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
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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
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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
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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
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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
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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
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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.
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