2020-12-08 City Council - Full S Agenda-2743o Agenda
Edmonds City Council
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COMMITTEE MEETING AGENDAS DO NOT INCLUDE AUDIENCE COMMENTS OR PUBLIC HEARINGS.
1. CALL TO ORDER
2. COMMITTEE BUSINESS
1. Verdant Grant Interlocal Agreement Amendment (10 min)
2. WWTP Staffing Update Discussion regarding current status and recommended changes to the
WWTP reorganization proposal reviewed by City Council on August 11, 2020 (10 min)
3. Report on Bids for Citywide Pedestrian Crossing Enhancements Project (15 min)
ADJOURN
Edmonds City Council Agenda
December 8, 2020
Page 1
2.1
City Council Agenda Item
Meeting Date: 12/8/2020
Verdant Grant Interlocal Agreement Amendment
Staff Lead: Angie Feser
Department: Parks, Recreation & Cultural Services
Preparer: Angie Feser
Background/History
In 2018, the City of Edmonds was granted a total of $170,000 from Public Hospital District No. 2
(Verdant) to provide fitness zones in two parks; Mathay Ballinger Park ($70,000) and Civic Park
($100,000). Due to circumstances of the Parks, Recreation & Cultural Services department not having a
Director/project manager for nine months and COVID impacts of this year, the Ballinger Park project was
not developed or advanced. In addition, with plans to construct future stormwater facilities within the
park, the viability of newly installed exercise stations would be uncertain.
Verdant also recognized the pandemic impacts on their grant recipients and provided the opportunity
for organizations to re -purpose their awarded funding. With a higher probability of park construction, a
need for additional funding and eligible amenities, the request to transfer the $70,000 for use towards
the Civic park project was approved by Verdant. This attached amendment reflects this reallocation of
grant funding and an extended deadline.
Staff Recommendation
Recommend the Finance Committee advance this ILA Amendment to the January 5th Council Meeting
Consent Agenda.
Attachments:
Verdant ILA Amendment No. 2 for Civic Park Fitness Zones
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2.1.a
AMENDMENT NO.2 TO
INTERLOCAL AGREEMENT TO PROVIDE A PHYSICAL ACTIVITY PROGRAM
This Amendment No. 2 to that certain Interlocal Agreement between Public Hospital
District No. 2 and the City of Edmonds to provide a physical activity program in Edmonds
("Agreement") dated May 8, 2019, as amended by Amendment No. 1 dated October 25, 2019, is
made by and between Public Hospital District No. 2, Snohomish County, Washington ("PHD2"),
a public hospital district formed under Chapter 70.44 RCW and the City of Edmonds, a
Washington municipal corporation (the "City").
WHEREAS, the timeline of the Agreement has changed due to unforeseen delays and
COVID-19 Pandemic; and
WHEREAS, Section 7.4 of the Agreement authorizes the parties to amend the Agreement
with a written instrument signed by both parties; and
WHEREAS, the parties to the Agreement agree that it is in the best interests of both to
extend the timeline, including the timing of payments due under the Agreement;
NOW, THEREFORE, for and in consideration of the mutual benefits conferred on both
parties, the parties agree to Amendment No. 2 as follows:
1. Section 5 (Obligations of PHD2), subsection 5.1 of Amendment No. 1 is
amended to read as follows:
5.1 PHD2 will fund the Physical Activity Program provided by the City of Edmonds
in two payments:
(a) An initial payment of Sixty -Two Thousand Two Hundred Fifty
Dollars and No Cents ($62,250.00) on July 15, 2020;
(b) A second and final payment of One Hundred Seven Thousand
Seven Hundred Fifty Dollars and No Cents ($107,750.00) on July 15, 2022.
2. Section 6 (Obligations of the City of Edmonds), subsection 6.1 of Amendment
No. 1 is amended to read as follows:
6.1 The funds provided by PHD2 will be used by the City of Edmonds solely to fund
a portion of the cost of park improvements to encourage physical activity by
area residents at Civic Park, as specified originally in the Grant Application and
updated in the Grant Modification Request Form. The improvements described in
the Application and Grant Modification Request Form will be completed by the
City of Edmonds no later than November 30, 2022 for Civic Park. The City of
Edmonds will be solely responsible for ongoing maintenance of the outdoor fitness
zone during the term of this Agreement. The project scope may be further
developed and refined, but not substantially altered from the scope described in
the Application and Grant Modification Request Form without the prior written
authorization of PHD2.
#A31913 PAGE 1 OF 2
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2.1.a
3. Section 6 (Obligations of the City of Edmonds), subsection 6.5 of Amendment
No. 1 is amended to read as follows:
6.5 The City of Edmonds will submit progress reports of activities carried out under
the Program including summaries of outcomes and results and financial reports
detailing use of the funds, according to the following schedule:
Date due to PHD2
Type of report
February 15, 2022
1st annual report
February 15, 2023
2nd annual report
February 15, 2024
3rd annual report
February 15, 2025
4th annual report
EXCEPT AS EXPRESSLY MODIFIED IN THIS AMENDMENT NO. 2, ALL TERMS AND
CONDITIONS OF THE AGREEMENT, AS AMENDED BY AMENDMENT NO. 1, SHALL
REMAIN IN FULL FORCE AND EFFECT.
In witness whereof, the parties hereby execute this Amendment No. 2 to the Agreement, which
will be effective as of the last date provided hereon.
PUBLIC HOSPITAL DISTRICT NO.2
SNOHOMISH COUNTY, WASHINGTON
Date:
Lisa Edwards, Superintendent
THE CITY OF EDMONDS
Date:
Michael Nelson, Mayor
ATTEST/AUTHENTICATED:
Scott Passey, City Clerk
#A319B
PAGE 2 OF 2
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2.2
City Council Agenda Item
Meeting Date: 12/8/2020
WWTP Staffing Update Discussion regarding current status and recommended changes to the WWTP
reorganization proposal reviewed by City Council on August 11, 2020
Staff Lead: Phil Williams
Department: Public Works & Utilities
Preparer: Phil Williams
Background/History
On August 11th, 2020 City Council reviewed a proposed realignment between staffing needs at the
WWTP and the currently approved FTE structure in place to meet those needs. Changes to our current
job descriptions and titles were recommended in three areas. First, was the creation of a new job title,
Chief Operator. The Chief Operator would be resourced by combining two currently unfilled positions,
i.e. Lead Operator and Lead Mechanic. Second, it was recommended an Operator in Training position be
filled to prepare for two upcoming Operator retirements in 2020. Third, it was recommended we take
the unfilled Senior Maintenance Mechanic position and fill it instead with an Instrument
Technician/Plant Electrician position.
These general recommendations were approved by City Council with the caveat that the Chief Operator
job description would be brought back and placed on the consent agenda for final approval by Council
after discussions and possible negotiations with Teamsters Local 763.
Staff Recommendation
Recommend the changes discussed in committee related to the staffing plan reviewed on August 11th,
2020 be placed on the City Council's consent agenda for approval
Narrative
Since discussions with Council last August two things have taken place:
1. The job description for Chief Operator has been shared with Teamsters. They have indicated a desire
to negotiate the impacts, as they see them, of this change. Those discussions have been initiated. The
City has proposed a particular pay level for the new position that we feel best reflects the skills and
abilities needed by the proposed job description. That level is Teamsters pay band M plus 5% which
would logically be accomplished by adding a pay band N to the contract. We feel that is where the
position best fits based on internal comparisons with other Teamsters job descriptions. We would like to
begin the process of filling this position now at that level due to our current critical shortage of staff.
This item is on the Council's agenda for tonight. Should negotiations ultimately result in a different pay
level or any significant changes to the job description we would then modify these parameters and bring
the issue back to Council.
2. Just last week we had another Operator that resigned with two weeks notice to take a similar job in
Marysville. This was an experienced Operator which leaves us in an even more precarious position with
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2.2
regard to meeting our minimum staffing levels at the WWTP. We are modifying the plan discussed in
August by postponing the filling of the Instrument/Electrical position and instead hiring of another
Operator. That is our most acute need right now. Once the expected retirements materialize we would
seek to complete the plan approved in August.
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2.3
City Council Agenda Item
Meeting Date: 12/8/2020
Report on Bids for Citywide Pedestrian Crossing Enhancements Project
Staff Lead: Rob English
Department: Engineering
Preparer: Rob English
Background/History
None.
Staff Recommendation
Forward item to the December 15th City Council meeting to award a contract.
Narrative
On November 24, 2020, the City received eight bids for the Citywide Pedestrian Crossing
Enhancements Project. The bids ranged from a low of $1,249,392.85 to a high of $1,713,764.00.
The Engineer's Estimate was $1,220,200. A summary of bid results is attached as Exhibit 1. Kamins
Construction Inc. submitted the low responsive bid and provided bid documents that meet the
federal Underutilized Disadvantage Business Enterprise Goal of 9%. A review of the low bidder's
record has been completed, WSDOT concurrence to award is still pending.
The project will install a new high intensity activated crosswalk (HAWK) signal at SR524 and 84th Ave,
convert the emergency signal at SR104 and 232nd St to a full traffic signal, install new ADA compliant
pedestrian curb ramps at nine intersections and add new signage and pavement markings at each
location. New Rectangular Rapid Flashing Beacons (RRFB's) will be added for pedestrian safety at
seven intersections. Exhibit 2 is a project map showing where the new pedestrian safety
improvements are located.
Additional funding is required to award the project based on the low construction bid received by the
City. Staff is recommending using project savings of $96,000 from the Transportation Improvement
Board (TIB) Complete Streets Grant, transferring 2021 funds ($50,190) from the Pedestrian Safety
and Traffic Signal Upgrade Programs and programming an additional $115,000 from the REET 125
Fund. The proposed construction budget is attached (Exhibit 3).
Attachments:
Exhibit 1 - Preliminary Bid Tab Summary
Exhibit 2 - Project Map
Exhibit 3 - Construction Budget
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2.3.a
<;,Y CITY OF EDMONDS
PROJECT NAME: Citywide Pedestrian Crossing Enhancements
Bid Date: 11/24/2020
Engineer's Estimate: $1,220200
CONTRACTOR
Base Bid
1
Kamins Construction
$132497282
2
Trinity Construction
$1, 306, 903
3
CA Carey
$136047498
4
A-1 Landscaping
$11713, 764
s
Road Construction NW
$1, 389,458
6
SRV Construction
$11702, 759
7
Allied Construction
$13546 7405
s
Westwater Construction
$1,633,281
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City of Edmonds
Mapbook
11
aFL
2.3.c
Proposed Construction Budget
Description
Amount
Contract Award
$
1,249,393
Construction Management, Inspection & Testing
$
265,000
City Furnished/Installed RRFB's
$
104,000
Education Outreach
$
20,000
WSDOT
$
5,000
1 % for Arts on local funding
$
4,020
Management Reserve (10%)
$
124,500
Total = $ 1,771,913
Construction Funding
Funding Source
Amount
Federal Grant
$
1,023,000
126 REET Fund
$
475,535
422 Storm Fund
$
51,000
TIB Complete Street Funds (Fund 112)
$
96,000
2021 Ped Safety/Traffic Signal Programs DP 75/76 (Fund 12
$
50,190
Additional Funding (REET 125)
1 $
115,000
Total = $ 1,810,725
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