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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.