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PPP111417PARKS, PLANNING AND PUBLIC WORKS COMMITTEE MEETING November 14, 2017 Elected Officials Present Councilmember Neil Tibbott (Chair) Councilmember Kristiana Johnson Staff Present Phil Williams, Public Works Director Rob English, City Engineer Jeannie Dines, Recorder The meeting was called to order at 9:37 p.m. in the Jury Meeting Room. 1. Authorization for the Mayor to sign a Supplemental Agreement with The Blueline Group (Blueline) to provide professional services for the 2019 Waterline Replacement Project Mr. English reported this is a supplemental agreement to the consultant contract for the 2018 and 2019 waterline replacement program. The supplement covers 2019, 6300 feet of watermain replacement at 3 sites; the proposed fee is $238,300 which includes a $21,600 management reserve. The fee will be paid by the Water Utility Fund. The design will be done in 2018 and construction in 2019. Staff responded to questions regarding services Blueline will provide, the City's use of Blueline in the past, and 1 % replacement/year. Action: Schedule on Consent 2. Authorization for the Mayor to sign an Agreement with the State of Washington Department of Ecology for a Municipal Stormwater Capacity Grant Mr. English reported the City received a $50,000 grant from the State designated for stormwater work related to the Phase II Municipal Stormwater Permit. Staff proposes to use the funds to assist with the purchase of a video inspection truck. Staff responded to a question regarding cost of the video inspection truck. Action: Schedule on Consent 4. Edmonds Driftwood Players Lease at Wade James Theater Mr. Williams explained this is a proposed new 5 -year lease with 5 -year extension at their request; it is similar to previous leases. The City owns the building; maintenance and operations are the responsibility of the lessee (Driftwood Players). Discussion followed regarding potential for ESCO projects, Driftwood Players' responsibility to pay all utilities, the City's evaluation of the roof, concern the building was not insulated, improvements made to the building in the past, and the City's fiduciary responsibility to determine the condition of the building. Mr. Williams provided the history of the building: Driftwood Players raised the money to design and build the building. The City already owned the property, the building was given to the City so Driftwood Players is not required pay property taxes. Committee requested staff research and report: Whether any revenue is/can be received from use as a Park & Ride lot Whether building was evaluated in facilities audit and if so, what was determined. 11/14/17 PPP Committee Minutes, Page 2 Action: Schedule lease on Consent Calendar. 5. Authorize Mayor to sign a Supplemental Agreement with BergerABAM for the Fishing Pier Rehabilitation Project Mr. English explained this a supplemental agreement for $20,139 (includes a $5,000 management reserve) to extend construction support services for the Fishing Pier. The epoxy injection repair was done in one pier bay Friday; due to recent weather, core testing has been delayed and hopefully will occur tomorrow. If it passes inspection, the epoxy injection repair will be done in the remaining pier bays. Mr. Williams described the process for injecting epoxy. Mr. English reported Parks & Recreation Director Hite secured an additional $100,000 from Washington State Department of Fish & Wildlife; the services performed under this supplemental agreement will be paid by the WDFW funding. Action: Schedule on Consent 3. Authorize the Mayor to siqn a Local Agency Professional Services Agreement with Parametrix for the Edmonds Street Waterfront Connector Prosect Councilmember Tibbott referred to the additional information provided by staff including a Gantt chart illustrating the project schedule as well as Mr. Williams' email today addressing specific questions. Councilmember Tibbott's original concern was the language regarding "up to two alternatives." Mr. Williams relayed that was changed to "two alternatives" in one place but will need to be replaced in 3- 4 other locations in the agreement. The language regarding up to six options was not changed. In response to questions, Mr. Williams relayed: • Examples of the options: slab bridge, a steel girder/truss, and a cable stayed • How much design work will be completed in this process: 15-20% of total design • How the process will be informed: envision the Mayor's Waterfront Access Advisory Task Force reconvening to assist in reviewing options • Parametrix's experience: partnered with Tetra Tech on consulting for Mayor's Task Force and is the lead on Mukilteo terminal project Councilmember Johnson made the following suggestions regarding the Scope of Work: • Title is Edmonds Street Waterfront Connector, needs to be implicit it is for emergency access and non -motorized access only. • Revise 3rd paragraph to read, "This alternative was ce'�ted recommended by the Mayor's Task Force during the Edmonds Waterfront Access Study and approved by the Edmonds City Council. • In #1 under "The process for identifying a preferred alternative includes:" require two options each for the slab bridge, a steel girder/truss, and cable stayed options. • Task 2.2.3 o Who are Business/Property Owners that will get briefings o Deliverables should include a summary for each briefing including date, who attended and what was said • Schedule length of open houses sufficient for people who commute to attend • Task 2.2.6 Comment Management o Change first deliverable to read, "Up to 100 All tracked project correspondence" • Task 5.2 o Who will be involved in charrettes o Add charrettes to schedule • Task 6.0 and Task 7.0 o Remove assumption, "The bridge structures or connections will not impact the existing park buildings." • Task 10.4 11/14/17 PPP Committee Minutes, Page 3 o Inform consultant historic museum could be a resource for them Task 11 o Revise first sentence to read, "The Consultant, along with input from the project stakeholder team and public involvement, will develop..." Discussion included the original Mayor's Waterfront Access Advisory Task Force, holding an open house to review the six options, criteria for reviewing options, amount of public involvement and stakeholder coordination, costs the City will be responsible for such as printing and postage, newsletter distribution, consultant budget ($917k), total available funding ($990k), cost of staff time, timing and format of open houses, additional funds that could be necessary if more public meetings are requested, meetings with City Council, type of vehicles the connector could accommodate, seating on the bridge, bridge width, whether a 5% management reserve will be enough, Prime Consultant Cost Computations in Exhibit D, and assumptions in Task 9 versus Task 12.4. Mr. Williams said staff will review suggestions/questions with the consultant, make revisions to the scope of work, prepare a redline version for Councilmembers Tibbott and Johnson and schedule a clean copy on the Consent Agenda. Action: Schedule on Consent The meeting was adjourned at 11:39 p.m.