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HomeMy WebLinkAbout02-28-2000CITY Of AUBURN PUBLIC WORKS COMMITTEE MINUTES FEBRUARY 28, 2000 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 Fred Poe, and Council/Committee member Pete Lewis. Staff in attendance were Public Works Director Christine Engler, City Engineer Dennis Dowdy, Senior Engineer Dennis Selle, Project Engineer Ingrid Gaub, Project Engineer Joe Bangah, Water Utility Engineer Lara Mckinnon, Transportation Planner Joe Welsh, and Engineering Aide Pam Miller. Guests in attendance were Judi Roland, Homes by Judi, and Larry Bradbury, Water District No. 111. II. CONSENT AWARD CONTRACT 00-02, PROJECT NUMBER C8001, TERRACE DRIVE ILLUMINATION AND PEDESTRIAN WALKWAY, TO THE LOWEST RESPONSIBLE BIDDER A revised agenda bill recommending award of Contract 00-02, Project No. C8001, Terrace Drive Illumination and Pedestrian Walkway, to Gary Merlino Construction, was distributed to the Committee. Merlino's Iow bid was $141,207.50, leaving a contingency of $59,632 available in the Arterial Street Fund. The project will provide a sidewalk on the north side of Terrace Drive from the existing walkway on 15th Street NW to the existing sidewalk located approximately 250 feet east of 'W' Street NW. In addition, eleven luminaires will be installed along the lower part of Terrace Drive to complete the street light system. There was no discussion. It was moved by Poe, seconded by Lewis, that the Committee recommend Council approve award of Contract 00-02 to Gary Merlino Construction. B. AWARD CONTRACT 00-06, PROJECT NUMBER C8065, 15TM STREET NW PEDESTRIAN IMPROVEMENTS, TO MER-CON INC. ON THEIR LOW BID OF $138,586 A revised agenda bill more accurately reflecting budget status and budget impact of the project was distributed. 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, and 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 relocated the pedestrian railing to outside of the north walkway on both overpasses to make the full four feet of walkway useable. A budget adjustment of $30,886 will be required in the 102 Street Fund to fund the project. Senior Engineer Selle explained that while there is a need for an adjustment of $30,886 in the 2000 budget, the actual multi-year budget shortfall is $17,886, since there was a contingency left over in 1999 of $13,000. Selle then presented three alternative funding options for the project. Option A leaves the project as bid, requiring the budget adjustment of $30,886. Option B would require a budget adjustment of $34,386 and includes installation of conduit and J-boxes so that three street lights could be added in the future. Option C would require a budget adjustment of $43,386 and provides for installation of the PUBLIC WORKS COMMITTEE MINUTES Page 2 of 5 FEBRUARY 28, 2000 III. A. three street lights. The street lights would be located between 'M' Street NW and the UP railroad. In response to a question from Committee/Councilmember Poe, Selle stated the lighting is not part of the bid, and would be added as a change order. It was moved by Poe, seconded by Lewis, that the Committee recommend Council approve award of the project to Mer-Con, Inc. as originally bid (Option A) with a budget adjustment of $30,886, and the decision on lighting be deferred to a later date. Motion carried. AGREEMENT WITH PAVEMENT ENGINEERS, INC., FOR RATING 280 LANE MILES OF PAVEMENT A revised agenda bill more accurately describing funds budgeted for the work was distributed to the Committee. The agreement with Pavement Engineers, in an amount not to exceed $11,200, is for the inspection and rating of approximately 280 lane miles of City pavement. This will include the second rating of all of the arterial streets previously rated in 1996. This will complete the rating of two-thirds of the City's streets, with the remaining one- third to be budgeted for rating in 2001. Budget available in 2000 is $12,000. Public Works Director Engler stated the department's intention is to develop within a management system a rating for all city streets so staff has a way to determine infrastructure needs, and to develop a super system which contains inventory of all right-of-way assets such as sidewalks, pavement widths, lights, and signage. Transportation Planner Welsh stated that the City has not updated the rating system since 1996. It was moved by Poe, seconded by Lewis, that the Committee recommend COuncil approve the agreement with Pavement Engineers. Motion carried. ISSUES RESOLUTION NO. 3190, AMENDMENT NO. 1 TO THE BILATERAL COMPLIANCE AGREEMENT WITH THE STATE DEPARTMENT OF HEALTH Resolution No. 3190 authorizes the Mayor to execute Amendment #1 to the Bilateral Compliance Agreement (BCA) between the City and State Department of Health. The BCA was signed with the Department of Health in 1996 and identifies a step plan to meet the provisions of the Lead and Copper Rule of the Safe Drinking Water Act. The amendment includes treatment for Well 6 and Well 7, and modifies the timeline for the treatment facility to be operational. Water Utility Engineer McKinnon handed out Exhibit 1 to the agreement, which was not included in the agenda packet. Exhibit 1 includes two maps showing the limits of zones of influences for untreated sources. McKinnon discussed the amendment and revised timeline. Chair Wagner asked about the sources listed as "if needed" and "to be determined." McKinnon responded that the law reads that we need to treat every source for corrosion control; however, at this time, Wells 3A and 3B are listed as "to be determined" since they are seldom used due to high manganese content. Well 1 is also listed as "to be determined" since it is currently out of service and it has not yet been determined if the well will be redeveloped or replaced with another well. West Hill Springs is listed as "if needed" since PUBLIC WORKS COMMITTEE MINUTES Page 3 of 5 FEBRUARY 28, 2000 IV. A. volume from that source is Iow. Well 4 if also listed as "if needed" and is the one most likely to have a regional impact if treatment is needed. Adding Wells 6 and 7 was mandatory since they are new sources. It was moved by Poe, seconded by Lewis, that the Committee recommend Council adopt Resolution No. 3190. Motion carried. ORDINANCE NO. 5352, CONSTRUCTION AND MAINTENANCE AGREEMENT WITH BNSF AND FUNDING OBLIGATION FOR 3RD STREET GRADE CROSSING Ordinance No. 5352 authorizes the Mayor to sign a "Construction and Maintenance Agreement" between the City and BNSF Railway. The agreement allows the City to construct and then maintain the 3r~ Street SW bridge grade separating 3rd Street SW from the BNSF Railway which is part of PR529, 3rd Street SW Grade Separation Project. The agreement addresses the work to be done by the City to construct the elevated crossing and the Railway to remove the existing at-grade crossing, and provides for the funding obligation from BNSF of $1,185,000 for construction of the grade separation portion of the project. This funding is part of the anticipated budget for the 3r~ Street SW Grade Separation project. A question was raised about the percentage of project cost that the railroad is contributing. Their contribution was based on 5% of the original project estimate, and since the project costs have risen, their contribution is now only about 4% of the project cost. Project Engineer Gaub stated that the railroad is only required, by law, to contribute 5% of the construction costs to build the overcrossing and ramp from the existing street to the ramp, so their contribution is actually a bit higher than the required 5% legal obligation. A question was also raised about language that states the agency (City) agrees to reimburse the railroad for delay or damage to facilities. Gaub responded that the language states the agency or their contractor, and that the contractor would be liable for emergency repairs due to delay or damage of facilities. It was moved by Poe, seconded by Lewis, that the Committee recommend Council approve Ordinance No. 5352. Motion carried. INFORMATION OR DISCUSSION O.B. SPORTS LETTER Director Engler stated that she received a letter from O.B. Sports complimenting the City and Department of Utilities, but that they no longer want to pursue water supply from Auburn, so the issue is closed. B. UP CROSSING AT 15TM STREET SW City Engineer Dowdy stated that staff am analyzing the situation at the crossing and trying to determine if them are some things the City can do to adjust the curvature of the street approaches and vertical alignment to provide a smoother transition to fit the three rail lines at the crossing to alleviate the problem. The City has also contacted the SPEEA union to alert them to the situation and ask them to keep their picketers away from the ama. Transportation Planner Welsh said the WUTC has issued a defect notice to the railroad, and PUBLIC WORKS COMMITTEE MINUTES Page 4 of 5 FEBRUARY 28, 2000 it appears the railroad will be putting concrete at the crossing, at their expense. Chair Wagner encouraged Dowdy to telepoll the Committee if needed to expedite a solution to the problem. C. CAPITAL PROJECT STATUS REPORT The following projects were briefly discussed: #28, Corrosion Control Facilities - Chair Wagner asked when the Committee would get a review of the project. Director Engler responded that the Committee had asked for a site visit and review of the project at the 60% stage. Staff expects a draft 60% product in the middle of March, and have scheduled a presentation to the Committee for April 24 to give staff time to review the draft and have concerns incorporated into the final. Dates for a tour of similar corrosion control facilities were discussed, and it was decided the Committee will visit facilities in Olympia on Monday, March 13, leaving Auburn City Hall at noon and returning by 4:30 for their regularly scheduled meeting. #22, 3rd Street SW - It was noted that the status report has stated for several months now that Texaco needs to reimburse the City. The question was raised as to how much Texaco owes the City, and why it is taking so long. Selle responded that it is not a significant amount of money, and that he will find out the status and report back to the Committee. D. OTHER DISCUSSION For the purpose of these minutes, the following discussion was held after Information/ Discussion Item B. Judi Roland, President of Homes by Judi, was in attendance to voice her concerns about a water issue. She stated that she is in the process of purchasing Parcels 7 and 8 as described in the Lakeland Master Plan. Parcel 7 is located in the City of Pacific, while Parcel 8 is located in the City of Auburn. Until just recently, she had understood that Auburn and Pacific were negotiating an interlocal agreement for Auburn to provide water to Pacific for Parcel 7. Now she has recently learned that this is not the case, and she may not be able to get water for Parcel 7. Her plans for the parcels are to construct a clustered development with approximately 90 homes on Parcel 8 and 36 on Parcel 7. The parcels are zoned for apartments at this time, allowing 300 units on Parcel 8 and 100+ units on Parcel 7. Director Engler clarified the issue of the interlocal agreement (IA), stating that a letter did go to Ms. Roland stating that an IA was forthcoming; however, the IA being referred to was the emergency water services agreement originally executed in 1994. The City has a desire to negotiate a new agreement with Pacific, but it does not address any specific water issues for specific parcels. Water Utility Engineer McKinnon distributed a handout giving background information on the issue and detailing three scenarios that could be followed to pursue the issue of providing water to Parcel 7. PUBLIC WORKS COMMITTEE MINUTES Page 5 of 5 FEBRUARY 28, 2000 Lengthy discussion was held regarding the current agreement with Pacific, water rights issues, Water Comprehensive Plan requirements, State Department of Health and Department of Ecology requirements, and Auburn's current and future ability to serve water customers inside the City's water service area. The Committee asked staff to review the existing water service agreement between the City of Auburn and the City of Pacific and to research legal and Comp Plan requirements in order to move ahead on this issue. For the purpose of these minutes, the following was discussed after Information/Discussion Item D. Chair Wagner inquired about the Highway 164 open house that was recently held. City Engineer Dowdy stated that he would meet with staff who attended and brief the Committee at their next meeting. Committee/Councilmember Poe asked about the status of properties included in the 'C' Street realignment project. Senior Engineer Selle stated that all properties have either been acquired or the owners have granted possession and use, with the exception of Auburn Lawn and Garden, who have verbally indicated that they will grant possession and use. The question was raised as to who has exposure in regard to increases in costs of settling the issue. Selle responded that we are seeking an answer to that question. Wagner distributed a Regional Watershed Funding County-wide Cost-share spreadsheet that was handed out at a recent Suburban Cities Association meeting, and raised concern about the potential cost to Auburn. Mayor Booth stated the cost is a planning cost that Auburn has not accepted, and that he was hoping two study groups will be formed, north and south, in which agencies involved can have more discussion on the issue. City Engineer Dowdy handed out a memo detailing a Tri,County ESA Comment Schedule. He stated that if NMFS stays with their current schedule, there should be a final 4(d) rule by June 19. Dowdy will get copies of the most recent draft 4(d) framework to Committee members. The issue of basketball backboards in City right-of-way was discussed. As a result of a WCIA audit finding, and in accordance with the provisions of Auburn City Code, the City has begun moving and tagging basketball backboards that are in City right-of-way when encountered during street sweeping or other work performed by the City. Director Engler reported that the Terrace View water line easement required from the Evergreen-Tucci developer has been recorded and that working with Tucci Evergreen has been a positive experience. V. ADJOURNMENT There being no further business to come before the Public Works Committee, the meeting was adjourned at 6:30 p.m. PM/bd REF. H:\ENGINEER\E00\E00-162 (E:\MINUTES\00PW2-2)