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HomeMy WebLinkAbout08-06-2012 (2) , cmroF_ .=��*..� Public Works Committee August 6, 2012 - 3:30 PM Annex Room 2 WASH I NGTON MINUTES I. CALL TO ORDER Ctiairman Rich Wagner called the meeting to order at 3:30 p.m. in Conference Room #2, located on the second floor of Aubum City Hall, One East Main Street, Auburn, Washington, 98002. A. Roll Call Chairman Wagner, Vice-Chair Bill Peloza, and Member Osborne were present. Also present during the meeting were: Mayor Pete Lewis, Public Works Director Dennis Dowdy, City EngineedAss'istant Director Dennis Selle, Assistant City Engineer Ingrid Gaub, Utilities Engineer Dan Repp, Transportation Manager Pablo Para, Engineering Aide Amber Mund, Project Engineer Kim Truong, Street Systems Engineer Seth Wickstrom, Sewer Utility Engineer Bob Elwell, Wafer Utility Engineer Cynthia Lamothe, Planning and Development Director Kevin Snyder, Planning Manager Elizabeth Chamberlain, Facilities Manager Lisa Moore, Project/Construction Manager Steve Burke, Auburn Days Festival Director Connie Henke, citizen Scot Pondelick, and Public Works Oifice Assistant Heather Guiberson. B. Announcements There were no announcements. C. Agenda Modifications There were no agenda modifications. II. CONSENT AGENDA A. Approval of Minutes (Dowdy) Councilmember Peloza moved and Councilmember Osborne seconded to approve the July 16, 2012 Public Works Committee Meeting. Motion Carried Unanimously 3-0. B. Right-of-Way Use Permit No. 12-19 (Mund) Councilmember Peloza moved and Councilmember Osborne seconded to approve Right-of-Way Use Permit No. 12-19 for Page 1 of 11 Auburn Adventist Academy Member Osborn stated that the permit looks the same as it did last year Engineering Aide Mund confirmed that the permit is exactly the same as last year Motion Carried Unanimously 3-0. C Right-of-Way Use Permit No. 12-23 (Mund) Councilmember Peloza moved and Councilmember Ostiorne seconded to approve Right-of-Way Use Permit No. 12-23 for Auburn Days Festival and Fun Run. Chairman Wagner asked why Main Street needed to be closed early in the morning on the 10th. Mayor Lewis answered that if they don't shut down by 9�00 a.m. there will be too many people parked on the street, which would then need to be towed. Motion Carried Unanimously 3-0. D Public Works Project No. CP1025 (Snyder/Burke) Councilmember Peloza moved and Councilmember Osborne seconded to recommend City Council award Contract No. 12-15 to Eclipse Coatings, Inc. on their low bid of$78,840.00 for Project No. CP1025, Airport Hangers 9 and 10 Roof Repairs Project. Motion Carried Unanimously 3-0. E. Public Works Consultant Agreement No. AG-C-417 (Elwell) Councilmember Peloza moved and Councilmember Osborne seconded to recommend City Council grant permission to enter into Consultant Agreement No. AG-C-417 with Mumay, Smith, and Associates, Inc., for engineering services for a Water Facilities Evaluation Study as amended. Chairman Wagner asked for more background on why this is necessary Sewer Utility Engineer Elwell stated that the Facility Evaluation Study is a more detailed assessment that will look at the different systems at each facility, such as the mechanical and electrical systems. The purpose is to come up with recommendations for what the effective life of the components are. Chairman Wagner asked if the consultant would be aware of how the SCADA system is goirig to work. Elwell stated the consultant is aware of the SCADA systems; they will make recommendations as far as what additional data may be desirable to collect to continue future Page 2 of 11 evaluation of the components. Water Utility Engineer Lamothe stated that the consultant will help us with process and procedure to help us monitor that type of data so that we can make best use of our equipment and extend the lifetime of it. The Committee discussed the Read Ahead materials provided to the committee. Sewer Utility Engineer Elwell stated that we will be using data collected from the existing SCADA system and once the new SCADA system is in place they will be using the data from the new SCADA system. There is also a fair amount of physical and visual inspection that will also go along with the Water Facility Evaluation Study Both Chairman Wagner and Mayor Lewis expressed hesitation because the study mentions not only condition but operations. Water Utility Engineer Lamothe stated that the operations are in terms of what we should be monitoring to best utilize the system. This would set up an ongoing process for us to monitor certain physical conditions and data from our monitoring systems. Mayor Lewis asked if the type of equipment we used made a difference. Lamothe stated that it will make a difference in the operations but it will not make a difference in how the consultant conducts the evaluation. The consultant will asses, evaluate, and document whatever equipment is in place at the time and give their recommendations as to what we should monitor that we are not monitoring currently Mayor Lewis asked why it is not a good idea to wait until the new SCADA system is in place. City Engineer/Assistant Director Selle stated that even if their was no SCADA system old or new the consultant is going to identify things we need to monitor, watch and data you need to collect. Mayor Lewis asked what the downside would be of delaying this study Utility Engineer Repp stated that the downside to delaying this study would be that we focus on data from the new SCADA system which will only have been operational for short period of tirrme. The old SCADA system, however, has extensive data records going back many years. The proposed project will make use these records by analyzing for trends in equipment perFormace such as motor starts, flow rates, run times, etc. Repp stated that the SCADA information will make up only a part of the various evaluations perFormed by the study The project will also be looking at facility structural conditon; electrical, mechanical, and piping systems; and reservoir and transmission main condition. Chairman Wagner agreed that we need Page 3 of 11 to use the old data to see trend lines over several months rather than just a couple mon4hs. Utilities Engineer Repp stated that the new SCADA system will provide additional data that the cu�rent system is not capable of Chairman Wagner suggested that there be mention of using clata from the new SCADA system in the scope of work so that the consultant is aware that we intend to use that data to refine operating procedures. Vice-Chair Peloza asked how the consultant was chosen for this study Sewer Utility Engineer Elwell stated that we used the general request for proposals process. Repp stafed we had 10 proposals submitted. City Engineer/Assistant Director Selle told the committee that we go through a process of interviews and background checks before selecting a qualified consultant. Chairman Wagner asked that on consulting contracts the respondents be listed. Motion Carried Unanimously 3-0. F Public Works Project No. CP1112 (Wickstrom) Councilmember Peloza moved and Councilmember Osborne seconded to recommend City Council award Contract No. 12-09 to Global Contractors, LCC on their low bid of$189,850.00 for Project No. CP1112, 2011/2012 Citywide Sidewalk Repair Project. Chairman Wagner asked if there is concem about the contractors low bid. Street Systems Engineer Wickstrom stated that Global Contractors, LLC is the same contractor that constructed the sidewalk repair project two years ago and they did a good job. In additiori, the bid spread appears to be good with a good number of contractors and range of bid values. Motion Carried Unanimously 3-0. G. Public Works Project No. CP1211 (Truong) Councilmember Peloza moved and Councilmember Osborne seconded to recommend City Council award Contract No. 12-12 to T.Miller Construction on their low bid of $40,625.00 plus Washington State sales tax of$3,859.38 for a Total Contract Price of $44,848.38for Project No. CP1211, Downtown Sculpture Garden. Vice-Chair Peloza asked if they would see renderings of the different types of sculptures. Planning Manager Chamberlain stated that this award is for the foundations only and that the Parks Department is Page 4 of 11 managing the actual art work through the Arts commission. Project Engineer Truong stated that the art pieces will change annually Chairman Wagner asked if the mounting hardware is fixed or are they somewhat flexible so that the artist does not have to design around a particular bolt pattern. Project Engineer Truong stated that the mounting hardware is fxed, there are four bolts. The artist will need to follow the design parame#ers provided by the City City Engineer/Assistant Director Selle stated that the artist can do an adjustment plate to connect the two together if needed. Vice-Chair Peloza asked is there would be a variety of art displayed. Planning Manager Chamberlain stated that the Arts Commission is looking at displaying a variety Chairman Wagner asked if the bolts are lockable. Project Engineer Truong stated that the bolts are tamper proof Motion Carried Unanimously 3-0. III. RESOLUTIONS A. Resolution No. 4848 (Snyder/Moore) A Resolution of the City Council tb make written findings and ratify Mayor's declaration of emergency and authorization of contract for emergency repair with Cobra Roofing Services for the City owned building at 4910 A Street. Councilmember Peloza moved and Councilmember Osborne seconded to recommend City Council adopt Resolutioh No. 4848. Planning Director Snyder discussed the emergency nature of the proposed resolution. There were no questions from the Committee. Motion Carried Unanimously 3-0. IV DISCUSSION ITEMS A. Resolution No. 4845 (Snyder) Resolution No. 4845 - Property Abatement Action for 2121 Pike Street NE, Auburn, Washington, 98002 Chairman Wagner asked if property abatements have been done before. Mayor Lewis stated that they have been done before. The Committee reviewed the proposed resolution. B. Resolution No. 4846 (Snyder) Page 5 of 11 Resolution No. 4846 - Property Abatement Action for 3102 O Street SE, Auburn, Washington, 98002 There were no questions. C. Resolution No. 4842 (Bailey) A Resolution of the City Council of the City of Auburn, Washington, Declaring Certain Items of Property as Surplus and Authorizing Their Disposal There were no questions. D Resolution No. 4831 (Para) A Re.solution of the City Council of the City of Aubum, Washington, Setting a Hearing Date in Relation to Amending the 2012-2017 Transportation Improvement Program of the City of Aubum Pursuant to R.0 W Chapter 35.77 Transportation Manager Para stated that this resolution is for Transportation Improvement Program (TIP) modifications to the existing TIP This is to get three grand funded projects obligated and has more to do with timing. This needs to be submitted to PSRC (Puget Sound Regional Council) and approved in our current TIP so that we can obligate the funds. E. Resolution No. 4832 (Para) A Resolution of the City Council of the City of Aubum, Washington, Amending the 2012-2017 Six-Year Transportation Improvement Program of the City of Auburn PursuanYto R.C.W Chapter 35.77 There were no questions. F 2013-2018 Transportation Improvement Program Annual Update (Para) Transportation Manager Para passed out revised pages to replace pages, 7-8, 13-14, 43-44 and Appendix A of the Read Ahead that was distributed to the Committee. Transportation Manager Para stated that the revised pages show the grant that was just received for TIP #38, 37th & B Street NW Railroad Crossing Safery Improvements Project. TIP #4 — I Street NE Corridor ($162K Expended Prior to 2013� Chairman Wagner stated that he would like to make sure that we have kept our word to improve the priority of the things related to RPG TIP #39. 40. 41, and 42 — Green River Community College Area Pro�ects: Chairman Wagner suggested that the City approach Green River Community College (GRCC) to see if there is a way to get direct funding participation. The Committee would like to see if we can do Page 6 of 11 with our local benefiters what we did with the Port over the last several years. Mayor Lewis stated that he will write a letter to the President of GRCC asking if they would like to participate in potential budget options. City EngineeNAssistant Director Selle stated that GRCC is currently working on their master plan which could possibly include discussion to cooperate on regional transportation networks that have mutual benefits inside that document. Both parties could use that as a guide to show what they have agreed to do and talked about doing. Member Osborne stated it should be a partnership agreement between GRCC and the City of Auburn for possible road improvements based on GRCC growth. Transportation Manager Para stated that at the staff level there has been work on that and the current projects on 124th were all funded by the college. Mayor Lewis stated that there is no master agreement beiween GRCC and the City for long term growth. GRCC's plans are extensive for growth in the future. We should be talking with GRCC to establish an agreement just as we did with the Port. Mayor Lewis will ask the President of GRCC to see which stafF would work with City staff on a long term master development agreement for the college area. Ciry Engineer/Assistant Director Selle stated that Council recently approved new City Code to address master plans. GRCC and the City have been working on the master plan concept for over a year now Chairman Wagner also suggested that the City work with the Aubum School District to work on an agreement for long term capital needs for funding transportation projects due to growth. Mayor Lewis said that he would write GRCC and the Aubum School District and copy the members of the Committee and Public Works. Mayor Lewis asked if the Committee had seen the master plan that is in process with GRCC Selle stafed the Committee has not seen the master plan; the process is just beginning and the City was working on getting the regulatory authority in place. Mayor Lewis asked what specifically the Committee would like him to ask of GRCC Chairman Wagner stated that he would like to see in GRCC's long term plan that they make a statement about partnering with the City, specifically in transportation. Mayor Lewis asked if that is both for GRCC and Aubum School District. Member Peloza stated that was correct. TIP #11 — M Street NE. E. Main to 4th . Member Peloza asked if this Page 7 of 11 project was from M Street going E down Main, fixing that street. Transportation Manager Para explained that this project is to complete a four lane section that will be built on M Street from E Main to 4th N E. Director powdy stated that the TIP is primarily Capital Projects not preservation. Preservation projects are funded through the Save Our Streets Program and the Arterial Preservation Program. Transportation Manager Para stated that the City does not idenfify specific preservation projects in the TIP Member Osborne expressed concem for the widening of M Street being done in sections rather than all at once. Chairman Wagner stated that at the Council Retreat the three M Street Projects scored the highest for several of the criteria. City EngineeNAssistant Director Selle stated that you need to take into consideration all the other needs of the City at the same time. In addition, it is impractical to fund improvements to a complete corridor all at once and so the TIP looks at viable segments for funding purposes. Chairman Wagner asked for a graph for the timing of projects on the TIP map. City EngineedAssistant Director Selle stated that Public Works could put together a map in the Comprehensive Plan that shows the corridors and shows the time frame of each corridor Member Osbome would like to see different colors for each year Chairman Wagner stated that he thought that both PCD and Public Works Committees should have a joinf workshop where we discuss the corridor concept in the thirty year view Mayor Lewis suggested that discussion take place at the COW Chairman Wagner stated that next fall would be the time to target for the COW that focuses on existing and future thirty year transportation corridors. TIP #21 — C Street NW and West Main Street: Chairman Wagner asked if this was a planning effort. Transportation Manager Para stated that this is not just a planning effort, the initial thought was that this project could be built in 2013-2014 based on the cost estimate. Para stated that in the Capital Project Fund there is annual traffic signal improvements funding, which can be used to support this project. The preliminary concept is for a signal bridge across the roadway which requires less underground work. This would allow the use of existing infrastructure, which is the conduit, junction boxes, etc. This project is planned to use of the existing Right-of-Way Chairman Wagner asked to have in the details that there is likely a second phase to this project. Page 8 of 11 TIP #24 —Academ�Drive Multi-Use Trail: Chairman Wagner stated that he believes this is a grant worthy project. He would like this project to be moved forward some if possible. City Engineer/Assistant Director Selle stated that if a grant comes along that we believe is a good fit, the City can always pull those projects forward. Granted we put our major emphasis on the near term projects but the first 3 years of the TIP are fiscally constrained. TIP #26 — METRO Shuttle: Auburn Commun� and Lakeland Shuttles: Member Osborne asked why the cost had changed in recent years. Transportation Manager Para stated that the cost has changed due to service costs. Member Peloza asked when there will be shuttle service on west hill. Mayor Lewis stated that there is bus service from 51 st on, beyond that the population is not great enough fo� shuttle service in that area. TIP #32 — Citywide Sidewalk Improvements: Member Osborn asked why years 2015 and on were dropped from the TIP Transportation Manager Para stated that the pot of money that has been funding those improvements is running dry According to the Finance Department after the next two years it will be gone. Starting in 2015 for fhis project to continue the City will have to find a new revenue souroe. Member Osborne asked what the revenue source is currently Para stated that currently the revenue comes from LID reserve money TIP #50 and 51 — ITS Projects: Chairman Wagner stated that if there is any general fund money in these projects he would rather be replacing sidewalks. Transportation Manager Para stated that both of these projects are intended to be grant funded. Wagner stated that he would like to fnd a way to fund sidewalk repairs. Para stated to look at page 13, there is very little general fund money in the transportation program outside of the sidewalk project and the traffic signal improvements. All other projects are funded by gas tax, traffic impact fees or grants. Chairman Wagner asked that the detail page for the Sidewalk project state to look at this again next year to try to find a funding source. TIP #37 — Local Street Preservation Program SOS. Member Osborne asked where the $150k from utilities came from. Transportation Manager Para stated that these funds are for incidental pavement repairs that are done and related to utilities. Each utility has a set Page 9 of 11 amount of$50k to contribute each year Member Peloza noted that on Page 19, M Street Grade Separation should read M Street Underpass. Member Peloza had a question on Page 36, AWS Streetscape Improvements (SR18 to M Street SE). City Engineer/Assistant Director Selle stated that if a grarit comes along that fits the need the City can always pull the project forward. Member Peloza asked if the amber turn arrows fell under the Traffic Signal Improvements on Page 43. Para stated that this project funds finro different things, one being equipment upgrades and replacements and the other being safety improvements. TIP #10 — F Street SE (4th St SE to Auburn Way S): Chairman Wagner asked how the neighborhood feels about this type of improvement to their street. Transportation Manager Para stated that there has been no public outreach yet specifically for the neighborhood. Pablo stated there is not much ROW needed for this project. Chairman Wagner asked what is driving to get this done as early as 2016. Para stated this was actually earlier in previous TIPs, but with the M Street Underpass project this project was recommended to be pushed back until M Street was done. TIP #18 — 8th St NE & 104th St NE Intersection Improvements: Chairman Wagner asked whether TIP #18 continues to be a needed project. Mayor Lewis indicated that there continues to be a concem with access along the corridor and that the project is still warranted. Chairman Wagner said to leave it as scheduled. Chairman Wagner stated that there is an error on the matrix for the start date. Para noted the error and will change to reflect fhe correct date. Chairman Wagner had requested that TIP 64, 65 and 66 be removed from the TIP and moved to the Comprehensive Plan, but he would like them to remain on the TIP to remain more visible. G. Capital Project Status Report (Gaub) Item 4 — CP1005 — South Division Street Promenade: Chairman Wagner asked wFiat was iiorie witti the extra budget from the Project. Assistant City Engineer Gaub stated that the extra LRF funding has gone into several other projects (such as the Sculpture Garden and downtown lighting) and there is additional unspent EDA funds due to the project costs coming in under the original estimates. Chairman Wagner asked how we can make it visible so that people can see where the extra million went. City Engineer/Assistant Director Page 10 of 11 Selle stated that there can be a note added to the Status column to address this. Item 13 — C201A — M Street Underpass: Assistant City Engineer Gaub responded to a question regarding some information that was inadvertently cut off and stated that the $2,772,752 in funding was from the Public Works Trust Fund Loan. Item 29 — CP1107 — Fulmer Wellfield Im�rovements: The Committee reviewed the description of the phases in the Location/Description column of the spreadsheet. Item 32 — C512A— Well 4 improvement: In response a questions, Assistant City Engineer Gaub statecf that the project is schedule to be construction next year Item 37 — CP1121 —2011 Local Street Pavement Preservation. Phase 2: Member Peloza asked if H Street was completed yet, Gaub stated that is was. Item 38 — CP1201 — 2012 Local Street Pavement Reconstnaction: Chairman Wagner asked why there was such a difference in budget and cost. Gaub stated that the bids received were very low and that staff is evaluating adding additional work to the 2012 Pavement Patching, Chip Seal and Overlay project which will likely come before the Committee at the next meeting. Item F — MS0802 —Airport Roof Elastomeric Coatina: Member Peloza commented on the very low bids received for this project. H. Activities Matrix (Dowdy) There were no questions or comments from the Committee. V ADJOURNMENT There being no further business to come befo�e the Public Works Committee, the meeting was adjourned at 5:09 p.m. Approved this 20th day of August, 2012. �- ' Rich Wagner, Chairman Jennifer Cusmir, Department Secretary Page 11 of 11