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HomeMy WebLinkAbout12-13-1999CITY OF AUBURN PUBLIC WORKS COMMITTEE MINUTES DECEMBER 13, 1999 I. CALL TO ORDER The meeting was called to order at 4:35 p.m. Those in attendance were Mayor Booth, Committee Chairman Rich Wagner, Council/Committee member Gene Cerino, Council/Committee member Fred Poe, and Councilmember Pete Lewis. Staff in attendance were Public Works Director Christine Engler, Parks and ReCreation Director Dick Deal, Senior Engineer Dennis Selle, Project Engineer Les Brattain, Utilities Maintenance Engineer Gary McConnell, Sewer Utility Engineer Jeff Roscoe, Water Utility Engineer Lara McKinnon, Project Engineer Ingrid Gaub, Assistant Project Engineer Kirk Wieber, Engineering Aide Pam Miller. Guests in attendance were Larry Bradbury, Water District No. 111, and Mark Hancock. II. CONSENT A. AMENDMENT #7 TO AGREEMENT NO. AG-C-08 FOR PROFESSIONAL SERVICES BETWEEN THE CITY AND CCA, INC. This amendment extends the agreement with CCA, Inc., until December 31, 2000, and authorizes an increase not to exceed $43,300. The services include continuation of monitoring the IA2 financial transactions and final project cost accounting. Services will also be performed for the Water, Sanitary Sewer, and Storm Drain Utilities to complete the Cost of Service/Rate Study and transfer of historical records to Auburn for future Cost of Service/Rate Studies. There is approved budget in the IA2 project for the financial management and in line item 41 Professional Services in each utility budget for the Cost of Service/Rate Study. It was noted that this is the last year the services of CCA will be used, as Ms. Carr is leaving this business and embarking on a new one. Plans are to have an engineering staff member take more of a role as liaison between Engineering and Finance; however, the services of another consulting firm may still be needed. It is projected that the year 2000 should be the last year of financial consulting work for IA2 since the project should be substantially complete and final accounting done next fall. The Committee asked why staff does not perform the cost of service studies. Public Works Director Engler stated that she has talked with Finance Director Supler and they have determined that neither Public Works nor Finance currently has staff available to perform cost of service studies at the level of detail required; however, Public Works and Finance have discussed the assumption of this work by the Finance Department in the future. Water Utility Engineer McKinnon reviewed amounts paid in recent years to CCA. It was moved by Poe, seconded by Cerino, that the Committee recommend Council approve Amendment #7 to AG-C-08 for professional services with CCA, Inc. Motion carried. PUBLIC WORKS COMMITTEE MINUTES DECEMBER 13, 1999 Page 2 of 9 B. AMENDMENT #3 TO AGREEMENT NO. AG-C-11 FOR PROFESSIONAL SERVICES BETWEEN THE CITY AND THOMAS MORTIMER JR. This amendment extends the contract with Tom Mortimer until December 31, 2000, for an additional contract amount of $60,000. Funding for the work will come from the appropriate capital project budget or from professional services. There is $75,000 approved in the 2000 budget for Water legal counsel that is not directly project related, in line item 41 Professional Services. ' Council/Committee member Poe stated that he would like to see a scope of work. Director Engler responded that the contract is on-call and is primarily for gaining legal advice concerning emerging issues dealing with water rights and water resources management. Staff will be meeting with Mortimer next week to review specific projects on the Capital Facilities Plan, and from that meeting, Water Resource Management options will be brought forward to the Committee. Chair Wagner pointed out that Mortimer has played a leadership role in working with the legislature and was concerned that the City is paying for some of those services. Director Engler responded that Mortimer's legislative work is paid by the Washington Water Utility Council, and that the City does not pay for that work but is a beneficiary of it. ESA may require more work from Mortimer in support of water rights issues. It was moved by Poe, seconded by Cerino that the Committee recommend Council approve amendment #3 to AG-C-11 for professional services between the City and Tom Mortimer. Motion carded. C. AMENDMENT #3 TO AGREEMENT NO. AG-C-47 FOR PROFESSIONAL SERVICES BETWEEN THE CITY AND PARAMETRIX This amendment extends the contract with Parametrix until March 31,2000, to perform the record drawing phase of the engineering services contract for the Lakeland Hills booster pump station project. This amendment is estimated at $2,500, bringing the contract total to $26,294. Funding will be from the $50,000 budgeted in 2000. There were no questions or discussion. D. PERMISSION TO ADVERTISE CONTRACT 99-26, PROJECT NO. C8065, 15TM STREET NW PEDESTRIAN IMPROVEMENTS This project will improve the sidewalk on the north side of 15th Street NW from the east side of the BNSF overpass to M Street NW. This includes connecting the existing sidewalk to the east end of the UPRR overpass, extending new sidewalk from the west end of the UPRR overpass to M Street NW, connecting the existing sidewalk to both ends of the BNSF overpass and relocating the pedestrian railing to outside of the north walkway on both overpasses to make the full four feet of walkway useable. Although the total project budget has a $8,700 contingency, a budget adjustment of $1,600 from the street fund will be required this year to fund the project. There were no questions or discussion. PUBLIC WORKS COMMITTEE MINUTES DECEMBER 13, 1999 Page 3 of 9 E. PERMISSION TO AWARD CONTRACT 99-25, PROJECT NO. C9009, WELL 2 AND WELL 6, TO THE LOWEST RESPONSIBLE BIDDER This project includes demolition of the existing Well 2 facility, which is outdated and not to code, and construction of a new Well 2 and Well 6 facility. The project will also include installation of the well pumps, and two booster pumps, and a VFD unit. One of the pumps and VFD will be used as a Booster Pump to deliver water from Well 6 to the system until the Corrosion Control Treatment Facility (CCTF) is complete. Both booster pumps will be used as clear well pumps in the CCTF. Both the corresion control project (PR629) and the IA2 project (C9009) fund this project. The project schedule is critical due to the Department of Ecology requirements. The City will be opening bids from pre-quali~ed contractors on December 16, 1999, at 2:00 p.m. Due to the critical schedule of this project and the need for beneficial use of Well 6 by June 30, 1999, the City requests permission to award the contract to the lowest qualified bidder without the bid information. This is within the total budget project estimate, however a budget adjustment of approximately $301,225 from the water fund will be required in 2000 to fund the project. There were no questions or discussion. F. PERMISSION TO AWARD CONTRACT 99-06, PROJECT NO. 529E, C STREET SW/3RD STREET SW DEMOLITION, TO SHEAR TRANSPORT ON THEIR LOW BID OF $131,911 This project is a portion of the overall PR 529, 3~u Street SW Grade Separation Project and provides for the abatement and demolition of the remaining ten vacant buildings within the project site. It is estimated that the demolition project will begin construction in early January of 2000 and be completed by the end of February 2000. This portion of the project will be funded by Federal grant funds and Port of Seattle funds. A budget contin ency of $216,256.35 is available from the grant funding for this portion of the PR 529, 3~gStreet SW Grade Separation project funding. Project Engineer Ingrid Gaub told the Committee that Federal grant funds are being used for this work, and that the grant funds require a City match of $26,000. It is planned to use funds authorized in the agreement between the City, Port of Seattle, and King County for the matching funds. Because the Port and County funds were not designated for construction or right-of-way work, which is what demolition is considered, the City is working with those agencies for authorization to use the Port of Seattle funds for right-of-way and construction. Thus far, a letter approving use of the funds for demolition has been received from the County. The Port has given their verbal approval, but the City is still awaiting written confirmation. Staff is recommending award of the contract, even though written approval from the Port has not yet been received. It was moved by Poe, seconded by Cerino, that the Committee approve Consent Items C, D, E, and F. Motion carried. PUBLIC WORKS COMMITTEE MINUTES DECEMBER 13, 1999 Page 4 of 9 G. PERMISSION TO AWARD CONTRACT 99-20, C9047, WHITE RIVER TRAIL PROJECT, TO GLACIER CONSTRUCTION AND EQUIPMENT ON THEIR LOW BID OF $612,775 For the purpose of these minutes, this item was discussed following Issues Item J. This portion of the White River Trail is 1.3 miles in length and will connect Roegner Park and Game Farm Wilderness Park. The trail has been designed for pedestrian, bicycle, and equestrian use. In addition to the trail, there will be landscaping, guardrail, and informational signage along the route. A bridge will be constructed across Bowman Creek, which will support access to maintenance and emergency vehicles in addition to normal trail users. It is anticipated that the trail construction will be completed in the summer of 2000. Funds for this project were approved in the 1989 King County Open Space bond issue. Parks and Recreation Director Dick Deal stated that the White River Trail is the last of four projects identified for construction with these funds. The others include Lakeland Hills Park, Mill Pond Park, and Roegner Park. There are $750,000 in funds available for the project, while the project is estimated to cost approximately $735,330. Remaining funds may be used to acquire additional property downstream to connect the west end of Roegner Park to the bridge on A Street. Deal further stated that improvements will be made to the parking areas at Game Farm Wilderness Park to accommodate equestrian parking. In response to concerns from the Committee about lighting the area between the bridge and the school, Deal responded that landscaping will be trimmed and .lighting placed on existing light poles along Oravetz to make the trail comfortable for users. It was moved by Poe, seconded by Cerino, that the Committee recommend Council award Contract 99-20 to Glacier Construction. III. ISSUES A. RESOLUTION NO. 3125 AUTHORIZING AN AGREEMENT WITH KING COUNTY DEPARTMENT OF NATURAL RESOURCES TO ALLOW COUNTY ACCESS TO AUBURN SANITARY SEWER MAINS AND APPURTENANCES For the purpose of these minutes, this issue was discussed after Consent Item F. King County has determined that substantial amounts of extraneous water (infiltration and inflow or I&l) enter local sewer systems which are tributary to King County's wastewater conveyance and treatment facilities. The County is willing to fund a study to gather information on local sewer systems tributary to the County's system, and believes that cost savings can be realized by reducing I&l in some of these sewer systems. Resolution No. 3125 authorizes execution of an agreement between the City and King County Department of Natural Resources to allow King County access to Auburn sanitary sewer mains and appurtenances to collect information on I&l. The Committee expressed concern that the County may find problems and require the City to remedy the problems on a faster schedule than anticipated by the City. Sewer Utility Engineer Roscoe stated that the County will be allocating funds to participate in repair of such problems. Director Engler pointed out that the agreement started as a County PUBLIC WORKS COMMITTEE MINUTES DECEMBER 13, 1999 Page 5 of 9 agreement, but was amended considerably by the City. Council/Committee member Poe asked that the County be required to furnish annual reports to the City, and the Committee concurred. It was moved by Poe, seconded by Cerino, that the Committee recommend Council adopt Resolution No. 3125, provided section 2.7 of the agreement is amended to include a requirement for the County to furnish informal, annual reports to the City. Motion carried. B. RESOLUTION NO. 3133 AUTHORIZING A PAYBACK AGREEMENT DEVELOPER'S EXTENSION BETWEEN THE CITY AND PRINCIPAL LIFE INSURANCE COMPANY Resolution No. 3133 authorizes the M. ayor and City Clerk to execute a Payback Agreement with Principal Life Insurance Company. Principal Life Insurance Company completed the Facility Extension (FAC 0013-98)for a waterline to serve their Auburn 18 Development. The waterline was extended in 8th Street SW and provides benefit to an adjacent parcel that does not currently have water service. The City of Auburn has established a Payback Agreement to provide reimbursement to the developer for the benefit received by the adjacent property owner. There were no questions or discussion. It was moved by Poe, seconded by Cerino, that the Committee recommend Council adopt Resolution No. 3133. Motion carded. C. RESOLUTION NO. 3134 AUTHORIZING AN AGREEMENT WITH CONSOER TOWNSEND ENVIRODYNE TO DEVELOP A DEAD-END WATER MAIN FLUSHING PROGRAM Resolution No. 3134 authorizes the Mayor and City Clerk to sign Agreement No. AG-C-100 for Professional Services with Consoer Townsend Envirodyne Engineers, Inc. (CTE) to develop: .1 ) An emergency flushing program for selected water mains and 2) a comprehensive dead-end water main flushing program. The programs will be developed as a turn-key system for Water Division Maintenance Workers to follow. Total compensation for services for this agreement shall not exceed $75,000. Discussion was held on the merits of having a consulting firm develop the program versus having City staff develop a program. Director Engler responded that the City does not have the staffing required to develop a program for over 400 dead end mains with changes in flow direction, sediments, etc. She stated her belief that having the consulting firm research the dead ends and their characteristics, develop a procedure for each dead end of the system, and then train City staff, is a good investment for the City. It was moved by Poe, seconded by Cerino, that the Committee recommend Council adopt Resolution No. 3134. Motion carded. PUBLIC WORKS COMMITTEE MINUTES DECEMBER 13, 1999 Page 6 of 9 D. RESOLUTION NO. 3138 AUTHORIZING AN AGREEMENT WITH PENTEC ENVIRONMENTAL FOR ON-CALL SERVICES RELATED TO ENVIRONMENTAL SERVICES Resolution No. 3138 authorizes the Mayor to sign an annual contract with Pentec Environmental for on-call environmental services for 2000. Scope of work includes wetland investigations and delineation, wetland and stream restoration and mitigation planning, assistance in obtaining environmental permits, and general consultation regarding wetland and stream-related issues. Funding will be from the appropriate project on a task-by-task basis. The fee for services under this contract shall not exceed $100,000. Senior Engineer Selle explained that the on-call consultants are generally used only for in- house projects, such as the B Street LID, with tasks being performed on a project-by-project basis. There was some discussion about the rates being charged by Pentec, in particular overhead and profit percentages, and the question was raised as to whether or not there is a threshold at which a contract would come before the Committee. Selle responded that it is City policy to have all on-call contracts include a "not to exceed" amount, and that traditionally the City hasn't come close to that amount. A stand-alone contract would come to the Committee; however, if on-call work is part of a project with a line item in the budget, it does not usually come before the Committee. The annual contracts are intended for small tasks for which we do not have staff available. It was moved by Poe, seconded by Cerino, that the Committee recommend Council adopt Resolution No. 3138. E. RESOLUTION NO. 3139 AUTHORIZING AN AGREEMENT WITH UNIVERSAL FIELD SERVICES FOR ON-CALL SERVICES RELATED TO REAL PROPERTY NEGOTIATION AND RELOCATION Resolution No. 3139 authorizes the Mayor to sign an agreement with Universal Field Services for real property negotiation, relocation, and real estate services. Real property negotiation, relocation, and real estate assignments will be assigned by task order as needed to complete work. The fees for services under this contract shall not exceed $250,000 per year. F. RESOLUTION NO. 3140 AUTHORIZING AN AGREEMENT WITH STRICKLAND, HEISCHMAN & HOSS FOR ON-CALL SERVICES RELATED TO REAL PROPERTY APPRAISAL AND APPRAISAL REVIEW SERVICES Resolution No. 3140 authorizes the Mayor to sign an agreement with Strickland, Heischman & Hoss, Inc., for real property appraisal and appraisal review services. This firm was used during calendar year 1999 and we are recommending continuation of their services for 2000. Appraisal assignments will be assigned by task order throughout the year, as needed. The fees for services under this contract shall not exceed $50,000. PUBLIC WORKS COMMITTEE MINUTES DECEMBER 13, 1999 Page 7 of 9 G. RESOLUTION NO. 3141 AUTHORIZING AN AGREEMENT WITH GREER & PATTERSON FOR ON-CALL SERVICES RELATED TO REAL PROPERTY APPRAISAL AND APPRAISAL REVIEW SERVICES Resolution No. 3141 authorizes the Mayor to sign an agreement with Greer, Patterson & Associates Inc. for real property appraisal and appraisal review services for the calendar year 2000. Appraisal assignments will be assigned by task order throughout the year, as needed. The fees for services under this contract shall not exceed $50,000~ H. RESOLUTION NO. 3142 AUTHORIZING AN AGREEMENT WITH THE GRANGER COMPANY FOR ON-CALL SERVICES RELATED TO REAL PROPERTY APPRAISAL AND APPRAISAL REVIEW SERVICES Resolution No. 3142 authorizes the Mayor to sign an agreement with the Granger Company for real property appraisal and appraisal review services for the calendar year 2000. Appraisal assignments will be assigned by task order throughout the year, as needed. The fees for services under this contract shall not exceed $50,000. Issues E, F, G, and H were discussed simultaneously, with Senior Engineer Selle explaining the difference between appraisal and appraisal review and those services provided by Universal Field Services, which include negotiation and relocation services. It was moved by Poe, seconded by Cerino, that the Committee recommend Council adopt Resolutions 3139, 3140, 3141, and 3142. Motion carried. I. RESOLUTION NO. 3143 AUTHORIZING AN AGREEMENT WITH LANDAU ASSOCIATES FOR ON-CALL SERVICES RELATED TO GEOTECHNICAL AND ENVIRONMENTAL INVESTIGATION AND ANALYSIS Resolution No. 3143 authorizes the Mayor to sign an annual contract with Landau Associates for on-call geotechnical services including, but not limited to, field investigations, sample analysis, reports and recommendations which will be identified and assigned as needed. Tasks are generally project related and paid from the appropriate street or utility fund. The fees for services under this contract shall not exceed $100,000. There were no questions or discussion. It was moved by Poe, seconded by Cerino, that the Committee recommend Council adopt Resolution No. 3143. Motion carded. J. RESOLUTION NO. 3145 AUTHORIZING THE MAYOR TO EXECUTE A PURCHASE AND SALE AGREEMENT WITH LA PIANTA LIMITED PARTNERSHIP For purpose of these minutes, this issue was discussed first on the evening's agenda. Resolution No. 3145 authorizes the Mayor to complete the negotiations and execute a Purchase and Sale Agreement between the City and La Pianta Limited Partnership. The City has planned and is prepared to award a project for the construction of the White River Trail, which parallels Stuck River Drive in the vicinity of the property to the south, PUBLIC WORKS COMMITTEE MINUTES DECEMBER 13, 1999 Page 8 of 9 owned by La Pianta. The City has negotiated a Purchase & Sale Agreement with La Pianta to gain the comer property at the southeast abutment of the Stuck River Bridge. The purpose of this agreement is to provide additional property in the vicinity of the Stuck River Bridge and upstream between the present road and the White River to allow the City to construct a safer, better landscaped, and more complete project, which should greatly improve the aesthetic appeal to the south side of the Stuck River bridge, which is the gateway to the urban portion of the City. Senior Engineer Selle reviewed a map of the proposed trail and the property to be purchased. He discussed some of the details of the Purchase and Sale Agreement and planned improvements for the area. It was moved by Poe, seconded by Cedno, that the Committee recommend Council adopt Resolution No. 3145. Motion carried. IV. INFORMATION OR DISCUSSION A. CONTRACT FOR 2000 SANITARY SEWER COMPREHENSIVE PLAN The scope of work was included in the Committee's agenda packet. Sewer Utility Engineer Jeff Roscoe stated that the estimated cost is about $150,000, which includes work for Phases 1 and 2. While this was not a line item in the preliminary 2000 budget, it was included when Council took action on the 2000 budget as amended by Finance. The work from this contract should result in a good estimate of sewage volume going to the King County treatment plant, what the peaks are, system capacity, and need for upgrades. The work will not result in a model of our system, but in future years the City would like to accomplish that. The Committee raised a concern about Task #7 regarding forecasting of population and employment trends from 2000 to 2020. The Committee was assured that the Planning Department will have review and input. B. CAPITAL PROJECT STATUS REPORT The Committee expressed concern about the length of time it was taking to close out some of the substantially completed projects. Staff responded that close out of these projects is contractor driven. V. OTHER Information on the Water Quality Monitoring for the water supply system had been forwarded to the Committee by Director Engler. The information was developed in response to a question from Council/Committee member Poe. The Committee was impressed with the information, which was put together by the City's Water Quality Programs Coordinator. Discussion ensued regarding types of duties performed by the Coordinator. Director Engler pointed out that the Public Works Department is continuing work on developing needed programs and analyzing staffing requirements for the department. PUBLIC WORKS COMMITTEE MINUTES DECEMBER 13, 1999 Page 9 of 9 Discussion was held on the need for a meeting on December 27. It was determined that there is at least one issue that needs to be addressed to keep a project moving forward; therefore, it was decided the next meeting of the Public Works Committee will be held on December 27, as regularly scheduled. Water Utility Engineer McKinnon stated that it appears PGG will not be able to meet the schedule for producing the draft modeling report. Apparently there is a problem with the computer model and they are having trouble calibrating the model for the uplands. McKinnon has asked PGG to give her a firm date by the end of December as to when the draft will be completed. She will keep the Committee appdsed of their progress. VI. ADJOURNMENT There being no further business to come before the Public Works Committee, the meeting was adjourned at 6:00 p.m. PM/bd REF. REF. H:\ENGINEER\E99\E99-1371 (E:\MINUTES\99PW12-1 )