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HomeMy WebLinkAbout02-12-2001CITY OF AUBURN PUBLIC WORKS COMMITTEE MINUTES FEBRUARY 12, 2001 I. CALL TO ORDER The meeting was called to order at 4:33 p.m. Those in attendance were Mayor Booth, Committee Chairman Rich Wagner, Council/Committee member Pete Lewis, and Council/Committee member Sue Singer. Staff in attendance were Public Works Director Christine Engler, Finance Director Diane Supler, City Engineer Dennis Dowdy, Assistant City Engineer Dennis Selle, Water Utility Engineer Tim Osborne, Sewer Utility Engineer Jeff Roscoe, Project Engineer Peter Gates, Project Engineer Ingrid Gaub, Project Engineer Scott Nutter, Project Engineer Evelyn Choe, Contract Engineer Don Wright, Water Quality Programs Coordinator Chris Thorn, Public Works Secretary Lorna Dahlke, and Administrative Services Supervisor Pam Miller. Guests in attendance were Tom Mortimer, Water Rights Attorney; Jim Mathieu, Pacific Groundwater Group; Larry Bradbury, Water District No. 111; Donald T. Perry, John C. Bowman, Bert Ross, Lakehaven Utility District; Michael Krautkramer, Robinson & Noble, Inc. II. CONSENT A. STREET IMPROVEMENT DELAY AGREEMENT WITH HUMPHREY INDUSTRIES, LTD, FOR A PORTION OF CLAY STREET NW For the purpose of these minutes, this item was discussed after Information/Discussion Item A. Humphrey Industries, Ltd., has made a Facility Extension Agreement (FAC00-0020) and a building permit application (BLD00-0111 and -0112) on property abutting a substandard street (Clay Street NW). They have made a formal request to the Public Works Committee of the Auburn City Council for a deferral of the required street improvements. The Public Works Committee has the authority to grant a deferral of the required street improvements if the construction of the improvements is determined to be economically or physically unfeasible at this time. There is no existing storm drainage outfall available within Clay Street NW for connection to the proposed Clay Street development, street improvement, and associated storm drainage system. A previous street delay was granted for the same reason at 16 Clay Street NW to Clay Street Associates. There was no discussion. It was moved by Lewis, seconded by Singer, that the Committee approve the Street Improvement Delay Agreement with Humphrey Industries. Motion carried. B. PERMISSION TO AWARD SMALL WORKS CONTRACT 01-02, PROJECT NO. PR 601, ALGONA WATER INTERTIE, TO GLACIER CONSTRUCTION ON THEIR LOW BID OF $72,870.60 The project provides for construction of piping and meters for a water supply intertie between the City of Auburn and the City of Atgona. It consists of the supply and construction of two below-grade metering vaults, including meters, strainers, remote-read registers, and all associated piping and appurtenances. Construction will start in March PUBLIC WORKS COMMITTEE MINUTES FEBRUARY 12, 2001 Page 2 of 8 2001. A budget adjustment of $85,300 from the 430 Water Fund will be required to fund the project. Chair Wagner raised a question about the costs of the project. It was explained that when the interlocal agreement with the City of Algona was executed, the costs were estimated to be $40,000. Considerable time and consultant fees were spent researching the feasibility of developing a standard vault configuration that would work for all installations. When the standard vault configuration was bid in 1999, it was too expensive to build. All bids were rejected and the project scope was reduced. The project total is now estimated at $150,000, and much of that is due to funds spent in previous years researching the standardized vault feasibility. Questions were raised about how much of the cost would be shared by AIgona. Director Engler stated that staff would like to meet with Algona to discuss the project schedule, cost, and cost sharing. It was the consensus of the Committee that Algona should not be expected to share in the costs for researching the feasibility of standardized vaults. Director Engler stated that she will bring the cost sharing issue back to the Committee once staff has met with Algona. It was moved by Lewis, seconded by Singer, that the Committee recommend Council grant permission to award Contract 01-02 to Glacier Construction, and staff report to the Committee on the financing issue at a future meeting. Motion carried. C. CHANGE ORDER # 1 TO CONTRACT 00-01 WITH KING CONSTRUCTION FOR PROJECT NO. C9048, YEAR 2000 SANITARY SEWER REPLACEMENT PROGRAM Change Order #1 in the amount of $66,125.93 is for the emergency replacement of a water main on 'N' Street SE between East Main & 2nd Street SE, and repair of a sanitary sewer main on 'N' Street SE just south of East Main Street. The purpose of assigning the replacement and repairs to this contract was to expedite the emergency work. There was no discussion. It was moved by Lewis, seconded by Singer, that the Committee recommend Council approve Change Order #1 to Contract 00-01. Motion carried. D. CHANGE ORDERS #2, #3, AND #-4 TO CONTRACT 00-10 WITH C.A. GOODMAN CONSTRUCTION CO., INC., FOR PROJECT NO. PR 633, 'A' STREET SW IMPROVEMENTS This project improves 'A' Street SW from Main Street to 3~d Street SW to a minor arterial standard in accordance with the Downtown Plan and to meet the needs of the Commuter Rail Station Facility and the 3'd Street SW Grade Separation Project. The project includes the reconstruction of the roadway to a three-lane facility with an adequate pavement section for bus traffic, wide sidewalks (except in front of the Sound Transit Station, Sound Transit will construct these sidewalks), 24" storm conveyance (Central Storm Improvements, Phase 1D), replacement and upsizing of a 4" waterline, replacement of broken sanitary sewer piping from West Main south to the alleyway, and undergrounding the PSE overhead power facilities. Construction is anticipated to be complete by February 28, 2001. Change Order #2 in the amount of $4,852.25 is for the purpose of upsizing an 8" water line to a 12" waterline at the request and expense of the Regional Transit Authority. This upsizing is one piece required for the City to abandon the 12" waterline within the vacated PUBLIC WORKS COMMITTEE MINUTES FEBRUARY 12, 2001 Page 3 of 8 portion of 'B' Street SW. Abandoning this waterline will allow the City to release the utility easement reserved on the vacated portion of 'B' Street SW, which is desired by the Regional Transit Authority. Change Order #3 in the amount of $4,342.62 is for the purpose of stubbing a new 8" water line to the vacant lot at the corner of 'A' Street SW and Main Street at the property owner's request and expense. This will allow redevelopment of the site without additional work within the newly constructed readway. Change Order #4 in the amount of $14,644.53 is comprised of many issues. Issues include operation under traffic from Metro, unknown conflicts, repairs and revisions for storm drainage, additional site restoration costs due to storm drainage issues, traffic signal and illumination modifications, additional adjustment of utilities due to revised street grades. A budget adjustment is required to move funds not spent in 2000 into the 2001 budget in the 102 fund in the amount of $110,000.00. A budget adjustment is required in the 430 fund of $9,194.87 for the purpose of completing the work to be done at the expense of others. These 430 funds will then be reimbursed to the City. Project Engineer Gaub clarified the required budget adjustments for the Committee. It was moved by Singer, seconded by Lewis, that the Committee recommend Council approve Change Orders #2, #3, and #4 to Contract 00-10. Motion carried. E, FINAL PAY ESTIMATE #8 TO CONTRACT 99-04 WITH GARY MERLINO CONSTRUCTION, AND ACCEPT CONSTRUCTION OF PROJECT NOS. C8010, 98/99 SANITARY SEWER REPLACEMENT PROGRAM, C9045, ST. MATTHEWS WATER IMPROVEMENT PROJECT, AND C9023, INDUSTRIAL BOLT WATER IMPROVEMENTS The 98/99 Sanitary Sewer Replacement Program, at various locations within the City, was completed for $258,888 less than the project budget, however a budget adjustment of $161,489.10 is required in 2001 to fund the project. The 1999 water conveyance improvements were at two locations. There was $100,000 budgeted in 1999 within the Developer Participation Improvement Projects budget for the St. Matthews water line extension. This was a developer improvement project with the City participating at 80% and St. Matthews participating at 20% of the cost. There was $100,000 budgeted in 1999 within the Developer Participation Expansion Projects budget for the Industrial Bolt water line extension. This was a developer participation extension with the City paying 100% of this portion of the required facilities. There was no discussion. It was moved by Lewis, seconded by Singer, that the Committee recommend Council approve Final Pay Estimate #8 to Contract 99-04 and accept construction of Project Nos. C8010, C9045, and C9023. Motion carried. F. FINAL PAY ESTIMATE #2 TO CONTRACT 00-14 WITH SIGNAL ELECTRIC, AND ACCEPT CONSTRUCTION OF PROJECT NO. C0013, CITYWIDE TRAFFIC SIGNAL IMPROVEMENTS This projecrs major items of work included a traffic signal service foundation, service cabinet and replacement of the traffic signal controller cabinet and equipment at Auburn Avenue and PUBLIC WORKS COMMITTEE MINUTES FEBRUARY 12, 2001 Page 4 of 8 4th Street NE and replacing interconnect cable on Auburn Way South between 12th Street SE and 'M' Street SE. A project budget contingency of $20,000 remains in the 102 fund. There was no discussion. It was moved by Lewis, seconded by Singer, that the Committee recommend Council approve Final Pay Estimate #2 to Contract 00-14, and accept construction of Project No. C0013. Motion carried. III. ISSUES a. RESOLUTION NO. 3321, INTERLOCAL AGREEMENT WITH SOOS CREEK ESTABLISHING SANITARY SEWER SERVICE BOUNDARIES Resolution No. 3321 authorizes the execution of an interlocal agreement establishing sanitary sewer service boundaries between the Soos Creek Water and Sewer District and the City of Auburn. Sewer Utility Engineer Roscoe explained that the intent of the interlocal agreements with Kent and Soos Creek is to allow those jurisdictions to serve areas in Auburn's potential annexation area because they can serve them more efficiently than Auburn. Developers in those areas would be required to provide a potential annexation agreement requiring them to build street improvements to Auburn's standards. Roscoe stated that a similar agreement with Lakehaven Utility District is anticipated. In response to a question from Chair Wagner, Roscoe responded that Kent and Soos Creek would set the rates and bill the customers in the areas they are serving. Discussion was held on how to provide City staff with adequate information on utility service areas so that they are able to address citizens' requests for information regarding water and sewer service. It was moved by Lewis, seconded by Singer, that the Committee recommend Council adopt Resolution No. 3321. B. RESOLUTION NO. 3322, INTERLOCAL AGREEMENT WITH CITY OF KENT ESTABLISHING SANITARY SEWER SERVICE BOUNDARIES Resolution No. 3322 authorizes the execution of an intedocal agreement establishing sanitary sewer service boundaries, between the City of Kent and the City of Auburn. Discussion on this issue occurred simultaneously with Issue Item A. It was moved by Lewis, seconded by Singer, that the Committee recommend Council adopt Resolution No. 3322. Motion carried. C. RESOLUTION NO. 3323, INTERGOVERNMENTAL COOPERATION AGREEMENT WITH PUBLIC HEALTH SEATTLE AND KING COUNTY Resolution No. 3323 authorizes the execution of an intergovernmental cooperation agreement between the City of Auburn and Public Health Seattle and King County, to allow soil sampling on City property for arsenic and lead. City Engineer Dowdy commented that the Public Health agency had reservations about having to pay the City's required PUBLIC WORKS COMMITTEE MINUTES FEBRUARY 12, 2001 Page 5 of 8 excavation permit fee, and were informed that they could express their concerns at the City Council meeting. It was moved by Lewis, seconded by Singer, that the Committee recommend Council adopt Resolution No. 3323. Motion carried. D. ORDINANCE NO. 5514, INTERLOCAL AGREEMENT WITH CITY OF KENT RELATED TO SOUTH 277TM STREET PROJECT Ordinance No. 5514 authorizes the Mayor and City Clerk to execute an interlocal agreement pertaining to City of Auburn Project No. PR 562, S 277th Street Reconstruction - Phase 1. In a strategy to secure full funding for the South 277th Street Reconstruction Project, last fall Auburn and Kent tentatively agreed that if Auburn completed design and property acquisition, that Kent would manage the construction of the project. The project is now fully funded and the proposed interlocal would now formalize this arrangement. Auburn currently has secured all funding necessary for the project with the exception of a $1.9 million grant that was awarded to Kent. In addition to the project management of the 277th project, Kent is proposing to enter into an agreement with King County (Metro) which would allow Kent to perform construction management for King County's proposed new 54-inch cross-valley sewer line that runs within and adjacent to the 277th Street project. The plan would then be to have Kent manage both the street and sewer project as one construction contract, and advertise for construction bids at or around March 7, 2001. City Engineer Selle distributed a copy of the latest draft agreement, showing Kent's proposed changes. He confirmed that it was slightly different from the last version that had been distributed to the Committee. The Committee reviewed the revised draft agreement and discussed a number of issues concerning the project budget and contingency, change orders, negotiations with PSE for undergrounding of power, and language pertaining to indemnification. The Committee requested that the language pertaining to indemnification be reviewed by the Washington Cities Insurance Authority and asked that language be included to limit the project costs to keep them within Auburn's budget. It was moved by Lewis, seconded by Singer, that Ordinance No. 5514 be forwarded to Council, subject to changes including indemnification and financial impact and limitations to stay within Auburn's budget. Motion carried. IV. INFORMATION OR DISCUSSION A. PRESENTATION ON LAKEHAVEN'S OASIS PROJECT For the purpose of these minutes, this item was discussed prior to the Consent Agenda. Director Engler introduced the Mayor and Committee to the representatives from the Lakehaven Utility District (LUD) and their consultant. It was also noted that Water Rights Attorney Tom Mortimer and Jim Mathieu from Pacific Groundwater Group were in attendance. PUBLIC WORKS COMMITTEE MINUTES FEBRUARY 12, 2001 Page 6 of 8 John Bowman, LUD's Development Engineering Supervisor, introduced Michael Krautkramer, Robinson & Noble, Inc., who began the presentation with a detailed description of LUD's three aquifers. When it was discovered in the late 1980's that their Mirror Lake aquifer is an isolated system that is not supported by natural recharge, the LUD began exploring the possibility of aquifer storage and recovery (ASR). Test wells have shown that the aquifer is capable of storing an estimated 30,000 acre feet of water. This storage would allow water to be injected into the aquifer dudng winter and spring months when water levels are high, and drawn down in the summer months. John Bowman discussed the assumptions upon which the OASIS (Optimizing Aquifer Storage for Increased Supply) feasibility study was based, and reviewed the conclusions of the study. He stated that it would take approximately 45 million gallons of recharge over a 7-month period to fill 29,000 acre feet of storage, which could produce an average of 62 million gallons per day (mgd) during five months of summer. Peak flow with treatment is estimated to be 78mgd from 27 wells pumping at a rate of 2,000 gallons per minute (gpm). A regional ASR would require regional transmission facilities and, depending on the type of pre- and post-treatment facilities constructed, it is estimated such a system could cost from $54 million to $113 million. The system would be built in three phases. Bowman reviewed existing transmission facilities, including Tacoma's Pipeline 5, along with existing and possible transmission lines and connections. He reported on the current status of the OASIS project, stating that the LUD has applied for a reservoir permit, and reviewed recent and potential legislation and Department of Ecology rules. Water Rights Attorney Tom Mortimer commented that the OASIS project is a long-term regional water supply project and that it is to LUD's benefit to establish possible partners to help move the project forward. He explained a possible scenario where Auburn would inject water into the OASIS project during winter months, which could be used by the LUD, and during summer months, Auburn could withdraw water from the system. Contract Engineer Don Wright stated that Auburn's Water Comprehensive Plan includes two connections to Pipeline 5, which could be used to move water from Auburn's system to the OASIS project. Director Engler stated that in a recent meeting with the Department of Ecology (DOE), City staff felt some pressure from them to wrap up the process started many years ago to support additional water dghts. As discussed in previous meetings, two options are to seek seasonal rights by working with either Puget Sound Energy or the LUD. In response to a question from Chair Wagner on what it will take to move the City's water rights application forward, Director Engler asked for direction to pursue a scope of services that staff could implement for this coming year. Modeling by PGG and research by an environmental scientist are needed, with a focus on seasonal winter withdrawals. Chair Wagner asked if the Engineering Division is still short a project manager to oversee the project, to which Engler responded yes. In response to a question from Council/Committee member Lewis, Engler stated that the DOE is interested in how the City plans to complete the support work necessary for the water rights application, what the City's approach will be, and how long it will be before they see the next work product. Mortimer commented that while the original application was for an annual withdrawal, the City still has an opportunity to re-scope the final application for seasonal rights. Council/Committee member Singer asked if the City has received input from Water District No. 111, Covington Water District, and the Muckleshoot Indian Tribe. Engler responded that input has been received from Water District No. 111. Discussion was held on whether or not costs for pursuing the water rights application can be capitalized. Finance Director Supler said that it depends on whether or PUBLIC WORKS COMMITTEE MINUTES FEBRUARY 12, 2001 Page 7 of 8 not it leads to water rights, and that she would research the issue. It was the consensus of the Committee to move forward with the work to support seasonal water rights to be managed in a scenario compatible with the Oasis project, that staff look into the possibility of hiring a project manager for the project, and that input be solicited from the Muckleshoot Indian Tribe during the process. B. PURCHASING POLICY- APPLICATION TO CONSTRUCTION CONTRACT CONTINGENCY MANAGEMENT Due to time constraints, this item was not discussed. C. 3RD STREET SW DISPUTE RESOLUTION BOARD For the purpose of these minutes, this item was discussed after Information/Discussion Item G. Project Engineer Gaub stated that RCI, the contractor for the 3rd Street SW project, has requested that a dispute resolution board be formed for the project. She explained that such a board consists of an expert in construction selected by RCI, an expert selected by the City, and a third expert that would be selected by the first two experts. As disputes arise, the board can review them and provide a non-binding decision or opinion. She explained that it is a common practice for the Washington State Department of Transportation and other agencies to use dispute resolution boards for projects of this size. Gaub proposes the ' City enter into a contract with an expert on an hourly rate basis, not to exceed a total of $25,000. The contractor, RCI, would pay 100% of the costs for their expert, and 50% of the cost of the third expert, with the City paying the other 50%. She stated that the Board implements a mediation process, and that issues reviewed by the board typically do not go to litigation. Following discussion, it was the consensus of the Committee that staff should pursue formation of a dispute resolution board for the 3rd Street SW project. Gaub also gave an update on the status of the BNSF signal shack, which needs to be relocated as it is located in the middle of a bridge footing location for the 3rd Street SW project. She stated that BNSF is willing to relocate the structure by the end of this month or first part of March, which will meet the contractor's schedule for pile driving for the pier. There are two possible funding options for the relocation. It is possible that the cost could be split 50/50 with BNSF, with the City's share estimated to be $175,000. The other option would be to pursue $1 million of Union Pacific's share of FAST funding, which may cover all of the relocation costs. BNSF is also revising their estimate. Staff will keep the Committee apprised of the issue. D. WATER SUPPLY CRITERION Due to time constraints, this item was not discussed. E. STATE WETLAND BANKING PROGRAM Due to time constraints, this item was not discussed. PUBLIC WORKS COMMITTEE MINUTES FEBRUARY 12, 2001 Page 8 of 8 F. CAPITAL PROJECT STATUS REPORT Due to time constraints, this item was not discussed. G. OTHER DISCUSSION For the purpose of these minutes, this discussion took place after Information/Discussion Item A. Mayor Booth brought a situation to the attention of the Committee in which the City had entered into a verbal agreement with the Auburn School District, in 1997, for the district to construct a sewer line, on the City's behalf, along 15th Street SW in front of the districrs bus maintenance area. The City recently received a letter from the district, stating they were ready to sign a participation agreement, and asking to be reimbursed for the project cost of $24,000. A participation agreement is usually signed prior to the project commencing, and the Mayor did not want to sign anything without bringing the matter to the Committee first. Director Engler recommended it be treated as a sole source procuremerit, and that the Mayor sign the agreement and the City pay the bill. The Committee concurred. Mayor Booth stated that Director Engler will be giving, to Committee members, copies of her response to a letter from Councilmember Poe regarding cross connection notifications. Engler stated that staff performed an audit of cross connection records, and discovered serious discrepancies with regard to record keeping. The Department of Health (DOH) was notified, and DOH told staff that the issue was not viewed as serious because the regulations regarding requirements for cross connection systems are new. Nonetheless, the City has asked DOH for assistance with regard to conducting a program audit. The Public Works Department also plans to hire someone from the City's clerical pool to go through every file and compare them to the new computer system to ensure a 1-to-1 record. Appreciation for Councilmember Poe bringing the situation to staffs attention was expressed. 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 FiFe: 17 (17.2) REF. H:\ENGINEER\E01\E01-223 (E:\MINUTES\01PW2-2)