LUTC MINS 08-06-2018MEETING SUMMARY
Committee Members in Attendance: Committee Chair Mark Koppang, Committee member Jesse Johnson, and
Committee member Hoang Tran.
Councilmembers in Attendance: Councilmember Lydia Assefa- Dawson.
Staff in Attendance: Public Works Director Marwan Salloum, Deputy Public Works Director /PAEC Project Director El Walsh,
Assistant City Attorney Eric Rhoades, Solid Waste & Recycling Coordinator Rob Van Orsow, City Traffic Engineer Rick Perez,
Senior Traffic Engineer Erik Preston, Street Systems Engineer Jeff Huynh, and Administrative Assistant II Mercedes Tenuta.
1. CALL TO ORDER: Chair Koppang called the meeting to order at 5:00 p.m.
2. PUBLIC COMMENT: There were no public comments.
3. COMMITTEE BUSINESS:
Topic Title/ Description
A. Approval of Minutes: July 2, 2018
Committee approved the July 2, 2018 LUTC minutes as presented.
Moved: Johnson
•
Seconded: Koppang
• Passed: 2 -0 unanimously
*Committee member Hoang Tran joined the meeting at 5.•02 p.m.
B. 2019 Asphalt Overlay Program — Preliminary Project List and Authorization to Bid
Street Systems Engineer, Jeff Huynh, outlined the total estimated budget and project costs for the 2019 Asphalt
Overlay Program. The street schedules consisted of:
• Schedule A: is` Ave S (S 356th Street to S 363rd Place)
• Schedule B: S 336th Street (10th Place S to 18th Avenue S)
• Schedule C: 1st Ave S (S 312th Street to S 3015t Street)
The anticipated date for advertising is January 2019 with construction beginning in April 2019.
Mr. Huynh, Committee members and Public Works Director Marwan Salloum held a brief discussion regarding
the in -house design and construction administration costs. Mr. Salloum explained that certain Public Works staff
members manage the project including design and inspection and charge their time to the project in lieu of the
general fund.
Committee forwarded Option #1 (Approve the list of streets for the 2019 Asphalt Overlay Project
as presented. Furthermore, authorize staff to bid all or part of the 2019 Asphalt Overlay Project,
returning with a request for permission to award the project within the available 2019 Asphalt
Overlay Budget to the lowest responsive, responsible bidder) to the August 14, 2018 Council
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
City of Federal Way
City Council
Land Use & Transportation Committee
August 6, 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.
Councilmembers in Attendance: Councilmember Lydia Assefa- Dawson.
Staff in Attendance: Public Works Director Marwan Salloum, Deputy Public Works Director /PAEC Project Director El Walsh,
Assistant City Attorney Eric Rhoades, Solid Waste & Recycling Coordinator Rob Van Orsow, City Traffic Engineer Rick Perez,
Senior Traffic Engineer Erik Preston, Street Systems Engineer Jeff Huynh, and Administrative Assistant II Mercedes Tenuta.
1. CALL TO ORDER: Chair Koppang called the meeting to order at 5:00 p.m.
2. PUBLIC COMMENT: There were no public comments.
3. COMMITTEE BUSINESS:
Topic Title/ Description
A. Approval of Minutes: July 2, 2018
Committee approved the July 2, 2018 LUTC minutes as presented.
Moved: Johnson
•
Seconded: Koppang
• Passed: 2 -0 unanimously
*Committee member Hoang Tran joined the meeting at 5.•02 p.m.
B. 2019 Asphalt Overlay Program — Preliminary Project List and Authorization to Bid
Street Systems Engineer, Jeff Huynh, outlined the total estimated budget and project costs for the 2019 Asphalt
Overlay Program. The street schedules consisted of:
• Schedule A: is` Ave S (S 356th Street to S 363rd Place)
• Schedule B: S 336th Street (10th Place S to 18th Avenue S)
• Schedule C: 1st Ave S (S 312th Street to S 3015t Street)
The anticipated date for advertising is January 2019 with construction beginning in April 2019.
Mr. Huynh, Committee members and Public Works Director Marwan Salloum held a brief discussion regarding
the in -house design and construction administration costs. Mr. Salloum explained that certain Public Works staff
members manage the project including design and inspection and charge their time to the project in lieu of the
general fund.
Committee forwarded Option #1 (Approve the list of streets for the 2019 Asphalt Overlay Project
as presented. Furthermore, authorize staff to bid all or part of the 2019 Asphalt Overlay Project,
returning with a request for permission to award the project within the available 2019 Asphalt
Overlay Budget to the lowest responsive, responsible bidder) to the August 14, 2018 Council
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
Consent Agenda for approval.
• Moved: Tran
• Seconded: Johnson
• Passed: 3 -0 unanimously
C. Enterprise '18 NTS — 6th Avenue SW (SW 356th Street to SW 368th Street)
Senior Traffic Engineer, Erik Preston, explained an NTS petition was submitted on April 6, 2018 with concerns of
speeding, cut - through traffic and pedestrian and school crossing safety. Data collected showed higher volume
and speeds on the north end. Mr. Preston provided the total scored based on the criteria and stated a community
meeting held on May 22, 2018 with 25 attendees. Mr. Preston provided a map provided showing where each
speed hump would be located along with the relation to school bus stops. The NTS balloting results were in favor
of the speed humps. Mr. Preston provided the budget information with the potential to phase out the work due
to budget constraints for future NTS projects coming up this year.
Mr. Preston, Committee members and Councilmember Assefa- Dawson held a brief discussion regarding police
patrols in the area, options to space the speed humps closer together, the priority of this project compared to the
other upcoming NTS projects, and the high community involvement for this particular NTS project.
Committee forwarded Option #1 (Authorize the installation of six (6) Speed Humps on 6th
Avenue SW between SW 356th Street and SW 368th Street) to the August 14, 2018 Council
Consent Agenda for approval.
■ Moved: Johnson
• Seconded: Tran
• Passed: 3 -0 unanimously
D. RESOLUTION: Solid Waste & Recycling Collection Services Procurement Process
Solid Waste & Recycling Coordinator, Rob Van Orsow, explained a typical Solid Waste & Recycling Collection
contract which includes hauling, requirements for processing and marketing, requirements for hauls to be
delivered to King County disposal system, employee conduct equipment, rates, and customer service.
Mr. Van Orsow outlined the history with the current vendor and their current contract, which expires in August
2020. With a Request for Proposal ( °RFP ") process, it allows the City to establish the service levels and allows
proposers to compete on price and service options. There will be a scoring matrix to rank all elements. The City
will be able to seek potential service enhancements and proposers will be able to provide information about new
services available.
Mr. Van Orsow outlined process steps including community input, policy input from the Council via a Study
Session, and input from the garbage companies.
The resolution, if approved, sets the ground work for conducting a competitive procurement process, allows
time for haulers to implement services, and transition to new contract parameters and any new services.
Mr. Van Orsow and Committee members held a brief discussion regarding the difference between a bid process
and proposal process, the evaluation weighting options, and the importance of the proposal process with regard
to the type of contract being obtained.
Committee forwarded the proposed Resolution to the August 14, 2018 Council Consent Agenda
for approval.
• Moved: Tran
• Seconded:Johnson
• 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 Assistant 11
Jesse E. Johnson, Member (253) 835 -2701
E. Adaptive Traffic Signal Control System Phases I & II — Authorization for Bids & Proposals
City Traffic Engineer, Rick Perez, presented the financial impacts and explained that the project is fully funded
in the Capital Improvement Project budget including funds from federal grants and utility tax. Mr. Perez outlined
the project schedule, tasks underway, upcoming tasks, and future decision points.
In order to move further into design, the system software is to be selected and authorization is needed to
proceed with a request for bids for construction of the Traffic Management Center in City Hall, request for
proposals for the system software, and request for bids for construction of the field equipment to support the
system software and Traffic Management Center operations.
Mr. Perez and Chair Koppang held a brief discussion regarding the improvement to traffic flow and the
coordination and control of certain WSDOT signals and signal timing.
Committee forwarded Option #1 (Authorize staff to request Bids and Proposals for the following
components of the Adaptive Traffic Signal Control System: Request for Bids for construction of
the Traffic Management Center in City Hall, Request for Proposals for the system software, and
Request for Bids for construction of the field equipment to support the system software and
Traffic Management Center operations) to the August 14, 2018 Council Consent Agenda for
approval.
Moved: Johnson
Seconded: Tran
Passed: 3 -0 unanimously
F. Performing Arts and Event Center — Project Acceptance
Deputy Public Works Director /PAEC Project Director, EJ Walsh, provided a background of the project
constructed by Garco Construction, Inc. for the Performing Arts & Event Center and associated frontage
improvements. Prior to releasing retainage on a Public Works construction project the Council must accept the
work as complete to meet state requirements. Mr. Walsh explained the project funding and project costs as well
as showed pictures of the completed project, both inside and outside.
Mr. Walsh and Committee member Tran held a brief discussion regarding warranties.
Committee forwarded Option #1 (Authorize final acceptance of the Performing Arts and Event
Center constructed by Garco Construction, Inc., in the amount of $25,161,252.52, as complete)
to the August 14, 2018 Council Consent Agenda for approval.
Moved: Tran
• Seconded:Johnson
Passed: 3 -0 unanimously
G. Performing Arts and Event Center — Authorization to Bid Production Lighting Fixtures Acquisition
Deputy Public Works Director /PAEC Project Director, El Walsh, presented a background regarding the
production lighting which is specialized equipment used within the theater that is readily movable and
customizable for different show needs. The City previously purchased only half of what was deemed needed and
authorization is needed for acquisition of the remaining fixtures which will replace the on -going equipment rental
that occurs with each show. Mr. Walsh presented pictures of the various lighting fixtures to be purchased and
outlined the project budget.
Mr. Walsh, Chair Koppang, and Councilmember Assefa- Dawson held a brief discussion regarding a realistic
return on investment in comparison to the current rental costs and liability for any damages.
Committee forwarded Option #1 (Authorize staff to bid the Production Lighting Fixtures
Acquisition for the Performing Arts and Event Center and return to LUTC and Council for bid
award and further authorizations) to the August 14, 2018 Council Consent Agenda for approval.
Moved: Johnson
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
• Seconded: Tran
Passed: 3 -0 unanimously
4. OTHER
5. FUTURE MEETINGS /AGENDA ITEMS:
The next LUTC meeting will be held on September 10, 2018 at 5:00 p.m. in City Hall Council Chambers.
6. ADJOURNMENT: The meeting was adjourned at 6:00 p.m.
Attest:
)1*07
Mercedes Tenuta, Administrative Assistant II
Committee Members
Mark Koppang, Chair
Hoang V. Tran, Member
Jesse E. Johnson, Member
Approved by Committee:
Zle It 2
City Staff
Marwan Salloum P. E., Public Works D7 rector
Mercedes Tenuta, Administrative Assistant 11
(153) 835 -2701