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HomeMy WebLinkAboutITEM II-ACITY OF AGENDA BILL APPROVAL FORM * WASHINGTON Agenda Subject: Date: Approval of Minutes May 10, 2011 Department: Attachments: Budget Impact: Public Works Minutes from Ma 2, 2011 $0 Administrative Recommendation: Public Works Committee to approve the minutes of the May 2, 2011 Public Works Committee meeting. Background Summary: W0516-1 Reviewed by Council & Committees: Reviewed by Departments & Divisions: ❑ Arts Commission COUNCIL COMMITTEES: ❑ Building ❑ M&0 ❑ Airport ❑ Finance ❑ Cemetery ❑ Mayor ❑ Hearing Examiner ❑ Municipal Serv. ❑ Finance ❑ Parks ❑ Human Services ❑ Planning & CD ❑ Fire ❑ Planning ❑ Park Board ®Public Works ❑ Legal ❑ Police ❑ Planning Comm. ❑ Other ®Public Works ❑ Human Resources Action: Committee Approval: ❑Yes ❑No Council Approval: ❑Yes ❑No Call for Public Hearing I l Referred to Until I l Tabled Until I I Councilmember: Wa ner Staff: Dowd Meetin Date: Ma 16, 2011 Item Number: k t + •1~ ~ CITY OF AUBURN ~ PUBLIC WORKS COMMITTEE CITY OF ~ May 2, 2011 * A HI T DRAFT MINUTES ~ S NG ON I. 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, Water Utility Engineer Cynthia Lamothe, Sanitary Sewer Engineer Robert Elwell, Project Engineer Leah Dunsdon, Matthew Sweeney with Prium Development Company, LLC., Citizen Wayne Osborne, and Department Secretary Jennifer Rigsby. II. CONSENT AGENDA A. APPROVAL OF MINUTES Chairman Wagner pointed out two Scribner's errors and a change on page 8, third paragraph, the word "implementations" needed to be changed to "implication." It was moved by Vice-Chair Peloza, seconded by Member Haugen, that the Committee approve the Public Works Committee minutes for date, April 18, 2011, as amended. Motion carried 3-0. B. PERMISSION TO ADVERTISE FOR BIDS FOR PROJECT N0.207A, A STREET NW EXTENSION (A/B CORRIDOR) Assistant City Engineer Gaub provided the Committee with a brief overview of the project and using an aerial map, showed the final lay out forthe project. The project will link a new minor arterial street on A Street NW from 14t" Street NW south to 3 Street NW and complete half street improvements on 10t" Street NW/NE between A Street NW and A Street NE. Assistant City Engineer Gaub stated that all four legs of the 3rd Street NW and A Street NW intersection will be signalized and is proposed to be controlled as a split phase signal to allow traffic to move in one direction at a time, in response to questions asked by Chairman Wagner about the intersection. Chairman Wagner asked if the parking for the Norplex facility has been negatively affected. Gaub answered that the area the City purchased includes mostly gravel area that is not being used significantly for parking. The area is being used for truck turn movements and in the City's acquisition process, these impacts were reviewed and mitigation is proposed to relocate the existing PSE powerfacilities to accommodate those turn movements within the remainder of the property. Parking requirements were also evaluated and was found that the remainder of the property would be able to meet the current parking requirements for the current use of the property. Chairman Wagner asked about the construction of sidewalks and bicycle lanes. Assistant City Engineer Gaub reported that there will be sidewalks on both sides of the corridor from 3rd Street Page 1 Public Works Committee Minutes May 2, 2011 DRAFT MINUTES NW up to 10t" Street and between 10t" Street and 14t" Street NW there will be sidewalks on one side to limit the wetland impact. There will be 6 foot wide bicycle lanes from 14t" Street NW all the way to 3rd Street NW, on both sides of the street. The Committee and staff discussed the use of the new AlB Corridor by cyclists as a northlsouth route through the City. Mayor Lewis commented that the corridor will provide a great bicycle route to downtown and for bicycle commuters trying to reach the north end of the City. Director Dowdy said that the AlB Corridor is included on the map prepared by the Bicycle Task Force, in response to a question asked by Chairman Wagner. Vice-Chair Peloza asked about access to the Post Office. Gaub answered that the driveway to the Post Office will remain at its present location and will have right in l right out only access. The existing pedestrian crossing in front of the Post Office will be removed on completion of the signal which includes a new cross walk on 3rd Street NW. Chairman Wagner asked if eastbound traffic will be restricted from making left turns into the Post Office. Gaub confirm that is correct. Mayor Lewis spoke about past talks that the City has had with the Post Office regarding the relocation of some of their facilities and citizens being able to use their other parking lot. The Committee and staff discussed how drivers will access the Post Office parking lot. Chairman Wagner commented on the streets near the Post Office being narrow and the possibility of restricting parking on those streets. Chairman Wagner suggested staff look in to relocating the current Post Office parking. Mayor Lewis agreed that it would be beneficial to meet with the Post Office about parking. Mayor Lewis said that he will be having a series of meetings with the U.S. Postal Service. Assistant City Engineer Gaub reviewed the budget status sheet and spoke about the donation of the Right-of-Way and roadway improvements by the Mohawk Plastics development, in response to questions asked by Vice-Chair Peloza. Assistant City Engineer Gaub explained that another part of the project is the construction of a noise wall. Gaub distributed examples of what the proposed wall, Acoutsa Wall, will look like to the Committee. The wall is a recycled product made of a plastic material filled with ground rubber tire. Gaub stated that this type of wall helps reduce noise better than wood or concrete and is more narrow causing less of an impact on the surrounding property and sidewalk widths. Assistant City Engineer Gaub said that the wall has the appearance of wood plank and will be two colors. In response to a question by Chairman Wagner, Gaub explained that the chosen noise wall can reduce noise between 7 and 10 dBa more then a similar sized concrete orwood noise wall. Member Haugen asked if the project will be a large benefit to bicyclists. Assistant City Engineer Gaub answered that it will provide a bicycle lane in the corridor connecting the northern 15t" Street business area, including the current Park `n Ride area, and the Downtown Area. Member Haugen asked if there have been any discussions with the business owners, primarily the hospital, in the corridor about providing bicycle parking for employees. Member Haugen spoke about incentives for hospital commuters to use bicycles and bicycle storage. Mayor Lewis stated that Human Resources Director Heineman has been working with the surrounding businesses as part of the Trip Reduction Program and working with employers on creating a program to earn Trip Reduction Credits. Mayor Lewis said that the construction of the A/B Corridor and the earned Trip Reduction Credits may be incentive for businesses to provide storage for bicycles. Mayor Lewis suggested that Human Recourses Director Heineman present the work she's doing to the Committee. Page 2 Public Works Committee Minutes May 2, 2011 DRAFT MINUTES The Committee and staff discussed the possibility of the City providing on street bicycle parking on Division Street. Mayor Lewis asked that staff meet with hospital staff regarding the project. Member Haugen asked for additional information on the number of parking stalls for bicycles at the Transit Station. Chairman Wagner commented on the length of the project schedule. Assistant City Engineer Gaub stated that what is driving the scheduled is the fact that there is preload required due to the poor soil quality on the northern portion of the roadway. This will require a settlement period prior to road construction. There is also wetland mitigation that needs to be constructed and work may not begin on any of the roadway work until the mitigation work has begun. Member Haugen asked if any single-family houses will be affected by the project. Mayor Lewis answered that the primary effect on single-family homes will be positive because trucks will be routed out of neighborhoods. Assistant City Engineer Gaub answered questions about the roadway construction materials being used asked by Vice-Chair Peloza. The new roadway will be a concrete road and a portion of the existing roadway will remain asphalt. It was moved by Vice-Chair Peloza, seconded by Member Haugen, that the Committee recommend Council grant permission to advertise for Project No. 207A, A Street NW Extension (AlB Corridor). Motion carried 3-0. C. PERMISSION TO ENTER INTO CONSULTANT AGREEMENT N0. AG-C-404 WITH ROTH HILL INC. FOR ENGINEERING SERVICES ON PROJECT N0. CP1103, 132ND AVENUE SE TACOMA PIPELINE 5 INTERTIE IMPROVEMENT PROJECT Project Engineer Dunsdon explained that Project No. CP1103 is similar to the B Street Intertie project which was constructed in 2010 except that the B Street project was constructed as an emergency project so the City was able to expedite the project. Project Engineer Dunsdon said that Roth Hill Inc. is also the consultant that is working on the intertie immediately adjacent to the 132nd Avenue SE intertie for Water District 111. Dunsdon reviewed the project's scope with the Committee. Project Engineer Dunsdon pointed out that as part of the project the City is negotiating with Covington and Water District 111 to potentially purchase an existing waterline in the street rather then construct a new line. If the negotiations are successful, the tie-in would occur at the street and if the waterline is not purchased, a new waterline will be constructed as part of the project to connect to the existing City waterline in the area. Chairman Wagner asked when the decision to purchase will be made. Dunsdon answered a decision will probably be made within the next 10 weeks. Chairman Wagner asked if there will be different consultant staff assigned to on Work Element 2 from the one that would work on Work Element 1. Project Engineer Dunsdon responded that the consultant work group that works on Element 1 will also work on Element 2. Project Engineer Dunsdon stated that the same consultant that is working on the SCADA System is also working with Roth Hill on this intertie project, in response to questions asked by Chairman Wagner. Dunsdon pointed out that the same consultant also worked on the B Street intertie. Page 3 Public Works Committee Minutes May 2, 2011 DRAFT MINUTES Dunsdon explained that this agreement does not include procurement or installation of SCADA equipment. The consultant needs to complete the design prior to scoping an accurate price for that work. Assistant DirectorlCity Engineer Selle reiterated the agreement is just forthe design and programming portions of the project. Chairman Wagner asked what is covered by the construction services cost. Dunsdon answered that the construction services include some start-up testing and an operators' manual. Project Engineer Dunsdon reviewed the budget status sheet with the Committee. Project Engineer Dunsdon stated that the task breakdown will be included with the agreement and the consultant will be tracking their invoices by that breakdown, in response to a question asked by Vice-Chair Peloza. Vice-Chair Peloza asked for a copy of the breakdown and asked that the breakdowns be included in the future. Chairman Wagner agreed. Assistant DirectorlCity Engineer Selle and Project Engineer Dunsdon responded to questions asked by Member Haugen regarding construction Change Orders and how changes are made to the agreement cost. Vice-Chair Peloza asked about the project schedule. Project Engineer Dunsdon answered that the project is anticipated to be advertised for bids in January or February 2012. Dunsdon stated that a two week delay in advertising the project would not adversely affect the schedule, in response to a question asked by Vice-Chair Peloza. Chairman Wagner commented that it would be beneficial that the project be completed before the rainy season. Project Engineer Dunsdon answered that all of the construction services are to be completed at the discretion of the City, in response to questions asked by Member Haugen. It was moved by Vice-Chair Peloza, seconded by Member Haugen, that the Committee grant permission to enter into Consultant Agreement No. AG-C-404 with Roth Hill Inc. for engineering services on Project No. CP1103, 132nd Avenue SE Tacoma Pipeline 5 Intertie Improvement Project. Motion carried 3-0. D. AWARD CONTRACT N0. 11-03 TO PACIFIC NORTHWEST EARTHWORKS ON THEIR LOW BID OF $84,574.00 FOR PROJECT N0. C507B, AUBURNIPACIFICTRAlL-SKINNER ROADI3RD AVENUE SE (PHASE 2} Chairman Wagner asked if the City of Pacific has committed the remaining funds. Project Engineer Dunsdon answered that Pacific has committed their funding amount and because the bids are underthe Engineer's Estimate, their contribution will be less than they anticipated. Project Engineer Dunsdon reviewed the project design, in response to questions asked by Chairman Wagner. Dunsdon explained that as part of the project the neighborhood side roads, which have sidewalks, will be signed as a bicycle route to take cyclists to 3rd Avenue. It was moved by Vice-Chair Peloza, seconded by Member Haugen, that the Committee recommend Council award Contract No. 11-03 to Pacific Northwest Earthworks for Project No. 5076, Auburn/Pacific Trail -Skinner Road l 3rd Avenue SE (Phase 2). Motion carried 3-0. Page 4 Public Works Committee Minutes May 2, 2011 DRAFT MINUTES E. APPROVE FINAL PAY ESTIMATE N0.5 TO CONTRACT 10-19 IN THE AMOUNT OF $14,908.73 FOR A TOTAL CONTRACT PRICE OF $330,503.73 WITH TRAVERS ELECTRIC AND ACCEPT CONSTRUCTION OF PROJECT N0. CP0914, F STREET SE 14T" STREET SE TRAFFIC SIGNAL Vice-Chair Peloza commented on the low cost to the City. It was moved by Vice-Chair Peloza, seconded by Member Haugen, that the Committee recommend Council approve Final Pay Estimate No. 5 to Contract No. 10-19 and accept construction of Project No. CP0914, F Street SE / 4t" Street SE Traffic Signal. Motion carried 3-0. III. ISSUES A. RESOLUTION N0.4702 AUTHORIZING THE MAYOR TO EXECUTE A PAYBACK AGREEMENT FORA DEVELOPER'S EXTENSION (NORTH TAPPS SEWER PUMP STATION) BETWEEN THE CITY OF AUBURN AND PRIUM DEVELOPMENT COMPANY, LLC. Sewer Utility Engineer Elwell stated that Resolution No. 4702 was discussed at the Public Works Committee Meeting on April 18t" and then discussed at the Planning and Community Development Meeting on April 25t". There have been no changes. Assistant DirectorlCity Engineer Selle responded to questions asked by Vice-Chair Peloza regarding risks to the City. Chairman Wagner asked that City Attorney Heid discuss the legal risks, if any, of payback agreements with the Committee at a future meeting. It was moved by Vice-Chair Peloza, seconded by Member Haugen, that the Committee recommend Council introduce and adopt Resolution No. 4702. Motion carried 3-0. B. RESOLUTION N0.4706 AUTHORIZING THE MAYOR TO EXECUTE AN AGREEMENT WITH PUGET SOUND ENERGY INC. FOR THE PURPOSE OF RELOCATING POWER FACILITIES IN ADVANCE OF CONSTRUCTION FOR PROJECT N0. C207A A STREET NW EXTENSION (AlB CORRIDOR} Assistant City Engineer Gaub stated that the City will be paying for relocation of existing Puget Sound Energy (PSE) facilities required to accomplish the project. PSE will be doing some additional work on their own during construction of the corridor but that is not part of the agreement. It was moved by Vice-Chair Peloza, seconded by Member Haugen, that the Committee recommend Council introduce and adopt Resolution No. 4706. Motion carried. C. RESOLUTION N0.4707 AUTHORIZING THE MAYOR TO EXECUTE A LOCAL AGENCY SUPPLEMENTAL AGREEMENT BETWEEN THE CITY OFAUBURN AND WASHINGTON Page 5 Public Works Committee Minutes May 2, 2011 DRAFT MINUTES STATE DEPARTMENT OF TRANSPORTATION RELATING TO PROJECT N0. C207A PROJECT N0. C207A A STREET NW EXTENSION (A/B CORRIDOR) Assistant City Engineer Gaub explained that there are five different allocations of federal funds for the project. Four of the allocations are included in this agreement and the other is included in a separate agreement which was previously approved by the Council and executed. Resolution No. 4707 is obligating the last allotment from fiscal year 2008 in the amount of $1.23M. Previous resolutions obligated approximately $3.58M in federal funds, some used for design and right-of-way. The supplemental agreement moves unexpended funds from the Right-of-Way phase of the project to the Construction phase as the right-of-way costs came in over $1.1M below the original estimates. The supplemental agreement also authorizes the remainder of the federal dollars that were previously obligated for a total of $4.8M in federal funds. Assistant City Engineer Gaub reviewed the Local Agency Agreement Supplemental with the Committee. It was moved by Vice-Chair Peloza, seconded by Member Haugen, that the Committee recommend Council introduce and adopt Resolution No. 4707. Motion carried 3-0. IV. DISCUSSION AND INFORMATION A. M STREET SE UNDERPASS PROJECT - REVIEW OF PROJECT SIGN The Committee and staff reviewed the proposed locations for the project signs. Gaub explained that the sign to the south was placed in a location where drivers turning right on to M Street from 4 Street SE will see it and where there was enough Right-of-Way to post the sign. Vice-Chair Peloza suggested moving a sign south of the SR18 overpass. Chairman Wagner further suggested placing a third sign at the location suggested by Vice-Chair Peloza instead of relocating the sign on north bound M Street near the 4t" Street SE intersection. The Committee and staff decided it would be best to relocate the sign to the empty lot south of 6t" Street SE for the north bound traffic. Chairman Wagner suggested increasing the size of the "Construction Anticipated Late 2010- 2013" announcement located in the orange box on the right side of the sign. Vice-Chair Peloza suggested including project information flyers attached to the sign for pedestrians to pickup. Member Haugen agreed that is a good idea and reminded staff that the flyers would have to be refilled regularly. Page 6 Public Works Committee Minutes May 2, 2011 DRAFT MINUTES B. CAPITAL PROJECT STATUS REPORT Item 14 - C524A -SCADA System Improvements: Chairman Wagner asked for clarification on the project's status. Assistant City Engineer Gaub stated that the preliminary design work and plan for the SCADA system are complete and that staff and the consultant are working on implementation, procurement, and installation. Chairman Wagner asked that it be noted that only the preliminary design is completed in the status. Item 13 - CP1006 -Lakeland Hills Reservoir 6: Member Haugen asked if the project has started. Assistant City Engineer Gaub answered that work was anticipated to start this week. Item 16 - CP1005 -South Division Promenade Project: Assistant City Engineer Gaub said that the contract award will come to the Committee for action at the May 16t" Public Works Committee Meeting, in response to an inquiry made by Chairman Wagner. Chairman Wagner requested a project information sign be installed for the Promenade Project, similar to the M Street Underpass Project sign. Staff stated that there is an existing sign located south of 2nd Street. Chairman Wagner asked that the sign be moved closer to the intersection of Main Street. Item 22 - CP0803 - 37t" Street SE/R Street SE Pedestrian Crossing: Member Haugen asked if work has started on the project. Assistant City Engineer Gaub answered that staff is currently finishing the design work for the project and it is anticipated that the project will advertise for bids in June. Chairman Wagner asked if the crossing will be open when school starts. Gaub said the crossing will probably be finished in late September. Item 21 - C201A - M Street Underpass ,Grade Separations Assistant City Engineer Gaub reported that there are ten total property takes and fifteen partial property takes as part of the project and all of the acquisitions have been agreed to, in response to a question asked by Vice-Chair Peloza. A few of the partial takes are still in the closing process and staff is finishing up relocations. Total properties affected are 25. Chairman Wagner asked that it be included in the project status that the agreements for the properties are in place. Item 27 - CP1024 - AWS and M Street SE Improvements: Vice-Chair Peloza voiced concern that the advertisement is not scheduled sooner than June 2012. Assistant DirectorlCity Engineer Selle discussed the improvements to the intersection that have been completed and stated that staff is currently in the process of eliminating the left turn at the intersection of M Street SE and 17t" Street SE to improve safety. Staff is now completing a study of the entire intersection which is scheduled to be completed in Fall 2011. Selle pointed out that there is no funding available for completion of final design or construction at this time. Vice-Chair Peloza asked that the status include the work that has been completed. Chairman Wagner asked about the schedule for construction. Selle restated that the City currently does not have the improvements funded. Item 33 - CP1101 - 2011 Local Street Pavement Preservation: Vice-Chair Peloza asked when work on H Street SE will begin. Assistant Director/City Engineer Selle stated that the street will be rebuilt as part of the 2011 program and that portion of the project is currently in design and is Page 7 Public Works Committee Minutes May 2, 2011 DRAFT MINUTES a total rebuild including utility work. The Committee requested more detail be included in the status column forthe SOS projects. Assistant City Engineer Gaub said that the Sidewalk Repair project will be brought to the Committee for initiation likely at the next Public Works Committee Meeting, in response to a question asked by Chairman Wagner. Gaub said that staff will show the Committee which locations are proposed to be included in this year's program at that time. Item B - CP0922 -City Hall Plaza Improvements: Chairman Wagner asked why there is so much sand left in the plaza. Assistant City Engineer Gaub said the pavers are set in sand and will have staff look at the pavers to see if the excess sand can be cleaned up. Item E - MS0802 -Airport Re-Roof: Member Haugen asked if this project is moving forward. Vice-Chair Peloza discussed the product that the Airport will be using to try and stop the leaks in the roof and stated that it may save a lot of money. V. ADJOURNMENT There being no further business to come before the Public Works Committee, the meeting was adjourned at 4:48 p.m. Approved this day of , 2011. Rich Wagner Jennifer Rigsby Chairman Public Works Department Secretary Page 8