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HomeMy WebLinkAboutITEM III-C CITY OF AUBURN CITY OF * PUBLIC WORKS COMMITTEE 00 December 20, 2010 WASHINGTON DRAFT MINUTES 1. CALL TO ORDER Chairman Rich Wagner called the meeting to order at 3:30 p.m. in Conference Room #2, located on the second floor of Auburn City Hall, One East Main Street, Auburn, Washington. Committee members present were: Chairman Rich Wagner, Vice-Chair Bill Peloza, and Member Virginia Haugen. 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, Utilities Engineer Dan Repp, Traffic Engineer Pablo Para, Transportation Planner Joe Welsh, Project Engineer Jacob Sweeting, Project Engineer Leah Dunsdon, Project Engineer Robert Lee, Project Engineer Ryan Vondrak, Planning Manager Elizabeth Chamberlain, Development Review Engineer Kim Truong, Planning Director Kevin Snyder, Citizen Wayne Osborne, and Department Secretary Jennifer Rigsby. II. CONSENT AGENDA A. APPROVAL OF MINUTES It was moved by Vice-Chair Peloza, seconded by Member Haugen, that the Committee approve the Public Works Committee minutes for date, December 6, 2010. Motion carried 3-0 B. RIGHT-OF-WAY USE PERMIT NO. 10-24 FOR PARKS AND RECREATIONS DEPARTMENT PET PALOOZA DOG TROT FUN RUN Transportation Planner Welsh stated that there were no changes made from last year's Right- of-Way Use Permit application, conditions, and map for the event. Chairman Wagner asked about the special condition requiring coordination with ICON. Welsh stated that the condition addresses the need for a 3rd flagger at 41St Street SE, which is a truck haul route. It was moved by Vice-Chair Peloza, seconded by Member Haugen, that the Committee approved Right-of-Way Use Permit NO. 10-24 for Parks and Recreations Department Pet Palooza Dog Trot Fun Run. Motion carried 3-0. C. PERMISSION TO AWARD CONTRACT NO. 10-32 TO WM DICKSON COMPANY ON THEIR LOW BID OF $31,000.00 PLUS WASHINGTON STATE SALES TAX OF $2,954.00 FOR A TOTAL CONTRACT PRICE OF $34,054.00 FOR PROJECT NO. C201A, M STREET SE GRADE SEPARATION - PROPERTY MANAGEMENT: DEMOLITION OF 600 M STREET Project Engineer Sweeting reported that the Engineer's estimate was based on other demolitions that the City has done and during the walk through with the bidding contractors, it was noted that there were several structures on the property, including a barn and sheds, which added to the complexity of the work and increased the bids, in response to questions asked by Chairman Wagner. Page 1 Public Works Committee Minutes December 20, 2010 DRAFT MINUTES Vice-Chair Peloza asked if it is the sole responsibility of the contractor to recycle materials from the demolition. Project Engineer Sweeting stated that the City does not require recycling but some of the contractors had said that in some instances they do recycle the content, depending on cost. Sometimes it is less expensive for the contractor to dispose of the content rather than recycle it. Sweeting said the contractor will probably recycle some materials but did not know for certain. Vice-Chair Peloza suggested the City ask for contractors to recycle materials in the future. Mayor Lewis responded, stating if the Committee was willing to accept a higher cost for all of the demolition projects to insure recycling is done, they could do that. Mayor Lewis continued, suggesting that the City ask that contractors note whether or not they will be recycling with their submitted bids. Chairman Wagner asked if the City could select a higher bid based on whether or not the contractor was recycling. Assistant Director/City Engineer Selle answered that the City would still be required to accept the lowest qualified bidder. Selle commented on how requiring recycling may affect already set budgets for projects. Mayor Lewis stated that it would be the Committee's decision to change policy and require recycling, but they would have to accept that there will be a high cost associated with the requirement to recycle materials. The Committee and staff discussed the difference between encouraging recycling, requiring recycling, and inquiring about recycling. Chairman Wagner suggested the City not use the word "encourage" but rather just make an inquiry to contractors regarding what will be done with recyclable materials. Member Haugen commented on the importance of requiring recycling of construction materials in the future. Mayor Lewis spoke about the construction contracts being higher if there were to be a recycling requirement included in policy and pointed out that it would be dependent on what the Committee wanted to do. Chairman Wagner asked for more data regarding the cost to recycle construction materials prior to making a change in policy. Assistant Director/City Engineer Selle stated that the costs will vary a lot depending on the different types of buildings and site conditions included in each demolition project. Mayor Lewis suggested that staff ask contractors about recycling for possible future changes in policy and not change policy during the recession when the City is trying to keep costs low. Chairman Wagner agreed that staff should start gathering data on which to make a future decision about the matter is approximately one year. Vice-Chair Peloza asked that a review of policy be conducted in six months rather than in one year. Member Haugen agreed with a six-month timeline for review. Project Engineer Sweeting answered questions asked by Vice-Chair Peloza about the budget status sheet. Sweeting stated that the cost of demolition is included in the project's Right-of- Way Phase and would be included in the cost line for Property Acquisition, Management. Vice-Chair Peloza asked when the demolition is scheduled. Project Engineer Sweeting answered that it will begin in January 2011. Project Engineer Sweeting responded to questions asked by Chairman Wagner regarding the anticipated funding from the King County Sewer Relocation Agreement. Sweeting said that staff does anticipate the City will be working toward an agreement with King County to include the construction of their sewer relocation with the City's construction contract. The agreement is not in place, so the funding and construction costs are not yet reflected on the budget status sheet for the project. Page 2 Public Works Committee Minutes December 20, 2010 DRAFT MINUTES Chairman Wagner asked if the 20% construction contingency is higher than average. Project Engineer Sweeting answered that it is based on the 60% design and as staff gets closer to completing the project's design the contingency will be reduced to closer to 10%. Project Engineer Sweeting answered questions asked by the Committee regarding the size of the property and the amount of road frontage. It was moved by Vice-Chair Peloza, seconded by Member Haugen, that the Committee recommend Council award Contract No. 10-32 to Wm Dickson Company for Project No. C201A - M Street SE Grade Separation - Property Management: Demolition of 600 M Street. Motion carried 3-0. D. PERMISSION TO AWARD CONTRACT NO. 10-06 TO THE LOWEST RESPONSIBLE BIDDER FOR PROJECT NO. CP0920, 2009 AC WATER MAIN REPLACEMENT* (Lee) The Committee reviewed the Agenda Modification, which provided the details for the lowest responsible bidder: PERMISSION TO AWARD CONTRACT 10-26, PROJECT NUMBER CP0920 TO MOUNTAIN WEST CONSTRUCTION ON THEIR LOW BID OF $654,756.30 PLUS WA STATE SALES TAX OF $59,075.43 FOR A TOTAL CONTRACT PRICE OF $713,831.73. Project Engineer Lee reported that the low bid is approximately $400,000.00 less than the Engineer's Estimate. Chairman Wagner asked if the contingency in the water and storm funds will allow for the City to consider an additional project. Assistant Director/City Engineer Selle stated that the funds remain within the utilities funds and are available for other needs. It was moved by Vice-Chair Peloza, seconded by Member Haugen, that the Committee recommend the Council award Contract No. 10-06 to Mountain West Construction for Project No. CP0920, AC Water Main Replacement. Motion carried 3-0. E. PERMISSION TO AWARD CONTRACT NO. 10-30 TO TOTEM ELECTRIC ON THEIR LOW BID OF $38,896.00 FOR PROJECT NO. CP1020, 2010 TRAFFIC SIGNAL IMPROVEMENTS Project Engineer Dunsdon reviewed the scope of the project with the Committee. Dunsdon explained that the project will add ITS camera systems to the intersections of West Valley Highway/37th Street NW and Emerald Downs Drive/15th Street NW and change the traffic lights from a "left turn yield on green ball" signal, which allows for left turns to occur while through traffic is continuing, to a "left turn on green arrow only" signal. Assistant Director/City Engineer Selle stated that this will provide ~rotected left turns at the intersections of M Street SE/Auburn Way S, West Valley Highway/37t Street NW, and Emerald Downs Drive/15th Street NW. Chairman Wagner commented on the possibility of traffic backing up in the left turn queue at the M Street SE/Auburn Way S, if left turns are restricted to turning on the green arrow only. Project Engineer Dunsdon discussed the safety and accident concerns that guided the decision to change the left turn signal at the intersection. Traffic Engineer Para stated that the M Street SE/Auburn Way S intersection has a low level of left turns compared to a high number of left turn related accidents. Member Haugen asked to be provided the accident statistics on the intersection. Traffic Engineer Para responded to questions asked by the Committee regarding the left turn accident data and the improved safety measures proposed at the intersection. Page 3 Public Works Committee Minutes December 20. 2010 DRAFT MINUTES The Committee and staff discussed the affect that changing the left turn signal at M Street SE/Auburn Way S may have on the intersection at 17th Street SE. Traffic Engineer Para reported that staff is working on a plan to restrict access at the 17th Street SE intersection which will be brought to the Committee for review in early 2011. Vice-Chair Peloza asked if changing the signal at the M Street SE/Auburn Way S intersection will improve the right turn from Auburn Way S, northbound, on the M Street SE. Assistant Director/City Engineer Selle answered that changes are only being made to the left turn movements. The Committee and staff discussed improvements that need to be made to the M Street SE/Auburn Way S intersection and the history of the intersection. Director Dowdy pointed out that the intersection is also an impediment to the Bicycle Task Force Committee recommendation to use M Street as a north/south corridor. Mayor Lewis requested staff to gather all of the information available regarding the intersection and bring it back to the Committee for further discussion. Member Haugen requested accident data for night-time accidents at the intersection. It was moved by Vice-Chair Peloza, seconded by Member Haugen, that the Committee recommend Council award Contract No. 10-30 to Totem Electric for Project No. CP1020, 2010 Traffic Signal Improvements. Motion carried 3-0. F. APPROVE FINAL PAY ESTIMATE NO. 10 TO CONTRACT NO. 07-24 IN THE AMOUNT OF $49,798.58, FOR A TOTAL CONTRACT PRICE OF $794,330.31, WITH RODARTE CONSTRUCTION, INC. AND ACCEPT CONSTRUCTION OF PROJECT NO. CP0731, 2007 SEWER MAIN REPAIR AND REPLACEMENT Project Engineer Vondrak was present. Chairman Wagner commented on the change in policy from constructing utility projects to help fund getting the roads repaved to focusing on the Save Our Street (SOS) program driving the associated utility projects. Chairman Wagner asked for the Committee's feedback on the policy shift. Vice-Chair Peloza voiced his support. Member Haugen voiced her opposition of using SOS funds on utility projects. Chairman Wagner and Member Haugen discussed whether or not the SOS projects are influenced by the need to work on the utilities. Assistant Director/City Engineer Selle reviewed the scope of the project with the Committee, stated that only some of the repairs made were associated with the SOS program while the majority of the repairs and replacements were made based on utility priority needs. It was moved by Vice-Chair Peloza, seconded by Chairman Wagner, that the Committee recommend Council approve Final Pay Estimate No. 10 to Contract No. 07-24 and accept construction for Project No. CP0731, 2007 Sewer Main Repair and Replacement. Motion carried 2-1. Member Haugen voted against. III. ISSUES There were no Issues. Page 4 Public Works Committee Minutes December 20, 2010 DRAFT MINUTES IV. DISCUSSION AND INFORMATION A. CITY HALL PLAZA DESIGN Planning Manager Chamberlain distributed copies of the Landscape Planting Plan for the City Hall Plaza to the Committee. Using the landscape plan, Chamberlain described how the plaza will look following completion of the project. Chamberlain said that the biggest change to the plaza will be on the north side, where the terrace steps will be elongated, opening up the plaza area. The sculpture that was in the original plaza will be moved to the second terrace step and a water feature will be constructed adjacent to the steps of City Hall and the pulpit was removed. Planning Manager Chamberlain described the changes being made to the City Hall stairway and the entrance and used material samples to demonstrate the appearance of the dry river terrazzo affect. Member Haugen asked if the public will still have access to the sculpture. Chamberlain verified that they would. Planning Manager Chamberlain showed the Committee samples of the pavers being used in the new plaza design. Chairman Wagner voiced concern about the public not being able to access the terrace steps to view parades on W Main Street. Mayor Lewis suggested that Planning Manager Chamberlain take Chairman Wagner concerns to the Downtown Redevelopment Committee for review and further discussion. Planning Manager Chamberlain answered questions asked by the Committee about the plants that will be used to landscape the terrace steps. B. PROJECT STATUS UPDATE - LEA HILL PUMP STATION DECOMMISSIONING PHASE 2 Project Engineer Sweeting provided background information on the project. Sweeting stated that a few years ago, the City started the effort to decommission two existing sewer lift stations that are in the Lea Hill area. Phase 1 of the project, to install new sewer main to facilitate the decommissioning of the stations, is complete. Staff is now waiting for the Verdana station to come online before moving forward with Phase 2 of the City's project. Sweeting said an additional 900 feet of sewer main will be installed and man holes will be modified to bring to existing flow from the two existing stations to the new lift station. Then the two existing stations will be decommissioned. Assistant Director/City Engineer Selle answered questions asked by Chairman Wagner regarding the timeline on which the Verdana station will be accepted. Chairman Wagner asked about the Engineer's Estimate for the project. Project Engineer Sweeting answered that Phase 2 of the project is anticipated to cost between $350,000.00 and $400,000.00. Sweeting said the final estimate will be brought to the Committee when Phase 2 of the project is ready to advertise for bids. Project Engineer Sweeting commented that the residents in the vicinity of the White Mountain Trails Lift Station are very excited to see the station decommissioned. Chairman Wagner asked if the station will be demolished. Sweeting verified that it would. Page 5 Public Works Committee Minutes December 20, 2010 DRAFT MINUTES Chairman Wagner asked if sanitary sewer service will be interrupted during the decommissioning. Project Engineer Sweeting answered that service to properties will be maintained. Chairman Wagner asked if there will be any odor issues. Assistant Director/City Engineer Selle answered that there should not be problems with odor because odor usually occurs when there is stagnant sewage. Project Engineer Sweeting said that there may be some traffic impacts during the project, which should last a few months. Member Haugen asked if the residents will be notified prior to the start of the project. Assistant Director/City Engineer Selle said residents will receive notification prior to the beginning of the project with traffic revisions and that access will be maintained to the properties. C. BACKUP POWER FOR UTILITY FACILITIES Utilities Engineer Repp distributed a map showing the utility facilities and identifying those that have full time permanent power and those that rely on portable power. Repp reviewed the map with the Committee. Repp pointed out that the majority of the larger more critical facilities have on-site power and that a lot of the upcoming utility capital projects include on-site generation. There is also a project included in the Capital Facilities Program that identifies sewer utilities, such as smaller pump stations, in need of permanent emergency power. Repp identified the different utility service area boundaries included on the map. Utilities Engineer Repp reported that at the request of the Committee, he reviewed other service area Comprehensive Plans to find out about their facilities' backup power sources. Repp stated that all of Bonney Lake water facilities have emergency generation and most of Lakehaven's sites have emergency power generation as well. Lakehaven also has a portable power unit similar to the one used by the City of Auburn. Utilities Engineer Repp distributed a summary of the facilities and the proposed improvements to the Committee. Repp explained that a number of the facilities in the summary list will be getting on-site back up power. Utilities Engineer Repp answered questions asked by Chairman Wagner regarding how the Wilderness Game Farm Park Pump Station operates. Repp pointed out the location of the Lakeland Hills Pump Station, which was not on the map, and discussed the City's connection with Bonney Lake. Utilities Engineer Repp responded to questions asked by Chairman Wagner, providing explanation on why Well 5A was not in the current plan for on-site back-up power. Repp told the Committee that recently, the City took over the operation of Terrace View Booster Pump Station which provides redundancy as another of source for water to the Lakeland Hills area. Repp explained that with redundant water supply and since Well 5A can be run with a portable power source the City can meet water demand during power failures. Utilities Engineer Repp discussed how staff uses the portable generators and moves them to different facilities. D. 15T" STREET SW INTERURBAN CROSSING IMPROVEMENTS Page 6 Public Works Committee Minutes December 20, 2010 DRAFT MINUTES Traffic Engineer Para explained that a few months ago the Committee had requested staff research making some improvements at the Interurban Trail crossing at 15th Street SW to address' safety-concerns. Staff looked at what other cities were using and has completed design; procured equipment and contracted for the installation of pedestrian activated warning beacons. The warning beacons are a newer technology and staff has received federal approval to use the beacons for this project. The signs and beacons will be installed in both directions on 15th Street SW at the interurban trail crossing. The flashers on the signs are pedestrian activated. The signs will have a trail warning symbol, featuring both a pedestrian and a bicycle. Traffic Engineer Para-answered questions asked by Chairman Wagner regarding advanced warning signs for drivers. Chairman Wagner asked why red flashers were not used. Traffic Engineer Para answered that red flashers are reserved to be used for a higher level of crossing traffic. Vice-Chair Peloza asked if the improvements were being funding by Redflex Photo funds. Traffic Engineer Para answered that they were as part of the Traffic Calming Improvements Program. Vice-Chair Peloza asked about the cost of the improvements. Traffic Engineer Para said that the total is approximately $30,000.00 for the equipment and installation. Member Haugen requested a memo that breaks down the cost and Chairman Wagner requested a map that shows where the signs and flashers will be located. - Chairman Wagner asked that staff consult with the WCIA regarding the proposed improvements. E. AUBURN WAY SOUTH / SR-164 CORRIDOR IMPROVEMENTS PLANNING Traffic Engineer Para presented the Auburn Way South/SR-164 Conceptual Corridor Improvement Plan to the Committee. Para stated that .a grant award has been recently received for portions of the plan and that other applications are pending. Over the past year, staff has been working and has received. approval-form the Washington State Department of Transportation (WSDOT) and the Muckleshoot Indian Tribe (the Tribe) on the corridor plan. . Chairman Wagner asked if there were.previously bicycle lanes included in the corridor plan design. Traffic Engineer Para answered that the width for extra bicycle lanes would not be provided but there will be a shared, Type 3, lane for cyclists and motorists. Director Dowdy answered questions asked by Chairman Wagner regarding past discussions about separate bicycle lanes on Auburn Way South. Director Dowdy reported that the Bicycle Task Force's preference would be a bicycle route that went through the Tribes new development and then cross Auburn Way on Dogwood. Street, rather, than continue down the hill on Auburn Way South. Traffic Engineer Para responded to questions asked by Vice-Chair Peloza regarding Right-of- Way acquisitions. Para stated that the cost of Right-of-Way acquisition was considered during the grant application `process and the cost was included in the project's cost estimate. Traffic Engineer Para told the Committee that there. is currently funding for the corridor project for the portion of the corridorfrom Hemlock Street.SE all the way to Fir Street SE. The grant is funded through the Transportation Improvement Board (TIB). Para stated that the Tribe put up the matching funds for this grant. Traffic Engineer Para answered questions asked by Chairman Wagner regarding the design of the mid-block pedestrian crossing just east of Elm Street SE. Page 7 Public Works Committee Minutes December 20, 2010 DRAFT MINUTES Traffic Engineer Para reviewed the design elements of the plan which include widening of a portion of the corridor, installing the mid-block pedestrian crossing, removing and relocating some bus stops, construction of u-turn lanes and re-constructing the Hemlock Street SE intersection with a new traffic signal. Traffic Engineer Para responded to questions from the Committee about restricted turn movements from the properties along the corridor. Assistant Director/City Engineer Selle stated that staff had to develop a conceptual plan for the corridor that both the Tribe and WSDOT agreed with in order for staff to move forward with grant applications. Selle stated that the Tribe has agreed with the concept, including the portion along the property where the fireworks stands are, in response to comments made by Chairman Wagner. Director Dowdy stated that one of the problems with the corridor in regard to pedestrian safety is the number of bus stops and it is difficult for citizens to cross SR-164 to reach the stops. The reason for the coordinated plan for the corridor is to show pedestrians the safest crossings to get to the relocated bus stops. Director Dowdy said that both the City and the Tribe have agreed that the plan works, including new development plans. Chairman Wagner asked for copies of the corridor plan drawing. The Committee and staff discussed access to the FAA property on Auburn Way South and Hemlock Street SE. Director Dowdy stated that staff will be working with both the Tribe and the FAA on the corridor design and the design of the Hemlock Street SE and Fir Street SE intersections. Traffic Engineer Para answered questions asked by Chairman Wagner regarding the design of the u-turn lanes and their ability to accommodate large trucks. Chairman Wagner asked what the schedule for the project is. Traffic Engineer Para stated that design will begin in 2011 with construction possibly beginning in 2013. Chairman Wagner suggested that staff consider the landscaping of the islands as they design the project and adding color for the pavement within the islands. F. PROGRESS REPORT ON LEVEE CONTRACTOR FOR INTERIM FLOOD PROTECTION MEASURES Assistant City Engineer Gaub distributed vicinity maps for the Green River Flood Protection Measures that were installed in 2009. Gaub updated the Committee on what the City has done on emergency levee work in 2010. Assistant City Engineer Gaub stated that Riverton Construction is currently under contract with the City to perform on-call maintenance work on the existing temporary levee systems. Gaub said that approximately $53,000.00 was spent in 2010 under 6 different task orders on the maintenance work for addressing vandalism, re-anchoring the plastic blown loose by wind, and opening the access points for the Port mitigation site and the Drive in theater. Page 8 Public Works Committee Minutes December 20, 2010 DRAFT MINUTES Chairman Wagner asked where the funds were coming from. Gaub answered that storm funds are being used. Chairman Wagner warned against using storm funds to create a flood improvement district. Assistant City Engineer Gaub answered questions asked by the Committee regarding the vandalism to the temporary levees. Chairman Wagner asked if the maintenance work is almost complete. Gaub explained that the contract is an on-call contract and is used as needed for maintenance with specific task orders being given to the contractor. G. CAPITAL PROJECT STATUS REPORT Item 5 - CP1011 - Tacoma Pipeline 5 & B Street NE Intertie: Chairman Wagner asked if the intertie is now operational. Assistant City Engineer Gaub answered that it is manually operational. The telemetry and SCADA element, and the meter for the City of Tacoma are still being worked on. Item 17 - C207A - A Street NW Corridor - Phase 1: Assistant City Engineer Gaub stated that earlier in the year a shortfall in funding was shown in the amount of approximately $2.85M but currently the shortfall for the project is approximately $1.35M based on the revised 90% design cost estimates. Gaub said depending on the final Right-of-Way costs and the actual construction bid amount, staff is anticipating a further reduction in this shortfall. Chairman Wagner requested an interim report on the project. Item 20 - CP1006 - Lakeland Hills Reservoir 6: Assistant City Engineer Gaub spoke about the neighborhood meeting and stated that there were no issues regarding the Committee's decision on the mural design for the reservoir. Item 19 - C201A - M Street SE Grade Separation: Assistant City Engineer Gaub explained the process of "potholing" in response to questions asked by Vice-Chair Peloza. "Potholing" is the process of opening up holes to verify the actual location of underground utilities. Item 28 - CP0916 - West Valley Highway - SR 18 to W Main Street: Chairman Wagner asked for an interim report on the project. Assistant City Engineer Gaub stated there will be a more detailed plan presented to the Committee in January or February 2011. Item B - CP0715 -Marv Olson Farm Parking Lot: Vice-Chair Peloza asked if the work is complete. Assistant City Engineer Gaub stated that Project No. CP0715 (Item B) and Project No. CP0815 (Item 7) are two separate projects. CP0715 is complete and is in the final payment phase. Interpretive signs still need to be procured as part of Project No. CP0815 which is a federally funded project. Chairman Wagner spoke in favor of interpretive signs and requested that staff look for a grant to install more of the signs. ADDITIONAL DISCUSSION Director Dowdy gave the Committee an update on the Street Maintenance Utility progress, in response to a request from Chairman Wagner. The Committee and staff discussed presenting the Street Maintenance Utility information to the Chamber of Commerce. Page 9 Public Works Committee Minutes December 20, 2010 DRAFT MINUTES V. ADJOURNMENT There being no further business to come before the Public Works Committee, the meeting was adjourned at 5:20 p.m. Approved this day of 12010. Rich Wagner Jennifer Rigsby Chairman Public Works Department Secretary Page 10