HomeMy WebLinkAbout06-20-2011
C1~ Public Works Committee
~ June 20, 2011 - 3:30 PM
Annex Room 2 '
1+VASH INGTC)N MInIUTES
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.
A. Roll Call
Chairman Wagner, Vice-Chair Bill Peloza, and Member Haugen were
present. Also present during the meeting were: Mayor Pete 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, Engineering Aide Amber Mund, Street Systems Engineer Seth
Wickstrom, Project Engineer Jacob Sweeting, Maintenance and Operations
Manager Randy Bailey, Utility and Accounting Services Manager Mark Gregg,
Finance Accounting Manager Rhonda Ewing, Planning Manager Elizabeth
Chamberlain, Planner Hillary Taylor, Project Engineer Leah Dunsdon, Project
Engineer Ryan Vondrak, Water Utility Engineer Cynthia Lamothe, and Public
Works Secretary Jennifer Rigsby. Members of the public in attendance
included: Largo Wales, Corey League with Earth Sound Strategies, Terry Davis
with the Bicycle Task Force, Nick Perrius, and Robert Whale with the Auburn
Reporter.
B. Announcements
There were no announcements.
C. Agenda Modifications
The following discussion occured following Discussion Item G.
Vice-Chair Peloza asked that staff investigate the timing of the left turn signal at •
3rd Street NE and Auburn Avenue, eastbound and the left turn signal on 15th
Street NW at C Street NW, westbound. The Committee and staff discussed the
yellow permissive left tum arrow signals that are being used in the City of Federal
Way.
Assistant Director/City Engineer Selle addressed questions about stormwater
drainage in alleys in the Downtown that were asked by Member
Haugen. Assistant Director7City Engineer Selle stated that staff-tries to correct
. drainage problems in older alleys while doing utility projects. Assistant
Page 1 of 11
Direetor/City Engineer Selle described some of the engineering solutions that may
be used.
The Committee and staff reviewed the plans for the Activity Center parking
lot. Member Haugen asked if the owners of the properties adjacent to the parking
lot will be responsible for the maintenance of the proposed trees. Assistant
Director/City Engineer Selle answered that the Project Manager, Steve Burke, is
aware of issues regarding the trees and has been working with the contractor to make some modifications tothe potential landscaping and still meet the code
requirements.
II. CONSEIVT AGENDA A. Approval of Minutes (Dowdy)
Councilmember Peloza moved and Councilmember
, Haugen seconded to Approve as amended 'the minutes from the June 6, 2011
Public Works Committee Meeting,
Member Haugen asked that Consent Item C, first sentence of the fifth paragraph
be amended to read, "Member Haugen asKed how staff defermines when streets
should be treated with chip seal versus thin overlay," so as not #o imply she
prefers one treatment over the other.
Motion Carried Unanimously. 3-0.
B. Right-of-Way Use Permit No. 11-08 (Mund)
Councilmember Peloza moyed and Councilmember
Haugen secondecl' to Approve 'Right-of-Way Use Permit No. 11-08 for TOC
Holdings/Sound Earth Strategies.
Engineering Aide Mund stated that Right-of' Way Use Permif 11-08 is for
monitoring wells that are already in the City Right-of-Way on Auburn Way N and
Auburn Avenue. TOG Holdings and Sound Earth Strategies have applied for the
permit which is essentially a renewal of their existing Right-of-Way Use Permit
No. 05-49, which has recently expired.
Chairman Wagner asked if the City received copies of the monitoring
reports. Engineering Aide Mund stated that tlie City does receive copies ofi all
reports as it is required 'by the eonditions of the permit.
Motion Carried Unanimously. 3=0.
C. Public Works Project No. CP1102 (Wickstrom)
Councilmember Peloza moved and Councilmember
Haugen seconded to ApproVe that the Committee recommend the City Council
grant permission to advertise for bids for Project No. CP1102, 2011 Arterial and Page 2 of 11
Collector Street Pavement Preservation as discussed bythe Committee.
Street Systems Engineer Wickstrom stated that the 2011 Arterial and Collector
Street Pavement Preservation project is ready to be advertised for bids and the
locations included in the projecYs scope are the same as those that were
approved by the Committee in November 2010.
Vice-Chair Peloza spoke about. the poor condition of M Street SE, from Main
Sfreet to 4th Sfreet SE and asked why thaf street was not considered for the
project. Street Systems Engineer Wickstrom answered that in order to rehabilitate
that portion of M Street, the street will need to be rebuilt. The focus of this year's
preservation project is. to prevent continued deterioration of streets that have not
yet failed to a rebuild condition by patching areas of damaged pavement.
Assistant Director/City Engineer Selle spoke about past discussions with the
Committee when it was determined thaf staff should use the limited funds
available to complete patching work until there are more funds available to
complete overlay or reconstruction of the roadways. This has been our strategy
since we passed the 1% Utility Tax to partially fund the arterial preservation
program with the understanding that we need to prevent as much as possible
acceleration of pavement fiailures by performing deep patching where the roadway has not already reached a failed condition.
Vice-Chair Peloza asked staff to reconsider including portions M Street SE in the
project and possibly patching just the areas of the roadway that show the most
wear in the wheel tracks. Chairman Wagner suggested that since that section of
M Street SE will be closed during the construction of the M Street Underpass,
staff wait until the underpass project is complete andthen focus on making
repairs to M Street SE. Chairman Wagner asked when staff anticipates the
closing of that section of M Sfreet. Project Engineer Sweeting answered that there
is not an exact schedule for the closure buf if should be in Spring or Summer of
2012. Chairman Wagner commented that maybe a year is too long to wait without
doing :something to temporarily improve the condition of M Sfreef SE. Vice-Chair
Peloza agreed.
Assistant Director/City Engineer Selle said that after the bids for the preservation
project are received, if the bids are good, staff may be able to add limited patching
for M Street SE to the scope of the project: Selle also stated that due to the poor
pavement condition of this portion of M Street; such limited patching versus a
rebuild, would likely not hold up very long.
The Committee and staff discussed using Change Orders to add or make
substitutions to the scope of the project to keep the project on schedule.
Chairman Wagner reiterated, that ifithe bid received for the project is low enough,
patching of the section of M Street SE, from Main Street to 4th Street SE, will be
added to the construction contract scope and if the bids are not low enough staff
Page 3 of 11
will reduce the work scope at other locations so that the M Sfreet patching can be
added to the construction contract.
Assistant Director/City Engineer Selle answered questions asked by Member
Haugen regarding the use of concrete panels when rebuilding 4th Street
NE. Assistant Director/City Engineer Selle stated that limited patching of the ,
roadway would likely include matching the existing pavement (asphalt or
concrefe) but if 4th Street NE were being completely rebuilt staff would design the
new pavement using either asphalt or concrete #o insure it is adequate for the
roadway and traffic conditions.
Chairman Wagner asked Street Systems Engineer Wickstrom to provide the
Committee with the costs per square yard for the various pavement preservation
options (asphalt, double chipseal, thin overlay, and concrete, etc.).
Assistant Director/City Engineer Selle answered a question asked by Member
Haugen regarding the different types of asphalt mixtures used. Chairman Wagner
asked staff to see if they still have the asphalf technology video that was made
available to Public Works Committee members several years ago and if they do
have it, to make it available to Members Haugen and Peloza since they were not
Public Works Committee Members when it was previously distributed.
Motion Carried Unanimously. 3-0.
D. Public Works Project No. CP0756 (Sweeting)
Councilmember Peloza moved and Councilmember
Haugen seconded to Approve that the Com_mittee recommend City Council award
Contract No. 11-02 to Hoffman Construction. lnc. on their low bid $498,886.40
plus Washington State sales tax of $47,394.21 for a total contract price of
$546,280.61 for Project No. CP0756 - Lea Hill Pump Station Decommissioning
Phase 2.
Project Engineer Sweeting reported that the bid came in 10% below the
engineer's estimate.
Chairman Wagner asked what was included in Phase 1 of the project, at the
City's expense. Sweeting answered that Phase 1 installed the gravity sewer lines
on 124th Avenue SE from Rainier Shadows Lift Station to the roundabout and
from the roundabout midway #0 118th Avenue SE and constructed a portion from
the White Mountain Trails Lift Station to 118th Avenue SE to the unimproved
section of 118th Avenue SE.
Project Engineer Sweeting highlighted the location wherethe line goes into the
Verdana development in response to a question asked by Member Haugen.
Motion Carried Unanimously. 3-0.
Page 4 of 11
III. RESOLUT90NS
A. Resolution No. 4717 (Gaub)
A Resolution of the City Councif of the City of Auburn, Washington, Authorizing .
the Mayor to Award and Execute an Agreement with the Lowest Possible
Responsible Bidder for Construction of Public Works Contract Number 11-13 for
Project C207A, A Street NW Extension (A/B Corridor)
Councilmember Peloza moved and Councilmember
Wagner seconded to Approve that the Committee recommend City Council
introduce and adopt Resolution No. 4717.
Assistant City Engineer Gaub distributed tfie Bid Tabulation Summary tothe
Committee and reported the bid came in about 7% below the engineer's estimate
which puts the project within budget.
Assistanf City Engineer Gaub stated that staff is asking the Council to grant the
Mayor the authority to av(rard and execute the construction contract to the lowest
responsible bidder and avoid delaying the construction start date by two
weeks. Assistant Cify Engineer Gaub stated that: #he City is waiting for one final
approval.
Chairman Wagner asked how the funds for the Multicare half street improvements
on 10th Street were separafed from the rest of the project funding. Assistant City
Engineer Gaub stated that the estimated amount of $430,855.00 for the
improvements is a separate line item on the 6udget status sheet. Gaub stated that
the cost of the half sfreet improvements, which are in a separate bid schedule,
was reduced by approximately 6%. ,
Assistant City Engineer Gaub responded that if Multicare were to decide not to
complete the half street improvements then only certain sehedules of the contract
would be awarded, in response to a question asked by Chairman Wagner. Gaub
stated that Multicare has verbally indicated that they plan to proceed but the City
has not received approval in writing.
The Committee and staff discussed the construction contract and the pending ,
approval of the half sfreet improvements by Multicare. Gaub stated that the
contract included the half street improvements as a separate additive scheduled
so that if Multicare decided not to moveforward with the improvements, the
contract could be awarded without this additional work.
The Committee and staff discussed the possibility of including the conditions of
the contract with #he pecmission to award Publie Works Committee agenda item
documents when tFie contact includes private parties. This would include onlythe
highlights of the conditions since theses type of contracts are usually have many
pages covering many aspecfs in addition to the conditions.
Using the aerial location map, Assistant City Engineer Gaub highlighted the future
Page 5 of 11
location of the sound wall that is part of the project's scope, in response to a
question asked by Member Haugen.
Member Haugen stated that she will not be voting in favor of adoption of
Resolution No. 4717 because of the location of the sound wall. .
Motion Carried. 2-1. l`hose voting no: Haugen .
IV. DISCUSSION ITEMS
A. Bicycle Task Force Presentation (Terry Davis)
Director powdy introduced Terry Davis from the Bicycle Task Force.
Mr. Davis stated that since the Task Force's meeting.with the Committee of the
Whole, the group produced a bicycle map and has been working with the school
districts to identify key bicycle routes around the schools. The group also
developed a list of locations for possible pilot projects. A bicycle event is also
being planned bythe Task Force for Earth Day 2012.
Mr. Davis presented the "fask Force's recommendations for a pilot project#or
sharrows/share the road signs and other sugge'stions for bicycle lane
improvements.
The Task Force recommends the installation of sharrows/share the road signs on
R Street SE, from E Main Stceet to the railroad tracks at Auburn-Black Road. This
improvement would require shoulder improvements on both sides of R Street NE.
The Task Force also recommends the installation of striped bicycle lanes on both
sides of R Street, NE befinreen 8th Street NE and E Main Street. Parking may need
to be restricted to one side of the street.to accommodate two bicycle lanes.
Sharrows/share the road signage were recommended on E Main Street, between
A Street NW and M Street NE, on E Main Streef, between R Street NE and M
Street NE, and on Green River Road, between 277th Street and 8th Street NE.
Chair Wagner asked whether the sharrows images that will be on the pavement in
the travel lane will be made with paint or with thermoplastic material for longer
life. Staff answered that for this pilot project, paint will be used, both to save
money and to make removal easier if necessary.
The recommendations are to be part of a pilot program. Mr. Davis stated that the
Task Force would plan oufreach meetings in September or October 2011 to
gather feedback, following the implementation of the recommendations.
The Committee, staff, and Mr. Davis discussed the safety concerns being
addressed by the installation of the bicy.cle lanes, the cost of the shoulder work
that would be needed on R Sfreet SE in order to create wide enough lanes for
Page 6 of 11
sharrows, and the recommended locations for.the sharrows and signage.
_ The Committee agreed to support a pilot program that included: the striping of the
two bicycle lanes on R Street SE, between 8th Street NE and E Main Street, with
parking restrictions on one side of the roadway, provided a neighborhood meeting
be held to discuss the parking restrictions: Sharrows /share the road signage on E
Main Street, between A Street NW and M Street NE, on E Main Street, between R
Street NE and M Street NE, and on R Street SE, from E Main Sfreet to the railroad tracks at Auburn-Black Road.
B. Resolution No. 4716 (Bailey)
A Resolution of the CityCouncil of the City ofiAuburn, Washington, Declaring
Certain Items of Property as Surplus and Authorizing Their Disposal
Maintenance and Operations Manager Bailey stated thatthe Honda Stow Trash
Pump is used for pumping stormwater that contains debris, in response to a
question asked by Member Haugen.
The Committee supported introduction and adoption of Resolution No. 4716.
C. Moravec Leak Adjustment Appeal (Gregg/Coleman)
Councilmember Peloza moved and Councilmember
Haugen seconded to Approve the leak adju_stment appeal in the amount of
$704.51 for account number 015831-000.
Utilities and Accounts Manager Gregg discussed the circumstances that lead the
customer to detecting the water leak. Chairman Wagner stated that the customer
appeared to be very diligent in repairing the leak.
Utilities and Accounts Manager Gregg explained that the total adjustment
available to the customer is $1,909.01, of which $500.00 has already been
credited. The remaining balance for consideration by the Committee is $1,409.01,
of which the maximum adjustment is 50%, $704.51.
The Committee supported granting the 50% adjustment of $704.51.
Motion Carried Unanimously. 3-0. D. Ordinance No. 6365 (Taylor)
An Ordinance of the City Council of the City of Auburn, Washington, amending
Chapter 18.04 of the Aupurn City Code and creating a new .Chapter 18.47 of the _ Auburn City Code for tfie purpose of compliance with RCW 35.63.126 to allow the
development of electric vehicle infrastructure.
Planning Manager Chamberlain provided the Committee with background
information on Ordinance No. 6365. In 2009 the State passed legislation requiring
that jucisdictions have code which allows electeic vehicle infrastructure. The code
changes are required to 6e approved by July 1, 2011.
Page 7 of 11
Chamberlain explained that the ordinance makes code changes that allows for
infrastructure for electric vehicles to be built on private property, however it does
not require installation of such infrastructure.
Planner Taylor answered questions asked by Chairman Wagner regarding
Section No..18.41.020 - Permitted locations, item 5. PlanningManager
Chamberlain noted an error in the section reference "1847A28". PlannerTaylor confirmed that rapid charging stations could not be installed in a
_
private garage and must be part of an EV charging station, in response to a
question asked byChairman Wagner. Taylor.explained that based on industry
data abouf elecfrical vehicles, rapid charging stations will not be needed at private
residences.
Vice-Chair Peloza asked how people would install the necessary electrical port for
an electrical vehicle in their homes. Taylor answered that the same connection
and wiring thaf is used for ovens is used for electric vehicles. Vice-Chair Peloza
suggested more research be done and information'be provided to the Committee
in order to answer questions from citizens. "
Planning Manager Chamberlain pointed out that in the definition of "vehicle
charging station restrictions'' is that the station is privately owned with restricted
access.
Member Haugen spoke about encouraging charging stations in all new
construction in the`future. Planning Manager Chamberlain stated that the
Downtown development code requirements do encourage, but do not specifically
require, the use of green technology, which could include the incorporation of
charging stations.
Planner Taylor discussed the primary locations thaf the electrical vehicle industry
recommends for charging- sfations with the Committee. Taylor pointed out that
additional elements can be added to the ordinance following its adoption.
The Committee supports introduction and adoption of Ordinance No. 6365.
E. Public Works Project No. CP1006 (Dunsdon)
Lakeland Hills Reservoir 6- Mural Discussion
Project Engineer Dunsdon provided the Gommittee with a sample of the design
for the mural which will be painted on the Lakeland Hills Reservoir 6. Dunsdon
also showed the Committee samples of the three colors that will be used.
Project Engineer Dunsdon stated that the addition of 3-6 birds to the mural would
cost $1,200.00. The Committee discussed the possible addition.of birds and
potential locations for the birds on the reservoir.
, Page 8 of.11
Member Haugen spoke in favor of adding birds and Chairman Wagner stated that
his preference wa_s to haye the mural without birds. Project Engineer Dunsdon
showed the Committee examples of the types of birds available and explained
that the birds, if included, would not be visible from all angles when looking at the
reservoir.
It was decided that the mural would not contain birds.
F. Promenade Presentation (CfiamberlainNondrak)
Using a PowerPoint presentation, Project Engineer Vondrak provided the
Committee with a defailed breakdown of the constnuction costs for the S. Division
Street Promenade Project. F
Project Engineer Vondrak reviewed all the utility costs within the project starting
with the improvemenfs to the water utility. Water mains will be installed down
Division Street, from E Main Street to just past 2nd Street and down portions of W
Main Street, 1st Street SW, 2nd Street SW and 2nd Street SE. The cost for the
water utility improvements is $411,248,00 which is 10% of the overall project cost
and includes 1,670 LF of water lines to be installed.
The project also includes fhe installation of sanita_ry sewer lines down Division
Street, from E Main Street to.just past 2nd Street and down portions of W Main
Street i st Street SE and 1 st Street SW. Chairman Wagner asked if any of the
sewer lines are trunk lines. Project Engineer Vondrak answered that sewer lines
in the alleys are being replaced with a new line in the roadway. The cost of the
sanitary sewer improvements is $188,290.00 which is 5% of the overall project
cost and includes 1,660 LF of sanitary sewer lines to be installed.
Chairman Wagner asked if the sewer lines being installed will be able to
accommodate an increase in use in the future, Project Engineer Vondrak
answered the sewer lines will be able to accommodate the future development of
all four blocks. This was evaluated through modeling of the sewer system
incorporating the pofential future development of the area as allowed by the City's
comprehensive planning.
In addition, the projecf includes a 7,600 cubic feet stormwaterdetention facility,
705 LF of detention piping, the installation of 1,100 LF of storm lines and a 15,000
cubic feet rock stormwater storage reservoir under the pervious pavemenf. The
cost of the storm utility improvements is $921,906 and is 220/o of the overall
project cost.
Chairman Wagner asked why a detention facility was not installed on 2nd Street
as well as 1 st Street. Project Engineer Vondrak answered 2nd Street has recently
been reconstructed and there are existing utilities within 2nd Street that make
detention piping less cost effective.
The project also includes street improyements. Portions of Main Street, 1 st Street,
Page 9 of 11
2nd Street and N. Division Street will be reconsfructed following the utility
improvements. Alternating sections of impervious and regular concrete will be
used to construct the promenade, along Division Street, from Main Street to 3rd
Street. The cost of the sfreet improvements is $2,169,592.00 which is 53% of the
overall project cost. The street improvements include 11,618 SY of pavement,
1,650 LF of sidewalk, sfreet trees, street lights, replacement ofithe signal at Main
Street, and all of the other electrical work associated with the project.
The cost of the streetscape enhancements is $403,875.00 and is 10% of the
overall project costs. The ehhancements include the Downtown gateway arch,
benches, bicycle racks, trash/recycling receptacles, and the coloring of the
concrete and sidewalKs.
Planning Manager Chamberlain answered questions asked by Vice-Chair Peloza
regarding the design of the benches.
Chairman Wagner asked if all of the trees will be planted in receptacles or in the
ground. Project Engineer Vondrak answered that the street trees will be planted in
~
tree pits and that there will be additional plantings within the planter
beds. Member Haugen asked if the trees may damage the sidewalks in the
future. Vondrak said that staff coordinated with the Parks Department to select
appropriate trees for confinetl space and that root barriers will also be installed.
Project Engineer Vondrak said that the street enhancement costs also include the
irrigation for the planter beds. Chairman Wagner asked how many irrigated
planting beds are included in the project scope. Vondrak answered approximately
12-20.
In summary, the overall construction cost for the project is $4,094,911.33. The
street infrastructure.improvements are 53% of the cost at $2,169,592.00. The
utility infrastructure improvements, including water, sanitary sewer, and storm, are
37% of the cost at $1,521,444.00 and the streetscape enhancements are 10% of
the overall project cost at $403,875.00.
Chairman Wagner asked if funds for the project had to be transferred between the
enterprise accounts. Planning Manager Cham6erlain answered that the project
is funded by an EDA granf and Local Revitalization Financing bond funds, which
are in an account separate from the e"nterprise accounts. Assistant Director/City
Engineer Selle added that the plantworth, or infrastructure, will be documented as
an asset for each utility enterprise.
The Committee asked for copies of the PowerPoinf presentation.
Planning Manager Chamberlain and Project Engineer Vondrak answered
questions asked by Chairman Wagner about the width of the promenade.
Chairman Wagner asked if the signal being replaced on Main Street can be
Page 10 of 11
salvaged. Assistant Director/City Engineer Selie, answered that the controller may
be able to be salvaged and the poles and mast arms may be able to be used as
replacements at: other locations. Chairman Wagner asked if the street lamps
being replaced will be reused. Chamberlain answered that the lamps on Main
Street are very old' and will not be reused.
Project Engineer Vondrak stated that there will be isolated portions of the
sidewalks on Main Streef, 1 st Street, and 2nd Street that will be patched following
the utility work, in response to a question asked by Chairman Wagner.
Chairman Wagner asked how far north from 3rd Street will the gateway arch be
constructed. Project Engineer Vondrak answered approximately 65-75 feet from
the northern siclewalk on 3rd Street.
The Committee and staff discussed graffiti prevention along the project
corridor. Project Engineer Vondrak responded to questions asked by Chairman
- Wagner regarding the curb-less design of the promenade. Chairman Wagner
asked if the handicap ramp truncated domes will be yellow or a different
color. Planning Manager Chamberlain answered that the truncated domes on the
ramps will be red instead of yellow.
Chairman Wagnec asked when construction will start. Project Engineer Vondrak
answered that construction has already started.
G. Capital Status Report (Gaub)
Item 19 - C201 A- M Street Underpass: Member Haugen asked about the
funding for the project. Chairman Wagner answered thafthe City has received the
Public Works Trust fund monies and staff is waiting'to find out if a grant can be
secured to reduce the amount of debt from that loan. Assistant City Engineer
Gaub answered questions asked by the Committee regarding the cost of the
project to the City. Gaub stated that the final cosfs will be known better at the time
bids are received but it is unlikely that they Cify will be funding more then half of
the project based on the known costs at thistime. V. ADJOURNMENT
There being no further business to come before the Public Works Committee, the
meeting was adjourned at 5:35, p.m.
Approved this 5th day of July, 2011.
Rich Wagner ,lennifer Rigsby
Chairman Public Works Department Se retary
~ Page 11 of 11