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HomeMy WebLinkAbout10-25-2004 CITY OF AUBURN PUBLIC WORKS COMMITTEE October 25, 2004 MINUTES I. CALL TO ORDER Chairman Rich Wagner called the meeting to order at 5:30 p.m. in Conference Room #3, located on the second floor of Auburn City Hall, 25 West Main Street, Auburn, Washington. Committee members present were: Chairman Rich Wagner, Member Gene Cerino, and Member Roger Thordarson. Also present during the meeting were: Mayor Peter B. Lewis, Public Works Director Dennis Dowdy, City Engineer/Assistant Director Dennis Selle, Assistant City Engineer Ingrid Gaub, Senior Project Engineer Bill Helbig, Utilities Engineer Duane Huskey, Traffic Engineer Laura Philpot, Project Engineer Jennifer Dvorak, Assistant Project Engineer Brian Coleman, Planning Director Paul Krauss, Administrative Services Supervisor Pam Miller, and Secretary Lorna Dahlke. II. CONSENT AGENDA A. APPROVAL OF MINUTES It was moved by Member Cerino, seconded by Member Thordarson, that the Committee approve the Public Works Committee minutes for October 11, 2004, as submitted. Motion carried. B. RIGHT-OF-WAY USE PERMIT 04-68, AUBURN PARKS & REC. DEPT. FOR VETERANS DAY PARADE It was moved by Member Cerino, seconded by Member Thordarson, that the Committee approve Right-of-Way Use Permit 04-68. Motion carried. C. PERMISSION TO ADVERTISE PROJECT NO. C308A, CITYWIDE SIDEWALK IMPROVEMENTS Chair Wagner asked what the cost estimate was for removing a tree, if necessary, to repair the sidewalk. Assistant Project Engineer Coleman said that cost estimates run between approximately $800 and $1,000. Chair Wagner agreed with the need to repair sidewalks in the downtown business area to provide safe pedestrian traffic and requiring businesses to pay for the repairs. However, Chair Wagner said that he did not want a precedent being set for the repair of sidewalks in the downtown business area to include residential neighborhoods. When we expand the sidewalk repair program to residential neighborhoods, Chair Wagner said the Committee may want to consider the City paying a portion of the cost of the tree removal, if the City requires a homeowner to remove a tree in order to repair the sidewalks in front the residence. It was moved by Member Cerino, seconded by Member Thordarson, that the Committee recommend Council grant permission to advertise Project No. C308A, Citywide Sidewalk Improvements. Motion carried. Public Works Committee Minutes October 25, 2004 D. CONSULTANT AGREEMENT NO. AG-C-245 WITH ZIPPER ZEMAN ASSOCIATES, INC. FOR WORK RELATED TO PROJECT NO. C411A, ACADEMY DRIVE GEOTECHNICAL STUDY Following a request from the Committee at a previous meeting, staff reduced the scope of the geotech study to obtain only the basic information needed to determine the slope conditions, and what it might cost the City to reopen the road, since the road does not qualify for State or Federal funding. The scope of the consultant agreement was divided into two tasks: Task One is to characterize the existing geotechnical conditions; Task Two is to identify alternative solutions for mitigating landslide potential. Member Thordarson asked if, after Task One is completed, if the City determines that based on the findings of the soil conditions we don't want to go further, can the agreement be ended, and save the City additional money. Engineer Helbig said there was the option of concluding the contract study at the end of Task One. The Committee requested they receive copies of the results of the study under Task One. Chair Wagner requested that language be included in Task Two to specifically consider construction of a one-lane road as one of the options. He also requested the consultant look at the factors of dry versus wet weather, and if the road could be used under dry conditions only. This would allow the consultants the opportunity to consider a lower cost alternative. It was moved by Member Cerino, seconded by Member Thordarson, that the Committee recommend Council approve Consultant Agreement AG-C-245, with Zipper Zeman Associates, Inc., with changes to clarify that a one-way roadway be evaluated, and that dry versus wet weather conditions be considered. Motion carried. E. AMENDMENT NO.1 TO CONSULTANT AGREEMENT NO. AG-C-228 WITH ENTRANCO, INC. FOR WORK RELATED TO PROJECT NO. C326A, C STREET SW ROADWAY IMPROVEMENTS It was moved by Member Cerino, seconded by Member Thordarson, that the Committee recommend Council approve Amendment No. 1 to Consultant Agreement AG-C-228 with Entranco, Inc. Motion carried. F. AWARD CONTRACT 04-20, PROJECT NO. C324, WELL 5B EXPANSION, TO THE LOWEST RESPONSIBLE BID The Committee requested the bid results prior to the next Council meeting. It was moved by Member Cerino, seconded by Member Thordarson, that the Committee recommend Council award Contract No. 04-20 to the lowest responsible bid. Motion carried. G. APPROVE FINAL PAY ESTIMATE #2 TO SMALL WORKS CONTRACT 04-09 WITH DOOLITTLE CONSTRUCTION, INC., AND ACCEPT CONSTRUCTION OF PROJECT NO. C301A, 2004 PAVEMENT PRESERVATION / NON-CLASSIFIED STREETS (CHIP SEAL PROGRAM) It was moved by Member Cerino, seconded by Member Thordarson, that the Committee recommend Council approve Final Pay Estimate #2 to Contract 04-09 and accept construction of Project No. C301A. Motion carried. Page 2 Public Works Committee Minutes October 25. 2004 III. ISSUES A. ORDINANCE NO. 5866 AMENDING AUBURN CITY CODE CHAPTER 3.12 ENTITLED "PUBLIC CONTRACTS" FOR THE PURPOSE OF REVISING CODE LANGUAGE RELATED TO SMALL PUBLIC WORKS PROJECTS This item was discussed after Item IV.C. Assistant City Engineer Gaub handed out a list of the projects completed within the last 2 years under the current limit of $100,000 for small works contracts and a second list of the 9 contracts completed within the last two years that ranged between $100,000 and $200,000. Engineer Gaub stated that the small work contract process saves costs on advertising, printing, and staff time by not having a sealed bid process and by using simplified contract documents, when appropriate. In response to a question from Chair Wagner, Assistant City Engineer Gaub clarified the difference between the small work process and the limited public work process. The limited public work process is for projects under $35,000 and allows a less restrictive use of the small works roster and waiver of bond and retainage requirements, if the City chooses to do so. Chair Wagner asked how contractors are removed from the small works list, if they are deemed not responsible. Assistant City Engineer Gaub said that an evaluation is completed on the contractors at the end of each job. If we have information that they can't perform the job, we currently cannot remove them due to the limitations within the existing City code. The proposed change provides staff with more flexibility to remove contractors based on several factors that would be in the best interest of the City. City Engineer/Assistant Director Selle said we can look at the contractor's past record, the types of equipment they have, manpower, and whether they have done work previously that is similar in size and scope. It was moved by Member Cerino, seconded by Member Thordarson, that the Committee recommend Council adopt Ordinance No. 5866, with the additional language that the amount of the limit be established at $200,000, rather than the limit being consistent with the limit established by RCW. Motion carried. B. RESOLUTION NO. 3758 AUTHORIZING THE MAYOR TO EXECUTE A COOPERATIVE PURCHASING AGREEMENT WITH THE CITY OF L YNNWOOD FOR THE PURPOSE OF USING A SHARED SMALL WORKS ROSTER Engineer Gaub stated that forty agencies currently use the City of Lynnwood's small works roster. Instead of City staff maintaining the list, Lynnwood staff would do it for us at no cost. City of Lynnwood's roster is currently accessible from their website for use by the City and contractors. One advantage to using Lynnwood's shared roster is that there are more contractors on the list, providing a broader base of contractors to pick from. There are 645 contractors on the Lynnwood roster; the City's roster currently has 194; of which 114 are already on Lynnwood's roster. Another advantage is that the Lynnwood roster includes a larger number of different categories of work; 162 to our 69, which provides additional flexibility. There would also be a substantial savings in staff time, since administration of our roster takes a considerable amount of time. Page 3 Public Works Committee Minutes October 25, 2004 Lynnwood offers this service at no cost to the member agencies. They also offer workshops to familiarize contractors on the requirements involved in working with governmental agencies. It was moved by Member Cerino, seconded by Member Thordarson, that the Committee recommend Council adopt Resolution No. 3758. Motion carried. C. ORDINANCE NO. 5876 AMENDING AUBURN CITY CODE SECTIONS 13.06.60 AND 13.48.100 PERTAINING TO UTILITY RATES Discussion of this item followed Item IV D. Utilities Engineer Huskey informed the Committee that the Covington Water District and Water District 111 requested that the rates for Take or Pay Agreement wholesale water sales be delayed for 2007 and 2008 until contract language can be worked out. These wholesale rates for 2007 and 2008 are expected to be brought before the Committee for review and action in the spring of 2005. Chair Wagner asked how classifications for customer categories for storm rates were established and what the criteria was. Engineer Huskey said 500 storm facilities were being reviewed, with site visits, for each storm account in the City, to be sure the classifications are correct. It was moved by Member Cerino, seconded by Member Thordarson, that the Committee recommend Council adopt Ordinance No. 5876, with added language to set a specific date for determination of wholesale rates by April 15, 2005. Motion carried. IV. DISCUSSION AND INFORMATION A. WHITE MOUNTAIN TRAILS WATERLINE REMOVAL WAIVER Director Dowdy informed the Committee that there is an asbestos waterline under 112th Avenue, which will be impacted by proposed development in the area. The area waterline is in King County right-of-way, and staff asked the Committee for policy guidance on this issue. The City's present practice in City right-of-way where there is an asbestos cement pipeline, is to require the developer to fill and abandon it in place; however, King County requires the pipeline to be removed and disposed of, creating the need to dispose of the material, which is a hazardous waste. The City approved the development plans based on City standards and practices. However, since this is County right-of-way, King County is requiring the City to sign a waiver, which would hold the City responsible for the removal of the pipeline should the County deem necessary, at an estimated cost of approximately $70,000. After discussion, the Committee agreed that the City should not assume the responsibility and risk involved since this is a developer project, and the developer should be responsible. B. LEGISLATIVE TRANSPORTATION AGENDA Director Dowdy informed the Committee that public works directors from 27 cities and King County met to develop a plan for informing the State legislature of the impacts on transportation maintenance and improvements imposed on communities by the loss of funding caused by Page 4 Public Works Committee Minutes October 25, 2004 various legislative initiatives over the past few years. The plan is to consolidate the municipalities' data, including how much money each jurisdiction has lost in total annual revenues, what funding is needed to maintain streets currently, the cost of proposed projects in the six-year transportation improvements plans, and the projects on the RTID. King County is taking the responsibility to do the final consolidation of the information from the jurisdictions, and is proposing to have the data in November. The information will then be presented to the legislature. C. KLOPPENBERG PROPOSED LAND PURCHASE Director Dowdy informed the Committee that the Municipal Services Committee was not in favor of purchasing the Kloppenberg property, located east of SR 167 and south of 44th Street NW, which contains some wetlands from the Mill Creek basin, but that the owner had indicated a desire to donate it to the City. D. BOEING DEVELOPMENT AGREEMENT This item was discussed prior to III. ISSUES. Planning Director Krauss informed the Committee of on-going negotiations for a development agreement with Boeing. Boeing plans to reconfigure operations for the future, potentially selling off some assets, including part of the 255 acres they own in the City. The fabrication facility is expected to remain a Boeing operation, but parts of the remaining property near the plant could be sold to developers. The proposed agreement has a 20-year term, which can be renewed for 20 additional years, with vesting of development standards on a 5-year renewable basis. The main issues to be settled are storm drainage facilities and traffic impacts. The majority of the water drains south to a storm drainage facility, and this could be maintained. Traffic considerations would also be within current parameters, with the added provision that since Boeing traffic is unique because of shifts at off-peak times, if a developer is unable to meet the same characteristics, an adjustment may be required. Traffic impact fees are assessed by square footage of the development, so if it remains the same, there will be no additional fees. Chair Wagner stated that until the development is known and consequent impacts are determined, requirements will be evaluated on a case-by-case basis. Chair Wagner said he agreed with the conceptual plan. Director Krauss said it is expected that the agreement be brought to the Council before the end of the year for review and action. E. ADDITIONAL DISCUSSION ITEMS WILLIAMS PIPELINE / CAMERON PARK SINKHOLE Director Dowdy informed the Committee of a sinkhole in Cameron Park by the Williams pipeline installation activity. It was discovered on Wednesday of last week. Williams quickly secured the site, and ordered material and equipment to fill the hole and determine the extent of the potential impact to the park. Williams has had several problems due to the existing loose sandy soil encountered at the site. Once Williams is able to establish the pipe through the bore hole, they can determine the extent of the improvements needed to repair the park. Chair Wagner asked that Williams be required to do some type of post-construction test to be sure they don't leave an area that will cave in afterward, or some mechanism to hold them responsible for Page 5 Public Works Committee Minutes October 25.2004 sinkholes in the future. City Engineer/Assistant Director Selle indicated staff would review the permits and the City's options for such a requirement. 15TH STREET NW MEDIANS En~ineer Gaub informed the Committee that the PCDC Committee had reviewed 3 options for 15t Street NW medians; stamped asphalt, concrete pavers, stamped concrete. PCDC preferred the concrete pavers, since this alternative is not as weather dependent as the other options and the work can begin sooner. It is anticipated that a contractor could begin work in late December with completion likely in early 2005. F. CAPITAL PROJECT STATUS REPORT The following items were briefly discussed: Item 7, C316A Sound Transit Kiss & Ride Lot The Committee asked about the estimated shortage of funds, approximately $20,000. Engineer Gaub said the funds would come out of the general fund, and that this would be part of the end of year budget adjustment currently in process. Item 13, C229A BNSF/EVH Pedestrian UndercrossinQ: Responding to a question by the Committee on who is working on the grant documents, Traffic Engineer Philpot said that City staff has applied for a Federal Earmark to fund the project, and continues to look for other grant opportunities. Engineer Helbig said additional grant funds through railway safety monies will be available to complete the design work in 2005. The Committee also asked if the public would have input on the design. Engineer Helbig said that the public, the schools and students were asked for input during the conceptual design completed by WSDOT. It is anticipated that the public will have more opportunity to provide input during final design. Item 16, C1014, Auburn Way South Safety Improvements: Once the final right-of-way from UHaul is received, the final approvals from WSDOT and be completed allowing the project to be advertised. Item 27, C307 A City Wide ITS Improvements: Chair Wagner asked the status of the field trip the Committee had requested to visit a working ITS center. Engineer Philpot said staff has scheduled some visits with centers in the area and will choose the most appropriate to schedule the Committee's field trip. v. ADJOURNMENT There being no further business to come before the Public Works Committee, the meeting was adjourned at 7:30 p.m. DRD/ld Submitted by Lorna Dahlke, Secretary. Approved by the Public Works Committee on File: 17 (17.2) REF. H:\PWCAgendaMinutes/102504Minutes N~ ~d-OC>'i I Page 6