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HomeMy WebLinkAbout02-14-2000CITY OF AUBURN PUBLIC WORKS COMMITTEE MINUTES FEBRUARY 14, 2000 I. CALL TO ORDER The meeting was called to order at 4:30 p.m. Those in attendance were Mayor Booth, Committee Chairman Rich Wagner, Council/Committee member Fred Poe, and Council/Committee member Pete Lewis. Staff in attendance were City Engineer Dennis Dowdy, Senior Engineer Dennis Selle, Utilities Maintenance Engineer Gary McConnell, Project Engineer Ingrid Gaub, and Engineering Aide Pam Miller. II. CONSENT A. RIGHT-OF-WAY USE PERMIT NO. 4-00, AUBURN RIVERSIDE HIGH SCHOOL GRADUATION Right-of-Way Use Permit 4-00 would allow the Auburn School District to use 4th Street NE between 'H' Street NE and 'E' Street NE on Saturday, June 17, from 2:00-8:00 p.m., in conjunction with Auburn Riverside High School's graduation ceremony. There was no discussion. B. RIGHT-OF-WAY USE PERMIT NO. 5-00, AUBURN HIGH SCHOOL GRADUATION Right-of-Way Use Permit 5-00 would allow the Auburn School District to use 4th Street NE between 'H' Street NE and 'E' Street NE on Sunday, June 18, from 2:00-8:00 p.m., in conjunction with Auburn High School's graduation ceremony. There was no discussion. C. PERMISSION TO ADVERTISE C9001, CENTRAL STORM DRAINAGE IMPROVE- MENTS- PHASE 1F This project will complete conveyance storm sewer lines from the intersection of West Main and 'H' St. NW to the intersection of 'C' St. SW and 1st St. SW and will complete a portion of the Central Storm Comp. Plan. This will alleviate the existing flooding problems within the basin and will also serve as an outlet for PR 529 improvements and the Sound Transit improvements west of the BNSF rail lines. Also included with this project are the replacement and repair of damaged sanitary sewer mains, installing 8-inch diameter water conveyance lines to enhance pressure and service to hydrants, and half-street improvements to the east half of 'D' Street SW from West Main Street to 1st Street SW. The project is to be advertised on 2/22/2000 with construction anticipated in April of 2000. The project was originally budgeted at $639,000 in 1999 from the 432 fund. However, the City did not spend all funds that were anticipated in 1999 for design and the project costs have increased slightly (6.4%). A budget adjustment of $73,640 from the 432 fund will be required this year to fund the project. There was no discussion. PUBLIC WORKS COMMITTEE MINUTES Page 2 or' 5 FEBRUARY 14, 2000 AWARD SMALL WORKS CONTRACT NO. 00-08, PROJECT NO. C9050, COAL CREEK SPRINGS WATERSHED FENCING, TO. SEAWEST CONSTRUCTION ON THEIR LOW BID OF $38,970 The purpose of this project is to provide fencing at the City of Auburn watershed known as Coal Creek Springs. Coal Creek Springs is located adjacent to Stuck River Road in southeast Auburn. The property contains approximately 207 acres of land consisting of hilly terrain, flats, and gullies covered with thick brush and trees. An inner portion (approximately 12 acres) of the land has been cleared for Auburn's water collection facility. A Project Management Plan (PMP) was developed by a team of six staff members to study and formulate the most effective way to protect our watershed. There were two major proposals considered: one was to fence the entire 207 acres; the other was to fence the cleared inner 12 acres.' Fencing the inner portion was chosen for a number of reasons, including provision of excellent watershed protection at a fraction of the cost, a construction access road would not be required, and it will not interfere with migratory trails of large wildlife such as elk and deer. The fence will be 6 feet tall, nine gauge galvanized steel chain link, topped with a 3-strand barbed wire in accordance with Washington State Department of Transportation Standards and Specifications. "No Trespassing" signs will be posted every 400 feet. Two gates will be installed on opposite sides of the perimeter to allow access to the outer portion of the fence in order to supplement maintenance requirements. The inner portion of the watershed will not be a totally enclosed environment after construction of this fence. Some enhancement work on the water collectors, chlorination station, and overflow pond is under review, and fence erection in said vicinity will be postponed until the enhancement is complete. An additional 1,400 feet of fence at an approximate cost of $16,000 will be required for enclosure conclusion. The inner fencing proposal could be supplemented in the future, as directed under the Water Resource Protection Program, with a PMP that directs fencing around the entire perimeter of the watershed. The inner fencing would then provide a secondary level of protection to the watershed. The City's second watershed, known as West Hill Springs, will be scheduled for a similar fencing program in the future. Chair Wagner asked why one section of the inner 12-acre portion was being left open. Utilities Maintenance Engineer McConnell responded that once it is decided what kind of work will be done on the collectors in that area, that section of the fencing will be completed. Funds to complete that section of the fencing will most likely be included in next year's budget. APPROVE FINAL PAY ESTIMATE #7 TO WESTWATER CONSTRUCTION, CONTRACT 99-09, AND ACCEPT CONSTRUCTION OF PROJECT NO. PR 548, 'B' STREET LID The work provided for the construction Of Project PR 548, 'B' Street NW Street Improvement (LID #347). The major items of work included approximately 2,000 LF of 24 ft. wide half- street including curb and gutter, sidewalk, illumination, channelization, storm drainage system and other related items of work, including off-site wetland mitigation. FEBRUARY 14, 2000 PUBLIC WORKS COMMITTEE MINUTES Page 3 o£5 III. Total cost of the project came to $1,171,343 (including 5% retainage), of which $587,827 is being funded by the LID, while $544,623 was budgeted from the arterial street fund and $10,000 from the storm drainage utility. A mid-year budget adjustment will be requested for the funds needed this year, as it was anticipated at the development of the 2000 budget that the project would be completed last year. It was noted the project was over budget, most of which was due to the large amounts of subgrade ballast needed that was related to problem soils, trenching and backfill required for the underground vaults. Senior Engineer Selle stated that the project is not actually over the total funds budgeted for the project, however, funding authorization for '99 wasn't carried forward into 2000 since it was thought the project would be completed in 1999, resulting in the need for a budget adjustment in 2000. The budget for multi-year projects must be estimated as to how much money should be budgeted each year, and if the project goes faster or slower, the budget must be adjusted accordingly. CLOSE CONTRACT 97-03 WITH MARTIR CONSTRUCTION AND ACCEPT CONSTRUCTION OF PR 592, 1996 SIDEWALK IMPROVEMENTS The work provided for sidewalk improvements on Auburn Way S, 6th to 12th SE, and for local access improvements at Les Gove Park. There was an outstanding lien against the retainage that has recently been released by the subcontractor. Contractor has been unresponsive to minor punch list items; however, since the majority of deficiencies were in the vicinity of the new library entrance work under construction, staff feels it is in the best interest of the City to close the contract. No payment is due the Contractor. The second part of this project, for a signal upgrade at 12th SE, was done under separate contract that was closed in 1997. This project was grant funded by TIB funds and CPSTA funds and total reimbursement has been received. Committee/Councilmember Poe asked if, in cases where a contractor does not perform required work, City construction contracts have a provision allowing the City to notify the contractor to perform the work within a specific period of time and, if the contractor does not perform the work or respond to the notice, the City can perform the work and charge the contractor for that work. Senior Engineer Selle responded that existing APWA/WSDOT specs enable the City to withhold money and not pay for work that has not been completed. The City does not process the final pay estimate until all work is complete. It was moved by Poe, seconded by Wagner, that the Committee approve the Consent Agenda. Motion carried. ISSUES NONE PUBLIC WORKS COMMITTEE MINUTES Page 4 of 5 FEBRUARY 14, 2000 IV. A. INFORMATION OR DISCUSSION UP CROSSING AT 15TM SW City Engineer Dowdy briefed the Committee on an issue that has arisen in regard to the UP railroad crossing at 15th Street SE. He stated that a couple of years ago, the UP rebuilt the crossing by super-elevating the rail at the intersection, banking the curve so that train speeds could be increased. The project was designed without consultation with the City, and the City did not become aware of the project until construction began. After the project was completed, the City began getting complaints about the rail crossing, and in October of 1999, the complaints escalated. Traffic staff inspected the crossing and found that the rubberized pads between the rails were failing. At that time, the City called the State and UP, and the WUTC came out and inspected the crossing, determining that the UP had an obligation to repair it. Since that time, the problems with the crossing have become much more serious. The 4" bolts holding the rubberized pads in place are working their way out and sticking up above the pads, and the rails are cracked and flatted from vehicles hitting the rails with such force that it appears that the car frames are actually coming down on the rails. Since the UP is only responsible for one foot on either side of the track, they could potentially continue to replace the rubberized pads, which does not solve the problem, since the two spur rails at the crossing are. level with the pavement. The only real solution would be to redesign the crossing. The UP has asked the City to share the costs of repair, but the City has responded that we will not do so. Chair Wagner expressed his concern for the City's liability if someone is injured at the crossing. Dowdy responded that the City is willing to work with the UP if they were to redesign the crossing. He is currently working on a letter to the UP Intergovernmental Relations Office in Nebraska to try to get them to redesign the crossing and involve the City in review of the design. He will continue to work on this issue and keep the Committee apprised. B. CAPITAL PROJECT STATUS REPORT The following projects were briefly discussed: #20, 'A' Street SW - It was noted that the project is scheduled to be advertised in March of this year, and the question was raised as to whether or not that schedule would be met. Senior Engineer Selle reported that the project is on schedule; design is almost complete and there is no property acquisition involved. He stated that one issue that has arisen on this project is related to cost sharing of undergrounding the utilities with PSE. Originally, PSE determined that PSE's share of the cost would be 70%. Since that time, PSE has reorganized, and the new person assigned to this issue has interpreted the cost share to be 30% PSE and 70% City. Total cost for undergrounding the utilities is estimated at $100,000 to $150,000. Determination of the cost sharing is based on interpretation of criteria related to increased lane capacity. Staff will continue to work with PSE to resolve this issue. #31, Corrosion Control Facilities - Chair Wagner noted that the Committee had requested a site tour during March, and asked if a specific date has been set. Committee/Councilmember Poe stated that he would be gone the last half of March, and asked that the tour be scheduled early in the month. Staff will follow-up to organize the tour. PUBLIC WORKS COMMITTEE MINUTES Page 5 of 5 FEBRUARY 14, 2000 V. OTHER DISCUSSION For the purpose of these minutes, this item was discussed prior to the Information and Discussion Agenda. Ingrid Gaub, Project Engineer, gave a brief update on the 3rd Street SW project. The project is now fully funded; however, the $10 million in federal funds must be obligated by June. This obligation requirement puts project right-of-way on a critical path. Gaub reviewed the status of the 10 outstanding right-of-way properties, stating that five of them may require condemnation. If negotiations do not move forward in the next couple of weeks, a request for condemnation will be brought before the Public Works Committee. She reported that design of the entire project is 95% complete and should be ready to advertise in May, provided right-of-way is complete and funding obligated. A question was raised as to the amount of shortfall in the project budget. Gaub responded that there is currently an approximate $1.5 million shortfall on the $30 million estimate. Gaub stated that the current bidding climate is good and could potentially reduce the project's estimated shortfall as much as 50%. The project will be bid as one contract, including Phase 1 and Phase 2 work and will include alternate bid items for some of the enhancement work in order to bring the project within budget after bids are opened. In response to a question about the 'C' Street Demolition, Gaub stated that all of the buildings on 'C' Street from 1st to 3rd were part of the contract and should be demolished this week. The contractor was awaiting final clearance for the asbestos removal before completion the demolition. In response to a question about coordination with the Arts Commission for gateway projects, Gaub said that she has talked with Parks and Recreation Director Dick Deal, and they have decided to wait until the project is built and then have the Arts Commission look at the project and determine opportunities for art. The planned enhancements being included in the project, should give the project itself a gateway image. In response to a question concerning the project management firm, Harris, Gaub stated that staff was working on getting them back under contract. For the purpose of these minutes, this issue was discussed after the Capital Projects Status Report. City Engineer Dowdy reported that Terrace View and Tucci have settled the easement issue and are proceeding with recording of the easement. In regard to the pre-annexation agreement, there are still six outstanding issues to be negotiated. Discussion ensued on storm drainage and the Lake Tapps Parkway. VI. ADJOURNMENT There being no further business to come before the Public Works Committee, the meeting was adjourned at 5:50 p.m. PM/bd REF. H:\ENGINEER\E00\E00-132 (E:\MINUTES\00PW2-1)