City Council - SPECIAL Meeting

CITY OF LYNDEN CITY COUNCIL MINUTES OF SPECIAL MEETING March 31, 2025 1. CALL TO ORDER Mayor Korthuis called to order the March 31, 2025 special session of the Lynden City Council at 4:02 pm in the city council chambers. PLEDGE OF ALLEGIENCE ROLL CALL Members present: Councilors Lee Beld, Gary Vis, Brent Lenssen, and Nick Laninga. Councilor Gary Bode arrived at 4:07 pm. Members absent: Councilors Kyle Strengholt and Mark Wohlrab absent. Staff present: Community Development Director Heidi Gudde, Finance Director Laura Scholl, Police Chief Steve Taylor, Public Works Director Jon Hutchings, City Clerk Pam Brown and City Administrator John Williams. OATH OF OFFICE - None. SUMMARY REPORTS AND PRESENTATIONS - None. APPROVAL OF MINUTES - None. CITIZEN COMMENT - None. 2. CONSENT-None. 3. PUBLIC HEARING - None. Councilor Lenssen moved and Councilor Vis seconded, that City Council reconsider the vote on the Pepin Creek/Pine Street Bridge project. Motion approved 5-0. 4. UNFINISHED BUSINESS Award Bid for Pepin Creek/Pine Street Bridge The City solicited bids for the relocation of Pepin Creek across Pine Street between Dahlia Street and Rye Court. The work to be performed under this contract includes excavation and grading of a new channel section for Pepin Creek and construction of a single-span prestressed, precast concrete hollow core bridge with shallow foundations, abutments, 300 411' Street, Lynden, WA 98264 www.lyndenwa.org Page 1 of 3 CITY OF LYNDEN CITY COUNCIL MINUTES OF SPECIAL MEETING retaining walls, approach panels, and sidewalks. Work will also include installation of curb and gutter, sidewalks, storm drainage, water main, and other work. Six (6) responsive bids were received on February 20, 2025. The Public Works Committee reviewed the bid results at their February 26, 2025, m2025g and concurred with the project engineer to award the contract to DeKoster Excavating, Inc., who provided the lowest responsive bid for the Base Bid and Alternate A1 in the amount $4,416,993.84, which includes Washington State Sales Tax. Engineer's Estimate Base Bid: $4.3 million and Engineer's Estimate Base Bid plus Alternate A1: $5.7 million. After some discussion on possible options Council made and approved the following motion. Councilor Vis moved and Councilor Beld seconded, that City Council award the contract for Pepin Creek/Pine Street Bridge, for base bid only, to DeKoster Excavating, Inc., in the amount of $3,504,549.98 and to authorize the Mayor to sign the contract. Motion approved 5-0. Reichhardt & Ebe Enqineerino - Pine Street Bridge CM Reichhardt & Ebe Engineering shall provide construction management and construction inspection for the Pepin Creek/Pine Street Bridge project. The scope of work will include conducting project meetings, corresponding with all parties involved, schedule tracking, submittal tracking, on-site inspection, materials testing, quantities tracking, pay estimate preparation, aiding in change order negotiation, and ensure that the work is constructed in accordance with the contract plans and specifications. The contract cost shall not exceed $589,955.37. The Public Works Committee reviewed the agreement at their meeting on February 26, 2025, and recommended forwarding to City Council for approval. City Council reviewed the agreement at their meeting on March 3, 2025, and deferred the decision to the March 17, 2025 council meeting where no action was taken. Councilor Vis moved and Councilor Beld seconded, that City Council approve the Professional Services Agreement with Reichhardt & Ebe Engineering, Inc. for the Pepin Creek/Pine Street Bridge in the amount not to exceed $589,955.37 and authorize the Mayor to sign the agreement. Motion approved 5-0. 300 4th Street, Lynden, WA 98264 www.lyndenwa.org Page 2 of 3 CITY OF LYNDEN CITY COUNCIL MINUTES OF SPECIAL MEETING 5. NEW BUSINESS-None. 6. REPORTS Councilor Lenssen, reporting for the Community Development Committee reviewed the following items: • Discussion of how streets are named in the city. • Healthy Futures group discussion with regard to park property on Benson Road. • Staff presentation and process discussion with regard to the upcoming Comprehensive Plan Update. • Discussion with regard to private streets located in the city. 7. EXECUTIVE SESSION Council did not hold an executive session. 8. ADJOURNMENT March 31, 2025 special session of the Lynden city council adjourned at 4:27 p.m. u.{ ^.t) u ""!'- ^c^H"Ti~LJ1'1^ /^. -<-^-^- ' s ?:' 1 Scott KorthLH^, IVIayor PdTTt-fcL 0. btpi^n Pamela Brown, City Clerk 300 4"' Street, Lynden, WA 98264 www.lyndenwa.org Page 3 of 3