HomeMy WebLinkAbout06-25-2001CITY OF AUBURN PUBLIC WORKS COMMITTEE MINUTES JUNE 25, 2001
I. CALL TO ORDER
The meeting was called to order at 4:00 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, Water Utility Engineer Tim Osborne, Storm Drainage
Engineer Tim Carlaw, Sanitary Sewer Engineer Jeff Roscoe, Project Engineer
Ingrid Gaub, Project Engineer Peter Gates, Project Engineer Scott Nutter;
Transportation Planner Joe Welsh, Traffic Engineer Michael Fuess, Personnel
Director Brenda Heineman; Acting Finance Director Shelley Coleman, and Public
Works Secretary Lorna Dahlke.
Guests in attendance were Rob Armstrong, Barghausen Engineers, Mark Cornett
Parametrix; Edward F. Davis, City of Pacific; David Halinen, P.E., J.D.; Dwight
Holobaugh, Consulting Engineer; Richard Busch, Miller Nash LLD; Lon Hurd, 3 H
Cable Consultants; Bill Peloza; John Walsh; Heidi Wood; Dave Ondik.
II. CONSENT
A. APPROVAL OF MINUTES
It was moved by Singer, seconded by Lewis, that the Committee approve the Public
Works Committee minutes for June 11,2001, as submitted. Motion carried.
B. AGREEMENT NO. AG-C-147 WITH BLACK & VEATCH CORPORATION
This agreement includes work related to the 2000 Water Comprehensive Plan to
accomplish water conservation audits for the top 10 water users, as part of the City's
water conservation goal of reducing the Auburn Water Service Area water demand
10% by 2005. The total contract amount is $30,000.00. The term of the agreement
will extend to December 31,2001.
Water Utility Engineer Tim Osborne distributed copies of the Benefit-Cost Analysis
with a table indicating a benefit to cost ratio of 1.2, noting that anything over a 1
being a benefit. With the implementation of the Water Conservation Plan, Osborne
stated there is a projected savings of 10% in water usage over the next 5 years.
Accomplishing the 10% goal would gain the City an additional 5 years before we
would require additional water rights.
It was moved by Lewis, seconded by Singer, that the Committee recommend
Council approve Agreement AG-C-147 with Black & Veatch Corporation.
Motion carried.
PUBLIC WORKS COMMITTEE MINUTES JUNE 25, 2001
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C. AMEND TASK ORDER NO. UFS-PR562-002, AGREEMENT NO. AG-C-001 WITH
UNIVERSAL FIELD SERVICES
This amended task order is for work related to complete the Right-of-way
acquisitions of the South 277th Street Reconstruction project, PR 562. The original
task order was approved last year, prior to the new purchasing policy. Amended
Task Order # UFS-PR562-002 is in the amount of $7,906.19 and brings the total
task order amount to $126,178.19. The term of the agreement is extended to
December 31, 2001.
It was moved by Singer, seconded by Lewis, that the Committee recommend
Council approve amended Task Order No. UFS-PR562-002 to AG-C-001 with
Universal Field Services. Motion carried.
D. AMEND TASK ORDER NO. UFS-PR562-003, AGREEMENT NO. AG-C-001 WITH
UNIVERSAL FIELD SERVICES
This amended task order is for work related to complete the Right-of-way
acquisitions of the South 277th Street Reconstruction project, PR 562. Amended
Task Order # UFS-PR562-003 is in the amount of $11,950.00 and brings the total
task order amount to $90,104.00. The term of the agreement is extended to
December 31, 2001.
It was moved by Lewis, seconded by Singer, that the Committee recommend
Council approve amended Task Order No. UFS-PR562-003 to AG-C-001 with
Universal Field Services. Motion carried.
E. PERMISSION TO ADVERTISE, C0019, SOUTH CENTRAL PHASE II- 21s'r AND F
ST SE STORM IMPROVEMENTS
The major items of work in Project C0019 are the installation of a 36-inch storm
trunk conveyance line in 21st Street SE from 'F' Street to 'K' Street SE. 21st Street
SE will have a complete asphalt overlay from 'F' Street SE to 'M' Street SE. A storm
conveyance line shall be installed along 'F' Street SE from the intersection at 21 st
Street SE to 26th Street SE. The size of the conveyance line shall vary from 30
inches to 12 inches in diameter. The purpose of the 21st Street SE Storm
Improvements Project is to implement several of the drainage system components
identified in the City's Comprehensive Drainage Plan Update. These improvements
will eliminate chronic flooding within this drainage basin and direct more storm water
into the new storm retention pond.
Storm Drainage Engineer Tim Carlaw distributed copies of the Capital Projects
Summary and mid-year budget adjustment. The proposed mid-year adjustment
includes this work. Revenues are predicted to be less than anticipated for 2001;
however some projects are proposed to be postponed.
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It was moved by Lewis, seconded by Singer, that the Committee recommend
Council grant permission to advertise C0019, South Central Phase 11 -21 st and 'F'
St. SE Storm Improvements. Motion carried.
F. AWARD CONTRACT NO. 01-15, C8049, NORTH CENTRAL BASIN - WATER
QUALITY PUMP (BRANNAN PARK PUMP STATION MODIFICATIONS) TO
LOWEST RESPONSIBLE BIDDER
The project provides for the installation of a stormwater connection between the
existing Brannan Park stormwater pump station and the existing sanitary sewer line
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within 30t St. NE. This connection will allow for the future rehabilitation of the
existing biofiltration swale under project C8049A.
Bid opening for this project is Wednesday, July 10, 2001. In order to meet the
construction schedule, and accommodate project C8049A during this construction
season, an agenda bill recommending award to the lowest bidder will be presented
to the Council at their July 16, 2001 meeting.
Storm Drainage Engineer Tim Carlaw distributed copies of a letter to Riverpark
Estates Homeowners Association outlining the projects for the Pump Station
modifications and Brannan Park Bioswale. City Engineer Dennis Dowdy stated he
met with the Association last week and the City has a good understanding of the
Homeowners Association Board's concerns. These projects will be presented for
Council approval at the July 16th meeting so that construction can be completed
while the weather is dry.
It was moved by Singer, seconded by Lewis, that the Committee recommends
Council award Contract No. 01-15, C8049, North Central Basin- Water Qaulity
Pump (Brannan Park Pump Station Modifications) to the lowest responsible bidder
pending a successful bid opening. Motion carried.
G. AUTHORIZE PAYMENT OF CHARGES INCURRED FOR EMERGENCY WORK
PERFORMED ON 37TM STREET NE
On Saturday, March 31,2001, Maintenance and Operations staff responded to a
water main break on 37th Street NE, west of Auburn Way North. Upon investigation,
it was determined that an underlying, adjacent sewer line was leaking and causing
settlement of the area. This caused the water main to settle and, thus, the water
main to fracture. Upon assessment of the damage and required repairs, the Public
Works Director determined that the situation demanded an immediate response and
that the required work was outside the scope and capabilities of in-house forces.
Upon notification of the Mayor, an emergency condition was stated to exist and
Robison Construction, Inc., was called out to make repairs. Following the utility
repairs, King Construction and Signal Electric were called out for restoration work.
The three contractors were called upon to perform the work in accordance with RCW
PUBLIC WORKS COMMITTEE MINUTES JUNE 25, 2001
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39.04.280(1 )(C), which allows for waiver of competitive bidding requirements in
emergency situations, and Auburn City Code 13.10.050, which authorizes the Mayor
to enter into emergency contracts.
The Committee reviewed a summary of work performed and amounts due each
contractor.
It was moved by Lewis, seconded by Singer, that the Committee recommend
Council authorize payment of charges incurred for emergency work performed on
37th Street NE. Motion carried.
H. CHANGE ORDER #28 TO CONTRACT 99-01, PROJECT NO. PR529, 3RD STREET
SW, AND CONTRACT CONTINGENCY AUTHORIZATION REQUEST
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 #28 is additional cost for stabilization of the subgrade for the Wall #1
footing located on the north side of the proposed on-ramp from 'C' Street SW to
westbound SR 18. This work, including the placement of geosynthetic fabric and
quarry spalls, has been completed by the contractor.
Per the current policies on staff authority for construction contract contingency, this
project had a $200,000 authorization for change orders. Change Order #28 exceeds
this $200,000 authority by $2,405.66. Therefore, staff requests that an additional
$200,000 construction contract contingency be authorized for this project out of the
remaining project contingency funds of $845,936.
This-project is funded through multiple sources as shown on the Budget Status
Sheet. For 2001, a project contingency of $234,679 remains in the 102 Arterial
Street Fund, $1,800 remains in the 430 Water Fund and $2,000 remains in the 431
Sewer Fund.
Project Engineer Ingrid Gaub stated this change order exceeded the contingency
fund by approximately $2,500, for payment of materials used to stabilize wall 1.
Gaub requested an additional $200,000 be authorized for the contingency funds to
cover additional change orders. With inclusion of change orders of which she is
aware, Gaub stated the project can be completed within the budget for this year and
next year.
It was moved by Singer, seconded by Lewis, that the Committee recommend
Council approve change order #28 to Contract 99-01, Project No. PR 529, 3rd Street
SW, and authorize a contract contingency of an additional $200,000. Motion carried.
PUBLIC WORKS COMMITTEE MINUTES JUNE 25, 2001
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I. FINAL PAY ESTIMATE #1 TO SMALL WORKS CONTRACT NO. 01-02, PR601,
ALGONA INTERTIE
The project provided for construction of piping and meters for a water supply intertie
between the City of Auburn and the City of Algona. It consisted of the supply and
construction of two below-grade metering vaults, including meters, strainers, remote-
read registers, and all associated piping and appurtenances. Construction was
complete early June, 2001. A project budget contingency of $6,951.30 remains in
the 430 Water fund.
It was moved by Lewis, seconded by Singer, that the Committee recommend
Council approve final pay estimate #1 to Small Works Contract No. 01-02 and
accept construction of PR 601. Motion carried.
J. FINAL PAY ESTIMATE #6 TO SMALL WORKS CONTRACT NO. 00-06, C8065,
15TM ST NW PEDESTRIAN IMPROVEMENT
Corrected attachments to this item were added as an agenda modification. This
project improved the sidewalk on the north side of 15th NW from the east side of the
BNSF overpass to 'M' Street NW. This included 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 relocating the pedestrian railing to outside of the north
walkway on both overpasses to make the full four feet of walkway useable. A mid-
year budget adjustment of $35,000 is required to support final payment of $9,980 to
the contractor and $25,000 to support future improvements to the sidewalk.
In response to Committee comments concerning the apparent higher costs for
projects of this type, Public Works Director Engler stated the City is looking at ways
to attract larger and more experienced contractors. The City is also pre-qualifying
contractors on many projects.
It was moved by Singer, seconded by Lewis, that the Committee recommend
Council approve Final Pay Estimate #6 to Small Works Contract No. 00-06 and
accept construction of C8065. Motion carried.
III. ISSUES
A. ORDINANCE NO. 5539, PUBLIC WAY AGREEMENT WITH SPRINT
COMMUNICATIONS COMPANY
This Ordinance gives Sprint Communications Company the right to construct and
maintain an underground fiber optic cable system within certain City street right-of-
ways. Sprint will be installing a new "POP" (point of presence site where electronics
are housed) to their already existing network in the area. There will be two sets of
fiber from backbone along the UPRR to "POP (the second line is a backup in the
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event the first fails). Sprint has an existing Public Way Agreement for the backbone.
This Public Way Agreement covers this particular scope of extension work with a 5-
year term.
It was moved by Lewis, seconded by Singer, that the Committee recommend
Council adopt Ordinance No. 5539. Motion carried.
B. ORDINANCE NO. 5559 AMENDING AUBURN CITY CODE CHAPTER 10.36,
PARKING IN THE DOWNTOWN AREA
Ordinance No. 5559 amends Chapter 10.36, "Stopping, Standing and Parking," to
ensure consistency between City Code and parking signage and to modify code or
signage, where necessary, to more effectively address short- and long-term parking
needs in the downtown area.
City Engineer Dennis Dowdy presented maps showing proposed revisions to parking
regulations in the downtown area according to zones written in the Ordinance. He
reviewed a safety issue related to parking in front of Nelson's Jewelry. In an effort to
rectify the one parking stall referenced in the Code with current traffic engineering
and regulatory standards, staff took field measurements at Nelson's. Dowdy stated
he believed that a parking spot could not be accommodated without making traffic
movement unsafe.
Chair Wagner and Council Member Lewis mentioned the possibility of having one
parking space and allowing parking for a limited time, such as 15 minutes. Lewis
stated there have been no accidents in the street in front of Nelson's. Committee
requested that staff investigate the possibility of placing one parking spot. This issue
was tabled to a future Committee meeting.
IV. INFORMATION OR DISCUSSION
A. DALE PLATT PAYBACK
Attorney David Halinen, representing Dale Platt, distributed copies of
correspondence between Mr. Platt and staff members of the Public Works
Department pursuant to the payback agreement. Halinen summarized the
documents, citing the fact that the City entered into a payback agreement with Platt
so that further development within the defined payback area connecting to Platt's
sewer system would pay subsequent latecomer's fees to Platt. Attorney Halinen is
requesting that the payback agreement be amended to incorporate a different
drainage area to the Platt system and establish a new pro-rata assessment.
Sanitary Sewer Engineer Jeff Roscoe reviewed the history of the agreement. The
City has allowed some properties within Platt's payback area to hookup to another
system and to make payments to Platt.
PUBLIC WORKS COMMITTEE MINUTES JUNE 25, 2001
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Halinen stated that Mr. Platt would not have proceeded with the system if he would
not have expected to receive full payback. Chair Wagner said that when developers
build they are making a business decision and assuming risks. The drainage plans
for an area are not final, they are planning tools. Homes that were required to pay
for the Platt sewer and are not deriving benefit therefrom, should be paid back by
either Platt or the City, depending on the review of City Attorney Mike Reynolds.
After discussion, Chair Wagner stated he was not in favor of changing the payback
agreement, and that at least two members of the Committee feel that way.
B. AMENDMENT TO IA2 AGREEMENT, EXHIBIT D
In reference to the IA2 project, Green River Pump Station, Engineer Dowdy stated
the City undertook the purchase of a pump station site. The property owner did not
want to sell. The City would have had to move to condemnation. Condemnation
action was not supported since the specific site was not the only place the pump
station could be built. The City paid for costs accrued, before an alternate site in a
City park was selected. The Committee agreed that the costs related to the
acquisition should be distributed by agreement formula among the IA2 partners.
The Committee also concurred with the staff proposal for calculating interest due on
the deposits of the partners.
There was further discussion regarding the fact that since the Green River and
Intertie pump stations are located on City properties, the IA2 partners should share
in the cost of the land. Lewis requested that staff research any agreements to
determine if there were any understandings with regard to this issue and report back
to Committee.
C. WATER UTILITY MID-YEAR BUDGET ADJUSTMENT
Osbome distributed handouts in support of the mid-year adjustment, and in
particular, described the postponement of the East Valley Highway pipeline and
Terrace View pump station projects. Director Engler said there are basically three
feasible locations for a total of two necessary future pump stations. Project Engineer
Gaub stated that any one of the three would work as an initial step in achieving
supply and reliability in the Lakeland Hill's service area. Gaub provided the costs for
each location to the Committee.
Chair Wagner asked if the East Valley Highway line was necessary for the
commercial development in Terrace View. Director Engler said full build-out of
residential and commercial units in Terrace View would require that line.
In response to a question from Singer, Director Engler stated that staff will come
back during the 2002 budget process for more decision making with regard to
deferred projects. The Committee concurred with the water utility mid-year
adjustments as presented.
PUBLIC WORKS COMMITTEE MINUTES JUNE 25, 2001
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D. COMMUTE TRIP REDUCTION CONTRACT METHODOLOGY
The Committee discussed the implementation of the CTR program, CTR violation
penalties and potential for cost reimbursement for staff time in administering the
CTR program.
The Committee requested review of the actual agreement for implementing CTR
directly between the State and King County. This item was tabled to a future
meeting.
E. CORP'S ECOSYSTEM PROGRAM
The Committee tabled discussion to a later Committee meeting.
F. BUILDING MORATORIUM
The Committee tabled this item to a future Committee meeting, when staff will
provide more information.
G. FINANCING OPTIONS - AUBURN WAY SOUTH SEWER
Sewer Utility Engineer Roscoe presented information concerning cost sharing of the
Auburn Way South sewer with the Muckleshoot Indian Tribe. Director Engler
requested some guidance from the Committee regarding the deferral of construction
of the project until the cost sharing issue can be worked out.
Chair Wagner requested staff to provide estimated cost shares for different
combinations of City and MIT capacities in the sewer project. The Committee
requested information at the July 23rd meeting for further discussion.
H. CAPITAL PROJECT STATUS REPORT
This item was deferred to a future Committee meeting.
V. OTHER DISCUSSION
Edward Davis, City of Pacific, reviewed a draft Interlocal Agreement for water
storage. The City of Pacific requested ownership of the intertie since it is paying for
it, and would like the option of reusing it at a later date. Director Engler pointed out
the importance of Auburn's ownership and control of equipment that, in the case of
an emergency, might cause, and not stop, water flowing to Pacific, which could
compromise Auburn's system. Director Engler emphasized that telemetry of some
type should be used to notify the City of Auburn of water flow to the City of Pacific.
The Committee agreed that telemetry was probably necessary for the intertie. Lewis
suggested if the agreement is not renewed in 4 years, ownership of the facility could
revert to the City of Pacific. Ed Davis also questioned the need for insurance, but
PUBLIC WORKS COMMITTEE MINUTES JUNE 25, 2001
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the Committee pointed out that such a requirement is standard.
V. ADJOURNMENT
There being no further business to come before the Public Works Committee, the
meeting was adjourned at 6:32 p.m.
Submitted by Lorna Dahlke, Public Works Department Secretary.
Approved by the Public Works Committee on
LD/bd
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