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HomeMy WebLinkAbout03-12-2001CItY Of AUBURN PUBLIC WORKS COMMITTEE MINUTES ..~ ~ - I~ARCH 12, 2001 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 Pete Lewis, and Council/Committee member Sue Singer. Staff in attendance were Public Works 'Director Christine Engler, City Engineer Dennis Dowdy, Assistant City Engineer Dennis Selle, Transportation Planner Joe Welsh, Project Engineer Ingrid Gaub, Project Engineer Evelyn Choe, Project Engineer Peter Gates, Project Engineer Scott Nutter, Construction Manager Larry Dahl, Principal Planner David Osaki, Associate Planner B. Sanders, Finance Director Diane Supler, Public Works Secretary Lorna Dahlke, Guests in attendance were Raul Ramos and Les Hoffer, Muckleshoot Indian Tribe. II. CONSENT A. APPROVAL OF MINUTES It was moved by Lewis, seconded by Singer, that the Committee approve the Public Works Committee minutes for February 26, 2001, as submitted. Motion carried. B. SURPLUS OFFICE FURNITURE An agenda bill recommending surplus of two locking file cabinets was reviewed by the Committee. The cabinets were broken into during a burglary at the Maintenance and Operations facility on February 12, 2001. The cabinets cannot be used any longer because the drawers and locking mechanisms were damaged. It was moved by Lewis, seconded by Singer, that the Committee recommend Council approve surplus of the file cabinets. Motion carried. C. RIGHT-OF-WAY USE PERMITS 3-01 AND 4-01, AUBURN SCHOOL DISTRICT, USE OF 4TM STREET NE FOR GRADUATION CEREMONIES Right-of-Way Use Permits 3-01 and 4-01 would grant use of the right-of-way to Auburn School District to use 4th Street NE, between H Street NE and E Street NE, on Saturday, June 16, 2001 and on Sunday, June 17, 2001 from 2 PM to 6 PM for the Auburn Riverside Senior High School and the Auburn Senior High School graduation ceremonies. There was no discussion. It was moved by Lewis, seconded by Singer, that the Committee approve Right-of-Way Use Permits 3-01 and 4-01. Motion carried. PUBLIC WORKS COMMI'I'rEE MINUTES MARCH 12, 2001 Page 2 of 6 D. AWARD CONTRACT NO. 01-04, PROJECT NUMBER PR 629, CORROSION CONTROL TREATMENT FACILITIES, TO IMCO GENERAL CONSTRUCTION ON THEIR LOW BID OF $5,450,702.59 This project includes the construction of two corrosion control treatment facilities, one at the existing Coal Creek Springs Pump Station and the other adjacent to Fulmer Field Park. The facilities are designed to reduce the corrosiveness of Auburn's water, which will prevent the leaching of copper from customer's piping and fixtures. The work involves the installation of new and modified water piping; the construction of the treatment buildings and clearwells; installation of air stripping towers, pumps, standby generators, and hypo-chlorite generation (only at the Fulmer Field site); site grading, gravel surfacing, paving and landscaping. This project also includes pipeline work for C0018, 8th NE 14-inch Pipeline Connection Improvement, which involves replacing approximately 35 LF of the existing 14-inch pipeline with a 20-inch pipeline to conform to the standards in the City's 2000 Water Comprehensive Plan. The pre-quali~ed bidders were selected on January 26, 2001, and the bid opening was on March 2, 2001. The construction of the project is estimated to take 14 months. Per the Bilateral Compliance Agreement with the Department of Health, the project is required to be constructed by July 2002. The project is being funded entirely by the City of Auburn Water Utility. The budget information shown is for both PR629 and C0018. The PR629 fund is for both the Corrosion Control Treatment Facilities as well as improvements made to Well 2 of the recently completed C9009, Well 2 and Well 6 Project. The C0018 fund is for the 8th NE 14-inch Pipeline Connection Improvement only. Total project costs for PR629 are anticipated to remain well within the estimated 2001 - 2002 budget. A mid-year budget adjustment will be required to revise the 2001 budget downward to match current estimates. A 2001 budget adjustment of $15,600 from the Water Utility fund will be required to fund the C0018 project. The Committee raised several questions in regard to IMCO's performance, complaints filed with Washington State Department of Labor and Industries (L&I), and any liability from the Olympic Pipeline accident. Project Engineer Choe stated the L & I complaint was in regard to IMCO having paid pipe layer wages rather than pipe fitter wages on a contract. She stated L&I Department of Risk Management rates IMCO at .55, which is considered a very good rating. Choe researched IMCO's performance with the City of Everett and the City of Grandview, which awarded a contract to IMCO last year. The City of Grandview found minor infractions with IMCO's performance with the Office of Safety and Health Administration (OSHA). The Committee discussed the possibility of getting advice from the Washington Cities Insurance Authority (WCIA) and (OSHA). It was moved by Singer, seconded by Lewis, that the Committee recommend Council award Contract No. 01-04 to IMCO General Construction contingent on advice received from WCIA and OSHA. Motion carried. PUBLIC WORKS COMMITTEE MINUTES MARCH 12, 2001 Page 3 of 6 E. CHANGE ORDERS #9, #10, AND #14 TO CONTRACT #99-01 WITH ROBISON CONSTRUCTION FOR WORK RELATED TO PR 529, 3RD STREET SW The purpose of this project is to realign the westbound ramps from SR 18 to intersect with the existing 3rd Street/'C' Street SW intersection and grade separate 3rd Street SW from the Burlington Northern Santa Fe Railway line. Change Order #9, in the amount of $38,000, is for the purpose of completing the relocation of AT&T Broadband's facilities past the Auburn Lawn and Garden site prior to the City's possession of the property. This is solely a cost to AT&T and the City will be reimbursed by them. Change Order #10, in the amount of $18,000, is for work done to fix problems with the storm drainage system on 'C' Street SW due to errors made by the Construction Manager's survey crew. These costs will be reimbursed by the City's Construction Management consultant. Change Order #14 in the amount of $86,459 - The original quantity for signage did not include the signs used for the detour routes. This was known just prior to the bid opening, however, the decision was made to not make the change prior to bid but to do it afterward as a change order as it would have required an additional delay to the bid opening and award of the contract. The above-stated amounts do not include sales tax. There was discussion regarding the total amount for Change Order #14 for signage. Project Engineer Gaub informed the Committee in regard to the number of signs and locations. City Engineer Dowdy stated that the City would have approval of the signage. It was moved by Lewis, seconded by Singer, that the Committee recommend Council approve Change Orders #9, #10, and #14 to Contract #99-01 with Robison Construction. Motion carried. III. ISSUES A. RESOLUTION NO. 3333 AUTHORIZING A COMMUTE TRIP REDUCTION ACT IMPLEMENTATION AGREEMENT WITH KING COUNTY Resolution No. 3333 authorizes an Implementation Agreement with King County, through its Department of Transportation, to perform work relating to the Commute Trip Reduction Act (CTR). The estimated cost for two quarters January 2001 through June 2001, is $10,682. The contract is expected to be renegotiated after funding for CTR is revised by the State Legislature. This is a continuing program that began the last quarter of 1992. Resolution No. 3148, adopted by Council on January 3, 2000, authorized an Interlocal Agreement with King County for the period July 1, 1999 through June 30, 2001 to continue acceptance of the City's biennial State CTR allocation of $35,434. Of that allocation, there is $4,429.25 remaining, so this contract will require a budget adjustment of $6,252.75 in 2001. PUBLIC WORKS COMMITTEE MINUTES MARCH 12, 2001 Page 4 of 6 Commute Trip Reduction is mandatory and is accomplished either in house or through a contract. The City has chosen to contract with King County for economies of scale purposes. It was moved by Singer, seconded by Lewis, that the Committee recommend Council adopt Resolution No. 3333. Motion carried. B. ORDINANCE NO. 5506, CREATING AUBURN CITY CODE CHAPTER 19.04, WHICH ESTABLISHES TRANSPORTATION IMPACT FEES The impact fee system is a result of a year-long Transportation Impact Fee Rate Study and it attempts to capture the cost of providing new capacity on the roadway system to accommodate new local development. It is estimated that $8.5 million of the costs of projects included in the City's Transportation Improvement Program (TIP) are associated with the impacts of local growth and are not funded through grants or other sources. The fees are based on the number of new PM peak trips generated by specific types of land use and the Code includes a provision for developers to have the option to perform a traffic impact study to potentially show that fewer trips would be generated than indicated by the fee schedule. Transportation Planner Joe Welsh distributed handout materials regarding the proposed Transportation Impact Fee System, which was continued from the Committee meeting held January 22, 2001. Transportation Planner Welsh presented the fee collection options, which include the pro rata share of project costs, the per trip fee by project/corridor, and the unit of development fee by one zone or multiple zones. He also presented survey results of the fee schedules in use in other cities in the immediate geographical area. Welsh stated the proposal to charge a fee based on unit of development fee can be calculated at the counter, negating the need for the developer to pay for a traffic study, which would cost approximately $4,000. The Committee raised several questions in regard to the methodology of determining the fees in the fee schedule, the establishment of zones, traffic impact of large developments such as Market Place near 15th Street NE, determining the number of trips and which roads will be impacted, and comparisons to other cities were discussed at length. Council/Committee member Lewis noted that similar cities are using the per trip method of charging impact fees and that the rates were lower. Lewis stated that if Auburn charges higher fees, developers would move to neighboring cities charging lower fees. Chair Wagner stated that Auburn's fees would be competitive with similar neighbors if 50% of the fees listed is adopted. The Committee requested proposed Ordinance No. 5506 show the fee schedule at 50% of fees as listed and be presented at the next Committee meeting for review. Further discussion centered on the charge of an Administrative Fee up to $500. It was the consensus of the Committee that the proposed cap of $500 be removed and replaced by an hourly charge with a $100 minimum. PUBLIC WORKS COMMITTEE MINUTES MARCH 12, 2001 Page 5 of 6 C. ORDINANCE NO. 5519 APPROVING FEDERAL TEA-21 FUNDS FOR IMPLEMENTING THE COMMUTE TRIP REDUCTION ORDINANCE Ordinance No. 5519 authorizes the Mayor and City Clerk to execute Local Agency Agreement GCA-2304 between the City and the Washington State Department of Transportation, and approves the expenditure and appropriation of Federal TEA-21 funds in the amount of $11,078.47, with local matching funds of $1,728.96 from the General Fund for implementation. This grant can be matched with State funds received for Commute Trip Reduction (CTR). Auburn is losing funding as a result of changes in how the State funds CTR. This Federal grant is designed to offset that loss until new permanent funding is established. The grant funding period is planned to cover from October 1, 2000 to September 30, 2002. It was moved by Singer, seconded by Lewis, that the Committee recommend Council adopt Ordinance No. 5519. Motion carried. D. ORDINANCE NO. 5522, CONDEMNATION OF PROPERTY RELATED TO PROJECT NO. C9008, 42ND STREET NW Ordinance No. 5522 authorizes the City Attorney to prepare a petition for condemnation for the King County Superior Court for the acquisition of the southernmost 30 feet of tax parcel number 936000-0092, addressed as 4230 'B' Street NW, for the completion of the street right-of- way for 42nd Street NW. The City has been negotiating to purchase the southernmost 30 feet of three properties adjacent to the north side of 42nd Street NW for 20 months. The City had commissioned an appraisal (recommended $0.34 per sq. ft.) of the properties, and one of the property owners commissioned an appraisal (recommended $3.52 per sq. ft.) of the properties. City of Auburn staff completed a report justifying the payment for the property at $3.52 per sq. ft. In November 2000, all three owners signed purchase agreements with the City. The City deposited the funds in escrow accounts on December 5, 2000. Pacific NW Title firm did not complete the closing documentation within the sales agreement time frame of 60 days. Two of the owners had no issue with the lapsed time and completed the sales. The third owner refuses to complete the sale and is demanding the originally agreed upon amount of $17,424, plus an additional $3,000 for his inconvenience. He also wants a letter from the City assuring him we will not damage any existing landscaping on his property. This property acquisition will help traffic flow in the future, especially with South 277th Street Reconstruction road closure. Therefore, staff is recommending Council grant the City Attorney the authority to prepare a petition for condemnation for the acquisition of the above portion of the parcel. It was moved by Singer, seconded by Lewis, that the Committee recommend Council adopt Ordinance No. 5522. Motion carried. PUBLIC WORKS COMMITTEE MINUTES MARCH 12, 2001 Page 6 of 6 IV. INFORMATION OR DISCUSSION A. PURCHASING POLICY- APPLICATION TO CONSTRUCTION CONTRACT CONTINGENCY MANAGEMENT Assistant City Engineer Selle stated Public Works staff requests the ability to move a project along and avoid unnecessary project delays. As it stands, the new Purchasing Policy could necessitate the contractor to stop work while the City negotiates the cost of an item, takes it to the Committee, and then to Council for approval. Staff would like the ability to manage some funds within the overall contingency fund built into the project budget, so that the project can be kept going. Assistant City Engineer Selle stated that the contingency fund for the 3rd Street Grade Separation Project No. PR529 has been reached. This will require that every change order for the project be taken to the Committee with the potential that the contractor will have to stop work on the project, which could cost $3,000 to $4,000 a day in delay claims. Discussion was held regarding a modification to the Purchasing Policy that would provide staff the ability to manage construction contracts and minimize project delays and delay claims and provide the Council with adequate oversight of the project. Committee Chair Wagner requested that a draft of the policy be brought before the Council at the next meeting. Council/Committee member Lewis requested the Committee review the draft prior to Council. B. DOWNTOWN PLAN Due to time constraints, this item was not discussed. C. CAPITAL PROJECT STATUS REPORT Due to time constraints, this item was not discussed. V. ADJOURNMENT There being no further business to come before the Public Works Committee, the meeting was adjourned at 6:30 p.m. Submitted by Lorna Dahlke, Public Works Secretary Approved by the Public Works Committee on ~/~(~.~L-, LD File: 17 (17.2) REF. H:\ENGINEER\E01\E01-384