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HomeMy WebLinkAbout07-24-2000CitY Of AUBURN PUBLIC WORKS COMMI-I-I'EE MINUTES JULY 24, 2000 I. CALL TO ORDER The meeting was called to order at 3:05 p.m. Those in attendance were Mayor Booth, Committee Chairman Rich Wagner, Council/Committee member Fred Poe, and Council member Sue Singer, substituting for Council/Committee member Pete Lewis, whose absence was excused. Staff in attendance were Public Works Director Christine Engler, Finance Director Diane Supler, Planning Director Paul Krauss, City Engineer Dennis Dowdy, Assistant City Engineer Dennis Selle, Water Utility Engineer Tim Osborne, Transportation Planner Joe Welsh, Project Engineer Ingrid Gaub, Assistant Project Engineer Laura Philpot, Project Engineer Scott Nutter, Project Engineer Peter Gates, Contract Engineer Don Wright, and Administrative Services Supervisor Pam Miller. Guests in attendance were Water Rights Attorney Tom Mortimer; Lara McKinnon, Roth Hill; Mark Utting and Jim Mathieu, Pacific Groundwater Group; Scott Perry, Harris & Associates; Dwight Holobaugh, Consulting Engineer, and Les Hoffer, Muckleshoot Indian Tribe; Larry Bradbury, Water District No. 111. Discussion was held on the order in which the agenda would be discussed. Tim Osborne, newly-hired Water Utility Engineer, was introduced to the Committee. II. CONSENT A. AWARD CONTRACT 99-01, PROJECT NO. PR529, 3RD STREET SW GRADE SEPARATION PROJECT, TO THE APPARENT LOW BIDDER For the purpose of these minutes, this item was discussed after Information/Discussion Item C. The purpose of this project is to realign the westbound ramps from SR 18 to intersect with the existing 3r~ Street/'C' Street SW intersection and grade separate 3r~ Street SW from the Burlington Northern Santa Fe Railway line. An agenda modification transmitting a revised agenda bill along with attachments related to project costs and bid/funding evaluation, was distributed to the Committee. The agenda bill recommended award of Contract 99-01 to Robison Construction, Inc., on an award amount of $14,968,145.36 plus state sales tax of $1,162,652.41 for a total award of $16,130,797.77 and an award subject to available funding of $1,043,929.06 plus state sales tax of $45,536.51 for a total award subject to available funding of $1,089,465.57. This is based on their Iow bid of $16,125,553.02 plus state sales tax of $1,217,862.08 for a total bid price of $17,342,415.10. It is recommended that Schedule H, items 1 through 12 be deleted and Schedules F-l, F-2, F-3, and G and Schedule A, items 55 and 184, and Schedule B, items 162, 166, 167, 169, and 184 be awarded subject to available funding. Project Engineer Gaub reviewed the bid and staff recommendation. The budget status indicates a funding shortfall of $2.6 million if all bid schedules are awarded. This shortfall can be eliminated by employing options to bring the cost down and having the City participate in $1.03 million of the cost. PUBLIC WORKS COMMITTEE MINUTES Page 2 of 7 JULY 24, 2000 One of the first options to be discussed involved the City maintaining ownership of the City streets located within the State Limited Access Area of the project. Keeping the right-of-way in City ownership for 'C' Street SW and 3r~ Street SW, rather than transferring it to the State, would result in an immediate savings of $450,000 in sales tax, but the City must be responsible for the maintenance and inspection of 4 additional bridges; maintenance costs for roadway surfacing on 3r~ and 'C' Streets; and maintenance of the walls and curb, gutter, guardrails, and barriers. These maintenance and inspection responsibilities are estimated to cost $150,000 over a ten-year period. Several of the options include delaying or reducing enhancements such as landscaping, decorative hand railings, and truss and pylons on the bridges. Planning Director Krauss expressed concern over delaying or reducing these enhancements, since they were a major focus of the Downtown Plan Task Force, a citizen committee that was involved in the design of the project. Councilmember Singer served on the Task Force, and voiced her concerns, also. Director Engler emphasized that staff is proposing all of the options be awarded, however, award will be subject to available funding. The possibility of gateway funding or securing enhancement funds from sources such as the Interagency Committee for Outdoor Recreation (lAC) was discussed. The staff recommendation for awarding the project was discussed further, and the Committee acknowledged the importance of aesthetics. The possibility of installing black vinyl fencing along 'C' Street SW rather than the aluminum hand railing, and using a change in materials or painted concrete to enhance the railing on 3r~ Street SW was discussed. Chair Wagner asked about a breakdown of the costs for the bridge enhancements. Gaub stated that the pylons were approximately $140,000, the truss was $100,000, and the decorative railing was $250,000. It was moved by Poe, seconded by Singer, that the Committee recommend Council award the project per the staff recommendation, but that the pylons on the bridges be included in the award, thus increasing the City participation in the project; that an attempt to negotiate landscaping costs be made; that staff proceed with maintaining City ownership of 'C' and 3rd Streets SW; and the remainder of the options be awarded subject to availability of funding. Motion carried. CHANGE ORDERS #1 AND #2 TO CONTRACT 99-27, C.A. GOODMAN CONSTRUCTION, PROJECT NO. C9001, CENTRAL STORM IMPROVEMENTS, PHASE 1F For the purpose of these minutes, this item was discussed after Information/Discussion Item B. A vicinity map and copies of Change Orders #1 and #2 were distributed to the Committee via agenda modification. The purpose of this project is to 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 PUBLIC WORKS COMMITTEE MINUTES Page 3 of 7 JULY 24, 20OO Co 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. Change Order #1, in the amount of $35,056.88, is for the purpose of replacing an existing sanitary sewer from the alley located south of West Main Street and west of 'G' Street SW to 'G' Street SW and West Main Street. Change Order #2, in the amount of $11,178.36, is for the purpose of relocating the existing water line in the alley located south of West Main Street and west of 'G' Street SW to 'G' Street SW. The property owner with facilities on both sides of the alley has requested that the City relocate the waterline at the property owner's expense with this project in order to make the alley a better candidate for vacation. There was no discussion. It was moved by Poe, seconded by Singer, that the Committee recommend Council approve Change Orders No. 1 and No. 2 to Contract 99-27. Motion carried. CHANGE ORDER #2 TO CONTRACT 00-06, MER-CON INC., PROJECT NO. C8065, 15th STREET NW PEDESTRIAN IMPROVEMENTS A revised agenda bill and copies of change order #2 were distributed to the Committee via agenda modification. The purpose of this project is to improve the sidewalk on the north side of 15th NW from the east side of the BNSF overpass to 'M' Street NW, improving both railroad bridges to meet ADA requirements. This included relocating the pedestrian railing to the outside of the north bridge face and construction of two wheelchair turnaround/passing areas. The Contractor experienced difficulty in demonstrating an adequate approach to the widening over the railroad ROW with the permits provided by the City. The construction of these passing areas on the bridge decks probably was not adequately addressed in the plans for the difficulty of the work, and with an error in the construction quantities, it appears that about $30,000 would be required to complete this work as designed. Staff recommends redesign of the improvements to complete the intended ADA improvements. This change order #2 would delete the passing areas and widen the sidewalk by encroaching into the roadway 8 inches to meet the ADA requirements to preclude the need for the passing areas. The proposed improvements would also provide a raised curb, adding to the pedestrian safety on the bridges. The proposed change order will cost $25,455. In response to a question from Council/Committee member Poe, City Engineer Dowdy responded that there is sufficient roadway width to accommodate widening the sidewalk and building the curb in the traffic lane. It was moved by Poe, seconded by Singer, that the Committee recommend Council approve Change Order No. 2 to Contract 00-06. Motion carried. D. AMENDMENT #1 TO AG-C-110, TRANSPORTATION CONSULTANTS NW A revised Exhibit 'A' Scope of Work was distributed to the Committee via agenda modification. PUBLIC WORKS COMMITTEE MINUTES Page 4 of 7 JULY 24, 2000 III. A. Numbers recently provided by Sound Transit show an unmet need of approximately 200 parking stalls on opening day (September 18, 2000) of the commuter rail station. Without an immediate proactive plan by the City, the commuters will potentially take a significant amount of the downtown business parking. There is a need to develop a plan to address the parking needs of commuters while also meeting the needs of the downtown business owners, employees and residents. Amendment #1 covers additional engineering services to develop strategies to get the most use from the City-owned lots, enforcement recommendations, and other short- and long-range strategies for parking to maximize success of the commuter rail program while protecting downtown businesses' parking for customers and employees. Transportation Consulting NW's (TCNW) contract does not include this work, but due to the proximity and experience of the company, could deliver the plan in the very short timeline required. Current City staff does not have the time or expertise to complete this study. TCNW will work closely with City staff and build upon staff expertise and previous studies. The study will provide the City with the needed information to work with Sound Transit to develop short- and long-term strategies that will protect businesses while meeting the needs of the commuters. It will enable the station to operate successfully and help in the revitalization of downtown. The City can implement minor strategies, such as striping and signs, with funds budgeted for Street Division operations and maintenance. Total compensation for services under this amendment would not exceed $20,000 from the Downtown Revitalization fund. There was no discussion. It was moved by Poe, seconded by Singer, that the Committee recommend Council approve Amendment No. 1 to AG-C-II0. Motion carried. ISSUES RESOLUTION NO. 3242, ENGINEERING SERVICES AND MODIFICATION AGREEMENT WITH PUGET SOUND ENERGY FOR TRANSMISSION LINE RELOCATION RELATED TO PROJECT NO. PR 562, SOUTH 277TM STREET RECONSTRUCTION PROJECT Resolution No. 3242 authorizes the Mayor to execute an "Engineering Services and Modification Agreement" with Puget Sound Energy (PSE) for Project Number PR 562, South 277th Street Reconstruction Project. The Agreement provides for PSE to complete the design and, upon City of Auburn approval and a supplemental agreement for the final estimated costs of construction, to construct the modifications necessary to relocate the high power overhead facilities that cross S. 277th Street. Construction of these modifications is at the sole cost of the project because all facilities are located within PSE Right-of-Way or Railroad Rights-of-Way. The power lines must be elevated from their current location in order to allow the overpasses currently proposed on the 277th Street Project. This draft agreement is currently being reviewed by the Federal Highway Administration for approval of advanced construction of this work. There was no discussion. It was moved by Poe, seconded by Singer, that the Committee recommend Council adopt Resolution No. 3242. Motion carried. PUBLIC WORKS COMMITTEE MINUTES Page 5 of 7 JULY 24, 2000 IV. A. INFORMATION OR DISCUSSION PGG GROUNDWATER MODEL PRESENTATION For the purpose of these minutes, this item was discussed first on the meeting's agenda. Water Rights Attorney Tom Mortimer stated that Pacific Groundwater Group (PGG) would be giving a presentation on the characterization study, covering how the model was built and how it will operate. He said that following the presentation, an executive session would be called so that he could share attorney-client privileged information related to litigation. Mark Utting began the PGG presentation by giving background information on the project, which was initially developed to support water rights applications by quantifying available groundwater and to calculate wellhead protection capture zones. The focus of the investigations changed to include effects on the White and Green River systems when the Department of Ecology (DOE) changed its water rights policy. This focus change was also driven by threatened and endangered species listings. Jim Mathieu, PGG staff member that developed the model, spoke about the team effort involved in its development, which required taking information collected by the City and PGG, and putting that information into a mathematical model that simulates hydrologic processes. He explained how the model was set up by defining the physical boundaries, 8 layers that represent hydrostratigraphic units, and a grid system of approximately 160,000 cells, and reviewed the types of data entered into the model, and data generated by the model. He discussed uses for the model, which include identifying river reaches that will be affected by pumping City wells; quantifying the amount of groundwater captured by wells that would otherwise flow to river reaches; identifying the well locations, pumping rates, and schedules that would minimize impacts to the Green and White River systems; and providing data that can be used to support permitting for additional water rights. Following the presentation, PGG staff answered questions from the Committee. At 3:55 p.m., an executive session was called to share attorney-client privileged information related to this ESA risk management product developed in anticipation of litigation. The meeting resumed at 4:15 p.m. B. SIX-YEAR TRANSPORTATION IMPROVEMENT PROGRAM For the purpose of these minutes, this item was discussion after Consent Item A. Public Works Director Engler informed the Committee that the City has been asked by the Transportation Improvement Board (TIB), a state funding agency who has funds involved in both 3rd Street SW and South 277th Street, to consider giving up the lead agency status for the South 277th Street project. TIB has asked permission from the City to set up a meeting with King County and the City of Kent to discuss this issue. TIB indicated that they would be receptive to the City coming back to them for additional funds for 3rd Street SW, if the City gave up lead agency status and dedicated their tentative commitment of $2 million for South 277th, to both projects in the amount of $1 million each. Implications to the City were discussed. Following discussion, it was the consensus of the Committee to have TIB set up PUBLIC WORKS COMMITTEE MINUTES Page 6 of 7 JULY 24, 2000 a meeting between the City of Auburn, King County, and City of Kent to discuss transfer of lead agency to the County or City of Kent. Transportation Planner Joe Welsh distributed a revised copy of the TIP, which was updated in anticipation of Committee support of the staff recommendation for 3rd Street SW. It did not reflect the cost of the pylons, which was added back in to the project by the Committee, and assumes a City investment of slightly over $1 million. In addition, the revised TIP reflected an assumption of $1 million in City funds for South 277th Street with the project being assumed by another lead agency. The Committee stated they were in agreement with the TIP as presented. C. CHAPTER 10, WATER COMPREHENSIVE PLAN For the purpose of these minutes, this item was discussed after Information/Discussion Item A. Lara McKinnon, Roth Hill, reviewed Chapter 10 of the 2000 Comprehensive Water Plan, entitled "Recommended Improvements." She stated that the draft being reviewed is a working document, with additional analysis still to be completed, and discussed the analysis and development of the capital improvement program. She then reviewed each service area and their recommended improvements, and explained differences between the 1995 and 2000 Plans. The Committee expressed difficulty in identifying developer-funded projects, and asked if those projects that are known absolutely to be City projects could be asterisked for identification purposes. McKinnon offered to distributed Appendix C to the Committee ahead of other materials. The appendix is a complete listing of projects that indicates those that are developer driven. System-wide improvements were reviewed, and the Committee discussed the overall and annual budget for the capital improvements. In response to a question from Chair Wagner, Finance Director Supler stated that it appears the rates set last year will be sufficient for the next three years. In addition, the City has applied for a second Public Works Trust Fund loan to help finance costs of the Corrosion Control Facility. There may be a need to issue $8 million in bonds, and the City will be working with the consultant to work on a position and come back with a recommendation. The timeline for the Comprehensive Plan was reviewed, and it was stated that Chapter 11 will include information on bonding. Supler commented that while it is recognized that the financing side is important, staff wants to make sure the timing of the capital projects is agreeable to the Committee prior to working on financing issues. It was noted that the years 2001 forward have been escalated using a CPI factor by the financial consultant to estimate future dollars in those years. The Committee was asked to give their comments on Chapter 10 by July 31, and were reminded that they will have an opportunity to make additional comments when they review the Plan in its entirety. D. UPDATE ON MARKET PLACE ACCESS For the purpose of these minutes, this item was discussed following the Issue Agenda. PUBLIC WORKS COMMITTEE MINUTES Page 7 of 7 JULY 24, 2OOO City Engineer Dowdy reported that the consultant has submitted a final design of the 15th Street corridor, and he distributed copies of the concept design to the Committee. The City plans to send a letter and map of the proposed channelization plan to affected property owners, soliciting their feedback, and has told the developer that the City will approve the design depending on what type of feedback is received. There was a severe sight distance problem across the Taco Bell property; however, that issue has been resolved through an agreement between the owner of the Taco Bell property and the developer, allowing the developer to re-landscape the area to provide proper sight distance. This commitment is bonded by the Market Place developer with the goal of a permanent revised landscape by occupancy. E. CAPITAL PROJECT STATUS REPORT Chair Wagner commented that the Lakeland water line project along East Valley Highway does not show up on the status report. Staff responded that the project has not yet been initiated within the Public Works Department pending mid-year budget adjustment approval. It was noted that work on the Kersey Way project started today, and that there would likely be some one-way traffic this week. V. ADJOURNMENT There being no further business to come before the Public Works Committee, the meeting was adjourned at 6:20 p.m. PM/bd REF. 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