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HomeMy WebLinkAbout07-23-2001CITY OF AUBURN PUBLIC WORKS COMMITTEE MINUTES JULY 23, 2001 I. CALL TO ORDER The meeting was called to order at 4:30 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, Acting Finance Director Shelley Coleman, City Engineer Dennis Dowdy, Assistant City Engineer Dennis Selle, Utilities Engineer Duane Huskey, Project Engineers Ingrid Gaub and Peter Gates, Traffic Engineer Michael Fuess, Transportation Planner Joe Welsh, Water Quality Programs Coordinator Chris Thorn, Sewer Utility Engineer Jeff Roscoe, Water Utility Engineer Tim Osborne, and Administrative Services Supervisor Pam Miller. Guests in attendance were Michael Warfel, Parametdx, Inc.; Jim Mathieu, Pacific Groundwater Group; Larry Bradbury, Water District No. 111; Judith Nelson, Covington Water District. I1. CONSENT A. APPROVAL OF MINUTES It was moved by Singer, seconded by Lewis, that the Committee approve the Public Works Committee minutes for July 9, 2001, as submitted. Motion carried. Public Works Director Engler introduced the City's newly-hired Utilities Engineer, Duane Huskey. B. AMENDMENT # 4 TO AG-C-78 WITH HARRIS & ASSOCIATES Amendment No. 4 to Agreement No. AG-C-78 with Harris & Associates is for work related to PR 529, 3rd Street Grade Separation. The scope of work for this amendment is for the 2001 Rate Escalation. The Contract with Harris & Associates is an Hourly Rate Contract; therefore, the consultant is allowed to negotiate for rate escalations on a yeady basis. Amendment No. 4 is in the amount of $59,296.11 and brings the total contract amount to $2,214,665.12. The term of the agreement will remain June 30, 2003. Project Engineer Gaub responded to questions from the Committee regarding the project budget. She briefly discussed developer participation, which is shown on the budget status sheet in the amount of $377,000. The developer funds will come primarily from traffic mitigation fees and are a requirement of the grant from the Transportation Improvement Board, a State funding agency. It was moved by Lewis, seconded by Singer, that the Committee recommend Council approve Amendment #4 to AG-C-78. Motion carried. PUBLIC WORKS COMMI'I'I'EE MINUTES JULY 23, 2001 Page 2 of 7 C. AMENDMENT # 8 TO AG-C-29 WITH EARTH TECH Amendment No. 8 to Agreement No. AG-C-29 with Earth Tech is for work related to PR 529, 3rd Street Grade Separation. The scope of work for this amendment is for construction support services as requested by the City including weekly site meetings, site reviews and clarification of issues, responding to: roadway requests for information (RFI), landscape RFI's, and bridge RFI's, and review of submittals and shop drawings. Amendment No. 8 is in the amount of $108,500 and brings the total contract amount to $3,498,645.53. The term of the agreement is extended to May 31, 2002. In response to a question from the Committee, Project Engineer Gaub stated that while responding to RFI's is part of the original agreement with Earth Tech, the number of RFI's has been higher than anticipated. The amount included in this amendment is estimated to last until the end of construction; however, the actual amount will depend on the number of RFI's received for the construction, which have begun to lessen in recent weeks. In response to another question, Gaub reported that currently all project funds budgeted exceed expenses by about $500,000, without desired design elements being added in. If those elements were added, the budget would be about $500,000 short. It was moved by Lewis, seconded by Singer, that the Committee recommend Council approve Amendment #8 to AG-C-29. Motion carried. D. PROJECT NO. PR 529, 3RD STREET SW GRADE SEPARATION, ACCELERATED CONSTRUCTION PLACEMENT BUDGET IMPACT Based on current estimates, the contractor for the 3'd Street SW Project (PR 529) is completing work faster than was anticipated for this year. This is primarily due to a reduction in the settlement periods for the walls by about 4 months. Therefore, the project is likely to exceed the 2001 budget by approximately $1.7 million and reduce the anticipated costs for 2002 by the same amount, so that there will be no overall project budget impact. The reimbursements for these additional expenditures are anticipated to come from grant funding sources; however, there are some timing constraints on those reimbursements that may mean the funds will not be reimbursed until 2002. A budget adjustment for the overall project, shifting approximately $1.7 million from the anticipated 2002 budget into the 2001 budget, will be needed. Project Engineer Gaub stated that shifting funds from 2002 to 2001 would require an interfund loan due to constraints on when grant funds will be available from funding agencies. Acting Finance Director Coleman confirmed that an interfund loan has been set up for the City match required for the 3rd Street SW and South 277th Street projects, and that the entire fund balance at the end of 2001 will be close to $3 million as a result. It was moved by Singer, seconded by Lewis, that the Committee recommend Council approve a budget adjustment to shift $1.7 million from the 2002 budget into the 2001 budget for Project No. PR 529, 3~d Street SW Grade Separation. Motion carried. The Mayor informed the Committee that the 'M' Street SE underpass is listed for funding at the State level and that, at a recent meeting, it was indicated that the volume of freight over Stampede Pass will increase dramatically over the next three years. In response to a question from Chair Wagner on whether or not predesign has been done for the project, PUBLIC WORKS COMMITTEE MINUTES JULY 23, 2001 Page 3 of 7 Director Engler stated that Public Works is anticipating predesign in 2002, which will better position the project for grants. Assistant City Engineer Selle commented that, to date, the City has performed a study and conducted groundwater monitoring that indicate an underpass is feasible. E. PERMISSION TO AWARD SMALL WORKS CONTRACT 01-10, PROJECT NO. C9055, SANITARY SEWER PUMP STATION CORROSION CONTROL, TO PACIFIC ENVIRONMENTAL SERVICES COMPANY The work provides for the construction of Project C9055, Sanitary Sewer Pump Station Corrosion Control Program. The major items of work include installation of an operating impressed current cathodic protection system designed to prevent corrosion to seven (7) sewer lift stations and installation of a corrosion monitoring station at nine (9) of the City's lift stations. The bid is 16.15% over the Engineer's Estimate. This type of work is very specialized, the closeness of the two bids is indicative of a competitive value for the work. A project budget contingency of $33,517 remains in the Sanitary Sewer fund. There was no discussion. It was moved by Lewis, seconded by Singer, that the Committee recommend Council award Contract 01-10 to Pacific Environmental Services Company. Motion carried. III. ISSUES A. ORDINANCE NO. 5559 AMENDING AUBURN CITY CODE CHAPTER 10.36, PARKING IN THE DOWNTOWN AREA Ordinance No. 5559 amends Auburn City Code 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. After discussion at their meeting on July 16, 2001, City Council voted to refer this issue back to the Public Works Committee. Using a map to compare current parking, as indicated in the City Code, with proposed parking, City Engineer Dowdy showed that there is an overall net loss of only two parking spots. He explained that many of the changes are being done so that the Code will reflect current use and signage. An example would be the parking spaces on 1 st Street NW adjacent to the Municipal Court building. These parking spaces have been reserved for Police vehicles for several years, but the code was never revised to reflect that change. He stated that only one parking spot has been eliminated due to bus routes, and said that not only buses, but also other long vehicles experienced turning problems caused by that parking space being too close to the corner. One parking spot was eliminated on the south side of 1st Street NE between parking lot accesses because of the extreme difficulty of maneuvering in and out of the lot due to parking on the street there. It was recognized that the Code will likely require further revisions next year as a result of Auburn Regional Medical Center expansion. PUBLIC WORKS COMMITTEE MINUTES JULY 23, 2001 Page 4 of 7 It was moved by Moved by Singer, seconded by Lewis, that the Committee recommend Council adopt Ordinance No. 5559. Motion carried. B. RESOLUTION NO. 3374, EMERGENCY WATER SYSTEM INTERTIE WITH CITY OF KENT Resolution No. 3374 repeals Resolution 3358 and the authorization therefor and authorizes the Mayor and City Clerk to execute an emergency water system intertie agreement with the City of Kent. The City of Auburn and City of Kent currently have an emergency intertie station which is going to be removed and relocated as part th of the South 277 Street Reconstruction project. This agreement authorized by Resolution No. 3374 outlines the design, construction and operation of the temporary and permanent emergency water system intertie. Water Quality Programs Coordinator Thorn stated that, as a result of discussion at a previous Committee meeting, a change was made to paragraph 7B related to response time. He also explained that the City Attorney reviewed the language in paragraph 7E and felt that the term "equitable distribution of water demands" would allow administrative discretion in determining availability of water to send through the intertie. It was moved by Lewis, seconded by Singer, that the Committee adopt Resolution No. 3374. Motion carried. C. RESOLUTION NO. 3376, FIRST AMENDMENT TO WRIA 9 INTERLOCAL AGREEMENT In November 2000, City Council adopted Resolution No. 3276, authorizing the Mayor to execute an interlocal agreement between the City of Auburn and the other participating jurisdictions within the Green/Duwamish Watershed Resource Inventory Area (WRIA 9) for the purpose of participating in the joint funding, development, review and approval of WRIA- based watershed plans. Resolution No. 3376 authorizes the Mayor to execute a First Amendment to the agreement. The amendment will facilitate: The addition of the City of Tacoma as a new participant, which has a major interest in the upper Green River Basin, as a party to the ILA of the WRIA 9 Forum to participate in preparing a watershed-based recovery plan for salmonids listed under the Endangered Species Act; the transfer of Vashon Island (along with its monetary contribution) from WRIA 15 to WRIA 9; changing the number of Forum Management Committee members from five to seven, thus allowing participation of two additional small cities; the selection of an official alternative representative from each city, Which may be an elected official or a senior staff member. With the addition of Tacoma, the Forum participants will be: Algona, Auburn, Black Diamond, Burien, Covington, Des Moines, Enumclaw, Federal Way, Kent, King County, Maple Valley, Normandy Park, Renton, SeaTac, Seattle, Tacoma, and Tukwila. It was moved by Lewis, seconded by Singer, that the Committee recommend Council adopt Resolution No. 3376. Motion carried. PUBLIC WORKS COMMITTEE MINUTES JULY 23, 2001 Page 5 of 7 IV. INFORMATION OR DISCUSSION A. AMENDMENT TO IA2 AGREEMENT, EXHIBIT D - COST SHARING OF PROPERTY ACQUISITION COSTS City Engineer Dowdy distributed copies of a letter from Larry Bradbury, Water District No. 111, that refers to meeting records regarding the intended approach to cost sharing on the Green River Pump Station. He also handed out copies of minutes from IA2 Technical Coordination meetings that reference the same issue. Following discussion, the Committee confirmed a previous conclusion that the IA2 partners sharo in the cost of the failed acquisition of the Hansen property and in only the cost of amenities required to use Parks Department and Water Utility properties and not in any cost for the property itself. Ms. Nelson, Covington Water District, thanked the Committee for their consideration. B. FINANCING OPTIONS- AUBURN WAY SOUTH SEWER Sewer Utility Engineer Roscoe discussed the current capability of the MIT to pump 1.34 cubic feet per second (cfs) to the City's system. This volume represents about 14 percent of the overall design capacity of the proposed Auburn Way South (AWS) sewer system. MIT staff have reported that a future total capacity of about 2.68 cfs in the AWS system might be desirable. However, by agreement, the MIT pumped discharge to the system is limited. Before an agreement to specifically cost share the AWS sewer project between the City and the MIT can be developed, allowing the project to proceed to construction, the policy makers for the MIT and the City will need to determine a process for resolving the capacity issue. Following discussion, the Committee requested a refinement of the cost data for the project and copies of the current MIT agreement for discussion at the next Committee meeting. C. SANITARY SEWER COMPREHENSIVE PLAN Director Engler recognized concerns recently expressed by the Committee regarding financing, as written in the Sewer Comprehensive Plan, and the Committee's desire to wait until after the Cost of Service Study (COSS) before addressing the Comp Plan again. She distributed copies of Chapter 13.24 of the King County Code, which requires that cities have an adopted Sewer Comprehensive Plan, to be renewed every six years, as a prerequisite for operating in unincorporated King County, approval of annexation proposals, granting of new right-of-way franchises and renewals, and approval of right-of-way construction permits. She stated that the County had again recently stopped issuing right-of-way construction permits in the Lea Hill area because the City has not followed through with the schedule on the Sewer Comprehensive Plan. It was suggested that perhaps the chapter on financing could be amended to state that capital improvements financing and rates recommendations are still to be determined, or take out references to projects being financed by specific fees or increases in fees. The schedule for adopting the Plan was discussed, and Roscoe stated it was originally planned to take it to the Planning Commission on August 7 and to Council in September. It was PUBLIC WORKS COMMITTEE MINUTES JULY 23, 2001 Page 6 of 7 decided to discuss the Plan at a future Committee meeting to give the Committee an opportunity to comment on recommended improvements, along with a schedule for .coordinating adoption of the Plan. D. WATER' RESOURCE PROTECTION REPORT PRESENTATION Water Quality Programs Coordinator Thorn stated that the City has been working on wellhead protection (referred to as water resource protection) since 1995, when Pacific Groundwater Group and Parametrix were hired to develop a Water Resource Protection Program, as mandated by the Federal Safe Drinking Water Act and State Water System regulations. He reviewed the elements required for such a program, and then introduced Jim Mathieu with Pacific Groundwater Group. Mr. Mathieu gave a brief presentation on the hydrogeological portion of the work that went into developing the program, and displayed a map indicating time-related capture zones, contamination sites (sites where there have been spills), and potential threats (sites that generate waste or materials but haven't had spills). Michael Warfel, Parametrix, discussed the Water Resource Protection Program, which recommends protection strategies, and provides a preliminary list to work with based on resource availability to implement, cost, and relative priority from a potential risk standpoint. Thorn stated that the first thing to do is to look at the protection areas as mapped and adopt them officially as protection areas, possibly through the City's Sensitive Areas Ordinance. Once that happens, notification would be sent to persons who own or operate potential contaminate sources to let them know they are located in a Water Resource Protection Area. In addition to notification, recommended protection strategies would be scoped further, and then presented to the Committee at a future meeting. E. SIX-YEAR TRANSPORTATION IMPROVEMENT PROGRAM Transportation Planner Welsh distributed draft copies of the City's Six-Year Transportation Improvement Program (TIP), along with materials outlining the background and purpose of the TIP, methodology for determining projects to be included on the TIP, and funding sources. Following a brief presentation, the Committee asked to review the draft TIP pdor to more in-depth discussion at the next Committee meeting. F. STATUS OF LAKEHAVEN WATER INTERTIE AGREEMENT Director Engler gave an update on the status of the Lakehaven water intertie agreement. She stated that Lakehaven Utility District (LUD) is willing to supply water on an emergency basis to the City of Kent, Covington Water District, and Water District No. 111. The water would be wheeled from LUD, through Auburn, to those entities. This is a complex process, and will require time for development of the implementing agreement. Covington and Water District No. 111 are willing to enter into a Facility Extension agreement so that design and construction can proceed on the 15th Street NW intertie. PUBLIC WORKS COMMITTEE MINUTES JULY 23, 2001 Page 7 of 7 Engler also updated the Committee on 'the status of the emergency intertie agreement with Pacific. The Department of Health (DOH) is expecting representatives from Pacific, Auburn, and S&B to meet at the DOH office to discuss the issue and determine if the intertie will meet the needs of Pacific without compromising Auburn. Telemetry is the next issue to be addressed. G. CAPITAL PROJECT STATUS REPORT Due to time constraints, the Capital Project Status Report 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 Pam Miller, Administrative Services Supervisor. Approved by the Public Works Committee on ~ [3 ) ~_00 t PM/bd File: 17 (17.2) REF. 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