LUTC PKT 08-01-2016MEETING AGENDA
1. CALL TO ORDER
2. PUBLIC COMMENT (3 minutes)
3. COMMITTEE BUSINESS
Topic
Title/ Description
City of Federal Way
Approval of Minutes: July 11, 2016
B.
City Council
Page
Bid Award
Land Use /Transportation Committee
2017 Asphalt Overlay Program Preliminary
Upton
August 01, 2016 City Hall
D.
SW 320th St and S Marine Hills Way Pipe
5:00 p.m. Council Chambers
Repairs - Bid Award
E.
MEETING AGENDA
1. CALL TO ORDER
2. PUBLIC COMMENT (3 minutes)
3. COMMITTEE BUSINESS
Topic
Title/ Description
A.
Approval of Minutes: July 11, 2016
B.
2016 Pedestrian Improvement Program —
Page
Bid Award
C.
2017 Asphalt Overlay Program Preliminary
Upton
Project List and Authorization to Bid
D.
SW 320th St and S Marine Hills Way Pipe
5 min
Repairs - Bid Award
E.
Authorization to Amend the 2013 -2014 SWM
August 9, 2016
Infrastructure Maintenance and Service
Contract (AG 13 -150)
4. OTHER
5. FUTURE MEETINGS /AGENDA ITEMS:
The next LUTC meeting will be Monday, September 12, 2016 at 5:00 p.m. in City Hall Council Chambers.
6. ADJOURN
Committee Members
Kelly Maloney, Chair
Lydia Assefa- Dawson, Member
Mark Kopp?ng, Member
City Staff
Marwan Salloum P.E., Public Works Director
Shawn Upton, Administrative Assistant II
253 - 835 -27173
Action
Presenter
Page
or Info
Council Date
Time
Upton
3
Action
N/A
5 min
Preston
7
Action
August 9, 2016
5 min
Consent
Huynh
13
Action
August 9, 2016
5 min
Consent
Doucette
17
Action
August 9, 2016
5 min
Consent
Doucette
21
Action
August 9, 2016
5 min
Consent
4. OTHER
5. FUTURE MEETINGS /AGENDA ITEMS:
The next LUTC meeting will be Monday, September 12, 2016 at 5:00 p.m. in City Hall Council Chambers.
6. ADJOURN
Committee Members
Kelly Maloney, Chair
Lydia Assefa- Dawson, Member
Mark Kopp?ng, Member
City Staff
Marwan Salloum P.E., Public Works Director
Shawn Upton, Administrative Assistant II
253 - 835 -27173
This page left blank intentionally,
MEETING SUMMARY
Committee Members in Attendance: Committee Chair Kelly Maloney and Committee member Mark Koppang. Council
members in attendance: Jeanne Burbidge and Susan Honda. Council member Lydia Assefa- Dawson was absent.
Staff in Attendance: Chief of Staff Brian Wilson, Public Works Director Marwan Salloum, Deputy Public Works
Director /Street Systems Manager Desiree Winkler, Assistant City Attorney Mark Orthmann, City Traffic Engineer Rick Perez,
Senior Planner Stacey Welsh, Contract Senior Planner Jim Harris, Street Systems Project Engineer Christine Mullen, and
Administrative Assistant II Shawna Upton.
1. CALL TO ORDER
Chair Maloney called the meeting to order at 5:04 PM.
2. PUBLIC COMMENT (3 minutes)
There was no public comment.
3. COMMITTEE BUSINESS
Topic Title/ Description
Forward to
Council
A. Approval of Minutes: June 6, 2016 N/A
Motion was made by Maloney to amend the minutes as follows:
Page 5, Item H: There is fie a desire for physical signs to be posted in the right -of -way.
Page 5, Item H: Add sentence at the end of the paragraph that states, "Review by staff
was requested ".
Page 5, Item I: Add sentence at the end of the paragraph that states, "Review by staff
was requested ".
Committee approved the June 6, 2016, LUTC minutes as amended.
Moved: Koppang Seconded: Maloney Passed: 2 -0
B. Sacajawea Middle School Safe Routes to Schools — Bid Award July 19, 2016
Consent
Ms. Mullen stated four bids were received and opened on June 23, 2016. The lowest
responsive, responsible bidder is Sound Pacific Construction, LLC with a total bid of
$979,830.00. She briefly noted estimated expenditures for the project.
Committee forwarded Option #1 as presented.
Moved: Koppang Seconded: Maloney Passed: 2 -0
Committee Members City Staff
Kelly Maloney, Chair Marwan Sal /oum, P.E., Public Works Director
Lydia Assela- Dawson, Member 3 5hawna Upton, Administrative Assistant II
Mark Koppang, Member 253- 835 -2703
City of Federal Way
City Council
Land Use /Transportation Committee
July 11, 2016 City Hall
5 :00 P.M. Council Chambers
MEETING SUMMARY
Committee Members in Attendance: Committee Chair Kelly Maloney and Committee member Mark Koppang. Council
members in attendance: Jeanne Burbidge and Susan Honda. Council member Lydia Assefa- Dawson was absent.
Staff in Attendance: Chief of Staff Brian Wilson, Public Works Director Marwan Salloum, Deputy Public Works
Director /Street Systems Manager Desiree Winkler, Assistant City Attorney Mark Orthmann, City Traffic Engineer Rick Perez,
Senior Planner Stacey Welsh, Contract Senior Planner Jim Harris, Street Systems Project Engineer Christine Mullen, and
Administrative Assistant II Shawna Upton.
1. CALL TO ORDER
Chair Maloney called the meeting to order at 5:04 PM.
2. PUBLIC COMMENT (3 minutes)
There was no public comment.
3. COMMITTEE BUSINESS
Topic Title/ Description
Forward to
Council
A. Approval of Minutes: June 6, 2016 N/A
Motion was made by Maloney to amend the minutes as follows:
Page 5, Item H: There is fie a desire for physical signs to be posted in the right -of -way.
Page 5, Item H: Add sentence at the end of the paragraph that states, "Review by staff
was requested ".
Page 5, Item I: Add sentence at the end of the paragraph that states, "Review by staff
was requested ".
Committee approved the June 6, 2016, LUTC minutes as amended.
Moved: Koppang Seconded: Maloney Passed: 2 -0
B. Sacajawea Middle School Safe Routes to Schools — Bid Award July 19, 2016
Consent
Ms. Mullen stated four bids were received and opened on June 23, 2016. The lowest
responsive, responsible bidder is Sound Pacific Construction, LLC with a total bid of
$979,830.00. She briefly noted estimated expenditures for the project.
Committee forwarded Option #1 as presented.
Moved: Koppang Seconded: Maloney Passed: 2 -0
Committee Members City Staff
Kelly Maloney, Chair Marwan Sal /oum, P.E., Public Works Director
Lydia Assela- Dawson, Member 3 5hawna Upton, Administrative Assistant II
Mark Koppang, Member 253- 835 -2703
C. Submittal of Transportation Grant Applications July 19, 2016
Consent
Mr. Perez provided a summary of the current status of grant funding programs for
transportation improvement projects in response to Transportation Improvement Board
(TIB) call for projects. He noted King County invited the City to participate in their Regional
Mobility Grant to improve non - motorized connections to transit facilities with overflowing
parking demand. Mr. Perez presented a list of projects staff felt would be competitive and
briefly discussed the estimated costs, possible grant funding amounts and proposed city
match fund amounts for each. Discussion was held regarding the Grand Stair project
surrounding grant funds, potential City commitment, if funds could be used for other
projects, whether or not the Developer of the hotel is going to fund a portion of this
project, who will be designing it as well as the timeline for this project. Mr. Salloum
indicated that details regarding Developer providing funds for the project would be part
of the purchase and sale agreement. Mr. Salloum further noted that there is an aggressive
timeline for this project and staff already submitted the grant application to seek funding.
Staff will come back to Committee and Council as soon as notification of grant funds being
allocated to the City has been received and will outline all available funding options. If the
City is awarded and accepts grant funds for the staircase project then the funds would
need to be used for that project. The City will not be committed to this project if the grant
funds are not accepted or if funding is unavailable. If Council moves forward, a consultant
would then be hired to design the staircase and the City would take the lead on the project
since city funds and grant funds are involved. Discussion continued regarding LIFT funds
and what types of projects they could be used on. Mr. Salloum indicated LIFT funds are
required to be used specifically for infrastructure improvements in the downtown area
such as water, sewer, street, staircase, parking garage, or similar types of improvements
that can be identified as an infrastructure improvement to encourage development within
the downtown area. He further noted that King County applied for and received a State
grant. King County identified three municipalities, Federal Way being one, where they
would like to see enhancements made the improve pedestrian connectivity to the transit
center. The King County grant can only be used for that purpose.
Committee forwarded Option #1 as presented.
Moved: Koppang Seconded: Maloney Passed: 2 -0
D. Amending Title 19, Federal Way Revised Code (FWRC) Impact Fee Collection Deferral July 19, 2016
Program Ordinance
Mr. Harris outlined questions being considered as part of the impact fee collection deferral
system applicable to school and transportation impact fees. The policy choices are
regarding when to defer impact fees, whether to collect reasonable administrative fees
and whether to limit the deferral to the first 20 building permits per applicant, per year.
State law was recently passed that requires cities to adopt an impact fee collection deferral
system by September 1, 2016. Under the new law, upon developer request, delays on
payment can be until final inspection, issuance of the Certificate of Occupancy and /or the
closing of the first sale of the property. Mr. Harris discussed the current practice for
collecting school and transportation impact fees, policy objectives, proposed deferral
timing and proposed amendments that would be consistent with the new state law.
Committee forwarded Option #1 as presented.
Moved: Koppang Seconded: Maloney Passed: 2 -0
4. OTHER
Committee Members City Staff
Kelly Maloney, Chair Marwan Salloum, P.E., Public Works Director
Lydia Assefa- Dawson, Member 4 Shawna Upton, Administrative Assistant II
Mark Koppang, Member 253 -835 -2703
5. FUTURE MEETINGS /AGENDA ITEMS:
The next LUTC meeting will be Monday, August 1, 2016 at 5:00 p.m. in City Hall Council Chambers.
6. ADJOURN
The meeting adjourned at 5:42 PM.
COMMITTEE APPROVAL:
Kelly Maloney, Chair
Committee Members
Kelly Maloney, Chair
Lydia Assela- Dawson, Member
Mark Koppang, Member
Attest:
Shawna Upton, Administrative Assistant II
Lydia Assefa- Dawson, Member Mark Koppang, Member
City Staff
5 Marwan Salloum, P.E., Public Works Director
Shawn Upton, Administrative Assistant II
253-835-2,703
This page left blank intentionally.
COUNCIL MEETING DATE: August 9, 2016 ITEM #:
CITY OF FEDERAL WAY
CITY COUNCIL
AGENDA BILL
SUBJECT: 2016 PEDESTRIAN IMPROVEMENT PROGRAM —BID AWARD
POLICY QUESTION: Should the City award the 2016 Pedestrian Improvement Program to R.W. Scott
Construction Co. with the lowest responsive, responsible bid?
COMMITTEE: Land -Use & Transportation MEETING DATE: August 1, 2016
CATEGORY:
® Consent ❑ Ordinance ❑ Public Hearing
❑ City Council Business ❑ Resolution ❑ Other
STAFF REPORT BY: Erik Preston P.E. — Senior Traffic F..ngineer DEPT: Public Works - Traffic
Attachments: Memorandum to the Land -Use & Transportation Committee dated August 1, 2016.
Options Considered:
1. Award all schedules of the 2016 Pedestrian Improvement Program to R.W. Scott Construction Co., the
lowest responsive, responsible bidder, in the amount of $522,225 and approve a 10% contingency of
$52,223, for a total of $574,448.00, and authorize the Mayor to execute the contract.
2. Reject all bids for the 2016 Pedestrian Improvement Project and direct staff to rebid the project and return to
Committee for further action.
MAYOR'S RECOMMENDATION: Mayor recommends forwarding Option 1 to the August 2016 City Council
Consent Agenda for approval.
MAYOR APPROVAL: 7 4Z. % �1 RECTOR APPROVAL:
'4:01 incc 4 3aieil I 1106
CHIEF OF STAFF: }.� X1514 + 'U
Coc n Gc aYuu
COMMITTEE RECOMMENDAT1 : I move to fr)rward Option 1 to the August 9, 2016 consent agenda for
approval.
Kelly Maloney, Chair Lydia Assefa- Dawson, Member Mark Koppang, Member
PROPOSED COUNCIL MOTION: "I move to award all schedules of the 2016 Pedestrian Improvement Program
to R. W. Scott Construction Co., the lowest responsive, responsible bidder, in the amount of $522,225 and
approve a 10% contingency of $52,223, for a total of $574,448.00, and authorize the Mayor to execute the
contract. "
(BELOW TO BE COMPLETED BY CITY CLERKS OFFICE)
COUNCIL ACTION:
❑ APPROVED
❑ DENIED
❑ TABLED /DEFERRED /NO ACTION
❑ MOVED TO SECOND READING (ordinances only)
REVISED — 08/12/2010
COUNCIL BILL #
IST reading
Enactment reading
ORDINANCE #
RESOLUTION #
CITY OF FEDERAL WAY
MEMORANDUM
DATE: August 1, 2016
TO: Land Use and Transportation Committee
VIA: Jim Ferrell, Mayor
FROM: Salloum P.E., Public Works Dire r
' Erik Preston P.E., Senior Traffic Engineer
SUBJECT: 2016 Pedestrian Improvement Program — Bid Award
BACKGROUND
On July 6, 2016, staff issued an RFB for the 2016 Pedestrian Improvement Program. Four bids
were received and opened on July 22, 2016, please see attached Bid Tabulation Summary. The
lowest responsive, responsible bidder is R.W. Scott Construction Co. of Auburn, in the amount
of $522,225.00.
AVAILABLE FUNDING:
The available budget for the 2016 Pedestrian Improvement Program is $690,239.00 from the
Annual Transportation System Safety Improvement Fund.
ESTIMATED EXPENDITURES:
The following is a breakdown of the estimated total project construction costs based on the low
bid:
SCHEDULE
DESCRIPTION Amount
Military Rd S / S 282nd St $51,252
A
B
SW 312th St west of 4th Ave SW
$31,670
C
Pete Von Riechbauer Way S north of S 318th PI
$54,282
D
S 320th St west of 5th Ave S
$121,718
E
SW 320th St west of 6th Ave SW
$66,332
F
SW 320th St east of 18th Ave SW
$64,752
G
21st Ave SW south of SW 322nd PI
$65,867
H
21st Ave SW north of SW 330th St
$66,352
ESTIMATED SUBTOTAL CONSTRUCTION PROJECT COSTS:
$522,225
10% Construction Contingency
$52,223
Printing and Advertising
$3,500
ESTIMATED TOTAL PROGRAM COST:
FUND BALANCE:
$577,948
$112,291
Staff recommends awarding all schedules of the 2016 Pedestrian Improvement Program to
R.W. Scott Construction Co., the lowest responsive, responsible bidder, in the amount of
$522,225.00 and approve a 10% contingency of $52,223.00, for a total of $574,448.00 and
authorize the Mayor to execute the contract. The project was designed in -house and
construction will be managed by City staff.
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12
COUNCIL MEETING DATE: August 9, 2016 ITEM #:
CITY OF FEDERAL WAY
CITY COUNCIL
AGENDA BILL
SUBJECT: 2017 ASPHALT OVERLAY PROGRAM PRELIMINARY PROJECT LIST AND AUTHORIZATION TO BID
POLICY QUESTION: Should the Council approve the 2017 Asphalt Overlay Program Preliminary Project List, and
authorize staff to proceed with the design and bid of the proposed 2017 Asphalt Overlay Program?
COMMITTEE: Land Use and Transportation Committee MEETING DATE: August 1, 2016
CATEGORY:
® Consent ❑ Ordinance ❑ Public Hearing
❑ City Council Business ❑ Resolution ❑ Other
STAFF REPORT BY: Jeff Huynh Street Systems Engineer '0 DEPT: Public Works
Attachments: Land Use and Transportation Committee memorandum dated August 1, 2016.
Options Considered:
1. Approve the list of streets for the 2017 Asphalt Overlay Project as presented. Furthermore, authorize staff
to bid all or part of the 2017 Asphalt Overlay Project, returning with a request for permission to award the
project within the available 2017 Asphalt Overlay Budget to the lowest responsive, responsible bidder.
2. Direct staff to modify the preliminary list and return to Committee for further action.
MAYOR'S RECOMMENDATION: The Mayor recommends forwarding Option 1 to the August 9, 2016 City Council
Consent Aeenda for annroval. Ty
MAYOR APPROVAL: �, C I DIRECTOR APPROVAL: ��. U,�*p\�
t °o ittee it In fa1115atL
InitiollDale lniliallDate
CHIEF OF STAFF: • U, 1' 4
Council
nttt )tt r
InitiaVDaW
COMMITTEE RECOMMNDATION: The Committee recommends forwarding Option 1 to the August 9, 2016 City
Council consent agenda or approval.
Kelly Maloney, Chair Lydia Assefa- Dawson, Member Mark Koppang, Member
PROPOSED COUNCIL MOTION: "I move to approve the list of streets for the 2017 Asphalt Overlay Project as
presented. Furthermore, authorize staff to bid all or part of the 2017 Asphalt Overlay Project, returning with a
request for permission to award the project within the available 2017 Asphalt Overlay Budget to the lowest
responsive, responsible bidder. "
(BELOW TO BE COMPLETED BY CITY CLERKS QFFICE)
COUNCIL ACTION:
❑ APPROVED
COUNCIL BILL #
❑ DENIED
1ST reading
❑ TABLED /DEFERRED /NO ACTION
Enactment reading
❑ MOVED TO SECOND READING (ordinances only)
ORDINANCE #
REVISED — 08/12/2010
RESOLUTION #
13
CITY OF FEDERAL WAY
MEMORANDUM
DATE: August 1, 2016
TO: Land Use and Transportation Committee
VIA: Jim Ferrell, Mayor
FROM: Marwan Salloum, P.E., Public Works Di t
Jeff Huynh, Street Systems Engineer
SUBJECT: 2017 Asphalt Overlay Program Preliminary Project List and Authorization to Bid
BACKGROUND:
Public Works staff has developed a list of recommended streets for the 2017 Asphalt Overlay Program. The
total estimated budget for the program is $1,781,267 and is comprised of the following:
■ 2017 Proposed Overlay Budget $1,515,000
• 2017 Structures Budget $166,267
2016 Carry Forward (estimate) $100,000
TOTAL FUNDING AVAILABLE $1,781,267
The transfer of the $166,267 from the structures budget is for the City's annual Sidewalk Maintenance
Program, and will cover the costs associated with the replacement of substandard wheelchair ramps, and
repairing existing curb, gutter, and sidewalks within the overlay project area.
The following is a preliminary list of streets to be included in the 2017 Asphalt Overlay Program. The streets
were selected using the City's Pavement Management System and were verified by field reconnaissance. The
costs shown are estimated and will be refined as the design of each schedule is completed. A project vicinity
map and more detailed area maps are attached for your information.
SCHEDULE
DESCRIPTION
AMOUNT
A
10th Ave SW— 7th Ct SW to SW Campus Dr.
$274,500
B
Hoyt Road SW from City Limit to SW 332nd Street
$359,500
C
Hoyt Road SW from SW 332nd Street to SW 326th Street
SW Campus Drive from 19th Ave to 7th Way SW
$229,300
D
$519,200
E
SW 336th Way from 25th PI SW to 30th Ave SW
$251,200
ESTIMATED SUBTOTAL CONSTRUCTION PROJECT COSTS:
$1,633,700
10% Construction Contingency
$163,370
Pavement Management System
$60,000
In -house Design
$60,000
Construction Administration
$100,000
City's Administrative Fee
$66,368
Printing and Advertising
$4,000
ESTIMATED TOTAL PROGRAM COST:
$2,087,438
The estimated cost of $2,087,438 is a preliminary figure used for estimating purposes only and includes
construction administration, ten percent construction contingency, in -house design and construction
management, printing and advertising. The 2017 Asphalt Overlay Project will be awarded within the available
overlay program budget.
14
August 1, 2016
Land Use and Transportation Committee
2017 Asphalt Overlay Program
Page 2 of 2
Once Council approves the list of streets for the Overlay Program, staff will begin the final design. The
anticipated date for advertising is February 2017, with construction beginning in April 2017.
15
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16
COUNCIL MEETING DATE: August 9, 2016
CITY OF FEDERAL WAY
CITY COUNCIL
AGENDA BILL
SUBJECT: SW 320T" ST AND S MARINE HILLS WAY PIPE REPAIRS — BID AWARD
ITEM #:
POLICY QUESTION: Should City Council award the SW 320t1i St and S Marine Hills Way Pipe Repairs project to
the lowest responsive, responsible bidder?
COMMITTEE: Land Use and Transportation Committee MEETING DATE: August 1, 2016
CATEGORY:
® Consent ❑ Ordinance ❑ Public Hearing
❑ City Council Business ❑ Resolution ❑ Other
STAFF REPORT BY: Ton Doucette-, oucette-, P.E. SWM Project En ! eer
DEPT: Public Works
Attachments: Land Use and Transportation Committee Memorandum dated August 1, 2016.
Options Considered:
1. Award the SW 320th St and S Marine Hills Way Pipe Repairs project to InsituForm Technologies, LLC, the lowest
responsive, responsible bidder, in the amount of $88,535.00, and approve a 10% contingency of $8,860.00, for a
total amount of $97,395.00, and authorize the Mayor to execute the contract.
2. Reject all bids for the SW 320t" St and S Marine Hills Way Pipe Repairs project and direct staff to rebid the
ro'ect and return to Committee for further action.
MAYOR'S RECOMMENDATION: The mayor recommends forwarding option 1 to the August 1�1 16 City Council
consent agenda for appr %al.
n
MAYOR APPROVAL:
c
kli
CHIEF OF STAFF: J� W y�
Ca
hli
DIRECTOR APPROVAL:
►sl)c,
COMMITTEE RECOMMENDATION: I move to forward Option I to the August 9, 2016 City Council consent
agenda for approval.
Kelly Maloney, Chair Lydia Assefa- Dawson, Member Mark Koppang, Member
PROPOSED COUNCIL MOTION: "I move to authorize staff to award the SW 320`h St and S Marine Hills Way
Pipe Repairs project to InsituForm Technologies, LLC, the lowest responsive, responsible bidder, in the amount
of $88,535. 00 and approve a 10% contingency of $8,860. 00, for a total of $97,395, 00, and authorize the Mayor
to execute the contract. "
(BELOW TO BE COMPLETED BY CITY CLERKS OFFICE)
COUNCIL ACTION:
❑ APPROVED COUNCIL BILL #
❑ DENIED 1sT reading
❑ TABLED/DEFERRED/NO ACTION Enactment reading
❑ MOVED TO SECOND READING (ordinances only) ORDINANCE #
REVISED — 1/2015 RESOLUTION #
17
CITY OF FEDERAL WAY
MEMORANDUM
DATE: August 1, 2016
TO: Land Use and Transportation Committee
VIA: Jim Ferrell, Mayor
FROM: Marwan Salloum, P.E., Public Works Direct
Tony Doucette, P.1., SWM Engineer i
SUBJECT: SW 320`x' St and S Marine Hills Way Pipe Repairs — Bid Award
BACKGROUND:
Two bids were received and opened on July 7th, 2016 for the SW 320th St and S Marine Hills Way Pipe
Repairs project. Please see the attached Bid Tabulation Summary. The lowest responsive, responsible
bidder is InsituForm Technologies, LLC, with a total bid of $88,535.00.
PROJECT ESTIMATED EXPENDITURES:
In house Design
SW 3201h St & Marine Hills Way CIPP Lining
10% Construction Contingency
In house Construction Management
TOTAL PROJECT COSTS
AVAILABLE FUNDING:
Budgeted City Funds CIP Project 16
Budgeted City Funds from CIP Project 1 &2
2016 TOTAL AVAILABLE BUDGET
cc Project File
Day File
18
$0
$88,535
$8,860
$10,000
$107,395
$100,000
$60,000
$160,000
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20
COUNCIL MEETING DATE: August 9, 2016 ITEM #:
CITY OF FEDERAL WAY
CITY COUNCIL
AGENDA BILL
SUBJECT: AUTHORIZATION TO AMEND THE 2013 -2014 SWM INFRASTRUCTURE MAINTENANCE AND SERVICE
CONTRACT (AG 13 -150)
POLICY QUESTION: Should Council authorize the Mayor to amend the 2013 -2014 SWM Infrastructure Maintenance
and Service Contract (AG 13 -150), increasing the total compensation by $393,026.00 and extending the term until
December 31, 2018 to allow for work performed in 2017 and 2018?
COMMITTEE: Land Use and Transportation Committee MEETING DATE: August 01, 2016
CATEGORY:
® Consent ❑ Ordinance ❑ Public Hearing
❑ City Council Business ❑ Resolution ❑ Other
STAFF REPORT BY: Tony Doucette, P.E., SWM Engineer DEPT: Public Works
Attachments:
1. LUTC Memorandum
Options Considered:
1. Authorize the Mayor to amend the 2013 -2014 SWM Infrastructure Maintenance and Service Contract (AG 13-
150), increasing the total compensation by $393,026.00 and extending the term until December 31, 2018 to
allow for work to be performed in 2017 and 2018.
2. Do not authorize the Mayor to amend the agreement and provide direction to staff.
MAYOR'S RECOMMENDATION: The Mayor recommends forwarding Option 1 to the AtIgNst 9, 2016 City Council
Consent Agenda for approval.
MAYOR APPROVAL: -711,11- DIRECTOR APPROVAL:
co mitt Count m ulSee
CHIEF OF STAFF:
W
COMMITTEE RECOMMENDATION: I move to forward Option I to the August 9, 2016 City Council Consent Agenda
for approval.
Kelly Maloney, Chair I yd [a Assefa- Dawson, Member Mark Koppang, Member
PROPOSED COUNCIL MOTION: " I move to authorize the Mayor to amend the 2013 -2014 SWM Infrastructure
Maintenance and Service Contract (AG 13 -150), increasing the total compensation by $393,026.00 and extending
the term until December 2018 to allow for work to be performed in 2017 and 2018."
(BELOW TO BE COMPLETED BY CITY CLERKS OF -P7CL)
COUNCIL ACTION:
❑ APPROVED
COUNCIL BILL #
❑ DENIED
1ST reading
❑ TABLED /DEFERRED/NO ACTION
Enactment reading
❑ MOVED TO SECOND READING (ordinances only)
ORDINANCE #
REVISED — 1/2015
RESOLUTION #
21
CITY OF FEDERAL WAY
MEMORANDUM
DATE: August 1, 2016
TO: Land Use and Transportation Committee
VIA: Jim Ferrell, Mayor -� Y
FROM: Marwan Salloum, P.E., Public Works Directo
Tony Doucette, P.E., SWM Engineer T>
SUBJECT: Contract Amendment — SWM Infrastructure Maintenance and Service
BACKGROUND:
On July 24, 2013, The City of Federal Way Surface Water Management Division entered into a contract
with Everson's Econo -Vac to expire on December 31St, 2014 for the SWM Infrastructure Maintenance
and Service Contract AG 13 -150. The contract work includes catch basin cleaning, jet rodding and
routine circuit cleaning in an amount not to exceed $154,253.00. The contract was amended on March
26, 2014 to increase the total compensation by $150,563.00 to fund work performed in 2014, and again
on December 10, 2014 to increase the total compensation by $166,513 per year for a total of $333,026.00
to fund work in 2015 and 2016.
The contractor has agreed to a third extension of the contract until December 31, 2018, without any
increase in the unit prices (as bid in the original Agreement and detailed in RF13 13 -107, Attachment B
"Bid Form "). The total compensation will increase by $393,026.00 to cover the SWM budgeted amount
of $186,513.00 for each year in 2017 and 2018, and an additional $20,000.00 for projected needs in the
remainder of 2016. The increase in annual cost is due several factors including support for SWM's video
inspection program, an expanding facilities inventory requiring maintenance, emergency callout response
and construction assistance for SWM's maintenance crew
Everson's Econo -Vac has been providing this service to the City through previous contracts since 2003
and has proven to be reliable and proficient in surface water infrastructure maintenance. As a result, City
staff is confident Everson's Econo -Vac will successfully execute this contract extension to the City's
satisfaction.
AVAILABLE FUNDING:
The 2017 and 2018 budget for the SWM Infrastructure Maintenace and Service Contract is $186,513.00
for each year for a total of $373,026.00. The added contract amount for 2016 is $20,000 and will come
from the maintenance, small CIP and Major CIP projects using the contract's services. The contract is on
a call-out basis only and will not overrun the not to exceed amount of $186,513.00 per year.
cc: Project File
Central File
K: \LUTC\2016 \08 -01 -16 - EVERSONS CONTRACT EXTENSION.DOC
22