LUTC MINS 06-04-2018City of Federal Way
City Council
Land Use & Transportation Committee
June 4, 2018 City Hall
5:00 P.M. Council Chambers
MEETING SUMMARY
Committee Members in Attendance: Committee Chair Mark Koppang, Committee member Jesse Johnson, and
Committee member Hoang Tran.
Staff in Attendance: Public Works Director Marwan Salloum, Deputy Public Works Director El Walsh, Deputy Public Works
Director /Street Systems Manager Desiree Winkler, Development Services Manager Cole Elliott, Assistant City Attorney Eric
Rhoades, Planning Manager Robert "Doc' Hansen, City Traffic Engineer Rick Perez, Senior Planner Jim Harris, Senior Traffic
Engineer Erik Preston, Street Systems Engineer Jeff Huynh, and Administrative Assistant II Mercedes Tenuta.
CALL TO ORDER: Chair Koppang called the meeting to order at 5:00 p.m.
2. PUBLIC COMMENT:
Dana Hollaway had specific questions pertaining to item "E" (Adoption of 2019 -24 Transportation Improvement Plan) & "F"
(Puget Sound Gateway Program (SR 167 and SR 509 Completion Projects) Local Funding and Phasing — Memorandum of
Understanding).
3. COMMITTEE BUSINESS:
Topic Title/ Description
A. Approval of Minutes: May 7, 2018
Committee approved the May 7, 2018 LUTC minutes as presented.
• Moved: Johnson
• Seconded: Tran
• Passed: 3 -0 unanimously
B. RESOLUTION: Retreat Meadows Final Plat Approval
Senior Planner, Jim Harris, stated that this item came before the committee last month in May and is being
presented again due to a revision to the plat map related to Tract A and the access easements required. Mr.
Harris identified the revision using a map.
Committee forwarded the proposed Resolution to the June 19, 2018 Council Consent Agenda for
approval.
• Moved: Tran
• Seconded:Johnson
Passed: 3 -0 unanimously
C. 2018 NHS Preservation Project (16th Ave S and SW Campus Drive) — Rejection of Bids and
Approval to Re -Bid Project
Street Systems Engineer, Jeff Huynh, presented the three (3) project bids that were opened on May 30, 2018
with the lowest responsive, responsible bidder being Miles Resources, LLC. Mr. Huynh outlined the available
Committee Members City Staff
Mark Koppang, Chair Marwan Salloum P. E., Public Works Director
Hoang V. Tran, Member Mercedes Tenuta, Administrative Assistant II
Jesse E. Johnson, Member (253) 835 -2701
funding and project costs resulting in a budget shortfall.
Mr. Huynh, Public Works Director Marwan Salloum, and Committee members held a brief discussion regarding
how the time of year affects the bidding, possible reasons for the higher bid(s), the plan for taking it back out to
bid, and the process if the bids were still high after it's re -bid.
Committee forwarded Option #1 (Reject all bids for the 2018 NHS Preservation Project (16th Ave
S and SW Campus Drive) and direct staff to rebid the project and return to Council for further
action) to the June 19, 2018 Council Consent Agenda for approval.
• Moved: Johnson
• Seconded: Tran
• Passed: 3 -0 unanimously
D. LED Street Light Conversion Project — 30% Design Status Report
Senior Traffic Engineer, Erik Preston, gave a brief background and explained reasons why LED street lights are
so popular including using less energy, provides superior illumination, requires less maintenance, and are easily
controlled. Mr. Preston outlined the replacement costs, estimated expenditures, and available funding which
includes Energy Efficiency Grant funding from the Department of Commerce. Mr. Preston provided the
completed, ongoing, and future tasks as well as a project phasing schedule and timeline.
Mr. Preston, Public Works Director Marwan Salloum, and Committee members held a brief discussion regarding
the grant funding, the estimation of time to recover the cost, an outline of the steps to replacing the different
fixtures, the difference between warm and cool illumination colors, and the potential for use of an inter -fund
loan.
Committee forwarded Option #1 (Authorize staff to proceed with the design of the LED Street
Light Conversion Project and return to LUTC and Council for a project update and authorization of
the PSE Master Lighting agreement) to the June 19, 2018 Council Consent Agenda for approval.
• Moved: Tran
• Seconded:Johnson
• Passed: 3 -0 unanimously
RESOLUTION: Adoption of 2019 -24 Transportation Improvement Plan
City Traffic Engineer, Rick Perez, gave a brief background of the Transportation Improvement Plan, explained
the prioritization criteria, and outlined the new proposed projects. Mr. Perez addressed the questions asked by
Dana Hollaway during citizen comment. He explained variable lane use control signs and horizontal curve
improvements including sample pictures, and explained that the sidewalk project on Hoyt Rd is not on the TIP
due to not scoring well on the adopted criteria and does not compete for grant funding because it is not a
designated safe walking route.
Public Works Director Marwan Salloum addressed Ms. Hollaway's secondary question with regards to having to
wait to add a project for 6 years by stating that the TIP is updated on a yearly basis with projects that score the
highest getting added.
Mr. Perez and Chair Koppang held a brief discussion regarding the horizontal curve improvements and its criteria
with this being the first systematic view of all the horizontal curves in the city.
Committee forwarded the proposed resolution to the June 19, 2018 Council meeting for
approval.
• Moved: Johnson
• Seconded: Tran
• Passed: 3 -0 unanimously
Committee Members City Staff
Mark Koppang, Chair Marwan 5alloum P. E., Public Works Director
Hoang V. Tran, Member Mercedes Tenuta, Administrative Assistantll
Jesse E. Johnson, Member (253) 835 -2701
F. Puget Sound Gateway Program (SR 167 and SR 509 Completion Projects) Local Funding and
Phasing — Memorandum of Understanding
Deputy Public Works Director /Street Systems Manager, Desiree Winkler, presented a background of the Puget
Sound Gateway Program which in July 2015 received money through the Connecting Washington Revenue
package to complete SR 167 and SR 509. The projects total $1.87 billion and include a local funding requirement
of $130 million to be shared between all of the benefitting agencies. Due to the City of Federal Way receiving
only regional benefits, the program team determined that the City is not required to financially contribute to the
project(s). By executing the Memorandum of Understanding, the City agrees to continue to participate in the
program team meetings and to support grant application efforts by partner jurisdictions.
Ms. Winkler, Chair Koppang, and Committee member Tran held a brief discussion as to why there is a need to
enter into the Memorandum of Understanding and the potential for the City to contribute financially in the
future.
Committee forwarded the proposed Memorandum of Understanding to the June 19, 2018 Council
Consent Agenda for approval.
• Moved: Tran
• Seconded: Johnson
• Passed: 3 -0 unanimously
G. Pacific Hwy South HOV Phase 5 — Additional Funding for Construction Administration
Deputy Public Works Director /Street Systems Manager, Desiree Winkler, gave a brief background of the project.
With construction running longer than anticipated and the contractor having filed a claim against the City, the
result is the need for additional funding for construction administration in the amount of$1.8M. The proposal is
to transfer the 1.8M from the grant matching funds for SW 336th /SW 340th St project which did not get the grant
funding applied for. Ms. Winkler explained project costs and outlined available funding including several grants.
Ms. Winkler, Chair Koppang, and Committee member Johnson held a brief discussion which broke down the
extended time for professional services and construction management and clarified that money is being moved
from a project that cannot move forward to a project that completes a major arterial in the City.
Committee forwarded Option #1 (Authorize the Mayor to transfer $1.8 Million from Capital
Improvement Project 168 — SW 336th Way /SW 3401h St: 26th PI SW — Hoyt Rd to Capital
Improvement Project 165 Pacific Highway South HOV Phase 5 for additional construction
administration funding) to the June 19, 2018 Council Consent Agenda for approval.
• Moved: Johnson
• Seconded: Tran
• Passed: 3 -0 unanimously
H. Pavement Management System Program Overview
Chair Koppang opened the topic stating that he asked Desiree Winkler to put this together for the committee to
gain a better understanding of the decision points being made to optimize the roads within the fiscal constraints
that exist.
Deputy Public Works Director /Street Systems Manager, Desiree Winkler, explained that the City's pavement is
largest physical asset the City owns. To manage this large asset, the pavement is rated on bi- annual basis using
the Pavement Condition Index ( "PCI "). The PCI is used to determine which roads to overlay along with other
factors including street classifications, vehicle volume, and budget. The most cost effective overall PCI to
overlay is about 85 -87, which allows for the least amount of money for the maintenance.
Ms. Winkler provided pictures of roads with various PCI ratings and presented multiple graphs comparing the
last 10 years data including the annual budget vs. PCI, ADA curb ramp and cement concrete sidewalk cost, 2017
network and funding comparison by city, and the pavement annual need vs. expenditures.
Committee Members City Staff
Mark Koppang, Chair Marwan Salloum P. E., Public Works Director
Hoang V. Tran, Member Mercedes Tenuta, Administrative Assistant 11
Jesse E. Johnson, Member (253) 835 -2701
Ms. Winkler and Committee members held a discussion regarding who conducts the PCI ratings, how long the
overlay lasts, and the potential for overlay of pavement lower than PCI of 30.
Chair Koppang and Public Works Director Marwan Salloum held a brief discussion regarding the overlay budget
challenges. Chair Koppang requested information to be included in the budget presentation.
4. OTHER
5. FUTURE MEETINGS /AGENDA ITEMS:
The next LUTC meeting will be held on Monday, July 2, 2018 at 5:00 p.m. in City Hall Council Chambers.
6. ADJOURNMENT: The meeting was adjourned at 6:24 p.m.
Attest: Approved by Committee:
Mercedes Tenuta, Administrative Assistant II
Committee Members City Staff
Mark Koppang, Chair Marwan Salloum P.E., Public Works Director
Hoang V. Tran, Member Mercedes Tenuta, Administrative Assistant II
Jesse E. Johnson, Member (253) 835 -2701