HomeMy WebLinkAbout01-07-2013 Agenda Packet
Public Works Committee
January 7, 2013 - 3:30 PM
Annex Room 2
AGENDA
I.CALL TO ORDER
A.Roll Call
B.Announcements
C.Agenda Modifications
II.CONSENT AGENDA
A. Approval of Minutes*
B. Public Works Project No. CP1122* (Truong/Lee)
Permission to Enter into Consultant Agreement No. AG-C-423 with Otak for Engineering
Services for Project No. CP1122, 30th Street NE Area Flooding, Phase 1
C. Public Works Project No. CP1206* (Wickstrom)
Approve Final Pay Estimate No. 5 to Contract No. 12-10 in the Amount of $266.85 and
Accept Construction of Project No. CP1206, 2012 Pavement Patching, Chipseal and
Overlay Project
III.DISCUSSION ITEMS
A. East Ridge Manor Drainage (Dowdy)
B. Resolution No. 4896* (Heid)
A Resolution of the City Council of the City of Auburn, Washington, Authorizing the Mayor
and City Clerk to Execute an Addendum to the Interlocal Agreement Between the City of
Auburn and the City of Pacific for Information Services Technology
C. Draft Interlocal Agreement - King County Reddington Levee Project (Dowdy)
D. Resolution No. 4895* (Bailey)
A Resolution of the City Council of the City of Auburn, Washington Declaring Certain Items
of Property as Surplus and Authorizing their Disposal
E. Capital Project Status Report* (Gaub)
F. Action Tracking Matrix* (Dowdy)
IV.ADJOURNMENT
Agendas and minutes are available to the public at the City Clerk's Office, on the City website
(http://www.auburnwa.gov), and via e-mail. Complete agenda packets are available for review at the
City Clerk's Office.
*Denotes attachments included in the agenda packet.
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AGENDA BILL APPROVAL FORM
Agenda Subject:
Approval of Minutes
Date:
December 27, 2012
Department:
Public Works
Attachments:
December 17, 2012 Draft Minutes
Budget Impact:
$0
Administrative Recommendation:
Public Works Committee to approve the minutes of the December 17,2012 Public Works
Committee meeting.
Background Summary:
See attached draft minutes.
Reviewed by Council Committees:
Public Works
Councilmember:Wagner Staff:
Meeting Date:January 7, 2013 Item Number:CA.A
AUBURN * MORE THAN YOU IMAGINEDCA.A Page 2 of 47
Public Works Committee
December 17, 2012 - 3:30 PM
Annex Room 2
MINUTES
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, 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 Engineer/Assistant Director
Dennis Selle, Assistant City Engineer Ingrid Gaub, Utilities Engineer
Dan Repp, Transportation Manager Pablo Para, Project Engineer Kim
Truong, Engineering Aide Amber Mund, Human Resources Director
Brenda Heineman, City Attorney Dan Heid, Planning Manger Elizabeth
Chamberlain, Employee Relations/Compensation Manager Aaron
Barber, Robert Whale from the Auburn Reporter, citizen Scott
Pondelick and Public Works Secretary Jennifer Cusmir.
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 minutes of the December 3, 2012
Public Works Committee Meeting.
Motion Carried Unanimously. 3-0.
III. RESOLUTIONS
A. Resolution No. 4881 (Mund)
A Resolution of the City Council of the City of Auburn, Washington,
Authorizing the Renewal of Public Way Agreement (PWA) 99-02 and
Amending the Terms of the Agreement with the Olympic Pipeline Page 1 of 9
CA.A Page 3 of 47
Company
Councilmember Peloza moved and Councilmember
Osborne seconded to recommend City Council adopt Resolution No.
4881.
Engineering Aide Mund explained that Olympic Pipeline applied for a
renewal of their current Public Way Agreement and Resolution No.
4881 renews the term for an additional five years.
The Committee reviewed the map indicating the locations where the
pipeline enters the Right-of-Way.
Chairman Wagner asked if the applicant is required to restore the
landscape. Engineering Aide Mund answered the applicant is required
to obtain a Construction Permit when doing work in the Right-of-Way
and they are required to restore the Right-of-Way.
Engineering Aide Mund stated the only amendment to the agreement
is the term, in response to a question asked by Vice-Chair
Peloza. Vice-Chair Peloza asked that the phrase “…with minor
amendments” be removed from the Resolution. Staff will make the
requested changes to the language in the next resolution presented to
the Committee.
City Attorney Heid responded to questions asked by Vice-Chair Peloza
regarding the use of the phrase “imminent domain” in the
resolution. City Attorney Heid stated that changes to the language
would be addressed in the next resolution presented to the
Committee.
Vice-Chair Peloza asked that in the future, the monetary figures within
the resolution include the decimal places.
Motion Carried Unanimously. 3-0.
B. Resolution No. 4890 (Para)
A Resolution of the City Council of the City of Auburn, Washington,
Authorizing the Mayor to Award and Execute an Agreement with the
Lowest Responsible Bidder for Construction of Small Public Works
Contract Number 12-22 for Project MS1203. 15th St SW and West
Valley Highway Signal #128 Repairs
Councilmember Peloza moved and Councilmember
Osborne seconded to recommend City Council adopt Resolution No.
4890.
Transportation Manager Para explained that there was a previous
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budget amendment creating the budget for the repairs and that is why
the budget impact in zero, in response to a question asked by
Chairman Wagner. Transportation Manager Para stated that there is
an insurance recovery that will cover some of the cost. The quotes are
being verified and it appears the cost will be well under the engineer’s
estimate.
Transportation Manager Para stated that the driver’s insurance policy
does not cover the full cost of the repairs, in response to a question
asked by Vice-Chair Peloza. The cost to the City will be approximately
$15,000.00 - $20,000.00, according to Transportation Manager Para.
Motion Carried Unanimously. 3-0.
C. Resolution No. 4891 (Truong)
A Resolution of the City Council of the City of Auburn, Washington,
Authorizing the Mayor to Accept a Grant from the Washington State
Transportation Improvement Board for the Auburn Way South and M
Street - 17th Street SE Intersection Improvements
Councilmember Peloza moved and Councilmember
Osborne seconded to recommend City Council adopt Resolution No.
4891. Project Engineer Truong verified that the anticipated cost for
the project is $705,000.00. Chairman Wagner noted that the grant
may cover over half of the project amount.
Project Engineer Truong answered questions asked by Vice-Chair
Peloza regarding the property acquisition.
Transportation Manager Para answered questions asked by Chairman
Wagner and Member Osborne regarding the engineering of the
proposed intersection changes.
Chairman Wagner suggested not using any red right-turn arrows,
unless absolutely necessary.
Motion Carried Unanimously. 3-0.
IV. DISCUSSION ITEMS
A. Resolution No. 4887 (Lein)
A Resolution of the City Council of the City of Auburn, Washington,
Authorizing the Mayor and City Clerk to Execute a Lease Agreement
Between the City of Auburn and Congressman Dave Reichert, a
Member of the U.S. House Of Representatives
Mayor Lewis stated the area being leased in a portion of the entry way
in the Chamber of Commerce office which will allow the Congressman
to have a staff member located in Auburn.
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The Committee and the Mayor reviewed the terms of the lease.
The Committee supported adoption of Resolution No. 4887.
B. Resolution No. 4892 (Heineman)
A Resolution of the City Council of the City of Auburn, Washington,
Authorizing the Mayor and City Clerk to Execute a Contract for Public
Defense Services for January 1, 2013 - June 30, 2013 Between the
City and the Law Offices of Matthew J. Rusnak
Human Resources Director Heineman distributed an updated version
of the contract to the Committee.
Human Resources Director Heineman explained that staff is proposing
a case waiting system, similar to the systems adopted the Cities of
Federal Way and Kent, which will enable the City to gather the case
statistics required to put out a proper bid document for public defense
services in April.
Human Resources Director Heineman reviewed the budget for the
contract.
Chairman Wagner asked if there is any way to recover cost from
indigent defendants. Heineman answered that the City does try to
recover costs and tracks defendants to collect when able.
Chairman Wagner voiced his support for putting the contract out for
bid once the case statistics are collected.
Human Resources Director Heineman responded to questions asked
by Vice-Chair Peloza regarding the contract appendix.
The Committee supported adoption of Resolution No. 4892.
C. Ordinance No. 6442 (S. Wagner)
Proposed Amendments to the Auburn City Code Concerning the
Relocation of and Amendments to the Hearing Examiner Chapter
Planning Manager Chamberlain explained that the Hearing Examiner
processes are currently located in Title 18, Zoning Code and since the
Hearing Examiner does many more functions than adjusting land use,
staff is proposing to relocate the duties of the Hearing Examiner to
Title 2.
Vice-Chair Peloza requested that staff change references from
“Council” in the City Code to “City Council” to eliminate any possible
confusion with King County Council or other governing councils.
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Vice-Chair Peloza recommended including a fee schedule for
variances in Section 16.10.160. Planning Manager Chamberlain noted
that the costs are included in the City’s fee schedule which gets
adopted annually.
Vice-Chair Peloza recommended adding an Item G, directing readers
to the fee schedule. Planning Manager Chamberlain suggested not
making any changes to the Critical Areas Ordinance at this time, but
rather considering any changes during the update of the
Comprehensive Plan.
Planning Manager Chamberlain answered questions asked by Vice-
Chair Peloza regarding appeals for Administrative Use Permits.
Planning Manager Chamberlain verified that the Legal Department did
review other jurisdictions’ codes and made sure the City’s Burden of
Proof, Section 2.46.120 is consistent, in response to a question asked
by Chairman Wagner.
Member Osborne asked about the cost for the Hearing
Examiner. Planning Manger Chamberlain stated that there is an
application fee and the Hearing Examiner’s time is billed at
$140.00/hour. The applicant is responsible for the application fee and
the Hearing Examiner’s time.
Planning Manager Chamberlain verified with the Committee that the
suggested changes are to be made during the update of the
Comprehensive Plan.
The Committee supported introduction and adoption of Ordinance No.
6442.
D. King County Service Agreement Proposal (Para)
Chairman Wagner asked how staff tracks the work done by King
County versus that done by Pierce County. Transportation Manager
Para stated in 2012 Pierce County striped the entire City and King
County did the pavement markings city-wide.
Transportation Manager Para explained that the proposed service
agreement allows the City to ask King County to perform a lot of
different types of work and is not limited to pavement marking. Para
said that King County will be performing bridge inspections and
potential bridge maintenance and repairs in addition to the pavement
marking maintenance that they do every year.
The agreement and task orders will not be reviewed by the Committee
unless the planned work exceeds the budgeted amount already
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approved by the Committee. Assistant Director/City Engineer Selle
stated that there is budgeted work identified to be completed under
this agreement and if there were any additional work that needed to be
completed the funding would have to be approved either under the
Mayor’s budget authority or approved by the City Council.
Member Osborne asked about the percentage of cost of King County’s
administrative fee. Transportation Manager Para answered that he has
the costs for 2012 and can provide that information to the
Committee.
Chairman Wagner asked if a limit or not to exceed amount can be
applied to the administrative costs. Transportation Manager Para
stated that he would need to consult the City Attorney to determine if
any limits can be applied to the County’s overhead costs.
The Committee and Mayor Lewis discussed limits on administrative
costs. Member Osborne asked if the administrative fees are included
in the estimates. Transportation Manager Para responded that they
are included in the estimates.
The Committee and staff discussed budgeting for the agreement and
professional services. Transportation Manager Para stated that he will
provide the Committee with a list of the 2013 budgeted projects that
are to be completed by the County under this agreement.
Transportation Manager Para stated that the primary difference
between the proposed 2013 agreement and the 2012 agreement is
that the new agreement will renew automatically unless staff or the
City Council or the County acts to terminate the agreement.
Member Osborne asked which agency is responsible for the cost of
dispute resolution and non-binding arbitration. Transportation Manager
Para answered that he will have to ask the City Attorney to include that
each jurisdiction will cover their own cost for dispute resolution in the
agreement.
Assistant Director/City Engineer Selle explained that a not-to-exceed
amount is not included in the new agreement because the amount will
change yearly depending on the amount of professional services
budgeted for King County to perform, in response to a question asked
by Vice-Chair Peloza.
Transportation Manager Para explained how task orders are submitted
to King County, in response to a question asked by Vice-Chair Peloza.
E. Green River Community College Proposed SE 320th Street
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Improvements (Para)
Transportation Manager Para distributed vicinity maps showing the
proposed Green River Community College (GRCC) conceptual plan
for improving SE 320th Street.
Transportation Manager Para noted that 122nd Ave SE will be closed
off, eliminating the connection to SE 320th Street. This closure will
reduce turning movements in this vicinity of SE 320th Street and will
eliminate cut-through traffic and impacts on the residential
neighborhood adjacent to the GRCC new trades building.
Transportation Manager Para stated that the new trades building
access is off of 124th Ave SE, in response to a question asked by
Chairman Wagner. Transportation Manager Para said staff has been
working with the GRCC consultants to develop an area transportation
plan that will serve the campus and the community and address traffic
operations and safety.
The Committee and Transportation Manager Para reviewed how
residents will reach the neighborhood on SE 319th Pl if direct access
to SE 320th Street is eliminated via 122nd Ave SE.
Assistant Director/City Engineer Selle stated that the City is asking
GRCC to present their proposal to the surrounding neighborhood and
get feedback, in response to a question asked by Chairman Wagner.
Assistant Director/City Engineer Selle said at this time GRCC is not
requesting a Right-of-Way Vacation.
Transportation Manager Para pointed out the traffic and pedestrian
safety improvements.
Planning Manager Chamberlain informed the Committee that the
Trades Building site located on the north side of SE 320th Street
includes a looped trail and a mid-block crossing of SE 320th Street
that will link in to the college’s Student Life Project on the south side of
the roadway.
Transportation Manager Para confirmed there will be a mid-block
pedestrian crossing on SE 320th Street with flashing warning lights but
not a traffic signal, in response to a question asked by Member
Osborne.
Transportation Manager Para reported that GRCC still has plans for
constructing a round-a-bout in their master plan, which will require
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some additional Right-of-Way, in response to a question asked by
Chairman Wagner. Assistant Director/City Engineer Selle stated that
GRCC also plans on redesigning their main entrance.
F. Capital Project Status Report (Gaub)
Item 6 – CP1116 – Downtown Pedestrian Lighting
Replacement: Chairman Wagner asked for a map showing where the
new lights were installed so the Committee can determine how many
more LED lights may be installed through out the City.
Item 8 – CP1215 – Banner Pole Foundation Repair: Member Osborne
asked if the sidewalk concerns originally discussed were included in
the project. Assistant City Engineer Gaub stated that the decision
made by the Committee was to not move forward with the larger
sidewalk repairs, so the foundation for the banner pole was repaired
along with the limited area of sidewalk impacted by the work.
Item 15 – C201A – M Street Underpass Project: Assistant City
Engineer Gaub stated that the girders for the south bridge are
expected to be set on January 3, 2013 due to BNSF’s schedule and
the holidays, in response to a question asked by Chairman
Wagner. Chairman Wagner asked if train traffic will be
interrupted. Assistant City Engineer Gaub answered train traffic will be
impacted as the girders are set.
Vice-Chair Peloza asked how the BNSF schedule is communicated to
staff. Assistant City Engineer Gaub answered that BNSF
representatives attend weekly meetings with the City and our
contractor to review the project schedules and there are
representatives on site almost every day.
Assistant City Engineer Gaub stated that May 2013 is the best
estimate at this time of when M Street SE will be opened, in response
to a question asked by Member Osborne. Director Dowdy noted that
work is being allowed on Saturdays in order to try and keep on
schedule.
Item 11 – C207A – A Street NW Corridor – Phase 1: Vice-Chair
Peloza asked about the developer contributions. Assistant City
Engineer Gaub stated there were funds provided by Multicare for the
half-street improvements and wetland mitigation on 10th Street
NW/NE in the amount of $407,000.00.
Item D – CP1016 – Fenster Levee Project: Member Osborne asked if
the funding has been approved. Vice-Chair Peloza said that he would
need to check. Assistant City Engineer Gaub said that she has not
heard from Planning’s Project Manager if the funds were approved or
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CA.A Page 10 of 47
not.
G. Action Tracking Matrix (Dowdy)
Item G – SDC Burden for Single Family Home: Chairman Wagner
asked that the item be changed to “Total Permitting Cost for Single
Family Home.”
V. ADJOURNMENT
There being no further business to come before the Public Works
Committee, the meeting was adjourned at 4:52 p.m.
Approved this 7th day of January, 2013.
_________________________ __________________________
Rich Wagner, Chair Jennifer Cusmir, Department Secretary
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AGENDA BILL APPROVAL FORM
Agenda Subject:
Public Works Project No. CP1122
Date:
December 27, 2012
Department:
Public Works
Attachments:
Consultant Scope Summary
Budget Status Sheet
Vicinity Map
Budget Impact:
$0
Administrative Recommendation:
Public Works Committee recommend City Council grant permission to enter into Consultant
Agreement No. AG-C-423 with Otak for Engineering Services for Project No. CP1122, 30th
Street NE Area Flooding, Phase 1.
Background Summary:
The purpose of this project is to design and construct a new 42-inch storm line from the
northwest corner of the airport property to the existing Brannan Park Pump Station. The pipe will
replace the existing 30-inch storm pipe generally located along 30th Street NE and the northerly
boundary of Brannan Park. The project will relieve street flooding that results from the limited
capacity of the existing 30-inch line to convey the storm water to its current Brannan Park Pump
Station discharge point.
City staff has selected Otak to provide survey, design, environmental permitting, and bid
assistance for the above-referenced project and the not to exceed amount of this agreement is
$320,000.00.
It is anticipated that this project will be constructed in the Summer of 2013.
The estimated total preliminary cost for this project is $2,822,299.00 from the 432 Storm Fund
and a project budget contingency of $152,400.00 remains in this fund.
Reviewed by Council Committees:
Public Works
Councilmember:Wagner Staff:Truong/Lee
Meeting Date:January 7, 2013 Item Number:CA.B
AUBURN * MORE THAN YOU IMAGINEDCA.B Page 12 of 47
30TH STREET NE AREA FLOODING, PHASE 1
CONSULTANT SCOPE OF WORK SUMMARY
PAGE 1 OF 2
CP1122 – 30th Street NE Area Flooding, Phase 1
City of Auburn
Scope for Design, Survey, and Environmental Services - Summary
This Scope of Work is for the 30th Street NE Area Flooding, Phase 1 Project. This scope includes survey
and base mapping, preliminary engineering, geotechnical investigations, environmental
documentation and permitting, easement, final design (including plans, specifications, and estimates),
and bid assistance.
Project Description
The City’s 30th Street NE Area Flooding, Phase 1 project will relieve street flooding as a result of the
existing 30-inch underground storm pipe within 30th Street having limited capacity to convey the storm
water to its current Brannan Park Pump Station (BPPS) discharge point. The project, which spans a
distance of approximately 4,000 feet beginning at the northwest corner of the airport property and
ending at the BPPS, will install a new 42-inch gravity storm line to replace approximate 3,800 LF of
existing 30-inch storm pipe.
Task 1: Project Management
This task will be continuous throughout the project duration, which is assumed to be 12 months. It will
include the work necessary to set up and plan the entire project and establish project-specific
procedures, including communication, overall project coordination with the City and project team, and
project closeout.
Task 2: Survey and Mapping
This task involves field surveying within the project limits, collecting existing topographic features and
producing a project basemap and Digital Terrain Model (DTM) to be used in design.
Task 3: Geotechnical Engineering
This scope of work covers geotechnical engineering services needed to support development of
contract documents for the purpose of utility trenching, backfill, and pipe loading of the new 42-inch
storm line.
Task 4: Preliminary Design
This task will progress the major design elements to an overall 30% level, and perform specific
activities to support this design level. The preliminary design effort will include modifying the design
concept based on city staff input. Documentation of the Preliminary Design task will include the
preparation of 30% plans addressing temporary erosion & sediment control, demolition, drainage, and
final restoration.
Task 5: Environmental Documentation
The purpose of the Environmental Documentation Task is to ensure that the project complies with all
applicable requirements of the Washington State Environmental Policy Act (SEPA), Floodplain
Development permit, Shoreline permit and that the regulatory permits and approvals required to
construct the project are identified and secured, all within a timeframe that will allow the project to
proceed on schedule.
CA.B Page 13 of 47
30TH STREET NE AREA FLOODING, PHASE 1
CONSULTANT SCOPE OF WORK SUMMARY
PAGE 2 OF 2
Task 6: Cultural Resource Evaluation
The Consultant will conduct physical surveys within the project areas to determine if archeological
artifacts are present. The Consultant will perform a literature survey and historic research to determine
and document any notable cultural and historic resources that may be impacted by the project. The
results of the Cultural Resource Evaluation will be documented and reported to the Department of
Historical and Archeological Preservation (DAHP).
Task 7: Easement
It is anticipated that temporary construction easements may be necessary to avoid property impacts.
Consultant will prepare legal descriptions and exhibits for temporary construction easements.
Task 8: Contract Documents and Cost Estimates
The Consultant will prepare construction contract documents (Construction Plans, Specifications and
cost estimate) and submit them at the 30%, 60% and 90% completion levels for City review and
comment. The final Bid Documents to be provided shall include Contract Plans, Contract Provisions
and a final Engineer’s Estimate of probable construction cost.
Task 9: Bid Assistance
As requested by the City, the Consultant will provide assistance to the City during the advertisement
and award of the project as follows:
• Response to Technical Bidder questions
• Development of Technical Addendums
• Checking references of apparent low bidder.
Task 10: Construction Record Drawings
The Consultant will prepare Construction Record Drawings for the project, incorporating the
inspector’s report and records, as required, and the redlined markups of construction drawings.
Total Costs = $302,000.00
Optional Tasks
Community Involvement Assistance
As requested by the City, the Consultant will provide exhibit materials and assistance at community
open house meeting.
Construction Assistance
As requested by the City, the Consultant will provide assistance to the City during the construction of
the project as follows:
• Review submittals
• Provide written responses to Contractors Requests for Information
Total Optional Costs= $18,000.00
CA.B Page 14 of 47
Project No: CP1122 Project Title:
Project Manager: Kim Truong
Consultant Agreement
Initiation Date: _ _ Permision to Advertise
Advertisement Date: _ Contract Award
Award Date: _ _ Change Order Approval
Contract Final Acceptance
Funding Prior Years 2012 2013 Future Years Total
432 Fund - Storm (Public Works Trust Fund)2,719,700 2,719,700
432 Fund - Storm 49 254,950 254,999
Total 49 254,950 2,719,700 0 2,974,699
Activity Prior Years 2012 2013 Future Years Total
Design Engineering - City Costs 49 11,000 20,000 31,049
Design Engineering - Consultant 310,000 310,000
Construction Estimate 1,869,000 1,869,000
Project Contingency 562,250 562,250
Construction Engineering - Consultant 10,000 10,000
Construction Engineering - City Costs 40,000 0 40,000
Total 49 11,000 2,811,250 0 2,822,299
Prior Years 2012 2013 Future Years Total
*432 Funds Budgeted ( )(49)(254,950)(2,719,700)0 (2,974,699)
432 Funds Needed 49 11,000 2,811,250 0 2,822,299
*432 Fund Project Contingency ( )0 (243,950)0 0 (152,400)
432 Funds Required 0 0 91,550 0 0
* ( # ) in the Budget Status Sections indicates Money the City has available.
BUDGET STATUS SHEET
30th Street NE Area Flooding - PHASE 1
Date: December 26, 2012
The "Future Years" column indicates the projected amount to be requested in future budgets.
Funds Budgeted (Funds Available)
Estimated Cost (Funds Needed)
432 Storm Budget Status
CA.B Page 15 of 47
t h
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AGENDA BILL APPROVAL FORM
Agenda Subject:
Public Works Project No. CP1206
Date:
December 27, 2012
Department:
Public Works
Attachments:
Budget Status Sheet
Final Pay Estimate
Vicinity Maps
Budget Impact:
$0
Administrative Recommendation:
Public Works Committee recommend City Council approve Final Pay Estimate No. 5 to
Contract No. 12-10 in the amount of $266.85 and accept construction of Project No.
CP1206, 2012 Pavement Patching, Chipseal and Overlay Project.
Background Summary:
The 2012 Pavement Patching, Chipseal and Overlay Project rehabilitated deficient
pavement on 9.9 miles of streets throughout the City as part of both the 2012
Arterial/Collector Pavement Preservation Program and the 2012 Save Our Streets
Program. This rehabilitation was accomplished as follows:
1.This project performed a pavement patching treatment (removing and replacing
areas of damaged pavement) on 2.0 miles of arterial and collector streets as part of
the City's Arterial and Collector Street Pavement Preservation Program.
2.This project performed a double chipseal treatment on 4.6 miles of arterial and
collector streets as part of the City's Arterial and Collector Street Pavement
Preservation Program. In addition, this project performed a double chipseal
treatment on 2.8 miles of local streets as part of the City's Save Our Streets
Program.
3.This project performed a thin (1.5-inches thick) asphalt overlay treatment on 0.5
miles of local streets as part of the City's Save Our Streets Program.
A project budget contingency of $131,893 remains in the 105 (Arterial/Collector Street
Pavement Preservation) fund.
A project budget contingency of $7,681 remains in the 103 (Local Street Pavement
Preservation) fund.
Reviewed by Council Committees:
AUBURN * MORE THAN YOU IMAGINEDCA.C Page 17 of 47
Public Works
Councilmember:Wagner Staff:Wickstrom
Meeting Date:January 7, 2013 Item Number:CA.C
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Page 1 of 1
Project No: CP1206 Project Title:
Project Manager: Seth Wickstrom
Initiation/Consultant Agreement
Initiation Date: _Oct 17, 2011 and Feb 6, 2012 ___ Permission to Advertise
Solicitation Date: _June 5, 2012______________ Contract Award
Award Date: _July 2, 2012__________________ Change Order Approval
Contract Final Acceptance
Funds Budgeted (Funds Available)
Funding Prior Years 2011 2012 Future Years Total
105 Fund - Arterial/Collector Street Pavement Preservation 1,298,000 1,298,000
103 Fund - Local Street Pavement Preservation 539,500 539,500
Total 0 0 1,837,500 0 1,837,500
Estimated Cost (Funds Needed)
Activity Prior Years 2011 2012 Future Years Total
Design Engineering - City Costs*5,153 5,153
Construction Estimate 1,261,714 1,261,714
Change Order No. 1
(Added More Chipseal Streets to Project)509,645 509,645
Line Item Changes (97,880) (97,880)
Construction Engineering - City Costs*19,295 19,295
Total 0 0 1,697,927 0 1,697,927
Prior Years 2011 2012 Future Years Total
**105 Funds Budgeted ( )0 0 (1,298,000)0 (1,298,000)
105 Funds Needed 0 0 1,166,107 0 1,166,107
**105 Fund Project Contingency ( )0 0 (131,893)0 (131,893)
105 Funds Required 0 0 0 0 0
Prior Years 2011 2012 Future Years Total
**103 Funds Budgeted ( )0 0 (539,500)0 (539,500)
103 Funds Needed 0 0 531,819 0 531,819
**103 Fund Project Contingency ( )0 0 (7,681)0 (7,681)
103 Funds Required 0 0 0 0 0
** ( # ) in the Budget Status Sections indicates money the City has available.
103 Local Street Budget Status
BUDGET STATUS SHEET
2012 Pavement Patching, Chipseal and Overlay Project
Date: December 19, 2012
The "Future Years" column indicates the projected amount to be requested in future budgets.
105 Arterial/Collector Street Budget Status
*City staff costs for street design and construction are not charged against the 103 fund project budget and are not shown here (staff costs
charged against the 105 project budget are show).
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CA.C Page 29 of 47
CA.C Page 30 of 47
AGENDA BILL APPROVAL FORM
Agenda Subject:
Resolution No. 4896
Date:
January 2, 2013
Department:
City Attorney
Attachments:
Resolution No. 4896
Budget Impact:
$0
Administrative Recommendation:
City Council adopt Resolution No. 4896.
Background Summary:
This Resolution authorizes an Addendum to the Agreement for Information Technology
Services under which the City of Auburn provides services for the City of Pacific. The
original Agreement is not only being extended for one year - with one additional year's
potential extension - but it also clarifies a scriveners error to reflect that the initial term of
the Agreement expired December 31, 2012. The Resolution also provides that any
action taken by the Mayor or designee in furtherance of the Agreement Addendum is
ratified.
Reviewed by Council Committees:
Finance, Public Works
Councilmember:Partridge Staff:Heid
Meeting Date:January 7, 2013 Item Number:DI.B
AUBURN * MORE THAN YOU IMAGINEDDI.B Page 31 of 47
RESOLUTION NO. 4 8 9 6
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF AUBURN, WASHINGTON, AUTHORIZING
THE MAYOR AND CITY CLERK TO EXECUTE AN
ADDENDUM TO THE INTERLOCAL AGREEMENT
BETWEEN THE CITY OF AUBURN AND THE CITY
OF PACIFIC FOR INFORMATION SERVICES
TECHNOLOGY
WHEREAS, in September, 2011, the City of Aubum entered into an
Interlocal Agreement with the City of Pac c for Information Services; and
WHEREAS, the parties wish to extend the original term by one-year,
consistent with the provisions in the original agreement that provided for up to
two additional one-year extensions; and
WHEREAS, it is also appropriate to clarify the term of the original
agreement, specifying that it terminated on December 31, 2012; and
WHEREAS, insofar as the Addendum One seeks to extend the
agreement in advance of the date on which the City Councils could approve the
extension, the Resolution also specifies that actions taken in furtherance of that
e ension shall be rat ed.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF AUBURN,
KING COUNTY, WASHINGTON, HEREBY RESOLVES as follows:
Section 1. The Mayor and the Aubum City Clerk are hereby
authorized to execute an Addendum to Interlocal Agreement between the City
of Auburn and the City of Pac c, which Addendum shall be in substantial
Resolution No.4896
December 31, 2012
Page 1 of 2DI.B Page 32 of 47
conformity with the Addendum attached hereto as Exhibit "A° and that action
heretofore taken by the Mayor or designee in furtherance thereof is hereby
ratified.
Section 2. The Mayor is hereby authorized to implement such
administrative procedures as may be necessary to carry out the directives of
this legislation.
Section 3. This resolution shall be in full force and effect upon
passage and signatures hereon.
Dated and Signed this day of 2013.
CITY OF AUBURN
PETER B. LEWIS, MAYOR
ATTEST
Danielle E. Daskam, Ciry Cle k
APP ED S TO FORM:
iel B. id, City Atto ey
Resolution No.4896
December 31, 2012
Page 2 of 2DI.B Page 33 of 47
ADDENDUM NO. ONE
ADDENDUM TO THEINTERLOCAL AGREEMENT
BETWEEN THE CITY OF AUBURN AND THE CTl'Y OF PACIFIC
FOR INFORMATION SERVICES TECHNOLOGY
THIS ADDENDI7M is made and entered into tlus day of
20_, by and between the CITY OF AUBURN, a municipal corporation of the State of
Washington (hereinafter referred to as "Auburn"), and CITY OF PACIFIC, a municipal
corporation of the State of Washington (hereinafter refeaed to as "Pacifid'), as an addendum to
the Interlocal Agreement between the parties for Information Services Technology executed on
the 26' day of September, 2011, pursuant to the Interlocal Cooperation Act, Chapter 3934 of the
Revised Code of Washington.
WITNESSETH:
V HEREAS, the parties hereto have heretofore contracted for Information Services
Technology, and the said Agreement provided for the opportunity of two one-year extensions;
and
WHEREAS, it is also appropriate to clarify a scriveners error in terms of the date under
which the original Agreement would terminate or by which the Agreement term would need to
be extended; and
WHEREAS, each of the parties appreciates that contracting for such services provides a
number of mutually beneficial advantages, and in order to provide further advantages for each of
the parties, they agee that the Agreement referred to above should be amended to extend the
term thereof as provided hereinbelow
NOW TE REFORE in consideration of their mutual covenants, conditions and promises,
the PAR'TIES HERETO HEREBY AGREE as follows:
ITEM ONE REVISION TO PARAGRAPH SEVEN: That Pazagraph Seven of the
Interlocal Agreement is amended to read as follows:
7 TIME FOR PERFORMANCE AND TERM OF AGREEMENT
Aubum sha11 not begin any work under this Agreement until authorized by Pacific's
representative. Auburn shall perform the services provided for herein in accordance with
the direction and scheduling provided in Exhibit A, unless otherwise agreed to in writiag
by the parties. This Agreement shall terminate on 12/31/8d-2013 This Agreement
may be extended for taveone additional one-yeaz eaedsperiod upon written agreement of
the Parties. It is provided, however, that either party may cancel this Agreement upon
sia ty (60)days written notice to the othei party
DI.B Page 34 of 47
ITEM TWO REVISION TO PARAGRAPH ELEVEN• That Pazagraph Eleven of the
Interlocal Agreement is amended to read as follows:
11 ADMINISTRATION OF AGREEMENT
Tt is Agreement shall be administered by Ron Tiedeman, Innovation & Technology
Director or designee on behalf of Aubum, and by Patti Kirkpatrick, or designee, on
behalf of Pacific. Any written notices requii ed by the terms of this Agreement shall be
served on or mailed to the following addresses:
CITY OF AUBURN CITY OF PACIFIC
Innovation&Technology City Clerk
Ran Tiedeman Patti Kirkpatrick
25 West Main Street 100 3rd Avenue S.E.
Auburn, WA 98001-4998 Pacific, WA
Phone: 253-288-3160 Phone: 253-929-1105
Fax: 253-804-3116 Fax: 253-939-6026
E-mail: rtiedeman@aubumwa.gov E-mail: pkirkpatrick@ci.pacific.waus
ITEM THREE REMAINING TERMS LJNCHANGED• That all other provisions of the
Interlocal] Agreement between the parties for Informadon Services Technology executed on the
lst day of October 2011, pursuant to the Interlocal Cooperation Act, Chapter 3934 of the
Revised Code of Waslrington, shall remain unchanged, and in full force and effect.
IN WITNESS WHEREOF the parties hereto have executed this Agreement as of the day
and yeaz fust above written.
CITY OF PACIFIC CITY OF AUBURN
By By
Its: Petet B. Lewis, Mayor
Attest: Attest:
By By
Patricia J Kirkpatrick, Pacific City Clerk Danielle E. Daskam, Auburn City Clerk
Approved as to form: Appro d as to form:
Ken Luce,Pacific City Attorney Daniel B. Heid, Aub City ttorney
DI.B Page 35 of 47
AGENDA BILL APPROVAL FORM
Agenda Subject:
Resolution No. 4895
Date:
January 2, 2013
Department:
Public Works
Attachments:
Resolution No. 4895
Budget Impact:
$0
Administrative Recommendation:
Finance Committee recommends that City Council adopt Resolution No. 4895.
Background Summary:
EQUIPMENT RENTAL DIVISION:
The following police patrol vehicles have reached the end of the replacement cycle.
Replacements have been purchased and are now in service.
P014A - 2008 Ford Crown Victoria - VIN: 2FAFP71V08X100255 Fixed Asset No.
55000 P014A
P015A - 2008 Ford Crown Victoria - VIN: 2FAFP71V98X100254 Fixed Asset No.
55000 P015A
Reviewed by Council Committees:
Finance, Public Works
Councilmember:Partridge Staff:Bailey
Meeting Date:January 7, 2013 Item Number:DI.D
AUBURN * MORE THAN YOU IMAGINEDDI.D Page 36 of 47
-----------------------------
Resolution No. 4895
December 20, 2012
Page 1 of 2
RESOLUTION NO. 4895
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF AUBURN, WASHINGTON DECLARING
CERTAIN ITEMS OF PROPERTY AS SURPLUS
AND AUTHORIZING THEIR DISPOSAL
WHEREAS, the City of Auburn Public Works Department has a number of
items which are no longer of use to the City; and
WHEREAS, it would be appropriate to surplus the property and dispose of
it by auction or other sale mechanism, or to dispose of it, in whole or in part,
through gift to another governmental agency or an appropriate charitable non-
profit entity, as deemed most expedient by the Mayor.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF AUBURN,
WASHINGTON HEREBY RESOLVES as follows:
Section 1. Purpose. That the property identified below is declared
to be surplus, and the Mayor is authorized to dispose of and convey such
property through appropriate sale or donation to another governmental agency or
charitable non-profit entity.
Public Works Department
Equipment Rental Division:
DI.D Page 37 of 47
-----------------------------
Resolution No. 4895
December 20, 2012
Page 2 of 2
The following police patrol vehicles have reached the end of the replacement
cycle. Replacements have been purchased and are now in service.
P014A – 2008 Ford Crown Victoria
VIN: 2FAFP71V08X100255 Fixed Asset No. 55000 P014A
P015A – 2008 Ford Crown Victoria
VIN: 2FAFP71V98X100254 Fixed Asset No. 55000 P015A
Section 2. Implementation. That the Mayor is authorized to
implement such administrative procedures as may be necessary to carry out the
directives of this legislation.
Section 3. Effective Date. That this Resolution shall take effect
and be in full force upon passage and signatures hereon.
Dated and Signed this _____ day of _________, 2013.
CITY OF AUBURN
________________________________
PETER B. LEWIS
ATTEST: MAYOR
______________________
Danielle E. Daskam, City Clerk
APPROVED AS TO FORM:
_____________________
Daniel B. Heid, City Attorney
DI.D Page 38 of 47
AGENDA BILL APPROVAL FORM
Agenda Subject:
Capital Project Status Report
Date:
December 27, 2012
Department:
Public Works
Attachments:
Capital Project Status Report
Budget Impact:
$0
Administrative Recommendation:
Background Summary:
See attached report.
Reviewed by Council Committees:
Public Works
Councilmember:Wagner Staff:Gaub
Meeting Date:January 7, 2013 Item Number:DI.F
AUBURN * MORE THAN YOU IMAGINEDDI.F Page 39 of 47
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Construction Work is complete, however, the project is in the 1-year plant establishment period and the finish date reflects this. Budget shown is for multiple years of this 10 year process. Budget for 2012 only is $57,050.Page 1 of 6
DI.F Page 40 of 47
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Final SCADA design has been provided by the SCADA Upgrade Project. Operational testing was completed in December. Demolition of the existing station is anticipated to begin in January.
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M Street Road Closure in place through May 2013, weather dependant. Setting of the Girders for the 1st Bridge is tentatively scheduled for Jan 3rd due to delays from BNSF.
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Work is in suspension waiting on material procurement. Work is anticipated to begin in late January.
17
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DI.F Page 41 of 47
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22
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The estimated costs are for the Phase 1A only and will be revised when this phase is completed. Consultant work is underway and pump test data is under evaluation.
24
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25
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derway.Page 3 of 6
DI.F Page 42 of 47
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AWS/M St. SE - Installed protected left turn for east/west bound traffic on AWS turning onto M St. SE (Completed)17th/M St. SE - restrict left turn movements from 17th to M. (Completed)AWS/M St. SE Pre-Design - Preliminary configuration and footprint of the intersection is completed and Option 2 was selected by the Committee, June 2012. Final design work is underway. TIB grant obligation is in process.
27
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Easement acquisition completed. Project on hold.
30
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Final design on hold pending BNSF issues. Additional funds will be required to complete design, environmental permitting, and construction.
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Page 4 of 6
DI.F Page 43 of 47
Da
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Work is complete on 22nd Street SE and on 28th/H/27th Street locations. Roadway work on J Street SE is suspended waiting on appropriate weather to complete paving.
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Page 5 of 6
DI.F Page 44 of 47
Da
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Page 6 of 6
DI.F Page 45 of 47
AGENDA BILL APPROVAL FORM
Agenda Subject:
Action Tracking Matrix
Date:
December 27, 2012
Department:
Public Works
Attachments:
Action Tracking Matrix
Budget Impact:
$0
Administrative Recommendation:
Background Summary:
See attached matrix.
Reviewed by Council Committees:
Public Works
Councilmember:Wagner Staff:Dowdy
Meeting Date:January 7, 2013 Item Number:DI.G
AUBURN * MORE THAN YOU IMAGINEDDI.G Page 46 of 47
Updated: 1/2/2013 3:01 PM
No.Item Description Contact
Next PWC
Review Date Est. Comp.
Date Status
A Sidewalk Program Funding Sources Para 11/1/2013 Pending initial discussion with the Committee for 2015-2016 budget
B
Track completed project on the 2012 Active
Capital Improvement Projects Map Gaub
C Fulmer Well-Field Feasibility Study Updates Repp 3/18/2013 Initial study finding are not yet completed.
D
Turns on Red and Flashing Yellow Arrows -
Cost Estimate for Signs Para 1/22/2013
Preparing Inventory of Right Turn Arrows, recommendation for
signage, and cost estimate.
E System Development Charges (SDCs)Repp 11/1/2013 Yearly Review of SDCs
F SDC and Cost of Service Analysis Scope Repp 1/22/2013 7/31/2013 Consultant preparing scope and budget
G Total Permitting Cost for Single Family Home Repp 1/22/2013 1/22/2013
H Payback/Charge in-lieu Process Repp 2/18/2013 2/18/2013 Review current City process
I
CP1224, 2013 Local Street Pavement
Reconstruction Project Wickstrom 4/15/2013 4/15/2013 50% Design Review
J
CP1120, Lea Hill Safe Routes to Schools
Improvement Truong 4/1/2013 4/1/2013 50% Design Review
K Comprehensive Transportation Plan Update Webb 6/3/2013 11/1/2014
Discussion of LOS Standards (Corridors: N/S vs E/W), modeling
scenarios Incorporating "Event Traffic", & safety versus efficiency
policy.
Public Works Committee - Action Tracking Matrix
Ongoing - Quarterly updates, next one in January
DI.G Page 47 of 47