pg. 38 2.3.b What is JOC's construction niche? • Fast response for small ($350,,000 or Bess) repair, renovation, remodel and alteration projects • Services provided on an on -call basis • Lump -sum fixed price for each work order • Owner negotiates (consensus) the scope of work • Cost coefficient is established upfront 0 Packet Pg. 39 2.3.b OC Contractor's Coefficient • The coefficient provides a factor or multiplier that applies to all items in the Unit Price Book • JOC is responsible for: u* Quality Control and Safety C�Superintendent & Field Engineer eRisk Identification & Incidental Sketches eCorporate Fees of Administration and Margin eProject Management Sub contractor procurement, Value engineering, Procurement -materials & supplies, General conditions, Project closeout, As -built drawings & operations manuals C�Bond and Insurance Costs • Sub -contractors do NOT use Unit Price Book 7 Packet Pg. 40 2.3.b Typical Projects • Infrastructure upgrade projects (usually multi -discipline) — Bathroom renovation — ADA Compliance renovation projects — Communication/security systems installations — Classroom renovations — Parks and playfields renovation projects Packet Pg. 41 2.3.b Some Benefits of J"' for Owners • Reduced lead time — no need to plan or prepare bid documents and drawings for each work order • Eliminated bid time • Expedited engineering, since JOC projects usually require no architectural or engineering services for construction of projects • Joint scoping and re-scoping as needed 0 Packet Pg. 42 2.3.b Increased Opportunities for Small and Disadvantaged Businesses • JOC furnishes bonding for most subcontractors • JOC completes "red tape" requirements • JOC uses best value bid analysis for subcontractors &partners with subcontractors • JOC recruits small and disadvantaged businesses • JOC coaches subcontractors in all aspects of quality work, safety and project management (as needed) • JOC pays subcontractors promptly, typically subcontractor payment is not tied to JOC contractor's payment from the owner, and no retainage is held. 10 Packet Pg. 43 2.3.b Mapping the JOC Process SCOPING PHASE No Other Procurement Method Used PROPOSALPHASE Work Order SCOPING Request PHASE is Issued to JOC Contrac JOC Contractor First Call Site Develops Scope <Ownerpproves PROPOSALves to JOC Contractor Visit and Incidental ope Yes PHASE O Design JOC Contractor Scope & Prepared Site Incidental Design Visit Minutes JOC Contractor Creates & Submits Proposal Proposal Package Proposal Review I Proposal is by Owner I Negotiated Owner & JOC Contractor Revise Work Order Scope Notes I.- 1 - Owner, Owner's Staff and JOC Contractor Conduct Site Visit No Yes Award is Made 11 Packet Pg. 44 2.3.b Site visit with Owner LJ Owner and JOC Contractor walk site G)Visit job site with Owner's representative and Users, where possible GIDetermine project information scope (i.e. desired materials, special needs, etc.) G)Take measurements of field conditions G)Take photos for documentation and communication purposes GIDetermine cost and schedule parameters G)Issue comprehensive Site -Visit Minutes 12 Packet Pg. 45 2.3.b Deveinn Scope of Work LJ Scope of Work Development G)Discuss scope with Owner and Facility Manager OQuestions to clarify scope of work answered G)Produce detailed scope of work G)Produce any sketches required G)Review and revise the estimate with Owner for final scope 13 Packet Pg. 46 2.3.b Scope of Work Example ka • Remove and reinstall e-. urinals and 2 commodes • Demo / dispose of 3 existing lights Reuse existing circuit for new lights. • Remove & replace 2 existing HVAC grilles • Install gyp ceiling at 8' 8" with 4 new surface mounted explosion proof lights. Relocate existing smoke detector to new ceiling • Demo CMU for 42" opening min. (exist opening +/- 36") • Demo & dispose of existing metal partitions and replace with new 4" CMU covered completely with ceramic tile, with one block scupper at bottom of each y .,�no ceramic tile, floors and walls, tyin. and walls, typ (exist ceramic on walls is approx. 8'-0" high) 14 Packet Pg. 47 2.3.b Scope of Work Example • Demo existing partitions, repl e with4" CMU covered completely with ce mic tile & scupper at bottom of each • Install new mirror provided by owner - Remove existing paper towel dispenser and turn over to Owner • Install I ea hand dryer, wire to existing, adjacent I l Mutlet. All new wiring to be concealed • NOTE: Replace entry door - 3-Ox7-0, HM with kickplates both sides, reuse hardware Typical all restrooms -Demo & dispose of vanity & sinks, install new stainless steel counter with integral sinks supplied by owner (save existing P- traps & faucets for reuse on new sinks) • Demo ceramic tile, floors & walls, typ. 15 Packet Pg. 48 2.3.b Proposal Phase ❑Work Order Request LJ Proposal Package GCover Letter G)Work Order Form GComprehensive Line Item Estimate G)Preliminary Schedule GFinal Scope of Work LJ Scope Negotiations — reach consensus LJ Final Work Order Form is signed by Facility Manager 16 Packet Pg. 49 2.3.b Work Order Proposal Estimate Package Proposal Package Delivery • JOC contractor details the project execution plan and schedule • JOC contractor identifies time saving suggestions where possible • JOC contractor provides value engineering ideas, "constructability" input, and quality control • Owner and contractor review and discuss line item estimate ... Consensus 17 Packet Pg. 50 2.3.b JOC Cons. is Negotiations under JOC are different from other delivery Methods ❑ JOC negotiations are based on line item selection, line item quantity and schedule, not price ❑ The result of negotiations is consensus The Owner has the opportunity to review and discuss the Work Order proposal so that they can answer "Yes" to the following questions before approving the Work Order Proposal Estimate Package: - Are the estimated line items appropriate? - Are the estimated quantities correct? - Is the proposed schedule acceptable? - Is the bottom line price fair and reasonable? 18 Packet Pg. 51 2.3.b Construction • Prepare all subcontract documents • Mobilize and manage all subcontractors • Provide on -site supervision of ongoing work • Provide jobsite safety supervision • Provide quality control and assurance for the work • Provide regular progress reports gas needed) • Conduct pre -final and final inspections 19 Packet Pg. 52 2.3.b Project Closeout • Final punch list (if necessary) • Acceptance of work • As -built documentation • Operation and maintenance manuals, equipment lists, and training where applicable 20 Packet Pg. 53 2.4 City Council Agenda Item Meeting Date: 08/11/2020 Review of Council Code of Conduct Staff Lead: Council/Laura Johnson Department: City Council Preparer: Maureen Judge Background/History In December 2013, the Council passed Resolution No. 1306 adopting a new Code of Conduct and in June 2015, the Council approved a new Code of Ethics. Staff Recommendation N/A Narrative Councilmember Laura Johnson has revised the Code of Conduct for the Edmonds City Council to include language that addresses appropriate communications between Council to staff, the general public, and to fellow Councilmembers; the Council is asked to review these updates. Attachments: Updated Code of Conduct 2020 DRAFT Resolution 1306 Code of Conduct CODE —OF —ETHICS 06-02-2015 Packet Pg. 54 2.4.a Updated Code of Conduct 2020 - DRAFT Section 6. Council Conduct. Councilmembers should seek to improve the quality of public service and ensure public confidence in the integrity of local government and its effective, open, and equitable operation. To this end, the following Code of Conduct for members of the Edmonds City Council is established: 6.1 Conduct during Public Meetings A. Councilmembers have a public stage to show how individuals with disparate points of view can find common ground, demonstrate effective problem -solving approaches, and seek solutions that benefit the community as a whole. B. Councilmembers will practice civility and decorum in discussions and debates. Disagreements should focus on vision, policies, and their implementation. C. Ensuring the public feels welcome is a vital part of the democratic process. No signs of partiality, prejudice, or disrespect should be evident on the part of individual Councilmembers toward an individual participating in a public forum. Every effort should be made to be fair and impartial in listening to public testimony. D. Councilmembers shall prepare themselves for public issues and listen courteously and attentively to all public discussions before the body during the meeting. Council discussions are open and transparent and diverse ideas and opinions are welcome. E. Whenever possible, Councilmembers shall seek to minimize surprises at public meetings including vetting of amendments or new ideas prior to introduction and/or discussion and should seek to provide key questions to staff ahead of public discussions. F. While the Council is in session, Councilmembers shall neither, by conversation or otherwise, delay or interrupt the proceedings or the peace of the Council, nor disrupt any member while speaking nor refuse to obey the orders of the Council or the Mayor, except as otherwise provided in these Rules. G. If a member is offended by the remarks of another member, the offended member should make note of the words used and call for a "point of personal privilege." The meeting chair will maintain control of this discussion and if deemed necessary, ask the offending member to restate their remarks. H. It is important that each Councilmember is treated equally by their Council peers. All members are duly elected or appointed and should be afforded mutual respect. With the exception of the Council President's agenda -setting power, no member has or shall be afforded extraordinary powers beyond those of other members. 6.2 Conduct with City Staff Packet Pg. 55 2.4.a A. Councilmembers shall treat all staff as professionals with clear, honest communication that respects the abilities, experience, and dignity of each person. B. As feasible, Council Members will work with Department Directors or designees before meetings to obtain the information needed to participate in discussions and debates and to make decisions. C. City Council policy is implemented through dedicated and professional staff. To support effective relationships, it is important that roles are clearly recognized. Councilmembers shall avoid intrusion into areas that are the responsibility of staff and recognize that it is not the role of the Council or its members to administer City business. D. Councilmembers may ask Department Directors or designee about the status of work items or request information. Except through their participation on Council, they shall not expressly or implicitly give orders or direction, attempt to influence the decisions or recommendations of staff members, or otherwise be involved in administrative functions. E Councilmember communications with City Staff shall be limited to normal City business hours, except in cases of emergency or a pre -agreed upon event or meeting held outside of normal City business hours. Responses to questions posed outside of normal business hours should be expected no earlier than the next business day. F. Councilmembers shall never express concerns about the performance of a City employee in public, to the employee directly, or to the employee's manager. Comments about staff performance should only be made to the Mayor through appropriate correspondence. 6.3 Conduct with Council Legislative/Administrative Assistant A. Councilmembers shall treat the Legislative/Administrative Assistant as a professional with clear, honest communication that respects abilities, experience, and individual dignity. Additionally, Councilmembers are responsible for ensuring a supportive and positive work environment for the Legislative/Administrative Assistant. B. Given the need for shared coordination, Councilmembers shall not request the Council Legislative Assistant to initiate any significant project or study, outside of limited research, without the consent of the Council President. The Legislative/Administrative Assistant's time will be divided equally among the seven Councilmembers. D. Councilmember communications with the Legislative/Administrative Assistant shall be limited to normal City business hours, except in cases of emergency or a pre -agreed upon event or meeting held outside of normal City business hours. Responses to questions posed outside of normal business hours should be expected no earlier than the next business day. E. Councilmembers shall never express concerns about the performance of the Legislative/Administrative Assistant in public or to the Legislative Assistant directly. Comments about performance should only be made to the Council President through appropriate correspondence. Packet Pg. 56 2.4.a 6.4 Conduct with Boards, Committees, Commissions, and Outside Agencies A. The City maintains several boards and commissions as a means of encouraging and gathering community input. Citizens who serve on boards and commissions become more involved in government and serve as advisors to the City Council or Mayor. They are a valuable resource to the City's leadership and should be treated with appreciation and respect. B. Councilmembers are appointed as non -voting members to serve as the primary two-way communication liaison between the Council and boards, commissions, and committees. Councilmembers are not to direct the activities or work of the board, commission, or committee C. Councilmembers may attend any board or commission meeting to which they are not appointed but shall do so as a member of the public. Personal comments or positions, if given, will be identified as such and shall not be represented as the position of the City or Council. D. Councilmembers shall not contact a board or commission member to lobby on behalf of an individual, business, or organization. It is acceptable for Councilmembers to contact the board, committee, or commission members in order to clarify or contextualize a position taken by the body. When making contact the relevant Council liaison should be included in such communication. E. When attending a non -city sponsored event, meeting, conference, or other activity, a Councilmember may be authorized to represent the Council only upon a majority vote of the Council. Likewise, a Councilmember may be authorized to represent the City only upon the express permission of the Mayor. 6.5 Conduct via Technologic Communication A. Technology allows words written or said to be distributed far and wide. Written notes, voicemail messages, texts, and email are public records and should be treated as such. 6.6 Compliance and Enforcement A. The integrity of individual councilmembers reflects, both positively and negatively, on the overall public perception of the ethical behavior of the entire Council and City. Councilmembers themselves have the primary responsibility to ensure that conduct standards are understood and met and that the public can continue to have full confidence in the integrity of its government. B. The Council has a responsibility to intervene when actions of a member or members appear to be in violation of the Code of Conduct or when a violation is brought to their attention. The City Council, by majority vote, may impose sanctions on members whose conduct does not comply with these standards. Sanctions may include any or all of the following: Packet Pg. 57 2.4.a 1. Official verbal reprimand in an open meeting. 2. Formal public letter of censure by a majority vote of the council. 3. Loss of committee or external appointment assignment(s). Packet Pg. 58 2.4.b RESOLUTION NO: 1306 A RESOLUTION OF THE EDMONDS CITY COUNCIL IMPLEMENTING A CODE OF CONDUCT FOR THE MAYOR, COUNCILMEMBERS, AND ALL MEMBERS OF CITY BOARDS, COMMISSIONS, COMMITTEES, OR WORK GROUPS. WHEREAS, the City Council finds that City business should be conducted publicly, in an atmosphere of respect and civility, NOW, THEREFORE, BE IT RESOLVED, the following Code of Conduct is adopted and shall apply to the Mayor, City Councilmembers, and members of all City Boards, Commissions, or work groups. In the course of their duties, all group leaders will: 1) provide all members a fair opportunity to participate, 2) not permit any member to dominate proceedings or intimidate other members, and 3) not permit any disrespectful behavior toward participants. In the course of their duties, all participants, including leaders, will: 1) respect the individual talents and contributions of others, 2) avoid offensive comments and behavior, 3) avoid intimidating comments and behavior, 4) listen courteously and attentively, 5) conduct public business in an open and transparent manner, 6) assist leaders in ensuring fair treatment of all members, and 7) assist leaders in controlling disrespectful or intimidating behavior. When speaking officially, all leaders and members will respectfully convey the position of their group. When speaking personally, all leaders and members will disclose that their comments are their own, and not made as a representative of their group. This Resolution shall take effect immediately upon its adoption. Adopted this 10th of December, 2013. ATTESTI NTICA CITY K, SCOTT PASSEY FILED WITH THE CITY CLERK: December 6, 2013 PASSED BY THE CITY COUNCIL December 10, 2013 RESOLUTION NO: 1306 Packet Pg. 59 2.4.c CODE OF ETHICS The purpose of the Edmonds Code of Ethics is to strengthen the quality of government through ethical principles which shall govern the conduct of elected officials and appointed citizen volunteers serving in an official capacity (i.e. Boards and Commissions). We shall: • Be dedicated to the concepts of effective and democratic government. • Affirm the dignity and worth of the services rendered by government and maintain a sense of social responsibility. • Be dedicated to the highest ideals of honor and integrity in all public and personal relationships. • Recognize that the chief function of local government at all times is to serve the best interest of all the people. • Keep the community informed on municipal affairs and encourage communications between the citizens and all municipal officers. Emphasize friendly and courteous service to the public and each other; seek to improve the quality of public service, and confidence of citizens. • Seek no favor; do not personally benefit or profit by confidential information or by misuse of public resources. • Conduct business of the city in a manner which is not only fair in fact, but also in appearance. Approved by the Edmonds City Council on 06-02-2015. Packet Pg. 60