PPP021318PARKS, PLANNING AND PUBLIC WORKS COMMITTEE MEETING
February 13, 2018
Elected Officials Present
Councilmember Neil Tibbott (Chair)
Councilmember Kristiana Johnson
Staff Present
Phil Williams, Public Works Director
Rob English, City Engineer
Carrie Hite, Parks & Recreation Director
Jeff Taraday, City Attorney
Jeannie Dines, Recorder
The meeting was called to order at 7:14 p.m. in the Jury Meeting Room.
Crumb Rubber Extension of Moratorium
Ms. Hite reported the Council was interested in two studies, 1) the California EPA study, and 2) a federal
study that is a collaboration between three agencies; neither of the studies have been published yet but
are expected to be published by June 2018. Mr. Taraday drafted an ordinance extending the moratorium
to July 15, providing time for the study results, Council discussion, and possibly hold public hearings.
The moratorium could then be allowed to expire, the Council could extend it further, etc.
Councilmember Johnson expressed concern with the short turnaround once the studies are published.
Councilmember Tibbott relayed the previous ordinance stated the Council intends to hold a public
hearing in January 2018 prior to extending the moratorium and asked if a public hearing was required
before extending the moratorium. Mr. Taraday advised because this is not a GMA moratorium, state
law does not require a public hearing be conducted prior to extending the moratorium. If the Council felt
now was an appropriate time to hear from the public, a public hearing could be held after the moratorium
was extended. The Council always has the ability to repeal an extended moratorium. Councilmember
Tibbott suggested Mr. Taraday provide a memo to Council with that information
Following further discussion, the Committee provided the following direction:
• Revise ordinance to change date of moratorium extension from July 15 to August 7
• Revise language in Section 313 to be more open ended regarding when a public hearing would
be conducted
• Mr. Taraday draft memo to Council regarding holding a public hearing
Action: Schedule for full Council next week.
2. Briefing on the City -Wide Pavement Rating Report
Mr. Williams reviewed:
Why rate pavement?
o Assess overall health of the City street system
o Prioritize streets for preservation and/or reconstruction efforts
o Facilitate long range financial forecasts
o Required for some grant applications
How is pavement rated?
o Pavement condition index (PCI)
■ Developed by US Army Corps of Engineers
■ Two primary methods
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1. Pavement can be walked by trained and certified pavement rater
➢ Less expensive
➢ Can be accomplished by City staff
➢ Highly subjective, grades are subject to human variance
2. Pavement can be driven by a specialized ruck with laser-assed grading
➢ Lasers collect data grades are objective and repeatable
➢ Cannot be accomplished by City Staff, must be contracted out
■ System analyses surface distresses such as cracking, rutting, patching, etc.
■ Distress measurements used to grade streets 0-100
2017 City of Edmonds Pavement Rating
o IMS (Infrastructure Management Services) brought in for laser -assisted rating
■ $43,450 contract signed in March 2017
■ IMS moved into Edmonds in mid-July
■ Survey collected data on all city -owned streets (not alleys)
■ Scores were compiled and moved into a pavement management spreadsheet
■ Recommendations were made for future annual budget
• 2017 Pavement Rating Results
o Average Scores
■ Principal arterials — 77
■ Minor arterials — 76
■ Collectors — 77
■ Local — 70
■ Total — 72
o Net worth of road network - $118 million
o Total backlog (failed streets) approx. 3%
■ Graph of asphalt performance over time
■ Graph of when improvements could be done
o Slurry seal (5-10 yrs)
o Chip seal (10-17 yrs)
o Overlay (17-25 yrs)
o Rebuild (25-40 yr)
■ Budget Recommendations
o Scenarios
■ 2.6M/yr — City road network maintains approximate PCI score of 72
■ 2.2M/yr — City road network lowers to and maintains PCI score of 70
■ 1.5M/yr — PCI steadily drops. Anything less than 1.5 M causes backlog to skyrocket
■ O.OM/yr — After only 7 years, PCI plummets to 63 and backlog quadruples
• Map of 2014-2018 overlays
• Detailed map of 2018 overlay
• 2017 Pavement Preservation Budget
2017 Overlay Budget
$1,135,000
2016 Carryover
$150,000
Total Revenue
$1,285,000
2017 Expenditures
$837,636
2018 Carryover (budget amendment
$442,000
o County routinely overestimates costs
2018 Pavement Preservation Budget
2018 Overlay Budget $1,500,000
2017 Carryover $442,000
Total Revenue $1,942,000
City will not be able to use the county paving program after 2018
o City will develop its own package for 2019 paving
Too late to add $442,000 to county paving program
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o If Council approves carryover, intent to use to build ramps as part of 2019 and 2020 paving
program.
Mr. Williams responded to questions and discussion followed regarding PSRC's distribution of federal
funds for paving, information the pavement rating provides, crack sealing, IMS scoring done on only
City Streets not state highways, condition of specific road sections, streets to be slurry sealed, Council
approval of funds for overlays in the budget, budget scenarios do not include ADA (typically an
additional 30%), whether an in-house crew could do curb ramps, coordinating future paving program
with other cities for economies of scale, issues associated with proposal for an in-house crew to do
walkways/sidewalks/ramps, issues associated with using existing maintenance staff for capital projects,
accelerating construction of short sidewalks and missing sidewalk sections, and Council support for
establishing an in-house crew to construct walkways, sidewalks and ramps.
Action: For April PPP meeting, staff develop costs of constructing walkways, sidewalks, and ramps in-
house versus via contract and the process and issues associated with developing an in-house crew.
3. Presentation of an Interlocal Agreement with the Edmonds School District to Fund
Overlay of 236th St. from 94th Ave to 92nd Ave
Mr. English explained as part of construction of Madrona School, ESD will be doing frontage
improvements on 236th. The City planned to pave the other side of 236th; via this interlocal ESD will
overlay the entire street and the City will fund half. Cost is approximately $38,000.
Action: Schedule on Consent Agenda
4. Report on Bids for the 238th St. SW Walkway (Edmonds Way to Hwy 99)
Mr. English explained the federal and state government pulled rectangular rapid flashing beacons from
the allowable transportation devices due to a patent issue. This addendum, to replace the rectangular
flashing beacon with a round flashing beacon required bid opening be postponed to Thursday.
Committee members disagreed whether the report on bids should return to committee or be forwarded
to Council for action.
Action: Council President make decision whether to schedule for action at the next Council meeting or
returned to committee.
5. Report on Bids for the Northstream Pipe Abandonment and Culvert Rehabilitation Project
Mr. English explained this project is to abandon 600 lineal feet of storm pipe that originally conveyed
Northstream Creek and was left over from an emergency project in 2006 to redirect the creek. The
project also rehabilitates the storm culvert running under SR 524 at approximately 11th Place North.
Bids were opened last Tuesday. The engineer's estimate was $294,524; the low bid of $273,985 was
submitted by Trimaxx. The construction budget will be $273,985, management reserve of 20%
($54,797) and 15% construction management for a total of approximately $370,000 which is well within
the funding allocated in the stormwater fund. A brief discussion followed regarding construction
management.
Action: Schedule on Consent Agenda
6. Report on Bids for the Five Corners Reservoir Re -Coating Project
Mr. English reported bids were opened Thursday, the City received five bids. The engineer's estimate
was $2.9 million; the low bid of $2.43 million was thrown out due to a documentation error. The second
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and third low bids are being reviewed and staff is conferring with the City Attorney tomorrow regarding
the required experience. Discussion followed regarding the amount of the second and third low bids,
the paint color, and drying the tank interior prior to painting.
Action: Staff return to PPP Committee in two weeks with bid recommendation and paint color
7. Presentation of a Supplemental Agreement with Murraysmith (formerly MSA) for Five
Corners Reservoir Re -Coating Project
Mr. English reported a supplemental agreement with Murraysmith is necessary for engineering support
during the construction phase of the reservoir re -coating project. The fee is $107,846 which includes
support for reviewing RFls, change orders, and special inspections.
Action: Schedule on Consent Agenda
Discussion followed regarding potentially raising the authorization threshold for Public Works projects,
identifying efficiencies for the PPP Committee, analyzing project values brought to the PPP Committee
during the past year and the committee's recommendation, impacts of changing to one committee
meeting/month, and a suggestion to start committee meetings at 6 p.m.
The meeting was adjourned at 9:00 p.m