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HomeMy WebLinkAbout03-19-2012 cmoF; -��* • Public Works Committee March 19, 2012 - 3:30 PM Annex Room 2 'WASH I NGTON MIN UTES I. CALL TO ORDER Chairman Rich Wagner called the meeting to orderat 3:30 p.m. in Conference Room #2, located onthe second floor of Auburn City Hall, One East Main Street, Auburn, Washington, 98002. A. Roll Call � Chairman Wagner, Vice-Chair Bill Peloza; and Member Osborne were present. Also present during the meeting were:Mayor Pete Lewis, Public Works Director Dennis Dowdy, City Engineer%Assistant Director Dennis Selle, Assistant City fngineer Ingrid Gaub; Utilities Engineer Dan Repp, Traffic Engineer Pablo Para, Storm Drainage Enginee�Tim Cariaw, Water (2uality Program Coordinator Chris Thom, Project Engineer Robert Lee, Pr,oject Engineer Leah Dunsdon, Community Services Manager Michael Hursh, and Public VNor4is Secretary Jennifer Rigsby. B. Announcements There were no announcements. C. Agenda Modifications There were no agenda modifications. II. CONSENT AGENDA A. Approval of Minutes Counciimember Peloza moved and Councilmember Osborne seconded to approve the Publ � ic Works Committee Meeting minutes for March 5, 2012. Motion Carried Unanimously. 3-0. B. Public Works Project No. CP0921 (Lee) Councilmember Pelozamoved and Councilmember Osborne seconded to recommend thaf the City Council grant permission to advertise for bids for Froject No. CP0921 Bi-Annual Sanitary Sewer Repair and Replacement Project. The Committee and Project Engineer Lee discussedthe yearly cost to do Page 1 of 10 this type of maintenance and repair work on the sanitary sewer pipes and the long term value rate. Vice-Chair Peloza requested addi#ional informa#ion regarding the reason the sewer pipes need to be replaced be included on future agenda b'ills. Assistant Director/Ciry Engineer Selle explained that the primary reason for pipe replacement is the condition of the pipes. If the pipes are failing and there is a high cost for mair�tenance they are considered for replacement. Assistant Director/City Engineer Selle stated that many of the lines that are chosen for replacement are recommended by the City's maiMenance staff. ' Member Osborne asked.if the project is related to the SOS program. Project Engineer Lee answered that this project does not include SOS street work. In general, tFie streets chosen for the S08 program is sometimes modified to pave streets that have had repairs done or the Rroject Engineers coordinate with. Street Systems Engineer Wickstrom to make sure utility repairs are corripleted before a street is selected for fhe SOS program orto be done concurrent with the SOS project. Utilities Engineer Repp spoke about past assessments made about the condition ofthe sewe� pipes. Chairman Wagner asked that information be included in Cost of Service Study slated for later this year: Motion Carried Unanimously. 3-0. C. Public Works Project No. GP1103 (Dunsdon) Councilmember Peloza moved and Councilmember Osborne seconded fo recommend thatthe City Council.award Contract No. 12-01 to Rodarte Construction on their low bid of $272,260.00 plus Washington State Sales Tax of $25,864.70, for a total contract price of $298,127.70, for ProjectNo: CP1103, 132nd Avenue SE Tacoma Pipeline 5 Intertie Improvements. Project Engineer Dunsdon reported on the competitiveness of the biding process. There were 1.7`responsive bids receiVed. There were no questions or comments from the Committee. Member Osborne asked if there were any change orders expected. Project Engineer Dunsdon answered that there were�none anticipated at this time. Motion Carried Unanimously. 3-0. D. Public W.orks Project No. CP0803 (Dunsdon) Councilmember Peloza moved and Councilmember Osborne seconded to recommend thaf the City Council approve Final Pay Page 2 of 10 Estimate No. 6 to Contract No. 11-04 in the amount of $10,512.39, for a __ total contract cost of $208;741, and Accept Construction of Project No. CP0803, 37th St SE / R St SE Pedestrian Connector. Project Engineer bunsdon confirmed that the corridor is open for use, in response to a question asked by Chairman Wagner: Project Engineer Dunsdon responded to questions asked Eiyl/ice-Chair Peloza regarding line items on the Final Pay Estimate. Assistant City Engineer Gaub explained that the prices for the bid items are fixed at.the time of bid'for the estimated quantities provided. However, the final costs are based on the actual quantities used to complete a project. Motion Carried Unanimously. 3-0. III. RESOLUTIONS A. Resolution No. 4796 (Carlaw/Thorn) A Resolution ofthe City Council of the Gity of Auburn;Washington, Approving the 2012 Stormwater Management Program and Authorizing the Mayor to lnclude a Copy of the Program in the National Pollutant Discharge Elimination System Western Washington Phase II Municipal Stormwater Permit Annual Report for 2011 to the Washington State Department of Ecology Councilmember Peloza moved and Councilmember Osbome seconded to recommend that the City Council adopt Resolution No. 4796. Water Ouality Coordinator Thorn stated that the only change to the report final draft is the inclusion of Chairman Wagner comment regarding Standard Operating Procedures. Water Quality Coordinator Thom explained that the state has not put out the new permit yet, therefore there is no permit for which the City needs to apply at this time, in response to a question asked by Vice-Chair Peloza. Vice-Chair Peloza asked about the public education and Water Festival which are included irrthe repart. Water Quality Coordinator Thorn stated that the WaterFestival is a program that has been held for 12-13 years which is promoted by the water and storm ufilities. The City sponsors students from�the elementary schools to attend 3he Water Festival. The festival is held at Green River Community College and teaches students everything relating to water. Thorn stated that the program is very popular Vice-Chair Peloza suggested that the term "bulk items" be used instead of "appliances° when descri6ing the Spring Glean Up. , Page 3 of 10 Water Quality CoordinatorThorn provided Vice-Chair Peloza examples of the public storm facilities. The Committee andstaff discussed the number of private storm facilities in the City. Motion Carried Unanimously. 3-0. IV. DISCUSSION ITEMS A. 2011 Consolidated Annual Performance Evaluation Report (CAPER) (Hursh) Community Services Manager Hursh expiained that the CAPER is the City's annual reporting on how general funds are combined with federal monies to accomplish community development goals. Hursh spoke about the contributions made by the members of the Committee, through their work on the Les Goye Communi.ty Campus Committee, to the Auburn Youth Resources (AYR) development of the teen drop-in center. Community Services Manager Hursh discussed the various ways the City offers assistance to the City's homeless and nearly homeless population, in response to questions asked by Chairman Wagner. Hursh answered questions asked by Chairman Wagnerregarding the HOME program, whicfi provides temporary shelter and case management to homeless men. The Committee and staff discussed City p.olicies related to the use of showerfacilities at the Senior Center and the new Community Center by the homeless. Community Services Manager Hursh respondedto questions asked by Chairman Wagner regarding the South End Area Regional Coalition for Housing (SEARCH) and its inclusion in the report. The Committee, Mayor Lewis, and staff discussed how regional transportation is related to SEARCH. Community Services Manager Hursh responded.to questions asked by Chairman Wagner and Vice-Ghair Peloza regarding the funding of CDBG. Community Services Manager Hursh described the type of home repair that was provided by the Ciry and asked Vice-Chair Peloza to comment on the spending of funds at the City Council meeUng. Community Services Manager Hursh responded to questions asked by Member Os.bome regarding the funding of community revitalization Page 4 of 10 programs. Vice-Chair Peloza spoke_about how the Veterans Administration (V.A.) supports the construction of wheelchair ramps for veterans. Mayor Lewis requested additional information from Vice-Chair Peloza relating to V.A. replacement of ramps for veterans. B. Striping and Marking Standards (Para) Chairman Wagnerasked ifthere were-special circumstances when roadways would be striped,such as when there is increase amounts of bus or other large vehicle traffic. 'Traffic Eng'ineer Para stated that the City has theflexibility to stripe any road it deems necessary. Para stated that the Manual of Uniform Traffic Control Devices (MUTCD) states when certain should roads should be striped, when fhey shail be striped and other options based on engineering judgment for any other conditions. Traffic Engineer Para stated that staff pro6ably would not decided to stripe a - - - roadway just based on 6us traffic, but would also consider 4raffic volume standards or otherspecial engineering reasons. Chairman Wagner spoke how striping of roadways where there is aJot of traffic of large vehicles affects the condition of the road. Mayor Lewis asked staff 3o provide the Committee with a map showing both the school bus routes and the metro bus routes. Chairman Wagner suggested reviewing the engineering judgment and decision making process for striping on City streets. Mayor Lewis asked for a map showing all of the streets in the City that are currently striped. Chairman Wagner spoke about the positive visual affect that striping can have, even when the roadway is not in the most optimaF condition. Mayor Lewis agreed. Traffic.Engineer Para stated that every street that is currentlystriped gets refreshed yearly, in response to a question asked by Mayor Lewis. Mayor Lewis asked staff to calculate the current,cost of the striping and what the cost would be to sfripe additional roads proposed by Council or more frequently during theyear. Mayor Lewis asked that, on an annual basis, the Committee be provided with the map showing all of the roadways that are striped yearly. The Committee and staff discussed the type of paint being used by the counties. Page 5 of 10 Chairman Wagner asked'if the City uses thermoplastic for marking the turning radii in intersection. Traffic Engineer Para confirmed that the City does use thermoplastic however in cases where the intersection was striped with paint in the past, tFie City continues to use paint because thermoplastic cannot 6e applied effectively over paint. Member Osborne spoke about the importance of the use of fog linesto keep drivers from driving too close to the edge of the roadways, causing damage to the shoulder. Traffic Engineer Para responded to questions asked by Member Osborne regarding the detailed standards for intersections, provided in the agenda packet. Member Osborne asked if the City uses the national standard for striping. Traffic Engineer Para stated that.tfie City's details are consistent _ with the national engineering standards. Assistant Director/City Engineer Selle stated that the City includes more detail than the national standards in order to make them easier to apply in specific situations. The Committee and staff discussed what causes wear on the striping. Chairman Wagner asked for a map showing which roadways have not only centerlines striped!but also fog lines. Staff indicated that this would take some effort to create. Chairman Wagner spoke about the possible benefits of striping fog lines. C. GSA Project Planning and Budgeting (Dowdy) Mayor Lewis explained that the primary work the GSA wants completed is the separation of the utilities connected to the GSA buildingthat is the City's from the rest of the GSA complex and not the separation of access. Assistant Director/City Engineer Selle stated that the utilities include water, power, City fiber, and phone communication lines. Selle said that the storm and sewer lines are already separate from GSA's complex and the gas line has fieen separated. Assistant DirectodCi,ty Engineer Selle discussed the agreement with GSA for the gifting of the GSA,property to the City. In the agreement GSA was adamant about the separation of utilities and access to the properties. Mayor Lew'is reiterated thaYcurren4ly GSA is primarily concerned with theseparation of utilities; although staff has estimated the cost to separate the utilities as well as the cost to Separate the properties' access. Mayor Lewis asked that staff split the cost to separate the utilities from the total project cost. Using an aerial map, Assistant DirectodCity Engineer Selle demonstrated the location of the City property and the cur[ent GSA property. Selle pointed out the current access and the proposed locations of the separate access. Selle reviewed all of'the utility work that has been completed since Page 6 of 10 2006. Assistant DirectodCity Engineer Selle said that the City now needs to bring . in a water line and descri6ed how the City can accomplish separating the water facilities. Selle spoke about how the City is planning to separate access to the properties eventually. Assistant Director7City Engineer Selle discussed the cost of relocating the power, phone,and City fiber overhead. Selle stated itwould be approximately $100,000.00 to relocate the services overhead and would be approximately $230,000.00 to go underground with the services. Assistant Director/City Engineer Selle spoke about the need to address the separation of access prior to building any fencing to separate fhe properties given that the properry line is in the middle of the current access to the City's property. Assistant Director/City Engineer Selle stated that staff is currently working on a project bucJget and has not begun design in response to a question asked by Member Osborne. Assistant Director/Ciry Engineer Selle reviewed the proposed schedule of work wi#h the Committee. Selle stated that this year fhe City would like to work on negotiating a rail crossing with Boeing on their spur line, start design work fo�the remaining utiliry separation work 2013 and construct these in 2014. Some work on preliminary design of the access road will be needed to insure the location of the utilities accommodates the access in the future. Assistant Director/City Engineer Selle stated that GSA has notset a deadline for the completion of all of the wofiC, in response to a question asked by Vice-ChairPeloza. Chairman Wagner asked what the City property is currently being used for. Assistant Director/City Engineer Selle answered that the City is currently leasing tfie 6uilding to VFRA for training and storage. Assistant Director/City EngineerSelle answered questions asked by Member Osborne regarding the water curren4ly being used at the City property, which is being serviced through the GSA water system. The Committee discussed having the VFRA pay rent for the lease of the City property. The Mayor discussed future plans for.ihe.property. Page 7 of 10 Assistant Director/Ci#y Engineer Selle reviewed the project scheduled, stating in 2012 the City plans on negotiating with Boeing for permission to cross their railroad spur and have the ability to construct the access road and run the water line undemeath the spur. Staff wiq also begin the budgeting process for the project. Vice-Chair Peloza suggested using a gnat chart. Member Osborne suggested a payback agreement for the development of the City property. The Committee and staff discussed budgeting for the project and future site improvements. Assistant Director/City Engineer Selle stated that the segregation of facilities will be included in tlie City's 2013-2014 budget Yequest. D. Resolution No. 4787 (Dowdy) A Resolution of the City Gouncii of the City of Auburn, Washington, Declaring Certain Items of Property as Surplus and Authorizing their Disposai The Committee supported adoption of Resolution No. 4787. E. Capital Project Status Fieport (Gaub) Item 10— C207A— A Street NW Corridor-- Phase 1 : Assistant City Engineer Gaub reported that work has staited between 14th Street NW and 10th 8treet IVV11 and tlie only pre-load that remains in on a small portion of 10th Street NW. Work has started on the underground utilities in this area as weil, in response to a question asked by Chairman Wagner. AssistanT. . City Engineer Gaub stated that the final grading for the roadway will begin in about two weeks. Assistant City Engineer Gaub stated that there is only one property on the north section of the c.orridor that has a driveway access planned, in response to a question asked by Chairman V1lagner about curb cuts. There is no driveway access planned for the MultiCare property f�om the A Street NW Corridor. Item 2 —.CP0817—.2009 Sewer& Storm Pump Station Replacement Phase C — White River: Assistant City Engineer Gaub stated that SCADA improvements to accommodate the SCADA system upgrade are being incorporated into the project, in response to a question asked by Member Osborne regarding fFie Change Order for the project. Item 18 — CP1112—:201172012 Sidewalk Improvement Project: Assistant City Engineer Gaub reViewed the project Vicinity map that was previously reviewed and approved�by the Committee in 2011. Page 8 of 10 Item 13=C201 A— M Street Underpass (Grade Separation� Vice-Chair Peloza asked that tHe sentence, "The Bypass Road has been separated from the Grade Separation as a 2nd Phase," be removed from the status update. Member Osborne asked if the Bypass Road`is included in any future projects. Assistanf Director/City Engineer 8elle sfated that the project is included in the Comprehensive Transportation Plan. The Committee anci staff discussed whether or not the Bypass Road project should be considered for.the Transportation Improvement Program (TIP). The Committee and staff discussed the potential need to developa mid- range planning document for Transportation projects to supplement the six year TI P. Director powdy discussed the scope of work of the Bypass Road project with the Committee. Item 20 — CP0915 —Well 1.Improvements —Well Replacement: Assistant City EngineerGaub confirmed that the consultant is working on the design for the actual well improvement, following a quesfion asked by Member Osbome. Item 27— CP1024—.AWS and M Street SE Intersection: Assistant City Engineer Gaub stated that the project is only partially funded at this time and the advertisement ilate is dependent on �eceiving additional funding to complete 4he design and move this into construction. Assistant DirectodCity Engineer Selle stated that the current scope being worked on is refining the. preliminary design and costs to be able to make competitive applications for grants to possibly fund the remainder of the project. Item 33 — CP1121 —2011 Local Street Pavement Preservation Phase 2: Assistant City Engineer Gaub stated that work has started on the 2nd Street NE section of'the project and G Street SW and when those two loca4ions are complete,the contractor will move to the next two locations. This will likely be'in a couple of months. Assistant Cify Engineer Gaub confirmed that the residents in the project- areas have been notified about the work, in response to a question asked by Vice-Chair Peloza.. Item A— MS1110 —Jacobsen Tree Farm and Fields Residential Buildinqs Demolition: Assistant City Engineer Gau6.answered questions regarding the project finish date in response to a question asked by Vice-Chair Peloza. Page 9 of 10 F. Additional Discussion Director powdy reported on some of the grants that the City is currently pursuing. Dowdy stated that there was a TIGER grant that was submitted_to the Federal Highway Adminisfration today. The application was subriiitted _ . with letters of support from the Adventist Academy, the State, Auburn School District and the Muckleshoot Indian Tribe. The grant is for a $12.5 million project. Director powdy explained the scoring process. Chairman Wagnerspoke of the benefit of gaining support from the Bureau of lndian Affai�s. Director powdy stated the staff is currently working on a regional competition;.grant which will include completing S 277nd Street between the _ Green River and Auburn Way North. Staff iscoordinating efforts for acquiring right-of-way with the City of Kent and King Counry. The Committee and staff cJiscussed some of the erivironmental challenges for the project. Chairman Wagner recommended that the City be represented at the grant scoring. Director powdy spoke about the funding support received from RPG regarding the S 277th Project. Director powdy stated that staff is also applying for grant funds for the West Valley Highway project to rebuild the section between Main Street and i 5th Stree# NW. Traffic.Engineer Para reported that staff isalso working on a grant in response to a request through the Safe Routes to Scliools program. V. ADJOURNMENT There being no further business to come before the Public Works Committee, the meeting was adjourned at 5;41 p;m. Approved this 2nd day of April, 2012. � � Rich Wagner ' _ Rigs6y Chairman P�blic Works Qepe �ry Page 10 of 10