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PPW031219Minutes PARKS & PUBLIC WORKS COMMITTEE MEETING March 12, 2019 Elected Officials Present Staff Present Councilmember Kristiana Johnson (by phone) Phil Williams, Public Works Director Councilmember Dave Teitzel Rob English, City Engineer Carrie Hite, Parks & Recreation Director Shannon Burley, Deputy Parks Director Jerrie Bevington, Recorder The meeting was called to order at 7:05 p.m. in the Jury Meeting Room. The agenda was amended to move Items 2 and 3 following Item 7. 1. Arts Festival and Market Event Contracts Ms. Burley presented contracts for the Market and the Arts Festival; contracts will be forthcoming for three more events later this year. The language in both contracts has been updated to reflect Resolution No. 1412, “Pursuant to the City’s Resolution 1412 which prohibits the use of plastic straws, stirrers and cutlery at public events requiring a contract with the City, beginning in 2019 food vendors at this public event shall provide only certifiable compostable straws, stirrers and cutlery to event participants.” Although the resolution states the ban will take effect in early 2020, the resolution also states single use plastic straws, plastic stirrers and plastic cutlery will not be allowed to be provided by vendors in 2019 and beyond at public events requiring a contract with the City. Other changes in the contracts are primarily dates. Councilmember Johnson proposed if vendors do not have compostable items, the City provide them as a courtesy, funded from the Council Contingency fund. Action: Presentation to full Council and potential action 4. Presentation of Supplemental Agreement with Murraysmith for Five Corners Reservoir Project Mr. English explained work has begun the 3MG tank; at this point the pit repairs and roof repairs that were occurred on the 1.5MG tank have not been necessary. Murraysmith did the design and has been providing construction support to staff; Supplemental Agreement 6 provides additional budget for: $ 6,500 RFIs and response to change order support $21,000 Construction observation (increased from 35 days to 50 days) $ 4,700 Construction Management (extended to 18 months) $33,201 Total $37,701 Supplemental Agreement 6 Mr. English explained a $4500 error was discovered in the fee matrix. He recommended it be placed in a management reserve in the event any issues arise; it will not be used if it is not needed. The cost is funded by the Water Utility Fund. Discussion followed regarding the number of supplements this large project has required. Action: Schedule on Consent Agenda 03/12/19 PPW Committee Minutes, Page 2 5. Report on Bids for the 89th Pl W Retaining Wall Mr. English displayed a photograph and described the location of the failing retaining wall at the end of the cul-de-sac on 89th Place. The adjacent pavement is failing due to the failure of the existing rockery and has been coned off to prohibit driving or parking. The City received 11 construction bids on February 28, 2019. The low bid was provided by Kamins Construction ($112,386); the engineers estimate was $125,386. The overall construction budget of $157,000 includes 20% construction management, inspection, testing, markup and a 20% management reserve. There was. $118,000 in REET funds originally budgeted for this project. The area includes a catch basin and discharge pipe into a creek so $31,400 in Citywide Drainage Improvements funds budgeted in 2019 can be transferred to this project. He recommended the remaining $600 be funded by REET via a First Quarter Budget Amendment. Staff responded to questions regarding staff’s experience with Kamins Construction, access to the slope, replacing the rockery with a concrete block wall, and the status of the City’s concrete crew. Mr. Williams advised this project would not be appropriate for the City’s concrete crew. Action: Schedule on Consent Agenda 6. Report on Bids for the 238th St. SW Island Improvements & Pedestrian Curb Ramp Barrier Removals Project Mr. English explained the project scope is to reconstruct the traffic island and install landscaping on the south side of SR 104 on 238th St SW, an ADA walkway and curb ramps. The base bid includes the island and four pedestrian curb ramps at 7th & Alder. The engineer’s estimate for the base bid is $199,214; the alternate bid is three additional ramps, two at 7th & Walnut and one at 6th & Walnut. The available construction budget is $252,000 of which $201,000 are CDBG funds and $50,000 REET funds. Bids are due March 21st. If bids are within the construction budget, staff recommends award of the construction contract be placed on the April 2nd Consent Agenda. If bids are outside the construction budget, a presentation will be made to Council on April 9th. Discussion followed regarding a suggestion to include landscaping similar to the north side and the inability for the City’s concrete crew to do this project due to CDBG funds. Action: Schedule on Consent Agenda 7. Report on Bids for the Dayton Street Utility Replacement Project Mr. English advised this is a water, stormwater and sewer utility replacement project on Dayton between 3rd and 9th Avenue and constructs a missing 450-foot section of sidewalk on Dayton west of 8th Avenue, the number one short sidewalk section in the 2015 Transportation Plan. The sidewalk is funded by a TIB Complete Streets Grant. Bids were opened today; two bids were received. The low bid was $6.14M by Shoreline Construction, the second bid was $7.16M by Kar-Vel Construction; the engineer’s estimate was $6.77M. If the low bidder’s document can be verified, he recommended a presentation to Council on March 19th. This project will be constructed over two years, west of 3rd Ave to 5th Ave in 2019 and 5th Ave to 9th Ave in 2020. The project also includes reconstructing the road from 3rd to 6th. Action: Presentation to full Council and potential action on March 19th. A brief recess was taken. 2. ILA Verdant Health Commission Ms. Hite relayed the City applied to Verdant and was awarded funding support for outdoor fitness zones in Mathay Ballinger Park in 2019 and in Civic Park in 2020. Snohomish County Health District identified 03/12/19 PPW Committee Minutes, Page 3 Mathay Ballinger Park as one of the higher health risk areas of Edmonds. The initial payment of $49,500 will be added to $75,000 in the capital fund to construct the zone in Mathay Ballinger. A second payment of $12,750 in July 2020 will be used to activate that zone (fund an instructor and free drop-in Saturday classes and orientations). A third payment of $107,750 in July 2021 will fund the full cost of the fitness zone in Civic Park. The ILA has been reviewed by the City Attorney. Discussion followed regarding equipment in the zone, indemnification against injury, and how the locations were selected. Action: Schedule on Consent Agenda 3. Environmental Works/Barker Landscape Amendment #2 Ms. Hite explained Barker Landscape was hired to do design development of the Waterfront Redevelopment project. Their original scope of work included the parking lot but did not include frontage improvements or lighting design plan. This amendment adds authority for design development of frontage improvements (Council approved design and construction of parking lot and frontage improvements in November 2018 and included funds in the 2019 budget). Barker Landscape merged with Environmental Works in October 2018; the City Attorney amended the contract to “Barker Landscape DBA Environmental Works.” Ms. Hite advised another contract amendment will be presented in the future for Environmental Works/Barker Landscape to provide construction support. Action: Presentation to full Council for potential action The meeting was adjourned at 7:50 p.m.