PPW030921PARKS & PUBLIC WORKS COMMITTEE MEETING
March 9, 2021
Elected Officials Participating Virtually
Councilmember Laura Johnson
Councilmember Luke Distelhorst
CALL TO ORDER
Staff Participating Virtually
Phil Williams, Public Works Director
Rob English, City Engineer
Angie Feser, Parks, Rec. & Cultural Serv. Dir.
Shannon Burley, Deputy Parks, Rec. & CS Dir.
Scott Passey, City Clerk
Jeff Taraday, City Attorney
The Edmonds City Council virtual online PPW Committee meeting was called to order at 7:00 p.m. by
Councilmember Distelhorst.
2. COMMITTEE BUSINESS
1. Public Hospital District 2 Grant ILA #2 - LEAP
Councilmember Distelhorst advised he will abstain from the discussion for reasons previously disclosed.
Ms. Feser relayed this is the second part of the Learning Enhancement and Activities Program (LEAP)
that began October 2020. Expenses were covered by the federal CARES Act through the end of 2020.
The program with the Public Hospital District 2 (Verdant) providing 50% of the cost for January and
February 2021. The Finance Committee and Council previously approved an ILA for that funding. The
City applied for and received another $36,000 Verdant grant for to continue the program April through
June. Some of the LEAP programming is changing with Edmonds School District returning to in -person
education; however, support services for three days/week will be needed. Beginning March 1, the
Edmonds School District Foundation began providing free breakfast and lunch for eligible participants,
both weekdays and weekends. Staff recommends approval on the March 16th Consent Agenda.
Councilmember L. Johnson thanked Verdant for their continued support and Parks for their ingenuity
and perseverance. She agreed with staff's recommendation to forward this item to the Consent Agenda.
Action: Schedule on Consent Agenda
2. Garden and Summer Market Event Contract
Ms. Burley relayed many larger festivals/events have reserved dates in August/September. The Garden
and Summer Market has a long standing history in Edmonds; last year it was deemed a priority by the
governor's office and Snohomish Health Department. Health and safety standards, which are monitored
by the Health District, shifted and evolved last year and she expected the same this year. The
agreement allows the market to utilize the right-of-way and other amenities such as access to
restrooms. The City's street team assists with placing no parking signs and traffic barriers. The contract
is drafted to include all the potential opportunities rather than the current guidelines as it is anticipated
those will continue to evolve.
03/09/21 PPW Committee Minutes, Page 2
She relayed an internal team comprised of Police, Fire, Planning, Public Works, Parks and the City
Attorney have reviewed the contract and concur with the market layout and plan. Staff recommends
forwarding authorization for the Mayor to sign the special event agreement to the Consent Agenda.
Discussion followed regarding COVID-related sanitation of restrooms and appreciation for the COVID
clause in the contract.
Action: Schedule on upcoming Consent Agenda
3. Report on Construction Bids for the 2021 Overlay Program
Mr. English reported the City received 7 bids ranging from $760,596 to $941,232; the engineer's
estimate was $966,157. Central Paving provided the low bid, the same company the City used last year.
Staff is in the process of reviewing bid documents. As the bid was lower than engineer's estimate, there
may be opportunity for a supplemental contract for additional work. This contract covers street funded
by the REET Fund ($700,000) and the 112 Street Fund ($100,000) as well as funds from Water,
Stormwater and Sewer. A budget amendment may be required for additional Utilities funding. Staff
recommends forwarding award of the contract to next week's Consent Agenda. Construction is
anticipated to begin in May and be completed mid -summer 2021.
Mr. English described the City's experience with Central Paving who was new to Western Washington
last year. In response to a question, Mr. Williams described this year's overlay program compared to
previous years.
Action: Schedule on upcoming Consent Agenda
4. Report on Construction Bids for the Phase 11 Waterline Replacement Project
Mr. English reported the City received 4 bids ranging from $1,522,684 to $1,636,428; the engineer's
estimate was $1,505,000. The low bid was provided by SRV Construction, a company the City has not
worked with since the early 2000s. Staff is in the process of reviewing the bid documents. Construction
is anticipated to begin late April/early May and extend into the fall. The $2.1 M in the 2021 budget will
be sufficient to cover construction management and management reserve. Discussion followed
regarding colors used in the map identifying the waterline replacement locations.
Action: Schedule on upcoming Consent Agenda
5. Presentation of a Supplemental Agreement with Murraysmith for the Phase 9
Sewerline Replacement Project
Mr. English explained an RFQ was issued in 2019 to design a 2-year sewer replacement program. Four
engineering firms responded and Murraysmith was selected. Last year's base contract included design
of the 2021 construction program which will go out to bid soon. This supplemental agreement is to
design the 2022 program. The scope of work includes 4 sites which were selected from the 2013 Sewer
Comprehensive Plan as well as input from the sewer operations division. The supplemental fee is
approximately $420,000 which includes a $20,000 management reserve and will be funded by the 423
Sewer Utility Fund. Staff recommends forwarding to the Consent Agenda for approval. Questions and
discussion followed regarding lessons learned from previous projects, clarifying details with contractors,
and pipe replacement versus rehabilitation.
Action: Schedule on upcoming Consent Agenda.
6. Presentation of Professional Services Agreement Ph. 12 Waterline Replacement
Blueline Group
03/09/21 PPW Committee Minutes, Page 3
Mr. English explained an RFQ was issued in 2019 to design a 2-year waterline replacement program.
Last year's baseline contract included design of the 2021 construction program; this supplement will
cover design of the 2022 program which includes 6,700 feet of pipe replacement in 5 sites. The
supplemental fee is $303,100 which includes a management reserve of $27,400 and will be funded by
the 421 Water Utility Fund. Staff recommends forwarding to the Consent Agenda for approval.
Action: Schedule on upcoming Consent Agenda
7. Job Order Contracting
Mr. Williams explained the 2019 legislative session allowed public agencies to use job order contracting
(JOC) for Public Works projects when a determination is made that the use of JOC will benefit the
public. He compared it to an ESCO project, but with a private company as the coordinator instead of a
state agency. The request of Council is to authorize issuing an RFP to select a company to create and
administer the City's program. The City could then have up to three JOCs under that company that
specialize in certain areas. There are dollar limits for individual contracts as well as an aggregate
amount; those amounts may be changed during 2021 legislative session although he did not anticipate
the City would reach those amounts initially as the intent is to start small. Benefits include getting work
out and completed more quickly and cost control.
He described the JOC process for developing project proposals. The price provided by the JOC is
guaranteed and is based on a national database, RSMeans, that has costs by region including the
Puget Sound area. Everett, Shoreline, Tacoma utilize JOC. Following the RFP, approval of the JOC
contract will come to Council. Questions and discussion followed regarding pros and cons of the
program; the City having complete control over how often the program is used, the type of projects, etc.;
projects not going out to bid; including more diverse businesses in the City's contracting and
procurement; including in the RFP or JOC contract their experience with diverse businesses; the JOC
administrator's requirement to follow the City's policies; and ability for the City to identify preferred
contractors.
Action: Schedule on upcoming Consent Agenda
Committee members and staff discussed next steps related to Perrinville Creek, reestablishing fish
connection with Puget Sound, culverts that need to be replaced (Talbot Road and under BNSF tracks),
RFQ for the PROS Plan update, Civic Park going out to bid on March 15t' and bids due by April 8tn,
plans to repair the fishing pier, parks programming under the governor's latest guidelines, and
appreciation for outreach to the Youth Commission and the Diversity Commission regarding the PROS
Plan update.
3. ADJOURN
The meeting was adjourned at 4:47 p.m