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.
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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.
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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
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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
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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
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