HomeMy WebLinkAbout02-07-2011 \
CITY OF AUBURN CITY OF PUBLIC WORKS COMMITTEE
February 7, 2011
WASH INGTON nniNUTEs
1. CALL TO ORDER ,
Chairman Rich Wagner called the meeting to order at 3:30 p.m. in Conference Room #2, located
on tfie second floorof Auburn City Hall, One East Main Street, Auburn, Washington. Committee
members present were: Chairman Rich Wagner and Vice-Chair Bill Peloza. Also present during
. the meeting were: Mayor Peter B. Lewis, Public Works Director Dennis Dowdy, City
Engineer/Assistant Director Dennis Selle, Assistant City Engineer Ingritl Gaub, Utilities Engineer
Dan Repp, Councilmember John Partridge, Finance Director Shelley Coleman, Finance Accounting
Manager Rhonda Ewing, Accounting & Utility Services Manager Mark Gregg, Project Ehgineer
. Robert Lee, Project Engineer Jacob Sweeting, Project Engineer Ryan Vondrak, Transportation
Planner/Grants Manager Chris Hankins, Water Utility Engineer Cynthia Lamothe, and Department
Seeretary Jennifer Rigsby.
MemberVirginia Haugen was excused from the meeting.
II. CONSENT AGENDA
A. APRROVAL OF MINUTES
It was moved by Vice-Chair Peloza, seconded by Chairman Wagner, that the Committee
approve the Public Works Committee minutes for date, January 18, 2011.
Motion. carried 2-0.
B. GRANT PERMISSION TO ENTER INTO CONSULTANT AGREEMENT NO. AG-C-401 WITH
TECHNICAL SYSTEMS INC. FOR TECHNOLOGY IMPROVEMENTS ON PROJECT NO.
C524A, SCADA SYSTEM IMPROVEMENTS PROJECT
Project Engineer Lee stated that this project is a technology improvement project, where the
design, software, hardware and construction costs are combined, in response to a question
, asked by Chairman Wagner. Chairman Wagner pointed out that there is no competitive bid for
the construction as there is with other projects. Lee explained that the contract value is based
on negotiation between the City and the consultant consistent with other consultant contracts.°
Assistant DirectoNCity Engineer Selle stated that the project scope involves technology
enhancement where the consultant assures that the SCADA equipment is integrated with the
software. How the system is set up to interface is very much dependenfi on the consultant's
professional judgment and services. The project does not lend itself to a typical bidding
process but is more appropriate for a design/build process.
Chairman Wagner verified that Council has approved a budget of $4,099,621.43 for the project.
Project Engineer Lee verified that to be correct and said tfiat is the "not-to-exceedn amount for
the agreement. Vice-Chair Peloza asked if there is a full test of the system included in the
agreement amount. Project Engineer Lee described how the overall system and each site will
be tested. The contract is organized such that testing of specific phases of the installation wilf
be approved by the City prior to. beginning the next phase of the system installation.
Project Engineer Lee answered questions asked by Vice-Chair Peloza, stating that the -
consultant will provide maintenance to the system until the complete new system is accepted by
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the City. The consultant will provide training to staff as part of the contract. After completion of
the new system, the City would need to determine the extent or need for a maintenance
agreement with a consultant sirnilar to our current agreement with S&6 (current SCADA support
vender). Vice-Chair Peloza asked that more detail regarding the design, software, hardware
and construction cost allocation of the contract be provided to the Committee. Chairman
Wagner agreed that more detail is needed and suggesfed postponing Council action until the
detail can be provided by staff. Vice-Chair Peloza supported postponing action by the Council.
Assistant Director/City EngineerSelle asked the Committee to specify the details they would
like to review. Chairman Wagner requested a line item list for the project, similar to a project
bid sheet, listing the tasks and associated costs per task. The Committee and staff discussed
the amount of detailed cost information that can be provicled.
In response to Vice-Chair Peloza, Project Engineer Lee verified that the project is funded by the
utility funds:
The Committee and staff reviewed the communications network map. Project Engineer Lee
explained that the communication mode for the new SCADA system is wireless and will no
. longer be reliant on land lines.
Chairman Wagner asked what affect the bond funded SCADA project has on utility rates.
' Utilities Engineer Repp answered that staff did review the affect on the rate study. Repp
explained that the amount of bond money in the fiscal analysis of the Capital Facilities Program
(CFP) and rate study was higher than the actual $22M coming in from the Build American Bonds. Repp said that Finanee Director Coleman assessed the overall plan and the rate model
and determined that the City could continue to meet its debt coverage and financial obligations
associated with selling the bonds without impacting current utility rates. Chairman Wagner
requested Finance Director Coleman and Utilities Engineer Repp provide the Committee with a
summarized assessment of such at a future meeting separate from a future discussion on
SCADA.
Vice-Chair Peloza asked what company will be installing the system. Project Engineer Lee
answered that the consultant will program and install the system. Utilities Engineer Repp said
that one of the reasons staff selected this particular consultant and design team is because
they have the ability to provide 24/7 maintenance as well as design and installation. Project
Engineer Lee explained that a long term maintenance contract is not part of this Agreement No.
AG-C-401 and that a future maintenance agreement:will be considered separately at the
completion of the project. Chairman Wagner stated that the Committee needs some
information as to the cost of maintenance, such as the affect of operating costs that are
normally included in the CFP.
Project Engineer Lee spoke about the security features. Vice-Chair Peloza asked if the new
SCADA system will add security for the pump houses. Assistant DirectoNCity Engineer Selle
answered that there will be security elements included at some of the facilities since the new
SCADA system provides more flexibility to add security elements than the current system.
Assistant Director/City Engineer Selle said that the scope of the project includes some initial
security. enhancement at priority sites, but the system can be expanded in the future.
Vice-Chair Peloza asked if there were any grant opportunities for the security elements of the
project. Assistant DirectoNCity Engineer Selle stated that there are currently none, but staff
monitors grant opportunities aggressively.
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Chairman Wagner requested a list of other consultants that do work similar to TSI and
additional information on TSI be included.
- Staff will bri+ng Agreement No. AG=C-401 back to the Committee with the infoRnation requested,
for action at the next Public Works Committee and Council Meetings.
C. APPROVE FINAL FAY ESTIMATE NO. 5 TO CONTRACT'NO. 09-04 IN THEAMOUNT OF
$1,026.18 FQR.A TOTAL CONTRACT PRICE OF$704,001.83 WITH SCI INFRASTRUCTURE
LLC AND ACCEPT CONSTRUCTION OF PROJECT NO. CP0819, PEASLEY CANYQN ROAD
CULVERT REPLACEMENT PROJECT
Project Engineer Lee answered questions asked by Chairman Wagner regarding the consultant
cosfi in comparison with the construction cost. Lee explained that the consultant cost was a
little skewed due to the very competitive and therefore lower than expected bids on the '
construction of the project. Assistant Director/City Engineer Selle pointed out that-projects with
a lot of complicated environmental permitting usually have a higher proportional consultant cosf.
The Committee commended Project Engineer Lee on a well designed and executed project.
Project Engineer Lee explained how the culvert was constructed, in response to questions
_ asked by Vice-Chair Peloza.
It was moved by Vice-Chair Peloza; seconded by Chairman Wagner, that the Committee
, recommend Council approve Final Pay Estimate No. 5 to Contract No. 09-04 and accept
completion of Project No. CP0819, Peasley Canyon Road Culvert Replacement Project.
Motion carried 2-0. "
D. APPROVE FINAL PAY ESTIMATE NO. 3 TO CONTRACT 10-20 IN THE AMOUNT OF
$10,112.44, FOR A TOTAL CONTRACT PRICE OF $157,380.89, WITH PCI DEMOCON AND
ACCEPT CONSTRUCTION OF PROJECT NUMBER CP1014, COMMERCIAL BUILDINGS
DEMOLITION PROJECT It was moved by Vice-Chair Peloza, seconded by Chairman Wagner, that the Committee
recommend Council approve Final Pay Estimate No. 3 to Contract No. 10-20 and accept
completion of Project No. CP1014, Commercial Buildings Demolition Project.
Motion carried 2-0.
III. ISSUES
A. RESOLUTION NO. 4680 AUTHORIZING THE MAYOR TO EXECUTE AN INTERLOCAL
AGREEMENT WITH THE PORT OF SEATTLE FOR THE PURPOSE OF FUNDING AND
CONSTRUCTING THE M ST SE GRADE SEPARATION PROJECT C201A
Director powdy reported that both Resolution No. 4680 and 4681 will be discussed at the
Finance Committee Meeting.
Project Engineer Sweeting stated that the project will be referred to as the M Street SE
Underpass in contract documents and public informational documents as per Mayor Lewis'
requests, in response to an inquiry made by Vice-Chair Peloza. Sweeting pointed out that
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certain documents between the City and the project's funding partners will contain the original
projeet name. J Project Engineer Sweeting said that the meeting with the `Port of Seattle commissioners will be
held Tuesday, February S, 2011 and he and Government Relations Manager Carolyn
Robertson will be attending. .
It was moved by Vice-Chair Peloza, seconded by Chairman Wagner, that the Committee
recommend Council adopt Resolution No. 4680.
Motion carried 2-0.
~ B. RESOLUTION NO. 4681 AUTHORIZING THE MAYOR TO EXECUTE AN INTERLOCAL
AGREEMENT WITH THE PORT OF TACOMA FOR THE PURPOSE OF FUNDING AND
GONSTRUCTING THE M 8T SE GRADE SEPARATION PROJECT C201A
It was moved by Vice-Chair Peloza, seconded by Chairman Wagner, that the Committee
recommend Council adopt Resolution No. 4681.
Motion carried 2-0.
IV. DISCUS310N AND INFORMATION
A. WARWICK/SAY LEAK ADJUSTMENT APPEAL
Cliairman Wagner asked if the customer had been notified that their appeal was being
discussed at the Public Works Committee Meeting. Utilities & Accounts Services Manager
Gregg answered that all of #he customers were notified via telephone and mail/email.
Vice-Chair Peloza stated that he supported the leak adjustment of $500.00 plus the maximum
potential adjustment of 50% of the remaining balance. Chairman Wagner stated that he too
supported the adjustment as calculated by the Finance Department due to the open
communication with the customer and the customer's diligence in getting repairs made in a
timely manner.
Chairman Wagner asked if the appeal needed to be taken to City Council for action. Finance
Director Coleman requested that the Committee take action on the item so it could be taken to
the Council as a consent ifem due to'the fact that the account will need fo be written-off.
Coleman stated that it will also be reviewed by the Finance Committee.
It was moved by Vice-Chair Peloza, seconded by Chairman Wagner, that the Committee
recommend Council approve the leak adjustment appeal, for account no. 056724-000.
Motion carried 2-0.
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B. J. DENNIS LEAK ADJUSTMENT APPEAL
Finance Director Coleman described the location of the water leak, following questions asked
by Chairman Wagner. Coleman stated the leak was on the customer's property.
After a brief discussion the Committee did not support the leak adjustment for 008645-000.
It was moved by Vice-Chair Peloza, seconded by Chairman Wagner, that the Committee
recommend Council deny the lead adjustment appeal for account no. 008645-000.
Motion carried 2-0. C. WEST VALLEY HIGHWAY IMPROVEMENTS PROJECT - WEST MAIN STREET TO SR18 -
DESIGN UPDATE
Project Engineer Sweeting distributed an aerial map of the West Valley Highway Improvements
Project overview to the Committee. Sweeting stated that the West Valley Highway
Improvements Project is a roadway improvement project between West Main Street and the
' SR-18 on ramp. Sweeting provided background information on the project. It was discussed
that there is_a lot of southbound traffic that backs up during the peak hour, blocking the left tum
pockef, creating safety concerns. There is also an outdated signal at West Main Street and
West Valley Nighway, the roadway is in poor condition, and there are potential drainage issues
along the corridor, which the project will also address.
Sweeting reported that there was a Transportation Improvement Board (TIB) grant awarded
that wilf fund up to $3,000,000 or 60% of the total project cost to improve the roadway.
Project EngineerSweeting reviewed the scope of the project with the Committee. The roadway ,
will be widened, exfending the left turn pocket and a center median and center turn-lane will be
added. The project also includes construction of a bicycle lane and a sidewalk on the west side
of the roadway. The signal at West Main Street will be updated to the new signal standards
and street lighting will be insfalled. The drainage issues will also be addressed.
Chairman Wagner asked if major tree removal would occur on the hillside. Project Engineer
Sweeting answered that the strategy for the hillside is to not disturb if as much as possible,
however there will be some tree removal on the east side of the road related to relocating the
existing roadside ditched, but the, trees will be replanted as part of the mitigation.
Chairman Wagner asked if wetland mitigation is required. Sweeting responded that the project
is not in a wetland area but it is in a wetland buffer area: There will be some on-site mitigation
for impacts to the buffer area. ~
Sweeting stated that the construction of the ditches is being permitted through the Army Corps
of Engineers, which may affect~the project schedule. Staff intends to go out to construction in
Summer 2011, pending a timely response from the Corps to proceed.
Project Engineer Sweeting described the new Low Impact Development (LID) stormwater
management techniques,that will be used as part of the project. The project will include
pervious concrete sidewalks on fhe west side, a bio-retention swale (rain garden) in the center
median of the roadway, and a compost amended fill slope on the east side of the roadway. .
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Sweeting answered questions asked by Chairman Wagner regarding how the stormwater will .
drain into the swale in the center median and how the water will be treated as it drains into the
ditch located on the east side.
Assistant Director/City Engineer Selle responded that there are no requirements to monitor the
water quality, but the City may decided to do some monitoring to determine the effectiveness of
the new LID techniques being used, following questions asked by Chairman VVagner. ,
Project Engineer Sweeting reviewed the project schedule.
Chairman Wagner asked if the Washington State Department of Transportation (WSDOT) has
plans on extending West Valley Highway south. Sweeting stated that the proposed sidewalk
. ends at the City Right-of-way and that#he City is working on extending the bicycle
lanes/shoulder and channelization south into WSDOTs Right-of-Way.
Project Engineer Sweeting reviewed the changes that will be made in channelization on West
Valley Highway and turn lane modifications at the intersection of West Valley Highway and
West Main Street.
Sweeting spoke about the project's cost estimate. The City match for the TIB grant is being
funded through the Street and Storm Funds. Chairman Wagner spoke in favor or using storm
funds for this purpose given all the drainage aspects of the project.
D. RESOLUTION NO. 4676 SETTING A HEARING DATE IN RELATION TO AMENDING THE
2011-2016 TRANSPORTATION IMPROVEMENT PROGRAM OF THE CITY OF AUBURN
PURSUANT TO R.C.W. CHAPTER 35.77
Transportation Planner/Grants Manager Hankins explained that Resolution No. 4676 and
Resolution No. 4677 go together.
Hankins said that staff applied for and was awarded a Transportation Improvement Board (TIB)
grant for safety improvements on Auburn Way S, from Fir Street to Hemlock Street. Sfaff now
needs to add the safety improvement project to the Transportation Improvement Program (TIP)
via amendment. After the project is added to the City's TIP it will be added to the State's TIP
and the obligation of grant funds may proceed. .
Transportation Planner/Grants Manager Hankins explained that Resolution No. 4676 sets the
date for the Public Hearing and Resolution No. 4677 amends the TIP.
Chairman Wagner asked if the resolutions were on the Council agenda. Transportation
Planner/Grants Manager Hankins answered that they were not yet on the agenda. The
resolutions will be faken totHe Planning and Community Development Committee foraction
and then move forward to Council.
Assistant Director/City Engineer Selle answered questions asked by Chairman Wagner
regarding the participation of the Federal Flight Administration (FFA) with the project. ;
Director powdy stated that staff is at the conceptual design stage for the improvements and
once the amount of Right-of-Way needed is determined, staff will start meeting with the FFA.
Hankins reviewed the project schedule. Construction is anticipated for 2012-2013.
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E. RESOLUTION NO. 4677 AMENDING THE 2011-2016 SIX-YEAR TRANSPORTATION
IMPROVEMENT PROGRAM OF THE CITY OF AUBURN PURSUANT TO R.C.W. CHAPTER
35.77
There were no additional questions or comments from the Committee.
F. WELL PUMP DIAGNOSES
Utilities Engineer Repp distributed a discussion outline and some maps and drawings to the
- Committee.
Utilities Engineer Repp explained that the wells that staff has currently been dealing with are
Well 2 and Well 6. Repp reviewed the site map and pointed out the location of the wells: Both
wells are located in the same building and are separated by approximately 33 feet.
Utilities Engineer Repp continued with the well diagnoses summary. The Well 6 pump was shut
down in October 2009 and staff pulled the pump and started analysis in November 2009 to try
to determine why it stopped working. Well Z was showing similardeclines in production as Well
6 and staff shut it down on June 30, 2010. Staff enlisted the help of a consulting firm to assist
in the analysis.
The analysis of the pump included hydraulic, mechanical, chemical, electrical and corrosion
components. Utilities Engineer Repp reviewed what was examined under each component
during the analysis with the Committee. Repp spoke in depth about some of the things that can
cause corrosion to these types of facilities.
Referencing the drawing on the pump column, Repp discussed the findings for Wells 2 and 6.
Repp said that Wells 2 and 6 showed similar types of corrosion, although the metal loss in Well
2 was not as severe as Well 6. Repp explained in detail how damage to the well components
occurred due to multiple factors originating w4h-from sand being drawn into the well casing
from the surrounding soils.
Mayor Lewis asked how long the well assembly had been operational. Utilities Engineer Repp
answered approximately 5 years.
Utilities Engineer Repp discussed the underlying issues that. staff believes is causing the
problems in the wells, well hydraulics, sand production; and well capacity. Repp stated that as
the wells are producing water sand is starting to get stirred. up in the aquifer and is getting into
the pumps.
Director powdy spoke about the importance of Well 2 and 6 and their relationship to Well 7.
Water is needed from either Well 2 or 6 to be blended with the water from Well 7.
N Repp discussed the well casing and pump design following questions asked by Chairman
Vl/agner. Mayor Lewis asked ifithe well casing is damaged. Repp explained that the pump
casing within the well casing was damaged but the surrounding well casing was not. Repp
showed the Committee photos of the pump and the pump casing attached to the pump.
Chairman Wagner asked if there were other materials that could be used in the construction of
the pump and casing to prevent the corrosion. Repp answered that the issue is not with the
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type of material utilized but there is more of a problem with the sand production and the
hydraulics of the pump itself. In a normally operating well, these issues would not occur.
Assistant Director/City Engineer Selle explained that the problems with the wells are caused by
~ . a combination of the waythe water is being pumped, what is happening in the aquifer, and how hard the well is being used.
Utilities Engineer Repp went over the next steps in correcting the problems with the wells: '
Repp stated that the wells are both high production wells and are close in proximity which may
haVe an influence, over #ime, on the wells producing sand. Repp said that staff is currently
examining options for the wells, taking into account that resiliency and operational flexibility
needs to be incorporated. These options include a well field concept using more wells with
smaller capacities and more separation between wells to prevent influence of one well on
others nearby and use of variable speed drives.
Utilities Engineer Repp and Water Utility Engineer Lamothe answered questions asked by
Chairman Wagner regarding the size of the current well field and the water rights boundary. ,
Assistant Director/City Engineer Selle and Director powdy responded to questions asked by
Vice-Chair Peloza about why Wells 2 and 6 were placed in such close proximity of one another..
The Committee and staff discussed possible locations for the wells. Assistant Director/City
Engineer Selle-pointed out that there will need to be further study and investigation on the
subject:
Mayor Lewis asked if we are currently able to use Well 7 since Wells 2& 6 are out of, operation? Director powdy answered that Well 7 is operational and there is a temporary pump
running Well 6 that is being utilized to blend with water from Well 7.
Utilities Engineer Repp concluded that the initial analysis and design report supported the
currenf configuration ofi Wells 2& 6 but over time it appears aquifer conditions may have
changed contributing to more sand moving into the wells.
Repp discussed using the increased capability of the new SCADA system to monitor and self
diagnose key operating parameters at the well sites and using SCADA to also monitor and
record useful preventive maintenance data such as, vibration, heat, and well drawdown at
varying pump levels.
Utilities Engineer Repp answered questions asked by Chairman Wagner regarding the use of
monitoring wells.
Assistant Director/City Engineer Selle reviewed the next steps staff will be taking in their
investigation of the wells.
G. WATER CONSERVATION • Water Utility Engineer Lamothe distributed a summary of the current water conservation
program. Lamothe explained that the conservation plan that the City currently has is defined in
the Comprehensive Water Plan, Chapter 8 and that is in compliance with the Department of
Health Water Use Efficiency Rule.
Lamothe provided a brief background on when the conservation plan was initially developed.
The City of Auburn developed their first conservation program as part of the 1995 Page 8
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Comprehensive Plan using the guidelines published by the Department of Health in 1994. As
part of the 2001 Comprehensive Plan the Cify enhanced the program and defined a goal of a
10% reduction in water use by 2005. Between 2000 and 2007 the City saw a significant drop in
their per connection demand, not the overall demand because the customer base continued to
grow: T'here were increases in commercial, school, and irrigation use and decreases in single- .
family, multi-family, manufacturing, and Gity accounts.: With the current program that runs from
2009-2014 the City's targeted a 16/o reduction per year per connection in water use as a goal.
~ Mayor Lewis spoke about the need for conservation and how that affects City revenue.
`Water Utility Engineer Lamothe reviewed the measures the City currently implemented to meet
the Water Use Efficiency Rule for both demand and supply. The measures the City uses to
encourage customers to use water wisely include defined rates for cusfomer classes, tiered
customer pricing, utilitybills showing consumption history, school outreach and educational
programs, use of the City we6site to promote conservation, the low flow shower and faucet
aerators programs; and the WaterSense toilet rebate program. The toilet rebate program was
launched in November 2010 and three applications have been processed. Chairman Wagner
asked what the toilet rebate amount is: Lamothe answered that the rebate is $100 per toilet
with a maximum of two toilets per customer account.
Water Utility Engineer Lamothe sfated that the programs implemented by the City are very
much inline with what other municipalities and other agencies are doing in the area.
Some of the supply side measures are mandated by the Department of Health and they include
testing of source meters and replacement if needed, repair and replacement of service meters,
control of water loss and annual Jeak detection. Lamothe described some of the lost water that
the. City has to.account for,. such as water used for firefighting and flushing the lines. Lamothe
reported that staff completes 75 miles per year of leak detection.
Vice-Chair Peloza asked who is responsible for testing fire. hydrants. Water Utility Engineer
Lamothe answered that the Maintenance and Operations sfaff is. Mayor Lewis stated that fhere
is a very well documented system for testing hydrants, following questions asked by \/ice-Chair.
Peloza. Vice-Chair Peloza asked how many hydrants are in the City. Water Utility Engineer Lamothe stated that she did not Know off-hand but the number of hydrants in the City is posted
on the City's websife. Mayor Lewis asked that staff bring an update on hydrant testing be
brought to the Public Works Committee for review. ,
Chairman Wagner asked if the City's Resource Conservation Manager brings any expertise to
the City's wafer conservation activities. Water Utility Engineer Lamothe answered that the
Resource Conservation Manager is assisting with the pump efficiency and energy consumption
side of the City's conservation efforts.
Water Utility Engineer Lamothe answered questions asked by Chairman Wagner regarding the
25% reduction recorded between 2000 and 2007 and the Water Conservation message that is
included in the annual Water Quality Report.
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H. CAPITAL PROJECT STATUS REPORT
Item_7 -_CP0701 - 8th & R Street Traffic SiQnal: Chairman Wagner asked if there was any
feedback on the new signal. ,Assistant City Engineer Gaub stated that following the first day the
signal was on, there has been minimal feedback. Mayor Lewis said that he received multiple
comments about fhe signal and the majority of them were positive.
Chairman Wagner commented that the permanent sign restricting left tums needs to be rnore
prominent. Vice-Chair Peloza spoke about how effciently the signal operated but suggested
the bus stop be relocated.
The Committee and staff discussed solutions for making merging more efficient and reducing
the waste in lane capacity.
The Committee and staff discussed postponing#he construction of the u-turn feature. Mayor
Lewis suggested doing more analysis before comrnitting to the u-turn design.
_ Ifem 22 - C507B - Auburn/Pacific Trail Phase2; Chairman Wagner asked if#he project is
aligned with the tri-trail initiative. Mayor Lewis answered that it does. ,
V. ADJOURNMENT
There being no further business to come before the Public Works Committee, the meeting was
adjoumed at 5:35 p.m.
Approved this 22"d day of February, 2011.
Rich Wagner nnifer igs
Chairman Public Wor De ent Secretary
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