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04-08-14 Parks, Planning, PW Committee MinutesPublic Works, Parks and Planning Committee Meeting April 8, 2014 Elected Officials Present: Council Member, Diane Buckshnis Council Member, Joan Bloom The committee convened at 6:00 p.m. Staff Present: Phil Williams, Public Works Director Rob English, City Engineer Renee McRae, Recreation Manager Frances Chapin, Arts & Culture Manager A. Heritage Tree Program. Rick Zitzman, citizen member of the Tree Board, summarized the Heritage Tree Program for committee members and staff. Questions were posed about Heritage Tree status transferred to a new property owner, and what happens if the tree becomes diseased. It was explained that both will be clarified in the ordinance created related to the Heritage Tree Program. ACTION: Presentation to Council of the Heritage Tree Program on April 22, 2014 during the Tree Board presentation. Forward Heritage Tree Resolution to Council for presentation and vote at April 22, 2014 Council meeting. B. Alliance for Housing Affordability Interlocal Agreement for 2014-2015. ACTION: Item will be presented to Council on May 6, 2014. C. Authorization for Mayor to sign Supplemental Agreement with Perteet for the 228th St. SW Corridor Improvement Project. Mr. English reviewed a revised scope and fee proposal for design work related to the 228th St. SW Corridor Improvements. The revised fee includes a reserve budget to address City or WSDOT comments that need to be addressed prior to bidding the project in late 2014. ACTION: Moved to consent agenda for approval. D. Authorizing Resolution for RCO grant for Civic Center. Ms. McRae reported that this was an open grant cycle for RCO and that the authorizing resolution was required to demonstrate that the City is committed to the project. ACTION: Item will be presented to City Council. E. Quarterly Public Works Project Report. The committee asked questions about the Perrinville High Flow Management Project, SWEdmonds #4-106/105, Sunset Walkway Improvements and 76th Ave W Waterline Extension Public Works, Parks and Planning Committee Minutes April 8, 2014 Page 2 project. Councilmember Bloom asked if the report could be modified to include year to date expenditures. Staff will evaluate the request and respond at a future committee meeting. ACTION: Moved to consent agenda for approval. F. Authorization for Mayor to sign Supplemental Agreement with David Evans and Associates for engineering support services for the Five Corners Roundabout Project. Mr. English reviewed the scope of engineering services that will be provided by David Evans & Associates during construction of the Five Corners Roundabout. ACTION: Moved to consent agenda for approval. G. Authorization for Mayor to sign a Snohomish County Community Development Block Grant (CDBG) Contract for ADA Upgrades for the 3rd Ave Curb Ramp Replacement Project. The City will upgrade the pedestrian curb ramps on 3rd Ave beginning at Pine Street and continuing north for as many ramps that can be completed with the allocated CDBG funding. Approval of the agreement will allow the County to reimburse the City for the construction costs. ACTION: Moved to consent agenda for approval. H. Authorization to award a construction contract for the Sanitary Sewer Replacement Project. Mr. English outlined the project scope and reviewed the bid results, construction budget and funding for the project. ACTION: Moved to consent agenda for approval. Report on Bids opened April 1, 2014 for the Five Corners Roundabout Project and award of contract. Mr. Williams reviewed the bid results and staff options for moving forward with the project. He explained that the shortfall in construction budget could be made up by having the Stormwater Fund pay its share of the project's stormwater improvements. The additional stormwater funds would provide the budget needed to award the project to Marshbank Construction. The other option staff evaluated was to reject bids and remove optional work items that may lower the price, if the project was advertised a second time. ACTION: Item will be presented to the City Council. J. Authorization for Mayor to sign a Professional Services Agreement with The Blueline Group for Capital Projects Construction Management, Engineering & Inspection Services. Mr. English explained that the engineering services provided by this Agreement would be used on capital improvement projects that will be in construction in 2014/15. The committee asked questions about the status of the Capital Projects Manager position and how the services provided by this agreement would be funded. Funding for these services is budgeted in the capital project budgets. Public Works, Parks and Planning Committee Minutcs April 8, 2014 Page 3 ACTION: Item will be presented to the City Council. K. Annual Special Event Contracts Ms. McRae reported that these special event contracts had no significant changes to them. ACTION: Moved to consent agenda for approval. L. Update on Cultural Heritage Tour grant project. Ms. Chapin provided an update on the project stating that the artist made interpretive panels should be complete and ready for installation in June. Letters of agreement from private property owners for installation on or adjacent to their property will be submitted all at one time on a future consent agenda for approval for the Mayor to sign. ACTION: Moved to future consent agenda for approval. M. 76th Ave W at 212th St. SW Intersection Improvement project Update. Items M and N were discussed together and the committee had questions about the scope of project improvements at 76th/212th and the public process for adding the proposal to re -stripe sections of 76th Ave. Staff is coordinating with the City of Lynnwood on the pavement striping changes between 208th to Olympic View Drive. ACTION: Item will be presented to the City Council. N. Amendment to the 2014-2019 Six -Year Transportation Improvement Program to add the 76th Ave W re -striping project from 220th St. SW to Olympic View Drive. Refer to Item N. ACTION: Item will be presented to the City Council. O. Request authorization to award the construction contract for the Wastewater Treatment Plant Interior Improvements Project to Tec Construction, Inc. Mr. Williams reviewed the project improvements and answered questions related to the proposed project. ACTION: Moved to consent agenda for approval. P. Control System Upgrade — Equipment Purchase Authorization. Items P and Q were discussed together. Mr. Williams briefed the committee on how the electrical and software components of the SCADA system at the WWTP are outdated and in need of replacement. Item P will provide the equipment and Item Q will provide the professional services to program the new equipment and software. ACTION: Item will be presented to the City Council. Public Works, Parks and Planning Committee Minutes April 8, 2014 Page 4 Q. Control System Upgrade - Request approval for Mayor to sign a Professional Services Contract with Parametrix, Inc. Refer to Item P. ACTION: Item will be presented to the City Council. R. Council acceptance of a 40-foot street dedication (243rd PI W) and 15-foot public sanitary sewer easement and authorization for Mayor to sign face of plat documents. Mr. English reviewed the street dedication and location of the sanitary sewer easement on the plat. ACTION: Moved to consent agenda for approval. S. FAC Equipment Surplus. Mr. Williams reported that the Frances Anderson Center weight room was getting new equipment and the existing equipment would be surplused. Some items are going to the Wastewater Treatment Plant, some will be sold, and others have no value and will be salvaged. Ms. McRae reported that the equipment would be removed the week of April 21, the new flooring installed April 28, and the new weight room equipment installed May 1. The City received a grant from the Verdant Health Commission for the weight room equipment ACTION: Moved to consent agenda for approval. T. Public Comments The meeting adjourned at 8:15 pm.