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HomeMy WebLinkAbout11-03-2008 r z' CITY OF AUBURN CITY f F * PUBLIC WORKS COMMITTEE N U R__N November 3, 2008 WASHINGTON 1. CALL TO ORDER Chairman Rich Wagner called the meeting to order at 3:30 pm in Council Chambers, located on the first floor of Auburn City Hall, 25 West Main Street, Auburn, Washington. Committee members present were: Chairman Rich Wagner, Vice-Chair Gene Cerino, and Member Virginia Haugen. Also present during the meeting were: Director Dowdy, City Engineer/Assistant Director Dennis Selle, Assistant City Engineer Ingrid Gaub, Senior Project Engineer Bill Helbig, Utilities Engineer Dan Repp, Finance Director Shelley Coleman, Planning Director Cindy Baker, Assistant Planning Director Kevin Snyder, Project Engineer Fritz Timm, Risk Manager Rob Roscoe, Water Utility Engineer Cynthia Lamothe, Project Engineer Leah Dunsdon, Sanitary Sewer Engineer Robert Elwell, Traffic Engineer Pablo Para, Planner Chris Andersen, Principal Planner Jeff Dixon, Citizen Wayne Osborne, and Department Secretary Jennifer Rigsby. 111. CONSENT AGENDA A. APPROVAL OF MINUTES Member Haugen moved Vice-Chair Cerino's absence at the October 20th Public Works Committee Meeting be noted in the minutes as excused. Chairman Wagner seconded. It was moved by Member Haugen, seconded by Chairman Wagner, that the Committee approve the Public Works Committee minutes for date, October 20, 2008, following revision. Motion carried 3-0. B. APPROVE FINAL PAY ESTIMATE NO. 5 TO CONTRACT NO. 08-14 IN THE AMOUNT OF $833.20 FOR THE TOTAL CONTRACT PRICE OF $615,114.98 WITH ICON MATERIALS INC AND ACCEPT CONSTRUCTION OF PROJECT NO. CP0811, 2008 ARTERIAL PAVEMENT PATCHING Chairman Wagner asked if the project was included on the Capital Project Status Report. Assistant City Engineer Gaub responded the project in listed on the report as Item No. 7. It was moved by Vice-Chair Cerino, seconded by Member Haugen, that the Committee recommend Council approve final pay estimate no. 5 to contract no. 08-14 with ICON Materials Inc. and accept construction of project no. CP0811, 2008 Arterial Pavement Patching. Motion carried 3-0. III. ISSUES There were no issues for action. Public Works Committee Minutes November 3 2008 IV. DISCUSSION AND INFORMATION A. RESOLUTION NO. 4413, LEASE SPACE AGREEMENT WITH THE AUBURN DOWNTOWN ASSOCIATION Risk Manager Roscoe briefed the Committee on Resolution No. 4413. This agreement will allow the Auburn Downtown Association (ADA) to lease and share office space that was formerly the Phoenix Healthcare space in the former Gambini building. Chairman Wagner asked if the office space is Class A or Class B space and commented the lease rate may indicate the space is Class A. Roscoe responded the space would not necessarily be classified as Class A due to the condition of the basic interior of the building. Also, the City of Auburn Information Services Department is sharing some of the space with the Auburn Downtown Association and the rate was reduced for the ADA due to the shared space. Chairman Wagner asked if the ADA was able to examine the lease agreement and determine if the rates were competitive. Roscoe answered the ADA did review the agreement and they did agree that rates are competitive. The Committee discussed the difference between Class A and Class B spaces. Risk Manager Roscoe explained the primary difference is the condition of the interior finishes and amenities included with the space. Risk Manager Roscoe stated the lease rate is discounted because it is offered on a month to month basis. The City can not guarantee the availability of the space and that requires more flexibility in rent rates. The Committee is in favor of the Resolution, however recommended the rate be thoroughly reviewed at the Finance Committee Meeting. B. RESOLUTION NO. 4408, EQUIPMENT SURPLUS Director Dowdy provided a verbal description of a Wacker Plate Compactor requested by Member Haugen. C. PROJECT NO. CP0762, LES GOVE NEIGHBORHOOD IMPROVEMENTS PROJECT - PHASING, SCOPE OF WORK AND UTILITIES UPDATE Project Engineer Dunsdon provided background information on the project. Dunsdon reported the design is 90% complete. Using vicinity maps, Dunsdon outlined the scope and the phasing of the project for the Committee. Currently, staff is planning for the project to be completed in two phases over the course of two construction seasons, 2009 and 2010. The area east of F Street, including F Street, will be in the first phase in 2009. The area west of F Street will be in the second phase in 2010. Dunsdon gave details as to the reasoning behind the project phasing. Dunsdon answered questions from Member Haugen regarding a ground water monitoring system for Cenex that exists under the D Street area. Project Engineer Dunsdon overviewed the scope of the project with the Committee. Since the last review of the project by the Committee, the Sewer Maintenance staff completed a television inspection of the sewer line on F Street SE and discovered the line is deteriorating to the point that some emergency repairs will need to be made or replacement of the sewer main needs to be included in the Les Gove Project. The replacement is now shown as part of phase one of the project. Dunsdon discussed the storm drainage improvements included in the project. Page 2 Public Works Committee Minutes November 3, 2008 Dunsdon responded to questions from Chairman Wagner regarding the funding of the street improvements included in the project. Member Haugen asked is F Street is considered a major arterial street. Dunsdon responded the street is classified as a Collector Arterial. Project Engineer Dunsdon reported the Maintenance and Operations Department provided data on the number of times their staff has been call into the Les Gove area for various repairs over the course of approximately the last three years. Using a map, Dunsdon reviewed the data with the Committee. There were 45 total incidents within an approximate 3 year period and this means there was an average of 11 incidents per mile in a one year period. The Citywide average is 3 incidents per mile per year. The Les Gove neighborhood average is approximately four times higher than the rest of the City. This illustrates that the watermains within this community, being of older cast iron, would most likely fail during a street construction project. Failure of the system would require the contractor to replace it as a change order if not included in the scope of work bid. For that reason it seems prudent to replace this portion of the system now before the City invests in new pavement rather than risk doing it at a more expensive price during the street project or later. Chairman Wagner discussed the cost of repairs being made in the area with the cost of the funds being spent to upgrade the water system included in the project. Chairman Wagner asked what the average cost for repairs is. Assistant Director/City Engineer Selle responded that it is difficult to provide an average because the type of repair can vary greatly from a full main break to a service repair and that costs would have a wide range. Water Utility Lamothe commented on the current state of the water system in the area. Director Dowdy and Assistant Director/City Engineer Selle responded to questions from the Committee regarding the project budget. The Committee discussed the possibility of 5th Street becoming a cut-through route following project completion and concluded that it would not. D. AUBURN SCHOOL DISTRICT CFP Chairman Wagner stated the Auburn School District CFP was included in the Comprehensive Plan and the Committee should review it and if they noticed any transportation issues they could be discussed at later Committee meetings. Vice-Chair Cerino concurred. E. CODE UPDATE PROJECT - DESIGN STANDARDS Assistant Director/City Engineer Selle presented the Committee with an outline of Committee and staff proposed priorities for the Phase I Design Standards Update. The Committee reviewed the outline consisting mainly of the Grading, Storm Drainage, and Transportations portions of the standards. Assistant Director/City Engineer Selle asked for Committee if they agreed that the sections identified in the outline are the primary focus for this first phase of the update project and asked for recommendations as to which sections and subsections staff should begin reviewing and updating. Assistant Director/City Engineer Selle responded to questions asked by Chairman Wagner regarding Mechanically Stabilized Earth Walls and types of walls used that impact the public Right-of-Way. Vice-Chair Cerino asked if there was anything included in the standards that would allow the City to deal with sight distance concerns due to slopes on private property particularly in the newly annexation areas. Assistant Director/City Engineer Selle answered the Design Page 3 Public Works Committee Minutes November 3 2008 Standards are set up more to address new construction. To increase authority in this area, revisions to the City Code would need to be made as allowed under state law. Chairman Wagner asked for Section 10.17 Traffic impact Analysis to be included on the priority list. The Committee discussed the prioritization of the sections and subsections to be updated with Assistant Director/City Engineer Selle. Chairman Wagner recommended grading be considered first and followed by the update to the Transportation section. Vice-Chair Cerino concurred. It was discussed that the Storm sections would likely begin detailed reviews after March 2009 due to the impacts from NPDES II and the need for the City to determine a basis of standards meeting NPDES II to begin to work from. Chairman Wagner asked if the City was jeopardizing its ability to get new transit routes because of the wording in the Design Standards on Transit Stops. Assistant Director/City Engineer Selle answered routes are determined on a case by case basis and a lot of the Standards are driven by what the Transit authorities recommend. Director Dowdy discussed the selection process used in determining new transit routes with the Committee, which is driven by the distribution of service hours. The Committee requested Transit Stop standards be addressed prior to other Transportation standards. The Committee discussed the landscaping and maintenance of storm drainage retention ponds. Assistant Director/City Engineer Selle and the Committee discussed how information between staff and the Committee will be relayed during the update. Chairman Wagner suggested using a matrix which shows what the standards were previously, the recommended changes and the reasons supporting the changes. There was additional discussion regarding how the Committee will provide staff with their concerns so staff can draft standards that address them. Chairman Wagner initially sees the Committee reviewing each section in detail and providing comments to staff. Assistant Director/City Engineer Selle stated City Attorney Heid will be in attendance at the next Public Works Committee Meeting to discuss the Council's involvement in the development process with the removal from the Council from the quasi-judicial role which may have an impact on the amount of revisions the Committee would like to see regarding the Design Standards. F. FEMA FLOOD PLAIN LETTER Director Dowdy reported the FEMA Flood Plain Letter, dated October 21St, 2008, was received last week. The Public Works, Legal, and Planning Department Staff are completing an internal review this next week. Dowdy said there will be a conference call scheduled with other jurisdictions to discuss the letter and to gain further understanding. Staff will then present their interpretation of the letter and an appropriate City response to the Mayor. Page 4 Public Works Committee Minutes November 3 2008 G. 2008 PUBLIC WORKS PROJECT UPDATE Senior Project Engineer Helbig distributed a spreadsheet outlining all of the city projects the Public Works Department is working on for 2008. The spreadsheet includes not just projects for the public works department, but also includes additional projects staff is working on for other departments. The Committee reviewed each project. Item 3 - CP0636, West Main Street Storm Station: The Committee asked for clarification of the scope of this project, Helbig stated a small storm structure along West Main Street, west of Lund Street, was installed to address flooding issues. The station pumps the storm water back into storm system on West Main Street. Item 5 - C507A, Auburn/Pacific Trail - Phase 1: Member Cerino indicated that a future project to address the pedestrian trail from the SR18 Eastbound ramps south to 15th Street SW should be considered. Item 7 - CP0630, 2006/2007 Sidewalk Improvements: Chairman Wagner asked if the Total Estimated Cost is correct. Helbig responded it is and sidewalk improvements included installing the ADA ramps, curb, gutter, and sidewalk repairs. Item 15 - CP0733, 2007 Water Improvement Project: Helbig stated the project was finished earlier in Spring 2008. A new waterline was installed down Scenic Drive to upgrade a deteriorating existing waterline. Item 19 - C412B, AEP Birding Tower: Senior Project Engineer Helbig answered questions asked by Chairman Wagner regarding the project's Total Estimated Cost. Item 20 - CP0616, Wayfinding Signage: Chairman Wagner asked if installation should be continued. Helbig responded that all signs have already been purchased and doubts if there would be a benefit to pausing the installation. Item 21 - CP0635, Gateway Project, M Street SE: Vice-Chair Cerino asked for the status of the project. Helbig answered the contractor has the metal for the sign and is working through the installation. Item 22 - CP0732, 2007 Sewer/Storm Manhole Ring & Cover Replacement: Chairman Wagner asked if a similar project was included in the 2009/2010 budget. Utilities Engineer Repp responded that a Ring & Cover Replacement project was initially included but was removed due to budget constraints. Item 28 - CP0760, AWN Pedestrian Crossing: Chairman Wagner asked if the project was in the design or construction phase. Helbig answered initially the goal for the project was to have the design completed by the end of 2008; however the project moved up in priority and was put out to bid this year and is currently in construction. Item 30 - CP0810, SE 316th Place Traffic Calming: Chairman Wagner asked if the project will be completed this year. Helbig answered the two traffic circles are complete and the landscape supplies are now being purchased. Page 5 Public Works Committee Minutes November 3, 2008 The Committee asked for an update on the schedule for King County to complete the remaining improvements at the Roundabout at 124th and 304th in Lea Hill. City Engineer Selle responded that we are waiting on the County to schedule the work which is weather dependent. Until they complete the work the barrels in the inner circle will be maintained. Item 34 - MS0805, 2008 Crites Block Demolition Project: Chairman Wagner asked if the demolition will be completed this year. Helbig responded probably not because there is a lot of work that needs to be done on the block. Helbig answered the Committee's questions regarding the presence of hazardous materials. Asbestos and lead paint are present in all the buildings to be demolished. Item 42 - CP0763, Braunwood Well Improvements: Senior Project Engineer Helbig answered Member Haugen's questions regarding the Total Estimated Cost of the project. Item 44 - CP0764, GSA Property - Easement: Helbig provided the Committee with background information about the project. Following the acquisition of land from GSA, based on the agreement with GSA, the City must find alternative access to the site and discontinue using the access through GSA. The current scope of work includes the evaluation of alternative access and easement acquisition which is included in Item 44, 45, and 46. Construction of the access will be completed at a later date. The Committee discussed the future costs involved in constructing the access road and potential use of the property. The Committee requested a map of the property. Item 48 - CP0607, Auburn Community Center: Chairman Wagner asked when the role of the Public Works Department will be defined. Assistant Director/City Engineer Selle answered the Facilities and Parks Departments have not yet determined what the Public Works role will be in the project, if any. Steve Burke is currently managing the project with the assistance of the consultant. Item 49 - CP0815, Marv Olson Farm Improvements: Helbig explained the allocation of funds being used for the project. The spreadsheet shows only the part of the project with Public Works involvement and the Federal funds which are being used. These federal funds are related to the S. 277th Street Grade Separation project and were originally for the historic preservation of the Thomas Nelson house. Item 50 - C412A, Auburn Environmental Park: Member Haugen suggested Public Works Department be more involved in the project. Item 53, Pump Station Improvement Program: Helbig stated this project included just the scoping of the pump stations which was completed in the Utility Comprehensive Plan efforts. Item 54 - CP0817, Sewer/Storm Pump Station Replacement: Utilities Engineer Repp discussed the urgent projects resulting from a storm and sewer pump station evaluation performed by Brown and Caldwell Consultants. Chairman Wagner requested additional justification for the White River Storm Water Pump Station replacement project at a future meeting. Item 58 - CP0819, Mill Creek/Peasley Canyon Culvert Replacement: Helbig clarified that this is a new project that is needed due to the condition of the existing culvert and is a separate project from the 15th Street NW Culvert project. Item 61 - C207A A Street NW Corridor - Phase I: The Committee discussed funding and the connection from 1 st Street to 3r Street which is Phase 2 and is included in the Transportation Page 6 Public Works Committee Minutes November 3, 2008 Improvement Plan. The project list provided includes only those projects that are currently budgeted in 2008 and this Phase 2 project is budgeted in a future year. Item 65. 37th St. SE/R St SE Pedestrian Connector: Helbig responded to questions raised on the status of the project and indicated that the project is in design. Item 67, West Valley Highway Improvements: Helbig indicated that they City has received $3 million in grant funds from the Transportation Improvement Board for this project. Selle indicated that a grant status update is scheduled for the next committee meeting. Item 69, 2008 Pedestrian Crossing Improvements: Chairman Wagner asked how much input the Committee will have on choosing the locations for the improvements. Helbig answered that Tiffin Goodman will evaluate the various locations and bring the recommended locations to the Committee for input. Item 72 - CP0611, Harvey Road & 8th Street NE Improvements: Senior Project Engineer Helbig and the Committee discussed the scope of the project and the Total Estimated Cost. Helbig state a project update will be scheduled for the next Public Works Committee Meeting. Item 76 - CP0624, Well 5 Rehabilitation: Chairman Wagner asked if SCADA funds are included in the funding for the project. Utilities Engineer Repp responded they were not and reviewed the current conditions at Well 5 and the scope of the project. Item 77 - CP0765, Lakehaven Waterline Design: Helbig reported the City is completing the design for the project and the Lakehaven Water District is responsible for the construction. Item 78 - CP0765, Lakeland Hills Reservoir Improvement: Helbig clarified that this is work on the existing reservoir in Lakeland Hills. Item 79 - Lea Hill Booster Pump Station: Chairman Wagner asked if a booster pump will be installed in addition to the existing booster pump or if it is a replacement. Utilities Engineer Repp answered that the project is a replacement of and an upgrade to the existing booster pump. This project has been moved out due to budget constraints. Item 80 - 2008 Utilities Replacement Program: Senior Project Engineer Helbig and Utilities Engineer Repp discussed that the project is not yet scoped and funds from this project can be used to address utility needs within other projects as they are identified. Budgeting of the project was also discussed. Item 88 - 2008 Gateway Project: Helbig clarified that this would be intended for construction in 2009 once a location is identified. Item 89 - 2008 Neighborhood Improvements: Helbig clarified that this is a place holder project for any neighborhood improvements within the City's Right-of-way identified by Planning through the block grant program. Item 92 - Peasley Canyon Contamination Remediation - Helbig responded to questions related to the scope of this project. Item 97 - Blow-off Installation on Dead Ends: Director Dowdy responded to questions from Member Haugen concerning the intended scope of this project. Page 7 Public Works Committee Minutes November 3, 2008 Item 98 - Well 5B Revitalization: Chairman Wagner indicated that this project should be a higher priority than shown here. Utilities Engineer Repp and Assistant Director/City Engineer Selle explained that part of the effort within the comprehensive plan is to identify which water sources the City should focus improvements on to improve the City's overall use of our water rights. Until this effort is completed, proceeding with this project may not provide the City with the most effective improvement to the overall system. H. CAPITAL PROJECT STATUS REPORT Item 15 - C504A, R Street SE Utility Improvements: The Committee discussed the Muckelshoot Indian Tribe's pending Right-of-Entry. Item 20 - CP0701, 8th and R Street Traffic Signal: Senior Project Engineer Helbig answered questions asked by Chairman Wagner regarding the difference between budget verse actual cost of the project. V. ADJOURNMENT There being no further business to come before the Public Works Committee, the meeting was adjourned at 5:50 p.m. Approved this 17th day of November, 2008. V`~u^{ - Z-4xz~, Rich Wagner J i er Rigsby Chairman ublic Works D pa ent Secretary File: 17.2 Page 8