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PPW041018PARKS AND PUBLIC WORKS COMMITTEE MEETING April 10, 2018 Elected Officials Present Staff Present Councilmember Neil Tibbott (Chair) Phil Williams, Public Works Director Councilmember Kristiana Johnson Carrie Hite, Parks & Recreation Director Mayor Dave Earling (portion of meeting) Terri Arnold, Deputy Park Director Rob English, City Engineer Bertrand Hauss, Transportation Engineer The meeting was called to order at 7:09 p.m. in the Council Chambers. 1. Report on Bids for the Seaview Park Infiltration Facility Mr. Williams reported the project will install an infiltration facility at Seaview Park underneath the existing parking lot and will include a diversion structure to concentrate stormwater in one point, taking the pressure off Perrinville Creek. The City received several bids; the engineer's estimate was $273,364, the low bid, $248,806 was submitted by Dungeness Construction. A review of the bid has been completed and he recommended scheduling the award of contract on next Consent Agenda. He responded to Council questions regarding the Department of Ecology grants that exceed the project cost, and Dungeness Construction's background. Action: Schedule on Consent Agenda 2. Report on Bids for the 2018 Sanitary Sewer Replacement Project Mr. Williams reported only two bids were received, both were higher than the engineer's estimate and the budget by approximately $525,000 and both included errors. Staff and the City Attorney will determine whether any project can be awarded. He suggested if was determined a project could be awarded, to avoid waiting until the next PPW meeting, it be scheduled for full Council. If a project cannot be awarded, the project will be rebid. Discussion followed regarding the bid amounts, timing of the bid process, reducing the schedules to fit the budget, civic field sewer line included in this project, ability to eliminate a schedule that contains an error, timeline if a decision is made to rebid, how replacement sites in the project are identified, and the construction window. Committee members agreed staff will work with the City Attorney to determine if any project can be awarded and if so, schedule as a Council study item Action: Schedule for full Council as a study session item 3. Presentation of the 2018 Transportation Safety Plan Mr. Hauss described • Target Zero Vision (Washington Strategic Highway Safety Plan) o Goal to reduce the number of fatal/serious injuries to zero by 2035 (450-550 such accidents occurred from 2012 to 2016) • In order to reach goal at the state/local level, key areas associated with traffic safety need to be involved: o Education o Enforcement 04/10/18 PPW Committee Minutes, Page 2 o Engineering • Edmonds plans to submit a Highway Safety Improvement Program (HSIP) grant o Requires Safety Plan be completed ■ Staff will update the plan every two years • Map identifying location of 5 fatal and 37 serious injury accidents in Edmonds 2012-2016 • Bar graph comparing number of fatalities and serious injury accidents 2012-2016 • Important statistics regarding the accident data obtained o -52% of those collisions occurred along Hwy. 99 (21 out of 41) o Based on another recently completed cash diagram study ■ WSDOT statewide average for urban principle arterials such as Hwy. 99 is -2.27 crashes per million miles traveled ■ Hwy. 99 corridor experiences - 8.61 crashes per million miles traveled, or - 4 times ... 8.61 crashes/M average 2.27 0 42% involved pedestrians (17 out of 41) o Average State level of pedestrian accidents is 28% • Ongoing programs o Education ■ Pedestrian Task Force ■ Bicycle Group ■ Education campaign thru Police Department o Enforcement ■ Police Department ■ Radar feedback trailer (based on citizen requests) o Engineering ■ Completing Transportation Safety Plan (ranking of all transportation projects ■ Install radar feedback signs (reduce speeding) ■ Submit grant application for top ranked projecs ■ Created annual program for ADA and sidewalk improvements and traffic calming program o Evaluation ■ Update every two years and establish priorities for future grant submittals • Ranked projects identified o All projects ranked based on different criteria ■ # fatal/serious injuries addressed ■ # mode transportation impacted ■ Cost/magnitude: how would project compete during grant application process o Top four ranked projects 1. Highway 99 Revitalization/Gateway Project ➢ HSIP grant would help fund portion from 224th Street SW to 220th Street SW 2. Traffic Signal Re-timing/additional signage 3. 220th @ 761h Intersection improvements 4. Expansion of education program to include schools Discussion followed regarding the fatality at 761h/OVD, installation of Hwy. 99 medians that will remain after redevelopment, process for evaluating a speed reduction on Hwy. 99, the project team, short term improvements to improve corridor safety, circumstances of the bicycle fatality, ranking of projects, areas on Hwy. 99 where speeds are not constrained by traffic and signals, pedestrian accidents occurring primarily at intersections, criteria for ranking walkway projects, grants submitted to other agencies for walkway projects, and the addition of street lights between 238th and 234th and potentially a traffic signal at 234th. Committee members requested: • A report by yearend regarding the criteria/rational for submitting a request to reduce the speed limit on Hwy. 99. • A separate map of pedestrian accidents, and associated walkway and pedestrian projects in that area 04/10/18 PPW Committee Minutes, Page 3 Action: Schedule final 2018 Transportation Safety Plan on Consent Agenda and include with committee's review of CIP 4. Report on Final Construction Costs for the Frances Anderson Center Bandshell Replacement Mr. Williams relayed the Engineering Division managed the construction for Parks. This is the project close out: • Original project amount: $141,420 and management reserve of $12,880 • Five revised -cost change orders totaling $72,052 were written against the project • A reconciliation change order for $7,500 was written for project closeout • The project is complete; final cost paid to K -A General Construction Contractor, LLC was $220,972.06. • Staff recommends forwarding to the Consent Agenda for Council acceptance Discussion followed regarding change order items such as replacement of the I -beams and plating behind the back wall of the bandshell, the original cost of the structure, initial CIP estimate, ADA ramps, and a suggestion to install rails on the step-down seating. Action: Schedule on Consent Agenda 5. Presentation of a Supplemental Agreement with Murraysmith for the 2019 Sewerline Replacement Mr. English advised last month the committee recommended approval of a Professional Service Agreement for 2019 sewer design services. After that contract was approved, video work done by operation crews found two sections in poor condition. This supplemental agreement, funded by the utility replacement program, will address design for those sections. Action: Schedule on Consent Agenda 6. Civic Stadium Project Demolition Closeout Ms. Hite relayed funding for this project included $100,000 in the capital project budget and $35,000 remaining from an RCO grant for acquisition. The original estimate for demolition was $300,000; contractors on the small works roster were invited to the site and their estimates were $75,000- $100,000. The project went out to bid with a project range of $75,000 to $300,000; the low bid was $63,000 which the Mayor approved as it was under $100,000. There was also a zero-sum contract with Ballard Reuse to recycle the wood on site. Ballard Reuse determined the wood could not be resold due to insect damage on the underside of the seat boards. A change order with CGI was written to demolish and dispose of the seat and beams for $11,900 for a total of $75,322. A few of the beams and some of the seat boards will be reused on the site in construction of the restroom and an artistic piece, identified in a historic panel. Staff recommends forwarding the demolition closeout to the Consent Agenda. During demolition it was discovered the stadium stem wall on the east end was holding up the alley and the contractor was asked to keep the stem wall in place; crush will be added to keep it in place and turf installed until development begins in 2020. Fences around the site will be removed before summer. Soil samples have been done of the demolition site; it may be completely peat which will need to be removed and replaced with soil and turf. 04/10/18 PPW Committee Minutes, Page 4 Discussion followed regarding staff's sensitivity to people's sentiments about the stadium, mitigation/remediation done before demolition such as rodent control and a suggestion to do a termite inspection on the field house. Action: Schedule on Consent Agenda 7. Final Acceptance of the 228th St. SW Corridor Improvements Project Mr. English relayed the project was awarded in May 2015 and reached substantial completion in May 2016. The total award amount was $5,205,040 and $498,700 management reserved approved with the award. Nine change orders were executed for a total of $241,918 and a reconciliation change order for a decrease of $234,151. The final cost paid to Rodarte Construction was $5,212,807. Rodarte contacted staff today stating there are material invoices that need to be paid. Staff will research and if the invoices warrant payment, the amount paid will be adjusted when this item is scheduled on the Consent Agenda. Action: Schedule on Consent once final invoices are received and adjust total by the total amount of additional invoices paid 8. Engineering Analysis and Preliminary Design for the WWTP Phase 6 Energy Conservation Project - Carbon Recovery Mr. Williams relayed phases 4 and 5 were energy conservation projects at the WWTP and the 6th phase is as well. He explained the WTP separates solids from liquids, everything is treated, the solids are filtered, compressed and disposed of via incineration. The incinerator is 30 years old, beginning to show its age and it is difficult to find replacement parts. The regulations in Section 129, the Clean Air Act, are very onerous and do not favor incineration as an option due to the co2 and possible mercury emissions. One of the regulations requires once the cost of repairs exceeds a percentage of the original cost of the incinerator, the WWTP is obliged to begin the process of adopting a new solids disposal technology. The Treatment Plan Manager estimates that will occur in 5-7 years. Options include a new generation incinerator to meet EPA air regulations, gasification, and pyrolysis; pyrolysis is thought to be the best option for Edmonds and will dramatically reduce the carbon footprint, can fit in the existing building, and produces a usable product. This item is a $236,000 contract with Ameresco for an initial feasibility and engineering analysis and final recommendation. The replacement of the incinerator would be a $15M project. The 2017 budget included $250,000 for this study. Discussion followed regarding how long a pyrolysis system would last, market for the product pyrolysis produces, and emissions from the existing system. Action: Schedule for full Council due to cost and environmental benefits 9. Special Event Contracts Ms. Hite advised there are five final contracts for main events, nearly identical to last year with the minor changes: • Vendors are encouraged to use alternatives to plastic straws and plastic utensils, to offer straws on requests and not hand out with beverages and strongly encouraged to provide compostable food storage • Language added regarding vendors driving stakes into the ground without a utility locate • Minor operation items • Taste of Edmonds has been renamed Taste Edmonds and will have a different site plan 04/10/18 PPW Committee Minutes, Page 5 Discussion followed regarding other events that may need this level of contract, special event permit process for smaller event via the City Clerk, "Urban Craft Uprising" event at Civic Field on May 12, park concession contracts that are authorized by the Mayor, and recycling language in food vendor contracts. Mr. Fisher advised he meets with vendors before events to discuss recycling, garbage, compost, etc. Action: Schedule on Consent Agenda 10. RCO Grants Resolution Ms. Hite explained a resolution required by the State for the City to submit grant to RCO to ensure the Council is aware and the funds are available. Staff plans to submit five RCO grants this year: 1. Downtown Civic Park development — Land and Water Conservation Grant Fund for maximum allowable of $500,000 2. Civic Park Athletic Fields Development - Youth Athletic Fields grant for the maximum allowable of $350,000 • Will be used for the soccer/multi-use field, lighting, skatepark, tennis/pickleball courts and sports court 3. Civic Park Development - Washington Wildlife and Recreation Program ( WWRP) Local Parks grant for the maximum allowable of $500,000 4. Edmonds Waterfront Trail Connection - WWRP Trail grant for the maximum of $750,000 • Will be used for walkway trail connecting the missing link along the waterfront 5. Edmonds Waterfront Walkway Completion - WWRP Water Access grant for the maximum of $500,000 • Will be used to match the trial grant and to complete the waterfront walkway missing link Discussion followed regarding the City Attorney's review of the RCO resolution template, grant review process, when grant award notification would occur, and using grants to provide local match. Action: Schedule on Consent Agenda 11. Civic Field PSA for Design Services Ms. Hite explained this is a PSA for Walker Macy to complete the schematic design, development design and construction support for Civic Field development project. This is a highly visible project and an opportunity to create a legacy for future generations. She provided background on the project: property acquired from Edmonds School District in 2016, issued an RFP for, 1) inventory, site assessment and development of park design program, 2) schematic design and implementation, and 3) design development, permitting, bidding and construction support. The RFP was a competitive process and a review panel unanimously selected Walker Macy. The intent was if the firm selected did quality work, worked well with the community, etc. to award them additional work in phase 3. Walker Macy's initial scope of work for this design contract was $1.35 million; she and staff reviewed the scope of work with Walker Macy and requested they reduce their costs. Walker Macy returned with a $1.1 million contract and a $100,000 contingency was added. The total cost of the project is anticipated to be $12 million. The packet includes the draft budget for total expenditures and revenues. Discussion followed regarding projected timeline, total cost of the contract, and phased implementation option. Include in presentation: how project will be funded (budget and revenue strategies), public engagement process, and timeline for development. For context, Councilmember Johnson pointed out the City Council will be considering several very expensive projects including the waterfront connector, senior center, Hwy. 99, SERS radio replacement, etc., and it is important to have a thoughtful and a determined discussion. 04/10/18 PPW Committee Minutes, Page 6 Action: Presentation to full Council 12. Park Project Update Ms. Hite reported: • Veterans Plaza electrical cabinet has been installed, passed electrical inspection this week, and electrical will be turned on any day. Additional landscaping will be added to screen the cabinet. Arts Corridor is a transportation and cultural project o Councilmembers Tibbott and Johnson expressed interest in moving the Arts Corridor to design in 2019. The meeting was adjourned at 9:15 p.m.