HomeMy WebLinkAbout02-19-2013 PUBLIC WORKS AGENDA PACKET
Public Works Committee
February 19, 2013 - 3:30 PM
Annex Conference Room 2
AGENDA
I.CALL TO ORDER
A.Roll Call
B.Announcements
C.Agenda Modifications
II.CONSENT AGENDA
A. Approval of Minutes*
III.RESOLUTIONS
A. Resolution No. 4914* (Snyder)
Review Ordinance No. 4914, A Resolution of the City Council of the City of Auburn,
Washington, authorizing the dedication of a portion of City-owned property as City
Right-of-Way
B. Resolution No. 4910* (Sweeting)
A Resolution of the City Council of the City of Auburn, Washington, Authorizing the
Mayor to Accept a Federal Grant to be Administered Through the Washington
State Department of Transportation for the 37th Street and B Street NW Pre-Signal
Project
C. Resolution No. 4912* (Wickstrom)
A Resolution of the City Council of the City of Auburn, Washington, Authorizing the
Mayor to Accept a Federal Grant to be Administered Through the Washington
State Department of Transportation for the West Valley Highway System
Preservation Project
IV.DISCUSSION ITEMS
A. Resolution No. 4906* (Bailey)
A Resolution of the City Council of the City of Auburn, Washington, Declaring
Certain Items of Property as Surplus and Authorizing Their Disposal
B. 2012 Save Our Streets Year End Report* (Wickstrom)
C. Flashing Yellow Left Turn Arrows (Para)
D. Capital Project Status Report* (Gaub)
E. Action Tracking Matrix* (Dowdy)
V.ADJOURNMENT
Page 1 of 59
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.
Page 2 of 59
AGENDA BILL APPROVAL FORM
Agenda Subject:
Approval of Minutes
Date:
February 11, 2013
Department:
Public Works
Attachments:
February 4, 2013 Draft Minutes
Budget Impact:
$0
Administrative Recommendation:
Public Works Committee to approve the minutes of the February 4, 2013 Public Works
Committee meeting.
Background Summary:
See attached draft minutes.
Reviewed by Council Committees:
Public Works
Councilmember:Wagner Staff:
Meeting Date:February 19, 2013 Item Number:CA.B
AUBURN * MORE THAN YOU IMAGINEDCA.B Page 3 of 59
Public Works Committee
February 4, 2013 - 3:30 PM
Annex Conference 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.
A. Roll Call
Chairman Wagner, Vice-Chair Bill Peloza, and Member Wayne
Osborne 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, Transportation Manager
Pablo Para, Transportation Planner Joe Welsh, Street System
Engineer Seth Wickstrom, Project Engineer Ryan Vondrak, Finance
Director Shelley Coleman, Solid Waste and Recycling Supervisor Joan
Nelson, Assistant City Attorney Steve Gross, Emergency
Preparedness Manager Sarah Miller, Water Manager Allen Hunter,
Water Utility Engineer Cynthia Lamothe, Innovations and Technology
Director Ron Tiedeman, Business Systems Analyst Jim Felty and
Public Works Secretary Jennifer Cusmir. Members of the public in
attendance included: Alice Ostdiek of Foster Pepper LLC Attorneys at
Law, Lindsay Sovde of Seattle-Northwest Securities Corporation
(SNW), and Citizen Scott Pondlick.
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 22, 2013, as amended.
Vice-Chair Peloza asked that the minutes be amended, page 7,
Page 1 of 7
CA.B Page 4 of 59
Discussion Item A, the last paragraph, to read, “The Committee
agreed that the total adjusted amount of $680.05 should be written
off.” The Committee agreed.
Motion Carried Unanimously. 3-0.
B. Right-of-Way Use Permit No. 13-01 (Mund)
Councilmember Peloza moved and Councilmember
Osborne seconded to approve Right-of-Way Use Permit No. 13-01.
Transportation Planner Joe Welsh stated that there were no changes
to the permit and it is the same as the previous years.
Motion Carried Unanimously. 3-0.
C. Public Works Project No. CP1112 (Wickstrom)
Councilmember Peloza moved and Councilmember
Osborne seconded to approve Final Pay Estimate No. 4 to Contract
No. 12-09 in the amount of $10,764.69 and accept construction of
Project No. CP1112 2011/2012 City Sidewalk Repair Project.
Chairman Wagner asked if staff had learned anything from the project
about how the projects may be improved in the future. Street Systems
Engineer Wickstrom stated that the repairs were similar to projects
completed over the last few years and everything went well.
Street Systems Engineer Wickstrom addressed comments made by
Member Osborne regarding the $0.00 amount paid for traffic control.
Motion Carried Unanimously. 3-0.
III. RESOLUTIONS
A. Resolution No. 4903 (Vondrak)
A Resolution of the City Council of the City of Auburn, Washington,
Authorizing the Mayor to Accept a Federal Grant to be Administered
through the Washington State Department of Transportation for the
South 277th Street Corridor Capacity and Non-Motorized Trail
Improvement Project
Councilmember Peloza moved and Councilmember
Osborne seconded to
Motion Carried Unanimously. 0-0.
Councilmember Peloza moved and Councilmember
Osborne seconded to recommend City Council adopt Resolution No.
4903.
Page 2 of 7
CA.B Page 5 of 59
Project Engineer Vondrak explained that the project is not on the
Capital Projects Status Report because the project has not been
initiated with the Committee and the funding agreement has not yet
been executed, in response to a question asked by Chairman
Wagner. Assistant Director/City Engineer Selle stated that the project
includes design, permitting, and property acquisition for the entire
roadway improvements including roadwork and pedestrian
improvements. Construction funding is not included. Chairman
Wagner asked that when the project is included on the Capital Project
Status Report, it be made clear the project is only design and right-of-
way acquisition.
Project Engineer Vondrak answered questions asked by Vice-Chair
Peloza regarding the 13.5% grant match.
Motion Carried Unanimously. 3-0.
IV. DISCUSSION ITEMS
A. Ordinance No. 6451 (Coleman)
An Ordinance of the City Council of the City of Auburn, Washington,
Relating to the Combined Utility Systems of the City; Providing the
Issuance of One or More Series of Utility System Revenue Bonds of
the City
Chairman Wagner stated that Item IV A would be discussed prior to
the approval of the minutes.
Finance Director Coleman introduced Alice Ostdiek of Foster Pepper
LLC Attorneys at Law and Lindsay Sovde of Seattle-Northwest
Securities Corporation (SNW) to the Committee.
Finance Director Coleman provided background information regarding
the initial issuance of Utility System Revenue Bonds, which were
issued approximately two years ago and Ordinance No. 6451 will
authorize a second issuance. Coleman stated that the projects paid for
by the first bond issuance are almost complete and the funds have
been spent. The City is ready to move forward and start additional
projects.
Finance Director Coleman reported that the second bond issuance is
less than it was intended to be because Public Works staff was
successful in obtaining a Public Works Trust Fund Loan in the amount
of $3.3M to fund the Well 1 Improvement project. There are
$11,520,000.00 in projects that have been identified in Ordinance No.
6451.
Page 3 of 7
CA.B Page 6 of 59
Finance Director Coleman stated that Ordinance No. 6451 is
scheduled to be introduced and adopted by the City Council at the
February 19, 2013 City Council Meeting. The bonds will be priced at
the end of February and the sale will start five days after that.
Utilities Engineer Repp stated that staff anticipates by the end of 2013
there will be enough information to bring to the Committee with
recommendations on the Fulmer Well Field Improvement Project, in
response to a question asked by Chairman Wagner. Utilities Engineer
Repp described how the cost estimate for the Fulmer Will Field
Improvements, $1,955,000.00, was calculated. Chairman Wagner
asked if there will be additional water rights included in the
project. Repp answered that there will be no new water rights. The
project uses only existing water rights.
Utilities Engineer Repp explained that the BNSF Utilities Crossing
Project is related to the BNSF third rail construction proposed by the
railroad for construction in 2014, in response to a question asked by
Member Osborne. The City is responsible for addressing our utility
crossings within the railroad Right-of-Ways.
Ms. Ostdiek explained the similarities and the differences between
Ordinance No. 6451 and utility bond ordinance that the City has
adopted in the past. Ms. Ostdiek reviewed Section 4, Description of
the Bonds, Appointment of Designated Representative, which sets
forth all of the parameters of the bond, with the Committee following a
question asked by Chairman Wagner. Ms. Ostdiek answered
questions asked by Chairman Wagner regarding the criteria used to
determine the final maturity of the bonds. Ms. Sovde stated that based
on staff’s recommendations currently the ordinance authorizes a
maximum 20 year bond issue.
Ms. Ostdiek answered questions asked by Chairman Wagner
regarding Section 15, Flow of Funds and how the cost of operating the
utility is funded.
Vice-Chair Peloza asked that two decimal places for all dollar amounts
be included in the ordinance and exhibits.
Member Osborne asked if there would need to be an additional rate
increase because of the issuance of the bonds. Finance Director
Coleman answered that the existing rate ordinance already has the
automatic rate increases built in.
Ms. Sovde distributed a summary of what has been happening in the
bond market to the Committee. Ms. Sovde reviewed the summary with
the Committee. Ms. Sovde noted that the true interest cost may be
Page 4 of 7
CA.B Page 7 of 59
high or lower that the 2.8% indicated on the summary.
Finance Director Coleman stated that the ordinance is being taken to
the Finance Committee for action and then to Council for adoption on
February 19, 2013.
B. King County Solid Waste Interlocal Agreement (Coleman)
Solid Waste and Recycling Supervisor Nelson explained that the
agreement being discussed by the Committee is an extension of an
existing agreement formed in 1988, which was a 40-year term
agreement. Because the expiration date is nearing with the need to
update transfer systems and make changes in liability, the language in
the agreement needs to be updated to meet the City’s needs and
extend the length of the agreement King County can do long-term
bonding for Solid Waste Management Capital Projects at lower bond
interest rates and subsequently, lower customer costs.
Solid Waste and Recycling Supervisor Nelson stated that the new
agreement is a better agreement and if the City does not enter into the
new agreement the City will end up paying more per year.
Assistant City Attorney Gross stated that the cost of insuring against
liabilities is a system cost which will be reflected in the rates. The
agreement provides for the County doing some kind of combination of
buying insurance, if commercially feasible, setting aside a reserve to
cover liability, or making sure the rate structure provides a sufficient
amount to take care of liability, in response to a question asked by
Chairman Wagner.
Chairman Wagner asked when the agreement needs to be
signed. Solid Waste and Recycling Supervisor Nelson answered that
the agreement needs to be signed by the end of April. Nelson noted
that everyone on the Council has seen the agreement and staff plans
on brining a resolution for action to the Municipal Services Committee
next week and to Council for adoption on February 19, 2013.
Chairman Wagner asked the date of expiration of the
agreement. Assistant City Attorney answered December 24, 2040.
Vice-Chair Peloza spoke about the continued emphases on recycling.
C. SCADA System Overview (Repp/Hunter)
Utilities Engineer Repp explained that staff will be presenting the
Committee with an overview of the new SCADA software and control
systems. Repp stated that sites are still being brought online to the
system.
Page 5 of 7
CA.B Page 8 of 59
Using the projector, Water Manager Hunter, with the assistance of
Business Systems Analyst Felty, Project Engineer Robert Lee and
Water Utility Engineer Lamothe, provided the Committee with an
overview of the architecture of the system, and spoke about sanitary
sewer and pump station configurations and the configuration of the
water system. The presentation ended with the reporting capabilities of
the software.
Mayor Lewis noted that the SCADA system is fully supported with the
City’s fiber and networking upgrades.
Chairman Wagner requested that an abbreviated SCADA presentation
be made to appropriate other City Council committees, e.g. Finance.
D. Ordinance No. 6428 (Dowdy)
An Ordinance of the City Council of the City of Auburn, Washington,
Amending Sections 2.75.040 and 2.75.060 of the Auburn City Code
Relating to the Director of Emergency Management
Director Dowdy stated that the ordinance provides flexibility in
assigning a Director of Emergency Management to the City Code, in
response to a question asked by Chairman Wagner.
Mayor Lewis and Emergency Preparedness Manager Miller answered
questions asked by Member Osborne regarding the succession of the
chair-person in the absence of the Mayor.
E. Capital Project Status Report (Gaub)
Item 6 – C207A – A Street NW Corridor – Phase 1: Chairman
Wagner asked if staff can ask the Post Office to improve sidewalk
pedestrian and bicycle visibility, not vehicle traffic visibility, at the exit
to their parking lot on A Street NW. Mayor Lewis stated that he would
try to contact the Post Office authorities. This item should be added to
the Action Tracking Matrix.
Item 7 – CP0817 – 2009 Sewer & Storm Pump Station Replacement –
Phase C White River: Vice-Chair Peloza asked if there is a new finish
date for the project. Assistant City Engineer Gaub answered that staff
is working on some minor punch list items involving the alarms. The
project should be finished February 2013.
Item 8 – CP0909 – Lakeland Hills Booster Pump Station: Vice-Chair
Peloza noted a Scribner’s error in the status.
Item 10 – CP1103 – 132nd Avenue SE Tacoma Pipeline
Intertie: Utilities Engineer Repp described how start up and opening of
Page 6 of 7
CA.B Page 9 of 59
the intertie will happen, in response to a question asked by Chairman
Wagner.
Vice-Chair Peloza reported the increase of graffiti on the bridge wall
on Green River Road. Mayor Lewis stated that bridge is in King
County. Staff will report the graffiti to the County. Mayor Lewis asked
for a sign to be installed at the City boundary on Green River Road
that states, “You Are Entering King County.”
Item 16 – CP1108 – 2011/12/13 Citywide Storm Pond Cleaning: The
Committee discussed whether an article on this project would be
beneficial and decided it would not be.
Assistant City Engineer Gaub distributed a summary of the Annual
Expenditures for Capital Projects, which was previously requested by
the Committee.
F. Action Tracking Matrix (Dowdy)
Item J – Comprehensive Transportation Plan Update: Transportation
Manager Para stated that the update the Committee recently received
from Transportation Planner Welsh was last year’s updates and is
different than the updates included in the status of Item J, in response
to a question asked by Chairman Wagner.
Chairman Wagner asked that way-finding signage for the Auburn
Valley Humane Society is added to the matrix.
Member Osborne asked for staff to examine the possible sight-
distance issues at the intersection of 4th Street SE/Cross Street and
Auburn Way S. The item will be added to the matrix.
V. ADJOURNMENT
There being no further business to come before the Public Works
Committee, the meeting was adjourned at 4:57 p.m.
Approved this 19th day of February, 2013.
_____________________________ ______________________________
Rich Wagner, Chair Jennifer Cusmir, Department Secretary
Page 7 of 7
CA.B Page 10 of 59
AGENDA BILL APPROVAL FORM
Agenda Subject:
Resolution No. 4914
Date:
February 12, 2013
Department:
Planning and Development
Attachments:
Resolution No. 4914
Right of Way Dedication
Exhibit A
Exhibit B
Budget Impact:
$0
Administrative Recommendation:
Public Works Committee to recommend City Council adopt Resolution No. 4914.
Background Summary:
The City of Auburn is the owner of real property located at 810 NE 30th Street NE
between Auburn Way North and I Street NE. During recent survey work, City staff
discovered that this property partially encroached on City right-of-way, specifically along
a portion of the property's I Street NE frontage. Resolution No. 4914 would authorize the
Mayor to execute a dedication deed dedicating a portion of the property as City right-of-
way. This action will correct and remove this encroachment into the right-of-way, thereby
removing any potential for a cloud on the property.
Reviewed by Council Committees:
Finance Other: Legal, Planning
Councilmember:Wagner Staff:Snyder
Meeting Date:February 19, 2013 Item Number:RES.A
AUBURN * MORE THAN YOU IMAGINEDRES.A Page 11 of 59
----------------------------
Resolution No. 4914
2.12.13
Page 1 of 2
RESOLUTION NO. 4914
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF AUBURN, WASHINGTON, AUTHORIZING
THE DEDICATION OF A PORTION OF CITY-
OWNED PROPERTY AS CITY RIGHT-OF-WAY
WHEREAS, the City owns property located at “I” Street NE and 30th Street
NE; and
WHEREAS, during a recent survey City staff discovered that the property
partially encroached on City right-of-way; and
WHEREAS, in order to correct the property lines, staff recommends
dedicating a portion of the property as City right-of-way.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF AUBURN,
HEREBY RESOLVES as follows:
Section 1. That the Mayor is hereby authorized to execute a Dedication
Deed in substantially the form at Exhibit A, which is attached hereto and
incorporated fully herein.
Section 2. That the Mayor is authorized to implement such
administrative procedures as may be necessary to carry out the directives of this
legislation.
RES.A Page 12 of 59
----------------------------
Resolution No. 4914
2.12.13
Page 2 of 2
Section 3. 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
MAYOR
ATTEST:
_________________________
Danielle E. Daskam, City Clerk
APPROVED AS TO FORM:
_________________________
Daniel B. Heid, City Attorney
RES.A Page 13 of 59
Return Address:
City of Auburn
City Clerk
25 West Main Street
Auburn, WA 98001-4998
Above this line reserved for recording information
RIGHT OF WAY DEDICATION DEED
Reference # (if applicable): N/A
Grantor/Borrower: City of Auburn
Grantee/Assignee/Beneficiary: City of Auburn
Legal Description/STR: A portion of Lot 2, City of Auburn
Short Plat #SPL0001-96 recorded under
recordng number #9605301424, in
King County, Washington
Assessor’s Tax Parcel ID#: 000100-0020-05
The Grantor, City of Auburn, for and in consideration of ten dollars, and other good and
valuable consideration, in hand paid, dedicate and convey to the Grantee, City of Auburn a
municipal corporation of the State of Washington, an easement for right of way, public street and
public utility purposes, to the same effect as if acquired by eminent domain under the laws of the
State of Washington, the following described real property:
A Right-of-Way described as follows:
SEE EXHIBITS ‘A’ AND ‘B’ ATTACHED HERETO AND BY THIS
REFERENCE MADE A PART HEREOF.
Right of Way Dedication Deed
Page 1 of 5
RES.A Page 14 of 59
City of Auburn
Peter B. Lewis, Mayor
Date:
Attest:
Danielle E. Daskam, City Cler
Date:
APPROVED AS TO FORM:
By:
Daniel B. Heid, City Attorney
Date:
STATE OF WASHINGTON )
) ss.
County of King )
I, the undersigned, a Notary Public, do hereby certify that on this _________ day of ____________________,
20______, personally appeared before me PETER B. LEWIS, to me known to be the individual described in and who
executed the within instrument, and acknowledged that he signed and sealed the same as the free and voluntary act and
deed of the City, for the purposes and uses therein mentioned, and on oath stated that he was duly authorized to execute
said document.
In Witness Whereof I have hereunto set my hand and affixed my official seal the day and year first above
written.
Notary Public in and for the State of Washington,
Residing at
My commission expires
RES.A Page 15 of 59
RES.A Page 16 of 59
RES.A Page 17 of 59
AGENDA BILL APPROVAL FORM
Agenda Subject:
Resolution No. 4910
Date:
February 11, 2013
Department:
Public Works
Attachments:
Resolution No. 4910
Exhibit A
Vicinity Map
Budget Impact:
$0
Administrative Recommendation:
Public Works Committee recommend that City Council adopt Resolution No. 4910.
Background Summary:
Resolution No. 4910 authorizes the Mayor to accept a federal grant in the amount of
$307,550.00 administered through the Washington State Department of Transportation
to finance the design and construction of the 37th Street and B Street NW Pre-Signal
project.
The federal grant requires a 20% match from local funding sources, which will be
contributed by the 328 Fund in the amount of $76,900.00.
The 37th Street and B Street NW Pre-Signal project will construct a new pre-signal,
make modifications to the existing traffic signal, and install advanced railroad pre-
emption for the at-grade Burlington Northern Santa Fe (BNSF) rail crossing intersection
of 37th St NW and B St NW. This work will also mitigate the impacts from the proposed
BNSF third mainline rail anticipated to be constructed in 2014.
Reviewed by Council Committees:
Finance, Public Works
Councilmember:Wagner Staff:Sweeting
Meeting Date:February 19, 2013 Item Number:RES.B
AUBURN * MORE THAN YOU IMAGINEDRES.B Page 18 of 59
-----------------------------
Resolution No. 4910
February 11, 2013
Page 1 of 3
RESOLUTION NO. 4910
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
AUBURN, WASHINGTON, AUTHORIZING THE MAYOR TO
ACCEPT A FEDERAL GRANT TO BE ADMINISTERED
THROUGH THE WASHINGTON STATE DEPARTMENT OF
TRANSPORTATION FOR THE 37TH STREET AND B ST NW
PRE-SIGNAL PROJECT.
WHEREAS, the City desires to improve the safety and efficiency of the at-grade
BNSF Railway Company crossing (“crossing”) at the intersection of 37th Street NW and
B Street NW; and
WHEREAS, the need for improvements at the intersection of 37th Street NW and
B Street NW is recognized in Auburn’s adopted Transportation Improvement Program;
and
WHEREAS, installing a pre-signal at the BNSF railway crossing, thereby
mitigating the impacts from the proposed BNSF third mainline rail, will improve the
safety and efficiency of the at-grade crossing at the intersection of 37th Street NW and B
Street NW; and
WHEREAS, the City applied for, through the Puget Sound Regional Council
(PSRC), and was granted a federal grant to be administered by the Washington State
Department of Transportation (WSDOT) in the amount of $307,550.00 to finance the
design and construction phases of the 37th St and B St NW Pre-Signal project; and
WHEREAS, the federal grant requires a 20% match from local funding sources,
of which $76,900.00 is available through the 328 fund; and
RES.B Page 19 of 59
-----------------------------
Resolution No. 4910
February 11, 2013
Page 2 of 3
WHEREAS, it is in the best interest of the City to use grant monies to finance
capital improvements to the transportation system.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF AUBURN,
WASHINGTON, HEREBY RESOLVES as follows:
Section 1. That the Mayor is hereby authorized to accept the federal grant for
$307,550.00 for the 37th Street and B Street NW Pre-Signal project. In addition, the
Mayor is hereby authorized to execute a Local Agency Agreement between the City and
the Washington State Department of Transportation in substantial conformity with the
agreement attached hereto, marked as Exhibit A and incorporated herein by this
reference. Also, the Mayor is hereby authorized to execute any further necessary
supplemental agreements for the Project, expending up to the total amount of the grant
of $307,550.00.
Section 2. That the Mayor is authorized to implement such other administrative
procedures as may be necessary to carry out the directives of this legislation.
Section 3. 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
MAYOR
RES.B Page 20 of 59
-----------------------------
Resolution No. 4910
February 11, 2013
Page 3 of 3
ATTEST:
______________________
Danielle E. Daskam,
City Clerk
APPROVED AS TO FORM:
_____________________
Daniel B. Heid,
City Attorney
RES.B Page 21 of 59
Local Agency Agreement
Agency Official Washington State Department of Transportation
By
Title
Date Executed
By
Director of Highways and Local Programs
Agency
Address
City of Auburn
25 West Main Street
Auburn, WA 98001
TheLocalAgencyhavingcomplied,orherebyagreeingtocomply,withthetermsandconditionssetforthin(1)Title23,U.S.CodeHighways,(2)
theregulationsissuedpursuantthereto,(3)2CFR225,(4)OfficeofManagementandBudgetCircularsA-102,andA-133,(5)thepoliciesand
procedurespromulgatedbytheWashingtonStateDepartment ofTransportation,and(6)thefederalaidprojectagreemententeredintobetweenthe
StateandFederalGovernment,relativetotheaboveproject,theWashingtonStateDepartmentofTransportationwillauthorizetheLocalAgencyto
proceedontheprojectbyaseparatenotification.Federalfundswhicharetobeobligatedfortheprojectmaynotexceedtheamountshownhereinon
liner,column3,withoutwrittenauthoritybytheState,subjecttotheapprovaloftheFederalHighwayAdministration.Allprojectcostsnot
reimbursed by the Federal Government shall be the responsibility of the Local Agency.
Project Description
Description of Work
Name Length
Termini
The 37th St and B St NW Pre-Signal Project 0.06 miles
37th St NW from BNSF Railway to B St NW
Type of Work
Estimate of Funding
(1)(2)(3)
PE
Right of Way
Construction
a. Agency
b. Other
d. State
e. Total PE Cost Estimate (a+b+c+d)
Consultant
15,000.00
37,500.00
2,500.00
55,000.00
f. Agency
g. Other
i. State
j. Total R/W Cost Estimate (f+g+h+i)
k. Contract
l. Other
m. Other
o. Agency
p. State
q. Total CN Cost Estimate (k+l+m+n+o+p)
r. Total Project Cost Estimate (e+j+q)55,000.00
7,500.0030,000.00
500.002,000.00
11,000.0044,000.00
Federal Funds
Estimated
Funds
Estimated Agency
Project Funds
Estimated Total
1
This project consists of constructing a pre-signal for eastbound traffic and related signal modifications at B St NW,
advanced railroad pre-emption, and traffic monitoring cameras.
11,000.0044,000.00
For OSC WSDOT Use Only
Project No.
Agreement No.
3,000.0012,000.00
CFDA No. 20.205
Federal Aid
Participation
Ratio for PE
Federal Aid
Participation
Ratio for RW
Federal Aid
Participation
Ratio for CN
80 %
%
%
(Catalog of Federal Domestic Assistance)
Mayor
h. Other
c. Other
n. Other
DOTForm 140-039 EF
Revised 09/2011RES.B Page 22 of 59
Construction Method of Financing (Check Method Selected)
State Ad and Award
Method A - Advance Payment - Agency Share of total construction cost (based on contract award)
Method B - Withhold from gas tax the Agency's share of total construction cost (line 4, column 2) in the amount of
$at $per month formonths.
Local Force or Local Ad and Award
Method C - Agency cost incurred with partial reimbursement
The Local Agency further stipulates that pursuant to said Title 23, regulations and policies and procedures, and as
a condition to payment of the federal funds obligated, it accepts and will comply with the applicable provisions set
forth below. Adopted by official action on
,, Resolution/Ordinance No.4910
2
Provisions
CertaintypesofworkandservicesshallbeprovidedbytheStateonthisprojectasrequestedbytheAgencyanddescribedintheTypeofWork
above.Inaddition,theStatewillfurnishqualifiedpersonnelforthesupervisionandinspectionoftheworkinprogress.OnLocalAgencyadvertised
andawardedprojects,thesupervisionandinspectionshall belimitedtoensuringallworkisinconformancewithapprovedplans,specifications,and
federalaidrequirements.ThesalaryofsuchengineerorothersupervisorandallothersalariesandcostsincurredbyStateforcesupontheproject
willbeconsideredacostthereof.AllcostsrelatedtothisprojectincurredbyemployeesoftheStateinthecustomarymanneronhighwaypayrolls
and vouchers shall be charged as costs of the project.
I. Scope of Work
TheAgencyshallprovideallthework,labor,materials,and servicesnecessarytoperformtheprojectwhichisdescribedandsetforthindetailin
the “Project Description” and “Type of Work.”
WhentheStateactsforandonbehalfoftheAgency,theStateshallbedeemedanagentoftheAgencyandshallperformtheservicesdescribed
andindicatedin“TypeofWork”onthefaceofthisagreement,inaccordancewithplansandspecificationsasproposedbytheAgencyandapproved
by the State and the Federal Highway Administration.
WhentheStateactsfortheAgencybutisnotsubjecttotherightofcontrolbytheAgency,theStateshallhavetherighttoperformthework
subject to the ordinary procedures of the State and Federal Highway Administration.
II. Delegation of Authority
TheStateiswillingtofulfilltheresponsibilitiestotheFederalGovernmentbytheadministrationofthisproject.TheAgencyagreesthattheState
shallhavethefullauthoritytocarryoutthisadministration.TheStateshallreview,process,andapprovedocumentsrequiredforfederalaid
reimbursementinaccordancewithfederalrequirements.If theStateadvertisesandawardsthecontract,theStatewill furtheractfortheAgencyin
allmattersconcerningtheprojectasrequestedbytheAgency.IftheLocalAgencyadvertisesandawardstheproject,the Stateshallreviewthework
to ensure conformity with the approved plans and specifications.
III. Project Administration
IV. Availability of Records
AllprojectrecordsinsupportofallcostsincurredandactualexpenditureskeptbytheAgencyaretobemaintainedinaccordancewithlocal
governmentaccountingproceduresprescribedbytheWashingtonStateAuditor’sOffice,theU.S.DepartmentofTransportation,andthe
WashingtonStateDepartmentofTransportation.TherecordsshallbeopentoinspectionbytheStateandFederalGovernmentatallreasonabletimes
andshallberetainedandmadeavailableforsuchinspection foraperiodofnotlessthanthreeyearsfromthefinalpaymentofanyfederalaidfunds
to the Agency. Copies of said records shall be furnished to the State and/or Federal Government upon request.
TheAgencyagreesthatonfederalaidhighwayconstructionprojects,thecurrentfederalaidregulationswhichapplyto liquidateddamages
relativetothebasisoffederalparticipationintheprojectcostshallbeapplicableintheeventthecontractorfailstocompletethecontractwithinthe
contract time.
V. Compliance with Provisions
TheAgencyshallnotincuranyfederalaidparticipationcostsonanyclassificationofworkonthisprojectuntilauthorizedinwritingbytheState
for each classification. The classifications of work for projects are:
1. Preliminary engineering.
2. Right of way acquisition.
3. Project construction.
Intheeventthatrightofwayacquisition,oractualconstructionoftheroad,forwhichpreliminaryengineeringisundertakenisnotstartedbythe
closingofthetenthfiscalyearfollowingthefiscalyearin whichtheagreementisexecuted,theAgencywillrepaytothe Statethesumorsumsof
federal funds paid to the Agency under the terms of this agreement (see Section IX).
TheAgencyagreesthatallstagesofconstructionnecessary toprovidetheinitiallyplannedcompletefacilitywithinthelimitsofthisprojectwill
conformtoatleasttheminimumvaluessetbyapprovedstatewidedesignstandardsapplicabletothisclassofhighways,eventhoughsuchadditional
work is financed without federal aid participation.
VI. Payment and Partial Reimbursement
Thetotalcostoftheproject,includingallreviewandengineeringcostsandotherexpensesoftheState,istobepaidbytheAgencyandbythe
FederalGovernment.Federalfundingshallbeinaccordance withtheFederalTransportationAct,asamended,2CFR225andOfficeof
ManagementandBudgetcircularsA-102andA-133.TheStateshallnotbeultimatelyresponsibleforanyofthecostsofthe project.TheAgency
shallbeultimatelyresponsibleforallcostsassociatedwiththeprojectwhicharenotreimbursedbytheFederalGovernment.Nothinginthis
agreement shall be construed as a promise by the State as to the amount or nature of federal participation in this project.
DOTForm 140-039 EF
Revised 09/2011RES.B Page 23 of 59
DOTForm 140-039 EF
Revised 09/2011 3
TheStateshallbilltheAgencyforallcostsincurredbytheStaterelativetotheproject.TheStateshallalsobilltheAgencyforthefederalfunds
paid by the State to the Agency for project costs which are subsequently determined to be ineligible for federal participation (see Section IX).
MethodA –TheAgencywillplacewiththeState,within(20)daysafter theexecutionoftheconstructioncontract,anadvanceintheamountof
theAgency’sshareofthetotalconstructioncostbasedonthecontractaward.TheStatewillnotifytheAgencyoftheexactamounttobedeposited
withtheState.TheStatewillpayallcostsincurredunderthecontractuponpresentationofprogressbillingsfromthecontractor.Followingsuch
payments,theStatewillsubmitabillingtotheFederalGovernmentforthefederalaidparticipationshareofthecost.Whentheprojectis
substantiallycompletedandfinalactualcostsoftheprojectcanbedetermined,theStatewillpresenttheAgencywitha finalbillingshowingthe
amountduetheStateortheamountduetheAgency.ThisbillingwillbeclearedbyeitherapaymentfromtheAgencytotheStateorbyarefund
from the State to the Agency.
MethodB –TheAgency’sshareofthetotalconstructioncostasshownonthefaceofthisagreementshallbewithheldfromitsmonthlyfueltax
allotments.Thefaceofthisagreementestablishesthemonthsinwhichthewithholdingshalltakeplaceandtheexactamounttobewithheldeach
month.Theextentofwithholdingwillbeconfirmedbyletter fromtheStateatthetimeofcontractaward.Uponreceiptofprogressbillingsfromthe
contractor, the State will submit such billings to the Federal Government for payment of its participating portion of such billings.
MethodC –TheAgencymaysubmitvoucherstotheStateintheformatprescribedbytheState,induplicate,notmorethanoncepermonthfor
thosecostseligibleforFederalparticipationtotheextentthatsuchcostsaredirectlyattributableandproperlyallocabletothisproject.Expenditures
bytheLocalAgencyformaintenance,generaladministration,supervision,andotheroverheadshallnotbeeligiblefor Federalparticipationunless
claimed under a previously approved indirect cost plan.
TheStateshallreimbursetheAgencyfortheFederalshareof eligibleprojectcostsuptotheamountshownonthefaceofthisagreement.Atthe
time of audit, the Agency will provide documentation of all costs incurred on the project.
TheAgency,ifservicesofaconsultantarerequired,shallberesponsibleforauditoftheconsultant’srecordstodetermineeligiblefederalaid
costs on the project. The report of said audit shall be in the Agency’s files and made available to the State and the Federal Government.
VII. Audit of Federal Consultant Contracts
AnauditshallbeconductedbytheWSDOTInternalAuditOfficeinaccordancewithgenerallyacceptedgovernmentalauditingstandardsas
issuedbytheUnitedStatesGeneralAccountingOfficebythe ComptrollerGeneraloftheUnitedStates;WSDOTManualM27-50,Consultant
Authorization,Selection,andAgreementAdministration;memorandaofunderstandingbetweenWSDOTandFHWA;andOfficeofManagement
and Budget Circular A-133.
Ifuponaudititisfoundthatoverpaymentorparticipationoffederalmoneyinineligibleitemsofcosthasoccurred,the Agencyshallreimburse
the State for the amount of such overpayment or excess participation (see Section IX).
TheAgencyagreesthatifpaymentorarrangementforpayment ofanyoftheState’sbillingrelativetotheproject(e.g.,Stateforcework,project
cancellation,overpayment,costineligibleforfederalparticipation,etc.)isnotmadetotheStatewithin45daysaftertheAgencyhasbeenbilled,the
StateshalleffectreimbursementofthetotalsumduefromtheregularmonthlyfueltaxallotmentstotheAgencyfromtheMotorVehicleFund.No
additionalFederalprojectfundingwillbeapproveduntilfullpaymentisreceivedunlessotherwisedirectedtheDirectorofHighwaysandLocal
Programs.
IX. Payment of Billing
TheAgencywillnotpermitanychangestobemadeintheprovisionsforparkingregulationsandtrafficcontrolonthisprojectwithoutprior
approvaloftheStateandFederalHighwayAdministration.TheAgencywillnotinstallorpermittobeinstalledanysigns,signals,ormarkingsnot
inconformancewiththestandardsapprovedbytheFederalHighwayAdministrationandMUTCD.TheAgencywill,atitsownexpense,maintain
the improvement covered by this agreement.
X. Traffic Control, Signing, Marking, and Roadway
Maintenance
TheAgencyshallholdtheFederalGovernmentandtheStateharmlessfromandshallprocessanddefendatitsownexpenseallclaims,demands,
or suits, whether at law or equity brought against the Agency, State, or Federal Government, arising from the Agency’s execution,
XI. Indemnity
TheAgency,asasubrecipientoffederalfunds,shalladhere tothefederalOfficeofManagementandBudget(OMB)CircularA-133aswellasall
applicablefederalandstatestatutesandregulations.Asubrecipientwhoexpends$500,000ormoreinfederalawardsfromallsourcesduringa
givenfiscalyearshallhaveasingleorprogram-specificauditperformedforthatyearinaccordancewiththeprovisionsofOMBCircularA-133.
Upon conclusion of the A-133 audit, the Agency shall be responsible for ensuring that a copy of the report is transmitted promptly to the State.
VIII. Single Audit Act
TheAgencyshallbillthestateforfederalaidprojectcosts incurredinconformitywithapplicablefederalandstatelaws.Theagencyshall
minimizethetimeelapsedbetweenreceiptoffederalaidfundsandsubsequentpaymentofincurredcosts.ExpendituresbytheLocalAgencyfor
maintenance,generaladministration,supervision,andotheroverheadshallnotbeeligibleforfederalparticipationunlessacurrentindirectcostplan
hasbeenpreparedinaccordancewiththeregulationsoutlinedin2CFR225-CostPrinciplesforState,Local,andIndianTribalGovernment,and
retained for audit.
TheStatewillpayforStateincurredcostsontheproject.Followingpayment,theStateshallbilltheFederalGovernmentforreimbursementof
thosecostseligibleforfederalparticipationtotheextentthatsuchcostsareattributableandproperlyallocableto thisproject.TheStateshallbillthe
Agency for that portion of State costs which were not reimbursed by the Federal Government (see Section IX).
1. Project Construction Costs
Project construction financing will be accomplished by one of the three methods as indicated in this agreement.
RES.B Page 24 of 59
No liability shall attach to the State or Federal Government except as expressly provided herein.
TheAgencyherebyagreesthatitwillincorporateorcauseto beincorporatedintoanycontractforconstructionwork,or modificationthereof,as
definedintherulesandregulationsoftheSecretaryofLaborin41CFRChapter60,whichispaidforinwholeorinpartwith fundsobtainedfrom
theFederalGovernmentorborrowedonthecreditoftheFederalGovernmentpursuanttoagrant,contract,loan,insurance,orguaranteeor
understandingpursuanttoanyfederalprograminvolvingsuchgrant,contract,loan,insurance,orguarantee,therequiredcontractprovisionsfor
Federal-Aid Contracts (FHWA 1273), located in Chapter 44 of the Local Agency Guidelines.
XII. Nondiscrimination Provision
TheAgencyfurtheragreesthatitwillbeboundbytheaboveequalopportunityclausewithrespecttoitsownemploymentpracticeswhenit
participatesinfederallyassistedconstructionwork:Provided,thatiftheapplicantsoparticipatingisaStateorLocalGovernment,theaboveequal
opportunityclauseisnotapplicabletoanyagency,instrumentality,orsubdivisionofsuchgovernmentwhichdoesnotparticipateinworkonor
under the contract.
The Agency also agrees:
(1)ToassistandcooperateactivelywiththeStateinobtainingthecomplianceofcontractorsandsubcontractorswiththeequalopportunity
clause and rules, regulations, and relevant orders of the Secretary of Labor.
(2)TofurnishtheStatesuchinformationasitmayrequireforthesupervisionofsuchcomplianceandthatitwillotherwiseassisttheStatein
the discharge of its primary responsibility for securing compliance.
(3)TorefrainfromenteringintoanycontractorcontractmodificationsubjecttoExecutiveOrder11246ofSeptember24,1965,witha
contractordebarredfrom,orwhohasnotdemonstratedeligibilityfor,governmentcontractsandfederallyassistedconstructioncontracts
pursuant to the Executive Order.
(4)Tocarryoutsuchsanctionsandpenaltiesforviolationoftheequalopportunityclauseasmaybeimposeduponcontractorsand
subcontractors by the State, Federal Highway Administration, or the Secretary of Labor pursuant to Part II, subpart D of the Executive Order.
TheAgencyshallnotdiscriminateonthebasisofrace,color,nationalorigin,orsexintheawardandperformanceofanyUSDOT-assisted
contractand/oragreementorintheadministrationofitsDBEprogramortherequirementsof49CFRPart26.TheAgencyshalltakeallnecessary
andreasonablestepsunder49CFRPart26toensurenondiscriminationintheawardandadministrationofUSDOT-assisted contractsand
agreements.TheWSDOT’sDBEprogram,asrequiredby49CFRPart26andasapprovedbyUSDOT,isincorporatedbyreferenceinthis
agreement.Implementationofthisprogramisalegalobligationandfailuretocarryoutitstermsshallbetreatedasaviolationofthisagreement.
UponnotificationtotheAgencyofitsfailuretocarryoutitsapprovedprogram,theDepartmentmayimposesanctionsasprovidedforunderPart26
andmay,inappropriatecases,referthematterforenforcementunder18U.S.C.1001and/ortheProgramFraudCivilRemediesActof1986(31U.
S.C. 3801 et seq.).
4
TheSecretaryoftheWashingtonStateDepartmentofTransportationmayterminatethecontractinwhole,orfromtimetotimeinpart,
whenever:
XIV. Termination for Public Convenience
(1) The requisite federal funding becomes unavailable through failure of appropriation or otherwise.
(2)ThecontractorispreventedfromproceedingwiththeworkasadirectresultofanExecutiveOrderofthePresidentwithrespecttothe
prosecutionofwarorintheinterestofnationaldefense,or anExecutiveOrderofthePresidentorGovernoroftheStatewithrespecttothe
preservation of energy resources.
(3)Thecontractorispreventedfromproceedingwiththeworkbyreasonofapreliminary,special,orpermanentrestrainingorderofa
courtofcompetentjurisdictionwheretheissuanceofsuchorderisprimarilycausedbytheactsoromissionsofpersonsoragenciesotherthan
the contractor.
(4) The Secretary determines that such termination is in the best interests of the State.
Fortheconvenienceofthepartiestothiscontract,itisagreedthatanyclaimsand/orcausesofactionwhichtheLocalAgencyhasagainstthe
StateofWashington,growingoutofthiscontractortheprojectwithwhichitisconcerned,shallbebroughtonlyintheSuperiorCourtforThurston
County.
XV. Venue for Claims and/or Causes of Action
Inaddition,theAgencyagreesthatifitfailsorrefusestocomplywiththeseundertakings,theStatemaytakeanyorallofthefollowing
actions:
(a) Cancel, terminate, or suspend this agreement in whole or in part;
(b) Refrain from extending any further assistance to the Agency under the program with respect to which the failure or refusal
occurred until satisfactory assurance of future compliance has been received from the Agency; and
(c) Refer the case to the Department of Justice for appropriate legal proceedings.
TheAgencyherebyagreesthattheliquidateddamagesprovisionsof23CFRPart635,Subpart127,assupplemented,relativetotheamountof
Federalparticipationintheprojectcost,shallbeapplicableintheeventthecontractorfailstocompletethecontractwithinthecontracttime.Failure
to include liquidated damages provision will not relieve the Agency from reduction of federal participation in accordance with this paragraph.
XIII. Liquidated Damages
DOTForm 140-039 EF
Revised 09/2011
performance,orfailuretoperformanyoftheprovisionsofthisagreement,orofanyotheragreementorcontractconnectedwiththisagreement,or
arisingbyreasonoftheparticipationoftheStateorFederalGovernmentintheproject,PROVIDED,nothinghereinshall requiretheAgencyto
reimbursetheStateortheFederalGovernmentfordamagesarisingoutofbodilyinjurytopersonsordamagetopropertycausedbyorresultingfrom
the sole negligence of the Federal Government or the State.
RES.B Page 25 of 59
The approving authority certifies, to the best of his or her knowledge and belief, that:
XVI. Certification Regarding the Restrictions of the Use
of Federal Funds for Lobbying
(1)Nofederalappropriatedfundshavebeenpaidorwillbepaid,byoronbehalfoftheundersigned,toanypersonforinfluencingorattempting
toinfluenceanofficeroremployeeofanyfederalagency,amemberofCongress,anofficeroremployeeofCongress,oranemployeeofamember
ofCongressinconnectionwiththeawardingofanyfederalcontract,themakingofanyfederalgrant,themakingofanyfederalloan,theentering
intoofanycooperativeagreement,andtheextension,continuation,renewal,amendment,ormodificationofanyfederalcontract,grant,loan,or
cooperative agreement.
(2)Ifanyfundsotherthanfederalappropriatedfundshavebeenpaidorwillbepaidtoanypersonforinfluencingorattemptingtoinfluencean
officeroremployeeofanyfederalagency,amemberofCongress,anofficeroremployeeofCongress,oranemployeeofamemberofCongressin
connectionwiththisfederalcontract,grant,loan,orcooperativeagreement,theundersignedshallcompleteandsubmittheStandardForm-LLL,
“Disclosure Form to Report Lobbying,” in accordance with its instructions.
(3)Theundersignedshallrequirethatthelanguageofthiscertificationbeincludedintheawarddocumentsforallsubawardsatalltiers
(includingsubgrants,andcontractsandsubcontractsundergrants,subgrants,loans,andcooperativeagreements)whichexceed$100,000,andthatall
such subrecipients shall certify and disclose accordingly.
Thiscertificationisamaterialrepresentationoffactuponwhichreliancewasplacedwhenthistransactionwasmadeor enteredinto.Submission
ofthiscertificationasaprerequisiteformakingorenteringintothistransactionimposedbySection1352,Title31,U.S.Code.Anypersonwhofails
to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.
Additional Provisions
5DOTForm 140-039 EF
Revised 09/2011RES.B Page 26 of 59
RES.B Page 27 of 59
AGENDA BILL APPROVAL FORM
Agenda Subject:
Resolution No. 4912
Date:
February 12, 2013
Department:
Public Works
Attachments:
Resolution No. 4912
Exhibit A
Vicinity Map
Budget Impact:
$0
Administrative Recommendation:
Public Works Committee recommend that City Council adopt Resolution No. 4912.
Background Summary:
Resolution No. 4912 authorizes the Mayor to accept a federal grant in the amount of
$560,000.00 from the Puget Sound Regional Council, to be administered through the
Washington State Department of Transportation, to finance the design and construction of
the West Valley Highway System Preservation project.
The federal grant requires a minimum 13.5% match from local funding sources; however,
the total project cost is estimated to be $1,120,000.00 so $560,000.00 has been budgeted
in the 105 (Arterial/Collector Street Pavement Preservation) fund for this project.
The West Valley Highway System Preservation project will overlay West Valley Highway
between 15th Street NW and 37th Street NW with a 2 to 3-inch layer of new asphalt
pavement. This work will prevent deterioration of the existing pavement and improve the
driving surface of the street.
Reviewed by Council Committees:
Finance, Public Works
Councilmember:Wagner Staff:Wickstrom
Meeting Date:February 19, 2013 Item Number:RES.C
AUBURN * MORE THAN YOU IMAGINEDRES.C Page 28 of 59
-----------------------------
Resolution No. 4912
February 12, 2013
Page 1
RESOLUTION NO. 4912
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
AUBURN, WASHINGTON, AUTHORIZING THE MAYOR TO
ACCEPT A FEDERAL GRANT TO BE ADMINISTERED
THROUGH THE WASHINGTON STATE DEPARTMENT OF
TRANSPORTATION FOR THE WEST VALLEY HIGHWAY
SYSTEM PRESERVATION PROJECT.
WHEREAS, the City desires to improve and preserve the pavement on West
Valley Highway between 15th Street NW and 37th Street NW; and
WHEREAS, the need for pavement preservation improvements on West Valley
Highway between 15th Street NW and 37th Street NW is recognized in Auburn’s adopted
Transportation Improvement Program; and
WHEREAS, overlaying West Valley Highway from 15th Street NW to 37th Street
NW will preserve and improve the pavement of West Valley Highway; and
WHEREAS, the City applied for, through the Puget Sound Regional Council
(PSRC), and was granted a federal grant to be administered by the Washington State
Department of Transportation (WSDOT) in the amount of $560,000.00 to finance the
design and construction phases of the West Valley Highway System Preservation
Project; and
WHEREAS, the federal grant requires a minimum 13.5% match from local
funding sources, of which the City plans to exceed this minimum requirement and has
$560,000.00 available through the 105 fund; and
RES.C Page 29 of 59
-----------------------------
Resolution No. 4912
February 12, 2013
Page 2
WHEREAS, it is in the best interest of the City to use grant monies to finance
capital improvements to the transportation system.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF AUBURN,
WASHINGTON, HEREBY RESOLVES as follows:
Section 1. That the Mayor is hereby authorized to accept the federal grant for
$560,000.00 for the West Valley Highway System Improvement project. In addition, the
Mayor is hereby authorized to execute a Local Agency Agreement between the City and
the Washington State Department of Transportation in substantial conformity with the
agreement attached hereto, marked as Exhibit A and incorporated herein by this
reference. Also, the Mayor is hereby authorized to execute any further necessary
supplemental agreements for the Project, expending up to the total amount of the grant
of $560,000.00.
Section 2. That the Mayor is authorized to implement such other administrative
procedures as may be necessary to carry out the directives of this legislation.
Section 3. That this Resolution shall take effect and be in full force upon
passage and signatures hereon.
RES.C Page 30 of 59
-----------------------------
Resolution No. 4912
February 12, 2013
Page 3
Dated and Signed this _____ day of _________, 2013.
CITY OF AUBURN
PETER B. LEWIS
MAYOR
ATTEST:
______________________
Danielle E. Daskam,
City Clerk
APPROVED AS TO FORM:
_____________________
Daniel B. Heid,
City Attorney
RES.C Page 31 of 59
Local Agency Agreement
Agency Official Washington State Department of Transportation
By
Title
Date Executed
By
Director of Highways and Local Programs
Agency
Address
City of Auburn
25 West Main St
Auburn, WA 98001-4998
TheLocalAgencyhavingcomplied,orherebyagreeingtocomply,withthetermsandconditionssetforthin(1)Title23,U.S.CodeHighways,(2)
theregulationsissuedpursuantthereto,(3)2CFR225,(4)OfficeofManagementandBudgetCircularsA-102,andA-133,(5)thepoliciesand
procedurespromulgatedbytheWashingtonStateDepartmentofTransportation,and(6)thefederalaidprojectagreemententeredintobetweenthe
StateandFederalGovernment,relativetotheaboveproject,theWashingtonStateDepartmentofTransportationwillauthorizetheLocalAgencyto
proceedontheprojectbyaseparatenotification.Federalfundswhicharetobeobligatedfortheprojectmaynotexceedtheamountshownhereinon
liner,column3,withoutwrittenauthoritybytheState,subjecttotheapprovaloftheFederalHighwayAdministration.Allprojectcostsnot
reimbursed by the Federal Government shall be the responsibility of the Local Agency.
Project Description
Description of Work
Name Length
Termini
West Valley Highway System Preservation 1.30 miles
15th St NW to 37th St NW
Type of Work
Estimate of Funding
(1)(2)(3)
PE
Right of Way
Construction
a. Agency
b. Other
d. State
e. Total PE Cost Estimate (a+b+c+d)
Non-Participating
77,168.00
56,543.00
289.00
134,000.00
f. Agency
g. Other
i. State
j. Total R/W Cost Estimate (f+g+h+i)
k. Contract
l. Other
m. Other
o. Agency
p. State
q. Total CN Cost Estimate (k+l+m+n+o+p)
r. Total Project Cost Estimate (e+j+q)134,000.00
56,543.00 0.00
39.00 250.00
67,000.00 67,000.00
Federal Funds
Estimated
Funds
Estimated Agency
Project Funds
Estimated Total
1
The West Valley Highway System Preservation project will overlay the street pavement between 15th Street NW and
37th Street NW. This entails the installation of a leveling course, providing a 2”-3” thick asphalt concrete overlay, and
includes minor surface utility adjustments.
67,000.0067,000.00
For OSC WSDOT Use Only
Project No.
Agreement No.
10,418.00 66,750.00
CFDA No. 20.205
Federal Aid
Participation
Ratio for PE
Federal Aid
Participation
Ratio for RW
Federal Aid
Participation
Ratio for CN
86.5 %
%
%
(Catalog of Federal Domestic Assistance)
Peter B. Lewis, Mayor
h. Other
c. Other
n. Other
DOTForm 140-039 EF
Revised 09/2011
Resolution No. 4912
EXHIBIT ARES.C Page 32 of 59
Construction Method of Financing (Check Method Selected)
State Ad and Award
Method A - Advance Payment - Agency Share of total construction cost (based on contract award)
Method B - Withhold from gas tax the Agency's share of total construction cost (line 4, column 2) in the amount of
$at $per month for months.
Local Force or Local Ad and Award
Method C - Agency cost incurred with partial reimbursement
The Local Agency further stipulates that pursuant to said Title 23, regulations and policies and procedures, and as
a condition to payment of the federal funds obligated, it accepts and will comply with the applicable provisions set
forth below. Adopted by official action on
,, Resolution/Ordinance No.4912
2
Provisions
CertaintypesofworkandservicesshallbeprovidedbytheStateonthisprojectasrequestedbytheAgencyanddescribedintheTypeofWork
above.Inaddition,theStatewillfurnishqualifiedpersonnelforthesupervisionandinspectionoftheworkinprogress.OnLocalAgencyadvertised
andawardedprojects,thesupervisionandinspectionshallbelimitedtoensuringallworkisinconformancewithapprovedplans,specifications,and
federalaidrequirements.ThesalaryofsuchengineerorothersupervisorandallothersalariesandcostsincurredbyStateforcesupontheproject
willbeconsideredacostthereof.AllcostsrelatedtothisprojectincurredbyemployeesoftheStateinthecustomarymanneronhighwaypayrolls
and vouchers shall be charged as costs of the project.
I. Scope of Work
TheAgencyshallprovideallthework,labor,materials,andservicesnecessarytoperformtheprojectwhichisdescribedandsetforthindetailin
the “Project Description” and “Type of Work.”
WhentheStateactsforandonbehalfoftheAgency,theStateshallbedeemedanagentoftheAgencyandshallperformtheservicesdescribed
andindicatedin“TypeofWork”onthefaceofthisagreement,inaccordancewithplansandspecificationsasproposedbytheAgencyandapproved
by the State and the Federal Highway Administration.
WhentheStateactsfortheAgencybutisnotsubjecttotherightofcontrolbytheAgency,theStateshallhavetherighttoperformthework
subject to the ordinary procedures of the State and Federal Highway Administration.
II. Delegation of Authority
TheStateiswillingtofulfilltheresponsibilitiestotheFederalGovernmentbytheadministrationofthisproject.TheAgencyagreesthattheState
shallhavethefullauthoritytocarryoutthisadministration.TheStateshallreview,process,andapprovedocumentsrequiredforfederalaid
reimbursementinaccordancewithfederalrequirements.IftheStateadvertisesandawardsthecontract,theStatewillfurtheractfortheAgencyin
allmattersconcerningtheprojectasrequestedbytheAgency.IftheLocalAgencyadvertisesandawardstheproject,theStateshallreviewthework
to ensure conformity with the approved plans and specifications.
III. Project Administration
IV. Availability of Records
AllprojectrecordsinsupportofallcostsincurredandactualexpenditureskeptbytheAgencyaretobemaintainedinaccordancewithlocal
governmentaccountingproceduresprescribedbytheWashingtonStateAuditor’sOffice,theU.S.DepartmentofTransportation,andthe
WashingtonStateDepartmentofTransportation.TherecordsshallbeopentoinspectionbytheStateandFederalGovernmentatallreasonabletimes
andshallberetainedandmadeavailableforsuchinspectionforaperiodofnotlessthanthreeyearsfromthefinalpaymentofanyfederalaidfunds
to the Agency. Copies of said records shall be furnished to the State and/or Federal Government upon request.
TheAgencyagreesthatonfederalaidhighwayconstructionprojects,thecurrentfederalaidregulationswhichapplytoliquidateddamages
relativetothebasisoffederalparticipationintheprojectcostshallbeapplicableintheeventthecontractorfailstocompletethecontractwithinthe
contract time.
V. Compliance with Provisions
TheAgencyshallnotincuranyfederalaidparticipationcostsonanyclassificationofworkonthisprojectuntilauthorizedinwritingbytheState
for each classification. The classifications of work for projects are:
1. Preliminary engineering.
2. Right of way acquisition.
3. Project construction.
Intheeventthatrightofwayacquisition,oractualconstructionoftheroad,forwhichpreliminaryengineeringisundertakenisnotstartedbythe
closingofthetenthfiscalyearfollowingthefiscalyearinwhichtheagreementisexecuted,theAgencywillrepaytotheStatethesumorsumsof
federal funds paid to the Agency under the terms of this agreement (see Section IX).
TheAgencyagreesthatallstagesofconstructionnecessarytoprovidetheinitiallyplannedcompletefacilitywithinthelimitsofthisprojectwill
conformtoatleasttheminimumvaluessetbyapprovedstatewidedesignstandardsapplicabletothisclassofhighways,eventhoughsuchadditional
work is financed without federal aid participation.
VI. Payment and Partial Reimbursement
Thetotalcostoftheproject,includingallreviewandengineeringcostsandotherexpensesoftheState,istobepaidbytheAgencyandbythe
FederalGovernment.FederalfundingshallbeinaccordancewiththeFederalTransportationAct,asamended,2CFR225andOfficeof
ManagementandBudgetcircularsA-102andA-133.TheStateshallnotbeultimatelyresponsibleforanyofthecostsoftheproject.TheAgency
shallbeultimatelyresponsibleforallcostsassociatedwiththeprojectwhicharenotreimbursedbytheFederalGovernment.Nothinginthis
agreement shall be construed as a promise by the State as to the amount or nature of federal participation in this project.
DOTForm 140-039 EF
Revised 09/2011
Resolution No. 4912
EXHIBIT ARES.C Page 33 of 59
DOTForm 140-039 EF
Revised 09/2011 3
TheStateshallbilltheAgencyforallcostsincurredbytheStaterelativetotheproject.TheStateshallalsobilltheAgencyforthefederalfunds
paid by the State to the Agency for project costs which are subsequently determined to be ineligible for federal participation (see Section IX).
MethodA –TheAgencywillplacewiththeState,within(20)daysaftertheexecutionoftheconstructioncontract,anadvanceintheamountof
theAgency’sshareofthetotalconstructioncostbasedonthecontractaward.TheStatewillnotifytheAgencyoftheexactamounttobedeposited
withtheState.TheStatewillpayallcostsincurredunderthecontractuponpresentationofprogressbillingsfromthecontractor.Followingsuch
payments,theStatewillsubmitabillingtotheFederalGovernmentforthefederalaidparticipationshareofthecost.Whentheprojectis
substantiallycompletedandfinalactualcostsoftheprojectcanbedetermined,theStatewillpresenttheAgencywithafinalbillingshowingthe
amountduetheStateortheamountduetheAgency.ThisbillingwillbeclearedbyeitherapaymentfromtheAgencytotheStateorbyarefund
from the State to the Agency.
MethodB –TheAgency’sshareofthetotalconstructioncostasshownonthefaceofthisagreementshallbewithheldfromitsmonthlyfueltax
allotments.Thefaceofthisagreementestablishesthemonthsinwhichthewithholdingshalltakeplaceandtheexactamounttobewithheldeach
month.TheextentofwithholdingwillbeconfirmedbyletterfromtheStateatthetimeofcontractaward.Uponreceiptofprogressbillingsfromthe
contractor, the State will submit such billings to the Federal Government for payment of its participating portion of such billings.
MethodC –TheAgencymaysubmitvoucherstotheStateintheformatprescribedbytheState,induplicate,notmorethanoncepermonthfor
thosecostseligibleforFederalparticipationtotheextentthatsuchcostsaredirectlyattributableandproperlyallocabletothisproject.Expenditures
bytheLocalAgencyformaintenance,generaladministration,supervision,andotheroverheadshallnotbeeligibleforFederalparticipationunless
claimed under a previously approved indirect cost plan.
TheStateshallreimbursetheAgencyfortheFederalshareofeligibleprojectcostsuptotheamountshownonthefaceofthisagreement.Atthe
time of audit, the Agency will provide documentation of all costs incurred on the project.
TheAgency,ifservicesofaconsultantarerequired,shallberesponsibleforauditoftheconsultant’srecordstodetermineeligiblefederalaid
costs on the project. The report of said audit shall be in the Agency’s files and made available to the State and the Federal Government.
VII. Audit of Federal Consultant Contracts
AnauditshallbeconductedbytheWSDOTInternalAuditOfficeinaccordancewithgenerallyacceptedgovernmentalauditingstandardsas
issuedbytheUnitedStatesGeneralAccountingOfficebytheComptrollerGeneraloftheUnitedStates;WSDOTManualM27-50,Consultant
Authorization,Selection,andAgreementAdministration;memorandaofunderstandingbetweenWSDOTandFHWA;andOfficeofManagement
and Budget Circular A-133.
Ifuponaudititisfoundthatoverpaymentorparticipationoffederalmoneyinineligibleitemsofcosthasoccurred,theAgencyshallreimburse
the State for the amount of such overpayment or excess participation (see Section IX).
TheAgencyagreesthatifpaymentorarrangementforpaymentofanyoftheState’sbillingrelativetotheproject(e.g.,Stateforcework,project
cancellation,overpayment,costineligibleforfederalparticipation,etc.)isnotmadetotheStatewithin45daysaftertheAgencyhasbeenbilled,the
StateshalleffectreimbursementofthetotalsumduefromtheregularmonthlyfueltaxallotmentstotheAgencyfromtheMotorVehicleFund.No
additionalFederalprojectfundingwillbeapproveduntilfullpaymentisreceivedunlessotherwisedirectedtheDirectorofHighwaysandLocal
Programs.
IX. Payment of Billing
TheAgencywillnotpermitanychangestobemadeintheprovisionsforparkingregulationsandtrafficcontrolonthisprojectwithoutprior
approvaloftheStateandFederalHighwayAdministration.TheAgencywillnotinstallorpermittobeinstalledanysigns,signals,ormarkingsnot
inconformancewiththestandardsapprovedbytheFederalHighwayAdministrationandMUTCD.TheAgencywill,atitsownexpense,maintain
the improvement covered by this agreement.
X. Traffic Control, Signing, Marking, and Roadway
Maintenance
TheAgencyshallholdtheFederalGovernmentandtheStateharmlessfromandshallprocessanddefendatitsownexpenseallclaims,demands,
or suits, whether at law or equity brought against the Agency, State, or Federal Government, arising from the Agency’s execution,
XI. Indemnity
TheAgency,asasubrecipientoffederalfunds,shalladheretothefederalOfficeofManagementandBudget(OMB)CircularA-133aswellasall
applicablefederalandstatestatutesandregulations.Asubrecipientwhoexpends$500,000ormoreinfederalawardsfromallsourcesduringa
givenfiscalyearshallhaveasingleorprogram-specificauditperformedforthatyearinaccordancewiththeprovisionsofOMBCircularA-133.
Upon conclusion of the A-133 audit, the Agency shall be responsible for ensuring that a copy of the report is transmitted promptly to the State.
VIII. Single Audit Act
TheAgencyshallbillthestateforfederalaidprojectcostsincurredinconformitywithapplicablefederalandstatelaws.Theagencyshall
minimizethetimeelapsedbetweenreceiptoffederalaidfundsandsubsequentpaymentofincurredcosts.ExpendituresbytheLocalAgencyfor
maintenance,generaladministration,supervision,andotheroverheadshallnotbeeligibleforfederalparticipationunlessacurrentindirectcostplan
hasbeenpreparedinaccordancewiththeregulationsoutlinedin2CFR225-CostPrinciplesforState,Local,andIndianTribalGovernment,and
retained for audit.
TheStatewillpayforStateincurredcostsontheproject.Followingpayment,theStateshallbilltheFederalGovernmentforreimbursementof
thosecostseligibleforfederalparticipationtotheextentthatsuchcostsareattributableandproperlyallocabletothisproject.TheStateshallbillthe
Agency for that portion of State costs which were not reimbursed by the Federal Government (see Section IX).
1. Project Construction Costs
Project construction financing will be accomplished by one of the three methods as indicated in this agreement.
Resolution No. 4912
EXHIBIT ARES.C Page 34 of 59
No liability shall attach to the State or Federal Government except as expressly provided herein.
TheAgencyherebyagreesthatitwillincorporateorcausetobeincorporatedintoanycontractforconstructionwork,ormodificationthereof,as
definedintherulesandregulationsoftheSecretaryofLaborin41CFRChapter60,whichispaidforinwholeorinpartwithfundsobtainedfrom
theFederalGovernmentorborrowedonthecreditoftheFederalGovernmentpursuanttoagrant,contract,loan,insurance,orguaranteeor
understandingpursuanttoanyfederalprograminvolvingsuchgrant,contract,loan,insurance,orguarantee,therequiredcontractprovisionsfor
Federal-Aid Contracts (FHWA 1273), located in Chapter 44 of the Local Agency Guidelines.
XII. Nondiscrimination Provision
TheAgencyfurtheragreesthatitwillbeboundbytheaboveequalopportunityclausewithrespecttoitsownemploymentpracticeswhenit
participatesinfederallyassistedconstructionwork:Provided,thatiftheapplicantsoparticipatingisaStateorLocalGovernment,theaboveequal
opportunityclauseisnotapplicabletoanyagency,instrumentality,orsubdivisionofsuchgovernmentwhichdoesnotparticipateinworkonor
under the contract.
The Agency also agrees:
(1)ToassistandcooperateactivelywiththeStateinobtainingthecomplianceofcontractorsandsubcontractorswiththeequalopportunity
clause and rules, regulations, and relevant orders of the Secretary of Labor.
(2)TofurnishtheStatesuchinformationasitmayrequireforthesupervisionofsuchcomplianceandthatitwillotherwiseassisttheStatein
the discharge of its primary responsibility for securing compliance.
(3)TorefrainfromenteringintoanycontractorcontractmodificationsubjecttoExecutiveOrder11246ofSeptember24,1965,witha
contractordebarredfrom,orwhohasnotdemonstratedeligibilityfor,governmentcontractsandfederallyassistedconstructioncontracts
pursuant to the Executive Order.
(4)Tocarryoutsuchsanctionsandpenaltiesforviolationoftheequalopportunityclauseasmaybeimposeduponcontractorsand
subcontractors by the State, Federal Highway Administration, or the Secretary of Labor pursuant to Part II, subpart D of the Executive Order.
TheAgencyshallnotdiscriminateonthebasisofrace,color,nationalorigin,orsexintheawardandperformanceofanyUSDOT-assisted
contractand/oragreementorintheadministrationofitsDBEprogramortherequirementsof49CFRPart26.TheAgencyshalltakeallnecessary
andreasonablestepsunder49CFRPart26toensurenondiscriminationintheawardandadministrationofUSDOT-assistedcontractsand
agreements.TheWSDOT’sDBEprogram,asrequiredby49CFRPart26andasapprovedbyUSDOT,isincorporatedbyreferenceinthis
agreement.Implementationofthisprogramisalegalobligationandfailuretocarryoutitstermsshallbetreatedasaviolationofthisagreement.
UponnotificationtotheAgencyofitsfailuretocarryoutitsapprovedprogram,theDepartmentmayimposesanctionsasprovidedforunderPart26
andmay,inappropriatecases,referthematterforenforcementunder18U.S.C.1001and/ortheProgramFraudCivilRemediesActof1986(31U.
S.C. 3801 et seq.).
4
TheSecretaryoftheWashingtonStateDepartmentofTransportationmayterminatethecontractinwhole,orfromtimetotimeinpart,
whenever:
XIV. Termination for Public Convenience
(1) The requisite federal funding becomes unavailable through failure of appropriation or otherwise.
(2)ThecontractorispreventedfromproceedingwiththeworkasadirectresultofanExecutiveOrderofthePresidentwithrespecttothe
prosecutionofwarorintheinterestofnationaldefense,oranExecutiveOrderofthePresidentorGovernoroftheStatewithrespecttothe
preservation of energy resources.
(3)Thecontractorispreventedfromproceedingwiththeworkbyreasonofapreliminary,special,orpermanentrestrainingorderofa
courtofcompetentjurisdictionwheretheissuanceofsuchorderisprimarilycausedbytheactsoromissionsofpersonsoragenciesotherthan
the contractor.
(4) The Secretary determines that such termination is in the best interests of the State.
Fortheconvenienceofthepartiestothiscontract,itisagreedthatanyclaimsand/orcausesofactionwhichtheLocalAgencyhasagainstthe
StateofWashington,growingoutofthiscontractortheprojectwithwhichitisconcerned,shallbebroughtonlyintheSuperiorCourtforThurston
County.
XV. Venue for Claims and/or Causes of Action
Inaddition,theAgencyagreesthatifitfailsorrefusestocomplywiththeseundertakings,theStatemaytakeanyorallofthefollowing
actions:
(a) Cancel, terminate, or suspend this agreement in whole or in part;
(b) Refrain from extending any further assistance to the Agency under the program with respect to which the failure or refusal
occurred until satisfactory assurance of future compliance has been received from the Agency; and
(c) Refer the case to the Department of Justice for appropriate legal proceedings.
TheAgencyherebyagreesthattheliquidateddamagesprovisionsof23CFRPart635,Subpart127,assupplemented,relativetotheamountof
Federalparticipationintheprojectcost,shallbeapplicableintheeventthecontractorfailstocompletethecontractwithinthecontracttime.Failure
to include liquidated damages provision will not relieve the Agency from reduction of federal participation in accordance with this paragraph.
XIII. Liquidated Damages
DOTForm 140-039 EF
Revised 09/2011
performance,orfailuretoperformanyoftheprovisionsofthisagreement,orofanyotheragreementorcontractconnectedwiththisagreement,or
arisingbyreasonoftheparticipationoftheStateorFederalGovernmentintheproject,PROVIDED,nothinghereinshallrequiretheAgencyto
reimbursetheStateortheFederalGovernmentfordamagesarisingoutofbodilyinjurytopersonsordamagetopropertycausedbyorresultingfrom
the sole negligence of the Federal Government or the State.
Resolution No. 4912
EXHIBIT ARES.C Page 35 of 59
The approving authority certifies, to the best of his or her knowledge and belief, that:
XVI. Certification Regarding the Restrictions of the Use
of Federal Funds for Lobbying
(1)Nofederalappropriatedfundshavebeenpaidorwillbepaid,byoronbehalfoftheundersigned,toanypersonforinfluencingorattempting
toinfluenceanofficeroremployeeofanyfederalagency,amemberofCongress,anofficeroremployeeofCongress,oranemployeeofamember
ofCongressinconnectionwiththeawardingofanyfederalcontract,themakingofanyfederalgrant,themakingofanyfederalloan,theentering
intoofanycooperativeagreement,andtheextension,continuation,renewal,amendment,ormodificationofanyfederalcontract,grant,loan,or
cooperative agreement.
(2)Ifanyfundsotherthanfederalappropriatedfundshavebeenpaidorwillbepaidtoanypersonforinfluencingorattemptingtoinfluencean
officeroremployeeofanyfederalagency,amemberofCongress,anofficeroremployeeofCongress,oranemployeeofamemberofCongressin
connectionwiththisfederalcontract,grant,loan,orcooperativeagreement,theundersignedshallcompleteandsubmittheStandardForm-LLL,
“Disclosure Form to Report Lobbying,” in accordance with its instructions.
(3)Theundersignedshallrequirethatthelanguageofthiscertificationbeincludedintheawarddocumentsforallsubawardsatalltiers
(includingsubgrants,andcontractsandsubcontractsundergrants,subgrants,loans,andcooperativeagreements)whichexceed$100,000,andthatall
such subrecipients shall certify and disclose accordingly.
Thiscertificationisamaterialrepresentationoffactuponwhichreliancewasplacedwhenthistransactionwasmadeorenteredinto.Submission
ofthiscertificationasaprerequisiteformakingorenteringintothistransactionimposedbySection1352,Title31,U.S.Code.Anypersonwhofails
to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.
Additional Provisions
5DOTForm 140-039 EF
Revised 09/2011 Resolution No. 4912
EXHIBIT ARES.C Page 36 of 59
RES.C Page 37 of 59
AGENDA BILL APPROVAL FORM
Agenda Subject:
Resolution No. 4906
Date:
February 5, 2013
Department:
Public Works
Attachments:
Resolution No. 4906
Budget Impact:
$0
Administrative Recommendation:
Finance Committee to recommend City Council adopt Resolution No. 4906.
Background Summary:
EQUIPMENT RENTAL DIVISION:
The following police patrol vehicles have reached the end of the replacement cycle and their
useful life. Replacements have been purchased and are now in service.
P018D - 2008 Ford Crown Victoria - VIN: 2FAFP71V48X100243 Fixed Asset No. 55000
P018D
P030H - 2008 Ford Crown Victoria - VIN: 2FAFP71V38X160188 Fixed Asset No. 55000
P030H
P070A - 2007 Ford Crown Victoria - VIN: 2FAFP71W57X136174 Fixed Asset No. 55000
P070A
P048C - 1999 Ford Crown Victoria - VIN: 2FAFP71W1XX185291 Fixed Asset No. 55000
P048C
The following vehicle was in an accident in December of 2012 and has been declared a total
loss. Pemco Insurance has agreed to a settlement.
6207A - 2008 Ford Escape - VIN: 1FMCU92Z98KD75527 Fixed Asset no. 55000 6207A
Reviewed by Council Committees:
Finance, Public Works
Councilmember:Partridge Staff:Bailey
Meeting Date:February 19, 2013 Item Number:DI.A
AUBURN * MORE THAN YOU IMAGINEDDI.A Page 38 of 59
-----------------------------
Resolution No. 4906
February 4, 2013
Page 1 of 2
RESOLUTION NO. 4906
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 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:
The following police patrol vehicles have reached the end of the
replacement cycle and their useful life. Replacements have been
purchased and are now in service.
DI.A Page 39 of 59
-----------------------------
Resolution No. 4906
February 4, 2013
Page 2 of 2
P018D – 2008 Ford Crown Victoria – VIN: 2FAFP71V48X100243 Fixed
Asset No. 55000 P018D
P030H – 2008 Ford Crown Victoria – VIN: 2FAFP71V38X160188 Fixed
Asset No. 55000 P030H
P070A – 2007 Ford Crown Victoria – VIN: 2FAFP71W57X136174 Fixed
Asset No. 55000 P070A
P048C – 1999 Ford Crown Victoria – VIN: 2FAFP71W1XX185291 Fixed
Asset No. 55000 P048C
The following vehicle was in an accident in December of 2012 and has
been declared a total loss. Pemco Insurance has agreed to a settlement.
6207A – 2008 Ford Escape – VIN: 1FMCU92Z98KD75527 Fixed Asset
no. 55000 6207A
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.A Page 40 of 59
AGENDA BILL APPROVAL FORM
Agenda Subject:
2012 Save Our Streets Year End Report
Date:
February 12, 2013
Department:
Public Works
Attachments:
2012 Save Our Streets Year End Report
(Draft)
Completed SOS Projects Map
Future SOS Projects Map
Budget Impact:
$0
Administrative Recommendation:
For Committee Discussion.
Background Summary:
Staff is seeking comments from the Public Works Committee on the ‘Save Our Streets
2012 Year End Report (attached) at the February 19th PWC meeting. After this report is
finalized it will be posted on the City's website.
Reviewed by Council Committees:
Public Works
Councilmember:Wagner Staff:Wickstrom
Meeting Date:February 19, 2013 Item Number:DI.B
AUBURN * MORE THAN YOU IMAGINEDDI.B Page 41 of 59
Prepared By
City of Auburn
Department of Public Works
25 West Main St
Auburn, WA 98001-4998
Phone: (253)804-5086
Printed: 2/11/2013
SAVE OUR STREETS
2012 YEAR END REPORT
Contents
Background ..................................................................... 1
About the SOS Program ........................................ 1
About Auburn’s Pavement Management ............... 1
2012 SOS Projects .......................................................... 3
Improving Pavement Condition of Local Street ............... 4
Future SOS Projects ....................................................... 5
Map of Completed SOS Projects .................................... 6
Map of Future SOS Projects ........................................... 7
22nd St SE rebuilt as part of the 2012 SOS Program.
DI.B Page 42 of 59
1
Figure 1: History of Funding for Local Streets
19992000200120022003200420052006200720082009201020112012
$1.07M
$652K
$550K $560K
$150K $150K
$1.2M
$1.77M
$2.111M
$2.595M
$2.2M
$1.5M
$2.0M
$2.474M
Loss of Motor Vehicle
Excise Tax (Initiative 695)
Loss of $15 Local
Option Vehicle
Excise Tax
(Initiative 776)
SOS
Established
BACKGROUND
ABOUT THE SOS PROGRAM
The City classifies streets based on the type of traffic they are intended to support. Major
streets that are intended to support a large amount of traffic traveling to neighboring
jurisdictions, to state highways and across the City are typically classified as arterial streets.
Streets that are intended to support a moderate amount of traffic and connect neighborhoods
and industrial/commercial areas to arterial streets or to other neighborhoods and
industrial/commercial areas are generally classified as collector streets. Streets that are
intended to support a low volume of traffic and connect local residences and businesses to an
arterial or collector street are
generally classified as local
streets.
The City currently maintains
214 centerline miles of streets, of
which 116 centerline miles (more
than half the network) are
classified as local streets. In
2004 the public was expressing
concern over the condition of
these local streets, but funding for
local streets had dropped
dramatically in the preceding
years (see Figure 1) and the City
could not afford to make the
needed improvements.
In response to the situation, the City proposed a funding measure which was approved by
Auburn citizens in the November 2004 General Election. This funding measure now allows the
City’s property tax levy to generate additional revenue for a Dedicated Local Street Fund
which is used solely to fund a local street preservation and improvement program, called the
Save Our Streets (SOS) Program.
In 2005, the City had approximately 59 miles of local streets that were in need of repair (this
mileage includes streets that were later annexed into the City in 2008). Since 2005, the SOS
Program has resurfaced or rebuilt 45 miles of City streets with only an estimated 5 miles of
street left to overlay or chipseal and 9 miles of the streets with failed pavement left to rebuild
(see map on page 7 for the remaining street projects to be done by the SOS Program).
ABOUT AUBURN’S PAVEMENT MANAGEMENT
The City measures pavement condition using the Pavement Condition Index (or PCI). As
shown in Figure 2, PCI values represent pavement condition based on a scale from 0 to 100
with 100 being pavement in perfect condition and 0 indicating the pavement has completely
failed. The City’s goal is to maintain
streets so that their PCI values are at or
above 70.
Figure 2: Pavement Condition Index (PCI) Scale
Failed New
25 50 70 90
V ERY POOR POOR F G OOD
25
0 100
V ERY V ERY OOROOR AIR
DI.B Page 43 of 59
2
PCI values generally indicate the optimal and most cost effective treatment for pavements in
different conditions. For example, pavements with high PCI values typically require relatively
inexpensive treatments that simply preserve the existing pavement. Pavements with average to
low PCI values typically require more expensive rehabilitative treatments. Pavements with really
low PCI values are often unsalvageable and have to undergo a very expensive rebuild.
Figure 3 shows the guidelines the City generally follows to select treatments for pavement in
different PCI ranges as well as the typical costs of each treatment.
The City regularly surveys Auburn’s entire street system and calculates a PCI value for each
street. With the help of pavement management software, the City can use the PCI values
from the survey and the treatment costs from the decision matrix (Figure 3 above) to determine
Pavement
Condition Typical Treatment
Typical
Life of
Treatment*
Typical
Cost
PCI 90 - 100
Like-New
Condition
No Treatment Needed Not
Applicable $0
PCI 70 - 89
Good
Condition
Seal Cracks – Cracks are sealed with liquid asphalt to
prevent water from penetrating the pavement and weakening
the base material that forms the foundation for the pavement.
3 - 5
years
$0.75
per square
yard
PCI 50 - 69
Fair
Condition
Patching and Thin Overlay – Broken pavement is replaced
(patched) to renew the load carrying ability of the existing
pavement. Then the road is overlaid with a thin layer of
pavement (1½ inch or less in depth) to preserve the existing
pavement and provide a smooth driving surface.
10 - 15
years
$15
per square
yard
Chip Seal – A thin layer of liquid asphalt is sprayed over the
entire pavement surface and then covered with a thin layer of
aggregate. Chip seals typically do not last as long as a thin
overlay nor do they provided a smooth driving surface.
5 - 8
years
$5
per square
yard
PCI 25 - 49
Poor
Condition
Extensive Patching and Thin Overlay – Same treatment
as above only more extensive patching is typically required.
(Some streets in this condition require a thicker overlay of 2
inches or greater).
10 - 15
years
$20
per square
yard
Double Chip Seal – A thin layer of liquid asphalt is sprayed
over the entire pavement surface and then covered with a thin
layer of aggregate, then this process is repeated second time.
Based on experience, the City has found that double chip seals
typically last longer than single chip seals, especially when the
existing pavement is in poor condition.
5 - 12
years
$7.50
per square
yard
PCI 0 - 24
Very Poor
Condition
Rebuild Pavement – Existing pavement is completely
removed and a new road is constructed.
20
years
$100 to $200
per square
yard
*Life of treatment will vary based on the traffic volume and type of vehicles that use the street, the strength of the pavement and
underlying soil, the age of the existing pavement, and the amount of vehicle turning/stopping movements on the street.
Figure 3: Maintenance Decision Matrix for Local Streets
DI.B Page 44 of 59
3
the funding needs of the entire local street system. Since these needs are always a lot more
than the City can actually fund in a single year, the City has to prioritize and select a limited
number of streets for each year’s SOS program.
During the initial years of the SOS Program, the City focused almost exclusively on
preserving streets in fair to poor condition. The reason for this was twofold; it addressed streets
in need of repair and it prevented those streets from deteriorating to the point that a more
expensive treatment (such as a total rebuild) would be needed. In 2009, many streets in fair to
poor condition were preserved and the City also began to rebuild streets in very poor condition.
There are many factors the City must consider when determining which streets to rebuild
each year. Many of the water, sewer and storm drainage utility lines that exist under the streets
need to be replaced in conjunction with rebuild work (either because the utility is very old and
could not withstand the stress of construction work, or because the City already plans to replace
the utility in the future and replacing the utility as part of the rebuild work is more economical
and disturbs the neighboring residences only once). Therefore, one of the most important
factors the City considers when choosing which streets to rebuild is the available utility funds to
pay for the associated utility replacement work.
Another important factor the City considers when selecting streets to rebuild each year is the
amount of ongoing maintenance work that is required by City maintenance staff. Streets that
require more attention from City maintenance staff are a higher priority compared to other
streets. Streets with significant drainage problems and streets with significant bumps and dips
that are beyond what City maintenance staff can repair themselves are also given a higher
priority.
The City also considers the number of residents being served by the street, coordination
with private utility work, and coordination with private development work when selecting streets
to rebuild each year.
2012 SOS PROJECTS
The 2012 SOS Program consisted of the following projects:
2011 LOCAL STREET PAVEMENT
RECONSTRUCTION (PHASE 2) – This
project rebuilt the pavement on 0.5 miles of
local streets and overlaid 0.1 miles of local
streets throughout the City (see the map on
page 6 for the specific streets). The project
also replaced 0.4 miles of undersized water
main; upgraded 0.4 miles of storm drainage
line; and replaced approximately 500 feet of
damaged sanitary sewer line. Construction
began in February 2012 and was completed in
August 2012 at a total cost to the local street
fund of $795,000. 2nd St NE after rebuild.
DI.B Page 45 of 59
4
Figure 4: Pavement Condition History of Local Streets
IMPROVING PAVEMENT CONDITION OF LOCAL STREETS
Figure 4 shows how the percentage of streets in good, fair, poor and very poor condition has
changed over the years since the SOS program was created. As shown, the pavement
condition of local streets has
been steadily improving as a
result of the SOS Program.
The percentage of streets in
good condition is increasing
and streets in fair, poor and
very poor condition is
decreasing. The City
anticipates this trend will
continue in the future
especially since SOS
Program has begun to
rebuild more and more of
the very poor streets.
52nd Pl S after chipseal.
2012 PAVEMENT PATCHING, CHIPSEAL, AND
OVERLAY PROJECT – This project performed a
double chipseal treatment on 2.8 miles of local
streets and overlaid 0.5 miles of local street (see
the map on page 6 for the specific streets).
Construction began in July 2012 and was
completed in November 2012 at a total cost to the
local street fund of $532,000.
2012 LOCAL STREET PAVEMENT
RECONSTRUCTION – This project rebuilt the
pavement on 0.6 miles of local streets
throughout the City (see the map on page 6 for
the specific streets). The project also replaced
0.6 miles of undersized water main and
upgraded 0.3 miles of storm drainage line.
Construction began in July 2012 and work was
complete in December 2012 except for the final
layer of pavement on J St SE which is
anticipated to be complete during spring 2013.
The total cost of this project to the local street
fund was $958,000 in 2012.
H St SE after rebuild.
DI.B Page 46 of 59
5
Park Ave NE scheduled to be
reconstructed in 2013.
23rd St SE scheduled to be
reconstructed in 2013.
FUTURE SOS PROJECTS
Approximately $140,000 of the 2012 SOS budget will be carried forward into 2013 to
complete the construction of the 2012 Local Street Pavement Reconstruction Project (see map
on page 7).
Additionally, $2,474,250 is budgeted for the 2013 SOS Program and the City anticipates that
approximately $200,000 will be carried forward into 2013 from the remaining fund balance of the
2012 SOS Program (this $200,000 is in addition to the $140,000 stated above). The City plans
to continue the strategy of preserving streets in fair to poor condition by using a portion of the
available funds to overlay 0.1 miles and chipseal 1.3 miles. The remaining portion of the funds
will be used to rebuild 0.7 miles (see map on page 7 for the specific streets that will be improved
in 2013). The City chose to rebuild the specific streets shown on the map on page 7 because
these streets have some of the most deteriorated pavement and the most significant drainage
problems in the City, they can be rebuilt within the available budget, and they require a minimal
amount of improvements to underground utilities.
Future SOS streets (beyond 2013) will be evaluated during the City’s annual budgeting
process (typically towards the end of each year) when the funds available for the future SOS
Programs and the utility work that must be accomplished in conjunction with the SOS Programs
are better known.
DI.B Page 47 of 59
DI.B Page 48 of 59
DI.B Page 49 of 59
AGENDA BILL APPROVAL FORM
Agenda Subject:
Capital Project Status Report
Date:
February 11, 2013
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:February 19, 2013 Item Number:DI.D
AUBURN * MORE THAN YOU IMAGINEDDI.D Page 50 of 59
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DI.D Page 52 of 59
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DI.D Page 55 of 59
Da
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DI.D Page 56 of 59
AGENDA BILL APPROVAL FORM
Agenda Subject:
Action Tracking Matrix
Date:
February 11, 2013
Department:
Public Works
Attachments:
Public Works 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:February 19, 2013 Item Number:DI.E
AUBURN * MORE THAN YOU IMAGINEDDI.E Page 57 of 59
Updated: 2/13/2013 8:59 AM
No.Item Description Contact
Next PWC
Review Date Est. Comp.
Date Status
A Sidewalk Program Funding Sources Para 6/1/2013 PWC to review funding options with Midbiennium budget planning.
B
Track completed project on the 2012 Active
Capital Improvement Projects Map Gaub
C Fulmer Well-Field Feasibility Study Updates Repp 5/6/2013 Initial study finding are not yet completed.
D Flashing Yellow Arrows - Signal Timing Para 2/19/2013 2/19/13
Discuss PWC request for standard FYA phasing and timing
explanation
E SDC and Cost of Service Analysis Scope Repp 1/22/2013 7/31/2013 Consultant preparing scope and budget
F Payback/Charge in-lieu Process Repp 3/18/2013 3/18/2013 Review current City process
G
CP1224, 2013 Local Street Pavement
Reconstruction Project Wickstrom 4/15/2013 4/15/2013 50% Design Review
H
CP1120, Lea Hill Safe Routes to Schools
Improvement Truong 4/1/2013 4/1/2013 50% Design Review
I 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.
J BNSF Stampede Pass Line Para 3/18/2013 3/18/2013 Discuss Chairman Wagner's email.
L
CP1122, 30th Street NE Area Flooding - Phase
1 Truong 5/1/2013 5/1/2013 Review scope at 60% design stage
M LED Lighting Standards Para 4/15/2013 4/15/2013
Discuss research findings and current state of LED lighting
technology.
N
Auburn Valley Humane Society - Wayfinding
Signage Webb 4/1/2013 PWC requested review of wayfinding signage
Public Works Committee - Action Tracking Matrix
Ongoing - Quarterly updates, next one in April
DI.E Page 58 of 59
Updated: 2/13/2013 8:59 AM
No.Item Description Contact
Next PWC
Review Date Est. Comp.
Date Status
O
4th Street SE/Cross Street and AWS
Intersection Nutter 3/18/2012 Sight-distance issues when turning
DI.E Page 59 of 59