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Home My WebLink About08-18-2003 Item III-C.pdfWASHINGTON CALL TO ORDER CITY OF AUBURN PUBLIC WORKS COMMITTEE August 11, 2003 MINUTES The meeting was called to order at 5:35 p.m. Those in attendance were Mayor Pete Lewis, Committee Chairman Rich Wagner, Council/Committee member Fred Poe, and Council/Committee member Gene Cerino. Staff in attendance were Public Works Director Dennis Dowdy, Assistant City Engineer Ingrid Gaub, Utilities Engineer Duane Huskey, Storm Drainage Engineer Tim Carlaw, Traffic Engineer Laura Philpot, Transportation Planner Joe Welsh, Project Engineer Scott Nutter, Project Engineer Jennifer Dvorak, Assistant Project Engineer Brian Coleman, Finance Director Shelley Coleman, and Secretary Lorna Dahlke. Guest in attendance was Bill Peloza. CONSENT AGENDA A. APPROVAL OF MINUTES It was moved by Councilmember Poe, seconded by Councilmember Cerino, that the Committee approve the Public Works Committee minutes for July 28, 2003, as submitted. Motion carried. B. AWARD CONTRACT 03-06, PROJECT NO. C225A, ORAVETZ ROAD SLIDE REPAIR AND GUARDRAIL, TO SLM CONSTRUCTION, INC., ON THEIR LOW BID OF $124,845 It was moved by Councilmember Poe, seconded by Councilmember Cerino, that the Committee recommend Council award Contract No. 03-06 to SLM Construction, Inc. Motion carried. C. AUTHORIZATION FOR THE MAYOR TO AWARD CONTRACT NO. 03-08, PROJECT NO. C302A, WEST VALLEY HIGHWAY RECONSTRUCTION, TO THE LOWEST RESPONSIBLE BIDDER In order to complete this project by the end of 2003, weather permitting, the Mayor would award the contract to allow the project to proceed immediately following the bid opening. Since the pavement on West Valley Highway is in poor condition, improvements would be done this year, rather than delaying until 2004. It was moved by Councilmember Poe, seconded by Councilmember Cerino, that the Committee recommend Council authorize the Mayor to award Contract No. 03-08 to the lowest responsible bidder. Motion carried. D. FINAL PAY ESTIMATE #4 TO CONTRACT 02-15 WITH AMERICON INC. AND ACCEPT CONSTRUCTION OF PROJECT NO. C9058, WEST HILL SPRINGS STORM IMPROVEMENT It was moved by Councilmember Poe, seconded by Councilmember Cerino, that the Committee recommend Council approve Final Pay Estimate #4 to Contract No. 02-15 and accept construction of Project No. C9058. Motion carried. Public Works Committee Minutes August 11, 2003 E. FINAL PAY ESTIMATE #1 TO CONTRACT 02-19 WITH DOOLITTLE CONSTRUCTION CO. INC. AND ACCEPT CONSTRUCTION OF PROJECT NO. C210A, PAVEMENT PRESERVATION — NON -CLASSIFIED STREETS (CHIP SEAL PROGRAM) It was moved by Councilmember Poe, seconded by Councilmember Cerino, that the Committee recommend Council approve Final Pay Estimate #1 to Contract No. 02-19 and accept construction of Project No. C210A. Motion carried. F. FINAL PAY ESTIMATE FOR CITY OF KENT CONTRACT WITH MID MOUNTAIN CONSTRUCTION AND ACCEPT CONSTRUCTION OF PROJECT NO. PR562, SOUTH 277TH STREET CONSTRUCTION There are contingency funds of $829,157 remaining from the grant funding for the PR562 project. The Committee requested that, if possible, Auburn be in a position to receive some of those remaining funds. Engineer Nutter said grants were tied to specific aspects of the project and the grants need to be closed out. Then we will be able to determine if there is any monies due back to the City. Once Kent completes the grant accounting, it will clarify Auburn's position to receive additional funds. It was moved by Councilmember Poe, seconded by Councilmember Cerino, that the Committee recommend Council concur with the Final Pay Estimate for City of Kent contract with Mid Mountain Construction and accept construction of Project No. PR562. Motion carried. III. ISSUES A. ORDINANCE NO. 5786 AMENDING ORDINANCE NO. 5507 BY AUTHORIZING THE MAYOR TO SIGN A LOCAL AGENCY SUPPLEMENTAL AGREEMENT WITH WSDOT APPROVING ADDITIONAL FEDERAL FUNDS FOR PR562, SOUTH 277TH STREET RECONSTRUCTION PROJECT An additional credit of $66,876 in federal funds was allotted by WSDOT to Auburn for PR562, which can be applied to Auburn's right-of-way purchase and design costs. It was moved by Councilmember Poe, seconded by Councilmember Cerino, that the Committee recommend Council adopt Ordinance No. 5786. Motion carried. B. RESOLUTION NO. 3479 AUTHORIZING THE MAYOR TO EXECUTE AN AGREEMENT WITH MULTICARE TO ACQUIRE RIGHT-OF-WAY IN LIEU OFCONDEMNATION It was moved by Councilmember Poe, seconded by Councilmember Cerino, that the Committee recommend Council adopt Resolution No. 3479. Motion carried. IV. DISCUSSION AND INFORMATION A. UTILITY BILLING SOFTWARE RFP Finance Director Coleman said the current utility billing software, an old DOS based program, will no longer be maintained by Eden Systems within two years due to the age of the software. In order to plan for new software within the two years, the conversion would need to start in 12 Page 2 Public Works Committee Minutes August 11, 2003 months and could take approximately 6 months to complete. Director Coleman would like the City to obtain information from vendors about systems that are available and costs. Chairman Wagner requested that the draft RFP be forwarded to the Committee. Chairman Wagner stated his interest in researching the feasibility of going to a monthly utility billing cycle. Director Coleman said that the two City water meter readers cannot physically read every meter every month, so monthly bills would probably require estimating the costs. Monthly bills for garbage collection and the storm and sewer utilities would be easier to accomplish than the water billing. B. CITY WATER SUPPLY UPDATE Engineer Huskey updated the Committee on the status of the City wells. Well 5, serving zone 5 in the Lakeland subdivision, was shut down due to low water level and has been recharging. This event required implementation of the intertie agreement with Bonney Lake for water service, of approximately 150,000 gallons a day to zone 5. Residents in the area were asked to conserve water and had cut water consumption in the area. A squirrel was killed on electric wires at Well 7, causing a temporary shutdown of the well. Supply from Coal Creek Springs has been down by about 15% from last year. C. REVIEW OF CFP FOR WELL 5B The City received a supplemental water right for Well 513, which will allow additional water to be pumped into zone 5 in the Lakeland Hills area. Without storage facilities in zone 5, additional capital improvements will be required. Options for providing for the water would include shifting the excess water to zone 4, installing a pressure tank, or both. Additional analysis will need to be done. This water will bring reliability in service to Lakeland Hills to the same level of service the utility provides Citywide. D. REVIEW OF DRAFT 2004-2009 TRANSPORTATION IMPROVEMENT PLAN The Committee reviewed the draft TIP, updated with revisions requested by the Committee at their previous meeting. Project #13, A Street NW, Phase 1, was expanded south to include 3 d Street NW up to 14th Street NW. Including the 3 d Street data in the project will make a stronger case for grant application scoring. The Committee asked that this project be moved to start in 2005. The Committee requested that planning costs of $600,000 for the SR164 bypass be added on the TIP for 2004 and a $3 million EIS cost be added in order to emphasize the importance the City places on that project. The Committee asked to reduce the sidewalk program to $2 million with a 20% City match. Projected revenues assume the City would apply for and receive a Washington State Public Works Trust Fund loan in 2005 in the amount of $2 million for a period of not more than 10 years. These additional funds could be applied to most of the projects in the TIP. Page 3 Public Works Committee Minutes August 11, 2003 With the revisions discussed with the Committee, the TIP will be forwarded to the Council for review and action. E. CAPITAL PROJECT STATUS REPORT The Capital Project Status Report was briefly discussed. With Councilmembers Wagner and Poe not available to meet on the next regularly scheduled meeting on August 25, 2003, the meeting date was changed to August 28, 2003 at 5:30 p.m.. V. ADJOURNMENT There being no further business to come before the Public Works Committee, the meeting was adjourned at 7:00 p.m. DRD/Id Submitted by Lorna Dahlke, Public Works Secretary. Approved by the Public Works Committee on File: 17 (17.2) REF. H:\PWCAgendaMinutes\081103Minutes Page 4