PPP022718PARKS, PLANNING AND PUBLIC WORKS COMMITTEE MEETING
February 27, 2018
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 7:11 p.m. in Council Chambers.
Councilmember Tibbott inquired about an email from PSRC regarding a call for projects. Mr. English
explained that was a call for regionwide projects that serve/connect to a center; those projects are larger
and proposed by entities such as Sound Transit, Community Transit, City of Seattle, King County, etc.
There will be a separate call for countywide projects where Edmonds competes for funding with other
cities in Snohomish County. Both are federal funds distributed by PSRC. Within the countywide funding,
cities can apply for funding from, 1) Surface Transportation Program (STP), and 2) Congestion
Mitigation Air Quality (CMAQ). Councilmember Johnson suggested widening the ferry holding lanes to
reduce traffic delays on SR -104 would be good CMAQ project.
Report on Bids for the 2381th Walkway (Edmonds Way to Hwy 99)
Mr. English recalled the committee had discussed this previously; bid opening was delayed due to
issuing an addendum. Bids were opened February 15; 9 bids were received ranging from $453,528 to
$758,456 The engineer's estimate was $500,000. The low bidder was Thomco Construction at
$453,528. Rebidding the project in winter 2018 resulted in a savings of approximately 10%. The total
construction budget is $589,578 which includes contract award, construction management, inspection
and testing and 10% management reserve. Funding includes the TIB grant, REET and Stormwater
Funds. He explained the TIB Complete Streets grant was originally programmed for a new sidewalk on
Dayton but moved to this project to ensure the project would be completed before the next TIB funding
cycle. The City will apply for the Dayton sidewalk in the 2018 funding cycle. A budget amendment in
the first quarter will be required to move those funds. He recommended awarding the bid to Thomco
Construction.
Discussion followed regarding areas Thomco typically works in, reference checks, range in the bids,
and a suggestion that an in-house crew could remove the asphalt island and install landscaping.
Action: Schedule on Consent Agenda
2. Report on Bids for the Five Corners Reservoir Re -Coating Project
Mr. English reported bids were opened on February 8; 5 bids were received ranging from $2.47 million
to $3.27 million. The low bid was rejected due to an error in bid documents. The second low bidder was
Redside Construction and staff recommends awarding the bid to Redside. The engineer's estimate was
$2.739 million. The total construction budget with contract award, construction management, inspection
and testing and 10% management reserve is $3.477 million. Project costs will be funded by the 421
Utility Fund.
02/27/18 PPP Committee Minutes, Page 2
Mr. English explained the $2.2 million construction budget for 2018 shown in the CIP was to remove
and recoat the interior and exterior of both tanks. A more formal verification process during 2016-2017
resulted in an increased scope to include structural upgrades, additional safety systems, piping changes
to improve mixing of water, site piping changes, and addition of a cathodic protection system.
Discussion followed regarding the coating materials, sandblasting before recoating, source of additional
funding for this project, and the paint color.
Action: Schedule on Consent Agenda
3. Report on Bids for the 2018 Watermain Replacement Project
Mr. English reported this project includes installation of approximately 3,500 feet of water main, 4
pressure reducing valves (PRV) and 450 lineal feet of storm drain. Bids were opened February 22; 5
bids were received ranging from $1.42 million to 2.09 million. The low bidder was D&G Backhoe who is
currently building the 2017 watermain replacement. The total budget including contract award,
construction management, inspection and testing and 10% management reserve is $1,778,780. Project
costs are funded by the 421 Water Fund and 422 Stormwater Fund. Mr. English responded to questions
about the location of water main replacements and reduction in leakage via replacement.
Action: Schedule on Consent Agenda
4. Presentation of Supplemental Agreement with Murraysmith for the 2019 Sewer
Replacement Project
Mr. English reported the City hired Murraysmith in 2017 to provide design services for the 2018 and
2019 sewerline replacement program. This is a supplement to the base contract for projects planned to
be constructed in 2019. The 2019 program includes approximately 1,800 feet of pipeline replacement
at 6 sites, selected from 2013 Comprehensive Plan with input from the Public Works operations crew.
The design contract is $201,365 which includes a $20,000 management reserve. Tasks range from
surveying, geotechnical investigation, design work, estimates, and bid assistance. The cost will be paid
by the Sewer Utility Fund. A brief discussion followed regarding the existing design contract and when
the 2018 replacement project will be bid. Additional information was requested regarding Site 7 (survey
only).
Action: Schedule on Consent Agenda
5. Presentation of Professional Services Agreement with The Blueline Group for Capital
Projects Construction Management, Engineering & Inspection Services
Mr. English relayed the City issued an RFQ in 2017, 6 firms submitted statements of qualifications and
Blueline was selected based on their qualifications and experience. The contract fee is $295,700
(includes $20,000 management reserve) for construction management, engineering and inspection
services for the 5 Corners Reservoir Rehabilitation Project ($129,000) and the 2018 Sewerline
Replacement Project ($146,000). An additional agreement will be required for inspection services for
the 2018 waterline replacement program. If the Senior Construction Inspector position is filled, some of
these costs may be reduced. Discussion followed regarding the amount of the construction service
contracts, services Blueline has provided in the past, and Blueline billing on a time and material basis.
Action: Schedule on Consent Agenda
6. Summary of Transportation Construction Costs (2012-2017)
02/27/18 PPP Committee Minutes, Page 3
Cost Summary on Transportation Construction Projects
(2012 - 2017)
No.
Project Title
Award Year Award Amount
Management
Reserve
Total Budget
Actual Cost
Percent Over
Award
Percent Over
Total Budget
1
SR -99 Lighting Project Ph1&2
7/17/2012 $
277,208
$ 27,800
$ 305,008
$ 274,532
-1.0%
-10.01/1
2
Main St. (5th - 6th)
8/28/2012 S
1,092,553
$ 109,300
S 1,201,853
$ 1,106,118
1.2%
-8.0%
3
5th Ave Overlay
8/6/2013 $
732,732
$ 73,273
$ 806,005
$ 739,050
0.9%
-8.3
4
Signal Cabinet Upgrades
1/9/2014 $
201,598
$ 20,160
$ 221,758
$ 245,566
21.8%
10.77/,
5
Five Corners Roundabout
4/15/2011 $
2,934,597
$ 293,500
$ 3,228,097
$ 3,002,112
2.3%
-7.0/
6
l3rd Ave ADA Ramps
4/4/2014 $
78,881
$ -
$ 78,881
$ 67,756
-14.1%
-14.1
7
15th St. Walkway
9/16/2014 $
233,753
$ 11,700
$ 245,453
$ 200,868
-14.1%
-18.2%
8
220th St. Overlay
8/4/2015 $
668,866
$ 100,330
$ 769,195
$ 583,529
-12.8%
-24.1
9
238th St. Walkway & Storm Impr
8/4/2015 $
1,1817347
$ 118,135
$ 1,299,482
$ 1,063,428
-10.0%
18.2%
10 228th St. SW CorridorImpr*
5/5/2015 $
5,205,040
$ 498,700
$ 5,703,740
$ 5,202,000
-0.1%
-8.8%
11 236th St. Walkway
9/27/2016 $
572,925
$ 57,295
$ 630,220
$ 547,434
-4.4%
13.1%
Totals= $ 13,179,500 $ 14,489,693 $ 13,032,392 -1.1% -10.1%
*Note -Actual Cost is an Estimate
Mr. Williams pointed out 7 of the 11 projects were under budget, the total projects were 1.1 % under
award and the average was 10% under budget. He recognized Mr. English and the capital project
managers for their project management. He also provided information regarding three studies regarding
construction cost and schedule overruns.
Discussion followed regarding accounting procedures for projects with federal funds, project audits, and
project complexity. Councilmember Tibbott explained he requested this information due to the
perception in the community that transportation projects always have cost overruns. Mr. Williams
commented on the difference between project costs on the CIP and contract amounts. Committee
requested the addition of add footnote that a signal cabinet was added to #4
Action: Schedule on Consent Agenda
7. Authorization to Purchase 2018 Envirosight Video Inspection Truck (5 min.)
Mr. Williams relayed this was approved as a Storm Division decision package in 2018 for $315,000; the
exact cost is estimated to be $301,000. This vendor is new to the City but has been thoroughly vetted.
The Envirosight video equipment will be mounted in a box on a Ford E-450 chassis. This equipment
will allow the Stormwater Utility to video the stormwater lines.
Action: Schedule on Consent Agenda
8. Final Acceptance of Downtown CXT Prefabricated Restroom Project
Mr. Williams described the project, noting it was fairly complex and included add-ons such as the third
restroom, plaza with landscaping, overhang, artwork, and redesign of the parking lot. The total project
cost was $436,574 which included $3,000 for 1 % for the Arts. The construction portion is concluded,
and staff recommends Council accept the project. Discussion followed regarding management of the
project, ease of cleaning, facility locked by janitors at night, and the project blending with the
streetscape.
Action: Schedule on Consent Agenda
Discussion follow regarding establishing a threshold such as $1 million for the committee to forward
items to full Council, quarterly Public Works reports that were provided in the past, projects that are of
02/27/18 PPP Committee Minutes, Page 4
interest to the community, cost not always being a determining factor, escalation in the cost of parks
projects, and an analysis of the original restroom project and final cost.
9. Approval Thresholds
Councilmember Tibbott relayed the threshold is currently $100,000; projects over that amount require
review by the Parks, Planning & Public Works Committee and Council approval. Recognizing that Public
Works projects are more expensive, that threshold may need to be increased. Discussion followed
regarding increasing the threshold for design, inspection, construction management contracts, etc. or
putting them directly on the Council or Consent Agenda; the increase in the threshold from $30,000 to
$100,000 in 2009; establishing a different review process for items approved in the budget; involving
Parks in this discussion; ability for some projects to bypass committee if they end up at full Council; and
establishing not necessarily a financial threshold but identifying types of projects that could go on
Consent or to the full Council and bypass the committee.
It was agreed staff would develop a list of projects brought to the PPP Committee since committees
were reestablished, sorted by category and the status of the committee's recommendation. Council
Executive Assistant to assist with research. The committee also requested staff provide the City's
purchasing policy.
Action: See above
The meeting was adjourned at 8:57 p.m.