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LUTC MINS 11-07-2016City of Federal Way City Council Land Use /Transportation Committee November 7, 2016 City Hall 5:00 P.M. Council Chambers MEETING SUMMARY Committee Members in Attendance: Committee Chair Kelly Maloney and Committee members Lydia Assefa- Dawson and Mark Koppang. Council members in attendance: Deputy Mayor Burbidge and Council members Susan Honda and Martin Moore. Staff in Attendance: Public Works Director Marwan Salloum, Deputy Public Works Director /PAEC Project Director EJ Walsh, Deputy Public Works Director /Street Systems Manager Desiree Winkler, Assistant City Attorney Mark Orthmann, Surface Water Manager Theresa Thurlow, City Traffic Engineer Rick Perez, Development Services Director Cole Elliott, Economic Development Director Tim Johnson, Street Systems Project Engineer Christine Mullen, Senior Planner David Van De Weghe, Senior Planner Stacey Welsh, SWM Project Engineer Fei Tang, Contract Senior Planner Jim Harris, and Administrative Assistant II Shawna Upton. CALL TO ORDER Chair Maloney called the meeting to order at 5:00 PM. 2. PUBLIC COMMENT (3 minutes) None. 3. COMMITTEE BUSINESS Topic Title/ Description A. Approval of Minutes: September 12, 2016 Committee approved the September 12, 2016 LUTC minutes as presented. Moved: Koppang Seconded: Assefa- Dawson Passed: 3 -0 B. Resolution: Norpoint Heights Final Plat Mr. Harris provided a summary of Norpoint Heights noting it's located on the far west side of the city abutting the Federal Way and Tacoma jurisdiction line. It's a three acre plat with 14 single - family lots and is accessed from Norpoint Way. Committee forwarded Option #1 as presented. Moved: Assefa- Dawson Seconded: Koppang Passed: 3 -0 Forward to Council N/A November 15, 2016 Consent Committee Members City Staff Kelly Maloney, Chair Marwan Salloum, P.E., Public Works Director Lydia Assefa- Dawson, Member Shawna Upton, Administrative Assistant H Mark Koppang, Member 253- 835 -2703 C. 21st Ave S Sidewalks Improvement Project (S 320th Street to S 316" Street) —100% November 15, 2016 Design Status Report and Authorization to Bid Consent Ms. Mullen indicated the project will install a 12 -foot sidewalk with street trees and decorative street lights on the west side of 21st Avenue South and requires right -of -way acquisition from one parcel. She outlined progress to date, ongoing tasks, estimated expenditures and available funding. A brief discussion was held regarding the cost of right -of -way acquisition and funding impacts related to the project as well sidewalk prioritization criteria. Committee forwarded Option #1 as presented. Moved: Koppang Seconded: Assefa- Dawson Passed: 3 -0 D. Marine Hills Stormwater Conveyance System Repair Phase II — 85% Design Status November 15, 2016 Report and Authorization to Bid Consent Mr. Tang noted that since agenda items D, E and F are all related, he will address them at the same time and ask the policy questions separately at the end. The Marine Hills project was created to repair deteriorated stormwater pipes and structures in the Marine Hills subdivision and was divided into two phases. Phase I used an open cut method to repair seriously damaged pipe sections that the CIPP (Cured in Place Pipe) method could not be used and was completed this summer. For Phase II, the new CIPP repair method will be used to make additional repairs and construction will begin in 2017. The Phase I project came in under budget. Mr. Tang briefly noted the final tasks remaining, available funding and estimated expenditures for the Phase II project. He pointed out that in May 2016 Council authorized staff to submit an application for the King County Flood Control District Flood Reduction Grant. The grant was recently awarded by King County and staff plans to use the funds for the Marine Hills Conveyance System Repair project. Item D: Committee forwarded Option #1 as presented. Moved: Koppang Seconded: Assefa- Dawson Passed: 3 -0 Item E: Committee forwarded Option #1 as presented. Moved: Assefa- Dawson Seconded: Koppang Passed: 3 -0 Item F: Committee forwarded Option #1 as presented. Moved: Koppang Seconded: Assefa- Dawson Passed: 3 -0 E. Authorization to Accept the King County Flood Control District Flood Reduction November 15, 2016 Grant Consent See Item D Summary F. Marine Hills Stormwater Conveyance System Repair Phase 1 — Project Acceptance November 15, 2016 Consent See Item D Summary Committee Members City Staff Kelly Maloney, Chair Marwan Salloum, P. E., Public Works Director Lydia Assela- Dawson, Member Shawna Upton, Administrative Assistant II Mark Koppang, Member 253 - 835 -2703 G. Grant Funding for Transportation Improvement Projects — Authorization to Accept November 15, 2016 Grant Funding Business Mr. Perez stated this particular grant is for the project titled 21st Ave S — S 314th St to S 316th Street, also known as the Grand Staircase. This is a unique situation in which King County offered a sub -grant through the State Regional Mobility program. The intent was to improve mode split approaching major transit stops. The City applied for the grant with King County and received an award of $500k towards this project. He outlined other funding sources that will also be used. Committee forwarded Option #1 as presented. Moved: Assefa- Dawson Seconded: Koppang Passed: 3 -0 H. New Street Lighting Prioritization Criteria November 15, 2016 Consent Mr. Perez explained that the Department policy on street lights is that street lights are installed as part of all new street improvement projects, to address a pattern of collisions where street lighting may reduce collision frequency of severity or, in some cases, where neighborhoods provide for the installation and the City will take over ownership of the maintenance. The current budget for new street lighting is $8k per year. Council directed staff to develop a plan to provide street lighting on all city streets. Roughly 3,000 street lights would need to be added in order to meet this goal and the estimated cost of doing so would be approximately $18M. A prioritization process needs to be created to allocate funding. Staff discussed the proposed scoring criteria that would be used to prioritize locations and stated it could take about a year to complete the analysis on all the road segments. Discussion continued regarding how new requests would be scored in the meantime, adding school bus stop locations into the scoring criteria and how the Lakehaven Utility Franchise Agreement relates to this. Committee forwarded Option #1 as presented. Moved: Koppang Seconded: Assefa- Dawson Passed: 3 -0 I. Ordinance: for the Adoption of the 2016 King County Washington Surface Water November 15, 2016 Design Manual and the 2016 City of Federal Way Addendum to the King County Ordinance Surface Water Design Manual Mr. Walsh indicated there are two separate manuals included in the Ordinance for adoption. City of Federal Way is a Phase II permittee and we rely on our Phase I permittee, which in our case is King County, to meet design manual requirements. We can adopt King County, adopt Ecology's manuals or create our own. By code, we automatically adopt King County's manual so this is mainly a housekeeping item to update the code to reflect the 2016 manual as opposed to the 2009 manual. A couple key changes worth pointing out that are driven by the EPA through Ecology are revised watershed modeling from event based to period based. This means that instead of looking at one discrete storm with a defined period, it will look at a broader date range to evaluate the event over a longer duration. Another change is updates based on studies, research and best available treatment methods. As the scientific community finds new and better ways to do things, they will get incorporated. The last one was mainly driven by Ecology for Western Washington based on recent experiences in which they increased requirements for stormwater facilities that are located on steep slopes. The second manual is the City of Federal Way addendum which takes the manual from King County and makes it specific to Committee Members City Staff Kelly Maloney, Chair Marwan 5alloum, P.E., Public Works Director Lydia Assefa- Dawson, Member 5hawna Upton, Administrative Assistant II Mark Koppang, Member 253 - 835 -2703 Federal Way. The permit requires the City to take references to King County and change those references to Federal Way. Department of Ecology also requires the incorporation of Low Impact Development (LID) language into regulatory documents. The manuals must be adopted by December 31, 2016. Committee forwarded Option #1 as presented. Moved: Koppang Seconded: Assefa- Dawson Passed: 3 -0 2017 Street Sweeping Services Contract — Bid Award November 15, 2016 Consent Ms. Winkler indicated three bids were received and opened on October 20, 2016 for the 2017 Street Sweeping Services Contract. The lowest responsive, responsible bidder is Action Services Corporation with a total bid of $114,877.61 and is within the 2017 budgeted amount. Committee forwarded Option #1 as presented. Moved: Assefa- Dawson Seconded: Koppang Passed: 3 -0 K. 2017 Right of Way Landscape Maintenance Contract — Bid Award November 15, 2016 Consent Ms. Winkler stated two bids were received and opened on October 20, 2016 for the 2017 Right of Way Landscape Maintenance Contract. The lowest responsive, responsible bidder is SMS — Superior Maintenance Solutions, LLC with a total bid of $152,269.08 and is within the 2017 budgeted amount for the project. Staff conducted a review of the SMS - Superior Maintenance Solutions, LLC to confirm their ability to fulfill the contract requirements. A brief discussion was held regarding the difference in price between the two bids and contractor performance. Committee forwarded Option #1 as presented. Moved: Koppang Seconded: Assefa- Dawson Passed: 3 -0 4. OTHER 5. FUTURE MEETINGS /AGENDA ITEMS: The next LUTC meeting will be Monday, December 5, 2016 at 5:00 p.m. in City Hall Council Chambers. 6. ADJOURN The meeting adjourned at 6:09 PM. Attest: 4wzl��e)' - J— - a na Upton Administrative Assistant II Approved by Committee: ���rlone, Committee Members City Staff Kelly Maloney, Chair Marwan Saloum, P. E., Public Works Director Lydia Assefa- Dawson, Member Shawna Upton, Administrative Assistant H Mark Koppang, Member 253- 835 -2703