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Home My WebLink About01-17-2012 * *' Public Works.Committee crnoF_ --�` . : January 17, 2012 - 3:30 PM Annex Room 2 WASH I NGTON. MINUTES L CALL TO ORDER Chairman Rich Wagner called the meeting to order at 3:30 p.m. in Conference Room #2, located on tfie second floor of Auburn City'Hall,.One East Main Street, Aubum, Washington, 98002. A. Roll Call Chairman Wagner; Vice-Chair Bill Peloza; and Member Osborne were present. Also present during the meeting were: Councilmember Largo Wales, Pu61ic Wo�ks Director Dennis Dowdy, City Engineer/Assistant Director Dennis Selle, Assistant City Engineer Ingrid Gaub, Utilities Engineer pan Repp, Water Utility Engineer Cynthia Lamothe, Traffic , Engineer Pablo Para, Project Engineer Jacob Sweeting, Finance Director Shelley Coleman, Financial Planning Manager Martin Chaw, Washington State University engineering student Mark Rose, and 'Public Works Secretary Jennifer Rigsby. B. Announcements There were no announcements. C. Agenda Modifications There were no agenda modifications. II. CONSENT AGENDA A. Approval of Minutes Councilmember Peloza moved and Councilmember . _ _ Osborne seconded to approve the Public Works Committee Meeting minutes for date, January 3, 2012, as amended. A revised copy of the minutes was distributed to the Committee. Motion Carried Unanimously. 3-0. III. RESOLUTIONS A. Resolution No. 479.1 (Sweeting) AResolution of the City Council of the Gity ofAuburn, Washington, _ Authorizing the Mayor toAward an Agreement with the Lowest Responsible Page 1 of 9 Bidder for Construction of Public Works Contract Number 11-01 for Project C201A, M Street SE Grade Separation (Underpass) Councilmember Peloza moved and Councilmember Osborne seconded to recommend that the City Council adopt Resoiution No. 4791. Project Engineer Sweeting reported that bids for the project were opened last Tuesday, January 10, 2012 and distributed,the bid tabulation summary sheet to the Committee. Sweeting pointed out that the low bid was$11:3M and fhe Engineer's Estimate was $12.1 M so the low bid is 7% below the Engineer's Estimate. Chairman Wagner verified that Resolution No. 4791 would allow the Mayor to award the contract for#he project to the lowest qualified bidder and asked when staff would inform the Mayoras to the identity of the lowest qualified bidder. Project Engineer Sweeting stated that the lowest responsive bidder has been determined to be Scarsella Brbthers, Inc. and staff is nearly complete with checking responsi6ility with the last of#he reference checks. Director powdy stated that the Mayor may award the contract via email in the Mayor's absence, in response to a question asked by Chairman Wagner. Motion Carried Unanimously. 3-0. IV. DISCUSSION ITEMS A. Resolution No. 4790 ;(Bailey/Dowdy) A Resolution of the City Council of the City of Auburn, Washington, Declaring Certain Items of Property as Surplus and Authorizing their Disposal Director powdy stated that Maintenance and Operations reported that item 6517C-204 Ford Super Duty F550 XL is experiencing severe mechanical problems with both the engine and transmis5ion and it'is not economical to make repairs. The 1997 Chev_rolet Cargo Van is beginning replaced with a larger van. The Committee supportsadoption of Resolution No. 4790. B. November 2011 Financial Report (Coleman) _ Chairman Wagner explained that he requested that Finance Director Coleman presenf the Financial Report to.the Public Works Committee. quarterly so the Committee can discuss the Public Works related portions of the report. Assistant Director/City Engineer Selie explained that there is a line item in the budget for potential cost occurrences for street repai�s and maintenance Page 2 of 9 that may not be drawn against in the course of a year, in response to a question asked 6y Chairman Wagner regarding "unspent budget for repairs & maintenance " referenced on page 24 of 49. Reviewing page 34 of 49, Chairman Wagner explained that the ending fund balances for water, sewer and storm is not funds in the bankbut rather the depreciated value of the utility assets. Ghairman Wagner stated that the cost of replacing the assets far exceeds fhe enciing fund balances. Chairman Wagner spoke about the usefulness of reviewing the. depreciated value of the utilities. Finance Director Coleman answered questions asked by Chairman Wagner regarding the balance sheet. Member Osborne asked if the ending fund balances for the utilities is their current value after depreciation. Finance Director Coleman confirmed that to be correct. Coleman explained that 4he ending fund balance also includes cash in the bank and customer accounts receivable. Finance Director Coleman answered questions asked by Vice-Chair Peloza regarding the transfers into the Gemetery and Golf funds and the operating income: The Committee discussed the need to fund depreciation of funds other than the utility enterprise funds. Finance Director Coleman confirmed that some of the money in the ending working capital line item for the water fund is the Build American Bonds, in response to a question asked by Chairman Wagner. Vice-Chair Peloza spoke about including questions regarding changing the intersections monitored by Photo Enforcement on the next Municipal Services Committee Meeting. The Committee and Finance Director Coleman reviewed the Sales Tax Summary. Finance Director Coleman reviewed the Investment Portfolio Summary with the Committee. C. Water Supply Strategy (Lamothe) Director powdy explained that it is important for the City to pursue a water supply strategy that can be financed and meets our short and long term needs inthe most economical manner: Director powdy thanked the Committee members for attending the tour of water utilities facilities. Director bowdy asked if the Committee had any questions about the read-ahead materials they were provided with. Page 3 of 9 Director powdy answered questions asked by Chairman Wagner regarding "Conditions of Service," listed on the Table ES.1 —Service Area Policies Summary Comprehensive Water Plan. Chairman Wagner asked if the City is required to provide water if areas are within the Retail Water Service Area and'if that is the case shouldn't 4he policy statement read, "Extension of the water system shall be allowed...." Instead of "should be allowed"? Utilities Engineer Repp stated that the City is required to provide service within the RV11SA, however if someone chose to develop in the far reaches of the water service area and miles of pipeline would have to be built to provide service, in that case it would not 6e a reasonable expectation for the City to provide the service unless the developer paid all of the construction costs, not the City. Chairman Wagner asked if 1% reduction is a reasonable goal for water use efficiency. Utilities Engineer Repp stated that it is an attainable goal. Member Osborne pointed out that the goal is applicable to the Water Comprehensive Plan whichplans out until 2017. Assistant:Director/City Engineer Selle stated that the goal can be amended annually. In response to a question asked by Chairman Wagner, Water Utility Engineer Lamothe stated that "water leakage" is any water that the Ciry cannot account for. The fire department provides staff with a summary of the water that is used for fire fighting, training and for equipment testing which accounts for the water used. Water used for fire fighting is not counted as waterlost. Utilities Engineer Repp answered questions asked by Vice-Chair Peloza regarding the discharge from Wells 1 and 5. Utilities Engineer Repp stated that part of the Well 1 Improvements Project includes a connection to the storm system which will be used for pump waste discharges. Director powdy explained that the City is trying to put an agreement with _ Tacoma Public Utilities (TPU) for water in place prior to them potentially establishing a "take-or-pay" requirement;'in response to a question asked by Chairman Wagner. Utilities Engineer Repp spoke about the reasons why staff sees TPU as a favorable water source. The Committee and staff'discussed rethinking and possibty rewording the policy statement regarding source of supply. Assistant DirectodCity Engineer Selle clarified thaYthe Department of Health does not have a requirement for the largest source out of service as does City's policy, so the Ciry has a more conservative poficy. Utilities Engineer Repp continued discussing the Department of Health requirements. . - Page 4 of 9 Utilities Engineer Repp spoke about the planned interties with Pipeline 5. Repp stated that one intertie is considered_a supply source and the other is viewed as an emergency intertie. Repp stated that the interties wifh fhe Tacoma Pipeline provide the reliabiliry needed to meet the City's policy. Member Osbome verified that staff is aware of the incentives provided by some power companies for the variable frequency drive pumps: Utilities Engineer Repp stated that not only were there incentives but staff also _ looks at the variable speed drives as a means for providing operational flexitiitity. The Committee and staff reviewed the Supply-Demand Forecast graph. Utilities Engineer Repp stated that the redline represents forecasted demand on the system, and the green line shows project improvements through time. Repp spoke about demand forecasting analysis completed November 2011 and pointed out that there has been a regional decline in water demancl. Repp said that demand forecast represents the best information staff has for the current demand. Repp said thaf demand has shifted downward since the last analysis prepared in 2008 but so has the City's abifity to pump which is why staff has come to the Committee to discuss an amended water supply strategy. Chairman Wagner asked if the City of Algona is the only wholesale customer. Utilities Engineer Repp said that Algona is the City'sonly non- interruptible wholesale customer and as such they are included in long term supply planning scenarios. Repp further explained that Water District 111 is also a wholesale customer but unlike Algona, their agreement allows the City to interrupt service if'necessary. Chairman Wagner asked about the Muckleshooi Indian Tribe (MIT) and the water rights at Coal Creek Spring. Water Utility Engineer Lamothe stated that the City has an agreement with the MIT that reserves 1.9CFS for the MIT to support fisheries if requested. Chairman Wagner asked the Committee members if they supported the steps, represented tiy the Supply (Purchase & Improvements) line on the graph. Vice-Chair Peloza and Member Osbome voiced their support. Utilities Engineer Repp ansinrered questions asked by Member Osborne regarding water purchase agreement negotiat'ions with Tacoma. Utilities Engineer Repp and Assistanf Director/City Engineer Selle responded to questions asked by Chaicman�Wagner regarding staff's expectations for the Fulmer Improvements. Chairman Wagner asked a6out the possibility of improving the flow from CoaLCreek Springs. Utilities Engineer.Repp answered that the Coal Creek Page 5 of 9 Springs improvements are included'in the Additional System Improvements shown for 2030. Chairman Wagner asked why the improvements to Coal Creek Springs a�e not being recommended forsooner implemeMation. Utilities Engineer Repp answered that staff is reviewing options at Coal Creek Springs and are running tests but believes that a more cost effective and higher level of certainty exists in securing water from the Fulmer Improvements. Director powdy spoke about the Welf#1 improvements: Dowdy stated that staff estimates that Well #1 improvements will fully utilize the existing aeration capacity at:the Howard Road faciliry. Staff anticipates that an increase in flow at Coal Creek Springs would need to be treated at the Howard Road aeration facility. This would significantly add to the cost of increasing collection from Coal Creek Springs. So from what staff knows now, it seems that developing Fulmer Field sources to fully utilize the aeration capacity at that location will be the City's least cost immediate option. Director powdy spoke about the options that staff will be investigating at Fulmer Field. Director powdy answered guestions asked by Member Osbome regarding Wells 3A and 3B. Chairman Wagner suggested the Committee visit Coal Creek Springs. Chairman Wagner asked that Coal Creek Springs be listed with "Additional System Improvements". Utilities Engineer Repp answered questions about water rights asked by Member Osborne. D. Capital Project Status Report (Gaub) Item 10— CP1005 -South Division Street Promenade Project: Vice-Chair Peloza asked if the finish tlate is still February. Assistant City Engineer Gaub answered that the goal is to finish in February; however the work is weather dependant. Assistant City Engineer Gaub explained that the finish __ date is based on when the contract runs out, excluding additional work days to make up for weather delays. Item 16—C201 A— M Street Underpass Froject: Chairman Wagner asked if the closures are §tillscheduled for March.—Ass.istant City Engineer Gaub answered that.staff needs to talk to the contractor regarding when they are planning to begin closures. Staff in anticipating the main closure will begin in March. Assistant City Engineer Gaub reviewed the detour routes as requested by Page 6 of 9 Chairman Wagner. Assistant City Engineer Gaub pointed out that there will be traffic congestion for a period of time, but that drivers will eventually devise different routes to avoid the detour. Member Osborne suggested using K Street NE as part of the detour route. AssistanYDirector/City Engineer Selle pointed out thaTK Street NE is a residential streef which staff tries not to use for arterial detour routes. Chairman Wagner requested additional discussion addressing the closures and detour routes at the next Committee Meeting. Traffic Engineer Para stated that there are detour routes included in the , construction documents which have been planned and mapped out. Item 3 — CP0803—37th StreeUR Street SE Ped. Connector: Chairman Wagner asked ifistaff knew if the trail was getting a lot of use. Director Dowdy answered that with the poor weather the connector is probably not being used as much as it will be when the weather improves. Traffic Engineer Para stated that the trail was used before itwas paved, so it will most likely be used now. Item 33— C229A— BNSF/EVH Pedestrian Undercrossina: Chairman Wagnerspoke about his request for the WSU engineering students to work on this project. Assistant City Engineer Gaub stated that staff has completed a full pre-design report and took the design of the project to a 30% level. Chairman Wagner asked staff if the students should be provided with the City's pre-design work. Assistant City Engineer Gaub and Director powdy explained that the project stalled at the 30% design level due to BNSF's requirement to accommodate a 3rd Rail but that BNSF was unable to provide any design parameters for the 3rd rail. With the addition of the 3rd rail, the grades to match back to the existing roadway on Skinner would require significant re-construction to change the roadway grades on Skinner. Chairman Wagner asked staff to provide the students with survey data but not the entire design report in order to notbias their design options toward the work already done by the City. AssistanY DirectoNCity Engineer Selle responded to a question asked by Chairman Wagner about whether or not the students should work on traffic data. Item 36— CP1201—2012 Local Street Pavement Reconstruction: Assistarrt City Engineer Gaub stated that the agreement for the consultant, which is to . Page 7 of 9 - complete the design,engineering for the project, was reviewed by the committee at a preVious meeting, in response to a question asked by Vice- Chair Peloza. Assistant Director/Ciry Engineer Selle explained how project managers are assigned foc each project to manage the entire project from beginning to end, including hiring tfie consultant, provided and controlling information, reviewing the design work, coordinating with the rest of the City, etc. Vice- Chair Peloza verified that the project manager for CP1201 is Street Systems Engineer W'ickstrom. Assistant City Engineer Gaub confirmed that to be correct. Item E — MS1003 —Airport Storm Water Inventory/Surve� Vice-Chair Peloza said that this item will have an update in status following the next Airport Advisory Committee Meeting. E. Additional Discussion Activities Matrix The Committee and staff reviewed an example for an activities tracking matrix provided by Chairman Wagner. Chairman Wagner asked for recommendations on what information should be included on the matrix. Assistant DirectoNCity Engineer Selle stated that the most important piece of information for each activity would probably be the status. The Committee agreed. Vice-Chair Peloza suggested including the responsible person for each activity, referring to the Municipal Services Committee Matrix. The Committee agreed to include the name of the responsible staff person, the activity's status, and the date that the Committee will next review each activity. Chairman Wagner asked_the Committee how they would like to initially add activities to the matrix. The Committee agreed to start with the initial six items suggested by Chairman Wagner and to add items during meetings as issues arise. Vice-Chair Peloza asked that an estimated completion date be included. The Committee agreed. Assistant Ciry Engineer Gaub asked if the Committee would like to include the matrix at each meeting. They said that they did, following the Capital Projects Status Report.V King Counry WaterlSewer Proiects Page 8 o.f 9 Vice-Cliair Peloza discussed a handout-that was given to the Council regarding projects rthat are being introduced to alieviate sanitary sewer overflows that run into the Puget Sound. Vice-Chair Peloza said that once the King County Executive and County Council make a decision,they are anticipating an increase of gradual increase in sewer rates through 2030. The Committee discussed funding the recommended projects. Vice-Chair Peloza discussed why the projects are regional projects, Chairman Wagner said that he agreed the problems alleviated by the projects are regional but he feels there should be a more reasonable cost share with the City of Seattle, the owner of the sewer lines that are . overilowing, than the one that the County is proposing. Vice-Chair Peloza reported thaYthe King County Executive and County Council will make a decision in a few months. The Committee discussed whether or not they should write a letter voicing theircost sharing concerns. Vice-Chair Peloza suggested that the Committee not write such a letter. Storm Watch Information Director powdy reviewed the storm predictions with the Committee and explained that City maintenance crews will be working double shifts in preparation for and during the storm event. V. ADJOURNMENT There being no further b.usiness to come before the Public Works Committee, the meeting was adjoumed at 5:15 p.m. Approved this 6th day of Fe6ruary, 2012. 0 "� �"`� `'� . Ri�Wagner derm'rfer by Cheirman P�lic Works Departrner�t retary Page 9 of 9