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HomeMy WebLinkAbout05-22-2000CITY OF AUBURN PUBLIC WORKS COMMITTEE MINUTES MAY 22, 2000 I. CALL TO ORDER The meeting was called to order at 4:37 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, Finance Director Diane Supler, Sewer Utility Engineer Jeff Roscoe, Storm Drainage Engineer Tim Carlaw, Project Engineer Peter Gates, Project Engineer Ingrid Gaub, Transportation Planner Joe Welsh, and Engineering Aide Pam Miller. Guests in attendance were Consulting Engineer Dwight Holobaugh, Les Hoffer, and Raul Ramis, Muckleshoot Indian Tribe; Larry Bradbury, Water District No. 111; Heidi Wood and Shelli Dawn Borchers, Sorella's Espresso Stand; Jeff Lykken and Bob Wheeler, Earth Tech. I1. CONSENT A. PERMISSION TO ADVERTISE PROJECT C8064, KERSEY WAY STREET IMPROVEMENT For the purpose of these minutes, this item was discussed after Information/Discussion Item B. Project Number C8064, Kersey Way Street Improvement, provides for the restoration of the asphalt concrete pavement of Kersey Way from the intersection of Oravetz Road to the junction of 53ra Street SE, creates a left turn lane at the intersection of Oravetz Road and Kersey Way, and improves storm drainage along the road. Project Engineer Gates distributed a handout outlining three alternatives for project construction and related traffic impacts, along with a map showing the project area, possible detour routes, and the proposed Lake Tapps Parkway route. He discussed the three alternatives, which include (1) Accommodating through traffic during the life of the project; (2) allowing a short-term full street closure during pavement work, and (3) delay of the project until the Lake Tapps Parkway is completed and available as a detour route, and then utilizing full street closure. It was the consensus of the Committee that the project should be done this year. Discussion was held on alternative #2 with regard to incentives, extended work hours, working weekends, setting forth in the contract certain times the road cannot be closed, and enhanced public relations/notifications. It was moved by Poe, seconded by Lewis, that the Committee recommend Council grant permission to advertise Project No. C8064. Motion carried. PERMISSION TO ADVERTISE PROJECT C9035 AND C9014, 21ST STREET SE STORM AND STREET IMPROVEMENTS The purpose of the 21 st Street SE Storm Improvements Project is to implement several of the drainage system components identified in the City's Comprehensive Drainage Plan Update. This project consists of the design and construction of a new infiltration/retention facility and upgrading the storm trunk lines from 12-inch to 24 and 48-inch in 21st 'Street from PUBLIC WORKS COMMITTEE MINUTES Page 2 of 8 MAY 22, 2000 'A' Street SE to 'F' Street SE. A budget adjustment of $429,890 from the 432 fund may be required this year (dependent on the bid) to fund the project. Project Engineer Gates presented a map of the site, stating that the area, which was purchased about two years ago, is in a residential area, so appropriate landscaping has been included in the design. In addition, the area will be fenced with a 6' vinyl-coated fence. In discussing the project budget and need for a budget adjustment, Gates said that the initial estimate was based on the draft Comprehensive Plan. When the geotechnical report was received, it was discovered that the pond would have to be much deeper than first anticipated in order to get to a gravel strata that would provide the necessary infiltration for a 25-year storm. Storm Drainage Engineer Carlaw discussed the budget further, stating that a principal project planned for this year, the central drainage downstream improvements, serving portions of downtown areas, is being delayed due to permitting issues that could take up to a year. In addition, a planned sedimentation pond will not be done this year or more. The delay of these projects results in the availability of $800,000 in the budget that would cover the budget adjustment for this project. Council/Committee member Lewis asked if there was a need to raise the cost estimates of future projects. Director Engler responded that it is not possible to predict to a fine level of detail the specific geology underlying each site; the only alternative would be to put a greater contingency on the projects. Senior Engineer Selle commented that the new Storm Drainage Comprehensive Plan will have updated data and cost estimates associated with future projects. Further discussion was held in regard to project details such as the landscaping, pipe sizing, and size of the drainage basin being served. It was moved by Poe, seconded by Lewis, that the Committee recommend Council grant permission to advertise Project No. C9035 and C9014. Motion carried. 15UBLIC WORKS COMMITTEE MINUTES Page 3 of 8 MAY 22, 2000 C. FINAL PAY ESTIMATE FOR PROJECT PR612, GREEN RIVER PUMP STATION An agenda bill and Final Pay Estimate #11 to Contract 98-18 in the amount of $1,263.18 were handed out to the Committee. The project included the construction of a new pump station and the installation of four 150hp pumps, two that are constant speed and two that have variable frequency drives. A CMU structure houses the pumps and supporting equipment. The area around the pump station was landscaped and the building exterior color and texture were selected by the Parks Department and Park Board, since the facility is located within Isaac Evans Park. Council/Committee member Poe asked if the design engineering cost includes the cost of the Hanson settlement, stating his opinion that the IA2 partners should not be charged for the settlement costs. Director Engler stated that all project costs are reflected in the total, and that a final accounting of the project will be done this year. She stated that the money from the IA2 partners has already been accepted by the City, and that if it appears we owe them money, a policy decision could be made outside of this project. It was suggested the Hanson settlement issue be brought back to the Committee for discussion as a policy issue. It was moved by Poe, seconded by Lewis, that the Committee recommend Council approve Final Pay Estimate #11 to Contract 98-18 for Project No. PR612. Motion carried. D. AWARD CONTRACT 00-11, PROJECT NO. C0007, CHANNELIZATION PROGRAM, TO STRIPE RITE, INC., ON THEIR LOW BID OF $45,269.64 The Committee reviewed an agenda modification recommending Small Works Contract No. 00-11, Project No. C0007, Channelization Program, be awarded to Stripe Rite, Inc., on their Iow of $45,269.64. The project provides for the modification and maintenance renewal of paint striping, legends, bars, arrows, etc., and raised pavement markings on designated streets throughout the City of Auburn. The contract documents are written so that the contract may be renewed next year at the same unit bid prices. The contract may be renewed next year if budget is available, the work to be completed this year is acceptable, and the Public Works Committee and City Council approve. There was no discussion. It was moved by Poe, seconded by Lewis, that the Committee recommend Council award Small Works Contract 00-11 to Stripe Rite, Inc. Motion carried. III. ISSUES A. ORDINANCE NO. 5394 ACCEPTING GRANT FUNDS FROM THE PORT OF TACOMA This Interlocal Agreement with the Port of Tacoma obligates the remainder of the Port of Tacoma and Port of Seattle's funding obligations to the 3rd Street SW Grade Separation Project (PR 529) and the S 277th Grade Separation Project (PR 562) as was agreed to in the Memorandum of Understanding (MOU) for the FAST Corridor Partnership. The MOU commits the Ports of Seattle and Tacoma to provide 5% of the project funding based on the estimated costs at the time of the MOU. The total Port obligation to the projects are as follows: PR 529, 3rd St. SW $2,370,000 PR 562, S. 277th $3,400,000. PUBLIC WORKS COMMITTEE MINUTES Page 4 of 8 MAY 22, 2000 The agreement provides for $3,520,000 in Port of Tacoma funds for use on either project. It is anticipated that $2,120,000 will be used on PR 529, 3rd Street SW, and $1,400,000 will be used on PR 562, S 277th Street. The agreement allows flexibility for the City to reallocate these funds between the projects should the need arise. This funding is part of the anticipated budgets for both projects. Project Engineer Gaub clarified the funding, stating the Ports of Seattle and Tacoma are FAST partners, and that the City already has an agreement with the Port of Seattle for their portion of the 5% of the project funding for the ports, and that this agreement is for the Port of Tacoma's portion of the 5%. It was moved by Poe, seconded by Lewis, that the Committee recommend Council adopt Ordinance No. 5394. Motion carried. B. RESOLUTION NO. 3226, CONSTRUCTION SERVICES AGREEMENT WITH METROMEDIA RELATED TO PROJECT PR 529, 3r~ STREET GRADE SEPARATION This Construction Services Agreement provides that the City will complete the construction of conduits and vaults for Metromedia Fiber Network Services, Inc., as part of the joint utility trench on the 3r~ Street SW Grade Separation Project (PR 529) at Metromedia's expense. Metromedia is currently in the process of completing their franchise agreement with the City of Auburn and this agreement is proposed to be executed concurrent with the franchise agreement. The purpose of this agreement is to eliminate some of the confusion during construction for the underground installation of private utilities through the project area. The City currently has a similar agreement with AT&T Cable and Puget Sound Energy, and an agreement with US West Communications is pending. The Committee raised several questions in regard to the agreement, and language included in the agreement was discussed at length. The Committee requested clarifying language be added to specify that Metromedia will be providing their own design and specifications (page 2, paragraph 2b); elaboration of what is to be paid by Metromedia to the City (page 2, paragraph 4), and revision of the section on liability for delays, indemnification and hold harmless (page 3, paragraph 8). Project Engineer Gaub explained the impacts of the agreement on the 3rd Street SW project and the need for the agreement to go forward to Council on June 5. Director Engler pointed out that the agreement was in draft form and asked that the Committee make a motion on the Ordinance so that it could go forward to Council, stating the agreement would be revised and reviewed by Legal prior to being presented to Council on June 5. It was moved by Poe, seconded by Lewis, that the Committee recommend Council adopt Resolution No. 3226, with changes as suggested by the Committee. Motion carried. IV. INFORMATION OR DISCUSSION A. 15TM STREET NE AND OTHER TRAFFIC ISSUES PERTAINING TO LOWES DEVELOPMENT For the purpose of these minutes, this was the first agenda item to come before the Committee. 15UBLIC WORKS COMMITTEE MINUTES Page 5 of 8 MAY 22, 2000 City Engineer Dowdy stated that staff has met with the developer of Lowes, and suggested several alternatives for the developer to study that could solve the issues related to access to Sorella's Expresso stand, the A Street connection with the 14~ Street intersection and how it will work with the 15th Street intersection, and queuing problems on 15~ Street NE at 'A' and 'D' Streets. The developer is going to do a capacity analysis of the corridor, revisit traffic counts, and re-study the impacts of his development on those intersections. At their most recent meeting, a verbal scope of work was discussed. It has been refined by Tim Miller, Transportation Consultants Northwest, and is currently being reviewed by Dowdy prior to being sent to the developer. It is expected that a proposal will be submitted by the developer in early June. Heidi Wood, Sorella's Espresso stand, thanked the Committee for their consideration of her concerns and expressed appreciation for Director Engler's efforts in keeping her apprised of the issue. B. LAKE TAPPS PARKWAY EAST INFRASTRUCTURE OVERVIEW City Engineer Dowdy presented a corridor map illustrating the Lake Tapps Parkway East infrastructure. He reviewed the map and discussed the corridor, stating that the County is still working on final funding for the grade separation portion of the project. The remainder of the corridor is being financed between the Tucci development and their agreement with Pierce County, with Auburn participating in an amount not to exceed $500,000. Auburn's participation is being paid for out of mitigation fees received from the Lakeland development, and represents approximately 20-25% of those fees. It is anticipated that work on the lower portion of the Parkway will begin by the end of this summer, which is of concern to Auburn since it affects one of the detour routes for the Kersey Road project. Utilities related to the Parkway project were discussed, as was the schedule for Auburn assuming maintenance of a portion of the Parkway. The City is proposing that assumption of maintenance will occur at such time as Terrace View and Lakeland are annexed to the City. It was noted that the County is warranting construction of the roadway for 18 months. C. KING COUNTY INFLOW AND INFILTRATION OVERVIEW For the purpose of these minutes, this item was discussed after Issue Agenda Item B. Bob Wheeler and Jeff Lykken, members of the Earth Tech team hired by King County to conduct the five-year Regional Infiltration/Inflow (I/I) Control Program, handed out information and gave a brief presentation on the program. Mr. Wheeler began with a description of I/I and then reviewed the objectives of the program. He stated that they are currently working on criteria for selecting up to ten pilot projects. Mr. Lykken stated that the City of Auburn has been broken up into approximately 23,000 linear feet of basins and pipe, and that meters will be installed in each basin to monitor I/I. A map of King County interceptor lines, on which there are five meters, was shown to the Committee. The County hopes to have agreement from the City by August on where meters need to be installed on the City system, with the meters being installed in the fall so that monitoring can begin during the wet season. In response to a question from the Committee, Lykken stated that they have an idea of where the most significant problem areas are PUBLIC WORKS COMMITTEE MINUTES Page 6 of 8 MAY 22, 2000 located, but will rely on City staff to help identify them. Sewer Utility Engineer Roscoe stated that they have discussed Auburn Way South as a possible pilot project. D. POTENTIAL 6-YEAR TIP PROJECTS FROM PMS AND SPIS Transportation Planner Welsh gave an overview of the two elements used to development the Six-Year Transportation Improvement Program - the Safety Priority Index System (SPIS) and Pavement Management System (PMS). He reviewed the top five locations identified by the SPIS data. Of them, the first one has already been corrected (29th and 'R' SE), the #2 location has been programmed (Auburn Way North and S 277th), #3 can be corrected at a Iow cost of approximately $5,000-$10,000 (15th and 'C' Streets SW), and ~ is developer funded (Riverwalk and Auburn Way South) and almost ready to go to bid. The #5 location, a potential capital project, is 15th NE and Auburn Way North, which would cost over $200,000 to acquire right-of-way and add or modify lanes to create more left turn capacity. Chair Wagner suggested the problem at 15th and Auburn Way North be more fully reviewed to see if a larger fix is needed. Council/Committee members Poe and Lewis agreed, feeling the proposed project may not be enough to solve the problem. Welsh then reviewed the findings from the PMS data. The two top projects, as determined by providing the highest cost benefit, are 'A' Street SE, Main to 3rd, and 15th Street SW, C Street to Perimeter Road. Two other projects are West Valley Highway, 15th SW to SR 18, and 15th Street SW, West Valley Highway to SR 167. However, these two locations are WSDOT's de facto ramp connections and it was felt the City should look to the state for possible funding. The Committee raised a concern about the need to maintain neighborhood streets, as well as those streets with the most traffic. Council/Committee member Poe suggested residential collectors be looked at, and Chair Wagner asked Welsh to look at the top 2 or 3 residential collectors and bring the issue back to Committee for further discussion. Due to time constraints, Director Engler deviated from the agenda at this time to gain input from the Committee on making time at a future meeting to discuss a substantive issue, that of the Lake Tapps Task Force. She suggested that one hour be set aside at the next Committee meeting to discuss the issue, and said that Water Rights Attorney Tom Mortimer is in the process of researching and gathering as much information as possible to bring to the discussion. The Mayor suggested that a special meeting be set up; however, if that is not possible, the issue will come before the Committee at their meeting on June 12, with the meeting starting at 4:00 p.m. Following this discussion, Council/Committee member Poe left to attend the Planning & Community Development Committee meeting. E. 1999 UTILITY REVIEW Finance Director Supler distributed a Balance Sheet and an Income Statement as of 12/31/99 for the Water, Sewer, and Storm Drainage utilities. In discussing the Balance Sheet, she clarified for the Committee that the line item for Cash and Cash Equivalents represents money that is available for day-to-day operations and non-related bond projects. Restricted Assets includes bond money and $300,000 in the Storm Utility for the rate stabilization fund. In response to a question about the Sewer Utility, Supler stated that, long term, there are minimal financing needs. PUBLIC WORKS COMMITTEE MINUTES Page 7 of 8 MAY 22, 2000 In discussing the Income Statement, Supler noted that it compares budgeted versus actual figures, and explained the variances. It was noted that in most cases where there were large variances, it was due to other service charges such as communications or repair and maintenance. This was the biggest area under budget. Chair Wagner asked that this type of report be given to the Committee on a semi-annual basis. Supler agreed, and also offered to provide an analysis of consumption information, comparing first quarter over first quarter, for water and sewer, on a quarterly basis. In response to a question from Chair Wagner, retained earnings was explained as a net value of the system, that isn't designated for any purpose. Rolling it into 2000, it could be used for operations and maintenance and for additional capital projects. KING COUNTY DEPARTMENT OF NATURAL RESOURCES PRELIMINARY REPORT ON EROSION AND SEDIMENTATION IN THE WHITE RIVER CHANNEL, A STREET TO R STREET For the purpose of these minutes, this item was discussed after Information/Discussion Item I. City Engineer Dowdy had prepared information for the Auburn School District about stability of the White River channel next to Riverside High School. He stated that County figures indicate the river bed has been accruing about 1,200 cubic yards of sedimentation a year, which is an amount that could be cleared out in one winter storm. If monitoring over the next 10-12 years showed that the sedimentation was continuing to build up and not clear out, with loss of freeboard on the levy, then the issue would need to be addressed. In response to a question from Chair Wagner, the possibility of mining the riverbed was discussed, however, staff was not optimistic due to permitting issues related to ESA. The integrity of the levy was discussed. The north side of the levy was installed and well armored, but the south side was simply pushed up by bulldozer and consists of dumped rock and concrete slabs. To improve the levy properly, excavation would be required, with materials towed in and placed about 3' under the river bed. It would be a very significant project, and permits would be difficult to obtain, in addition to being very costly. Wagner expressed interest in researching the costs and permittability of armoring the south levy. Director Engler stated the obstacles to such a project would be enormous. The Department of Ecology (DOE) does not want anyone armoring rip rap because they do not want any trees or shrubs removed. Forms of mitigation that would be required by DOE would be detrimental to the issue being discussed, such as in-stream woody debris being lodged in the rip rap protection itself. She stated that a closer look at the costs and feasibility of permitting could be programmed for next year. An aerial photograph was reviewed. Council/Committee member Lewis asked what would happen in the case of an emergency. With public need, the City could go to the Corps of Engineers, which have standing authority from Congress to do these types of projects when public facilities are threatened. The ability to create a history of the stability of the levy was discussed. Dowdy responded that the City's Survey Supervisor has a case book of old PUBLIC WORKS COMMITTEE MINUTES Page 8 of 8 MAY 22, 2000 photos looking at the condition of the levy five years ago, which is the best historical reference of what the levy looked like at the time the ordinance was passed. Staff could refer to those photos and compare them with the current and future condition of the levy. G. KING COUNTY/SEATTLE WATER SUPPLY PROPOSAL Director Engler stated that a meeting is being held for elected officials on this issue in Kent on Wednesday evening. She and the Mayor will attend the meeting to show support for the proposal. H. CAPITAL PROJECT STATUS REPORT There was no discussion. I. OTHER For the purpose of these minutes, the following was discussed after Information/Discussion Item H. Director Engler reported that the Mayor recently attended a meeting hosted by Jennifer Dunn for elected officials on the Olympic Pipeline Issue. She stated that City Engineer Dowdy and Consultant Lon Hurd have been working extensively on the issue. Most recent information has been in regard to enhanced defect testing of pipeline north of Renton. She has not seen any information about the pipeline that runs through the Kent/Auburn valley and up the hill under the power lines. It was noted that Lon Hurd has a new technical associate who has been tracking the issue because of the interlocal agreement that has been proposed for cities to join into and also the potential for franchise issues for this particular pipeline, as well as others that we may not be aware of. V. ADJOURNMENT There being no further business to come before the Public Works Committee, the meeting was adjourned at 7:00 p.m. REF. H:\ENGINEER\E00\E00-495 (E:\MINUTES\00PW5-2)