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HomeMy WebLinkAbout09-03-2013 9-3-2013 Public Works Committee CIYOF. -•-a/ jIIn A7 September 3, 2013 - 3:30 PM if R Annex Conference Room 2 -� WASH ING'ron 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 Osborne were present. Also present during the meeting were. Mayor Pete B Lewis, Councilmember John Partridge, City Engineer/Assistant Director Dennis Selle, Assistant City Engineer Ingrid Gaub, Utilities Engineer Dan Repp, Transportation Manager Pablo Para, City Attorney Dan Heid, Finance Director Shelley Coleman, Economic Development Planner Bill Thomas, Project Engineer Robert Lee, Project Engineer Kim Truong, Project Engineer Matt Larson, Senior Project Engineer Ryan Vondrak, Senior Project Engineer Jacob Sweeting, Sanitary Sewer Engineer Bob Elwell, and Public Works Secretary Jennifer Cusmir. B. Announcements There were no announcements. C. Agenda Modifications There were four agenda modifications, the first transmitting Resolution No. 4987 as an action item, the second removing Item D from the Consent Agenda, the third correcting the first modification and transmitting Resolution No. 4987 as a discussion item, and the last transmitting Resolution No 4989 as an action item. II. CONSENT AGENDA A. Approval of Minutes It was moved by Vice-Chair Peloza, seconded by Member Osborne, that the Committee approve the Public Works Committee Meeting minutes for date, August 19, 2013. Motion carried 3-0. Public Works Project No. CP1222 (Lee) Page 1 of 9 B. Citywide Traffic Signal Safety Improvements Project Engineer Lee distributed copies of a larger vicinity map and matrix that outlined each signal and the type of improvements to be made. Project Engineer Lee reported that the improvements are concentrated in the Auburn Way and A Street Corridors. Lee noted that the project is grant funded and is expected to award a construction contract by the end of October 2013. Chairman Wagner asked if there will be any explanatory signage posted at the signals with flashing yellow signal heads. Transportation Manager Para answered that at a previous Committee meeting, it was decided that there would be no signage because signs are not required by the MUTCD and there is not even a MUTCD sign defined for the flashing yellow arrows because it was determined that they are not needed. There is also concern that the traffic mast arms will be closer to their maximum load limits with the improvements. Transportation Manager Para responded to a question asked by Chairman Wagner regarding the approximate cost of signs, if it is determined they are needed at a later date. Para noted that staff is working on a public information campaign regarding the flashing yellow signals which will include a web release and a media release. The campaign will begin prior to the installation of the new signal heads. Transportation Manager Para stated that there are auxiliary heads being added east and west at Auburn Way and 4th Street SE which will also be flashing yellow left turn lights, in response to a question asked by Member Osborne Member Osborne asked if the City has gotten State approval. Project Engineer Lee answered that it is in process. It was moved by Vice-Chair Peloza, seconded by Member Osborne, that the Committee recommend City Council grant permission to advertise for bids for Project No. CP1222 Citywide Traffic Signal Safety Improvements. Motion carried 3-0. C. Public Works Project No. CP1208 (Truong) Sewer Pump Station Improvements Project Engineer Truong explained that staff is proposing various improvements to eleven sanitary sewer pump stations. Page 2 of 9 Chairman Wagner asked for a definition of cathodic protection systems'. Project Engineer Truong stated that it is an electrical current system that prevents corrosion damage within the wet well. Chairman Wagner asked how staff selected the stations that would be outfitted with backup generators. Sewer Utility Engineer Elwell stated that the pump stations included in the project are the remaining sewer stations that do not currently have backup generators. Sewer Utility Engineer Elwell responded to questions asked by Member Osborne regarding the scope of the project. It was moved by Vice-Chair Peloza, seconded by Member Osborne, that the Committee grant permission to initiate Project No. CP1208, Sewer Pump Station Improvements. Motion carried 3-0. D. Public Works Project No. CP1207 (Truong) D Street Utility Improvements Project Consent Agenda Item D was removed from the agenda. E. Public Works Project No. EM0902 (Truong) Auburn Valley Drive-In Site Restoration Project Engineer Truong confirmed that this is the last work to be done to clean up areas disturbed by the temporary flood protection barriers, in response to a question asked by Chairman Wagner. Assistant City Engineer Gaub stated that staff completed a letter amendment with King County to extend the completion date for work because the work could not be finish due to the soft ground in the area, in response to a question asked by Member Osborne. It was moved by Vice-Chair Peloza, seconded by Member Osborne, that the Committee recommend City Council award Contract No 13- 13 to Henderson Partners, LLC on their low bid of $63,904.00 plus Washington State sales tax of $6,070.88 for a Total Contract Price of $69,974.88 for Project No. EM0902 Auburn Valley Drive-In Site Restoration. Motion carried 3-0. F. Public Works Project No. CP0912 (Larson) Citywide Guardrail Improvements Assistant Director/City Engineer Selle introduced Project Engineer Matt Larson to the Committee. Page 3 of 9 Chairman Wagner asked why there are gaps in the Mountain View Drive design. Assistant Director/City Engineer Selle answered that the design is based on staff's safety assessment. It was moved by Vice-Chair Peloza, seconded by Member Osborne, that the Committee recommend City Council award Contract No. 13- 03 to Petersen Brothers, Inc. on their low bid of $385,494.00 for Project No. CP0912, Citywide Guardrail Improvements. Motion carried 3-0. G. Public Works Project No. CP0909 (Vondrak) Lakeland Hills Booster Pump Station Improvements Project The Committee and City staff discussed the number of people who will be served by the improvements. Utilities Engineer Repp answered questions asked by the Committee regarding flow rate and water system pressure Repp stated that the fire flow requirements for the elementary school in the zone are what are driving the design criteria, in response to a question asked by Chairman Wagner. It was moved by Vice-Chair Peloza, seconded by Member Osborne, that the Committee recommend City Council approve Final Pay Estimate No. 22 to Contract No. 10-23 in the amount of $20,908.07 and accept construction of Project No. CP0909 Lakeland Hills Booster Pump Station Improvements Project. Motion carried 3-0. III. RESOLUTIONS A. Resolution No. 4986 (Dowdy) A Resolution of the City Council of the City of Auburn, Washington, Authorizing the Mayor and City Clerk to Execute Agreements Between the City of Auburn and Cascade Water Alliance for the Purchase and Sale of Credits Relating to Permanent and Reserve Wholesale Water Supply Capacity Utilities Engineer Repp stated that the design maximum daily demand is 16.8 million gallons per day (mgd) and the approximate current daily demand is 5 mgd, in response to a question asked by Chairman Wagner. Utilities Engineer Repp reviewed the Supply Demand Forecast graph with the Committee Assistant Director/City Engineer Selle stated that Page 4 of 9 once the agreement is approved by the City Council, staff will begin working with Tacoma to get an agreement in place so when the City needs water from Tacoma, the City will have it available Assistant Director/City Engineer Selle responded to questions asked by Chairman Wagner regarding the timeline for negotiations with Tacoma Member Osborne asked if any additional interties will be needed. Utilities Engineer Repp answered that the City needs only the current interties. Utilities Engineer Repp noted that the capacity of the interties may be increased if necessary. Chairman Wagner asked if the water will be treated prior to entering the Auburn system. Assistant Director/City Engineer Selle stated that the water will be treated and completely drinkable prior to entering Auburn's water system. The Committee and staff discussed the current funding and future funding for water. The Committee and staff discussed the possible affect of the agreements on the water utility capital projects. Mayor Lewis spoke about the benefits of City retaining its water rights Vice-Chair Peloza spoke in favor of the agreements and noted the amount of time the Committee and staff spent working on and reviewing the agreements. Utilities Engineer Repp answered questions asked by Member Osborne regarding peaking demand factors and wholesale water purchases. It was moved by Vice-Chair Peloza, seconded by Member Osborne, that the Committee recommend City Council adopt Resolution No. 4986. Motion carried 3-0. B. Resolution No. 4989* (Truong) A Resolution of the City Council of the City of Auburn, Washington, Authorizing the Mayor and City Clerk to Execute an Agreement Between the City of Auburn and the Lowest Responsible Bidder for Public Works Contract Number 13-10, Project Number CP1207, D Street Utility Improvements Chairman Wagner asked if there was any coordination with the Page 5 of 9 developer, RPG, when designing the project. Assistant Director/City Engineer Selle stated that RPG has been aware of the scope of the project. Project Engineer Truong stated that during design staff did meet with representatives from RPG to obtain input on the design. Assistant City Engineer Gaub verified that staff has coordinated the locations of utility stubs to accommodate RPG's planned development. Member Osborne stated that he would not support adoption of the resolution without a dollar amount. Assistant City Engineer Gaub reviewed the budget status sheet with the Committee and explained that currently the bids are coming in slightly over the engineer's estimate. Assistant City Engineer Gaub stated that staff is asking Council to grant the Mayor authority to award the contract after staff completes its review and recommendation in order to move the project into construction prior to wetter weather arriving Chairman Wagner recommended including the language, "provided that the costs do not exceed 110% of the project budget." Member Osborne agreed that language would be satisfactory Staff will ask the Legal Department to amend the resolution with the recommended language It was moved by Vice-Chair Peloza, seconded by Member Osborne, that the Committee recommend City Council adopt Resolution No. 4989, as amended. Motion carried 3-0. IV. DISCUSSION ITEMS A. Capital Project Status Report (Gaub) Item No. 5 — C524A — SCADA Improvements: Chairman Wagner asked when all sites will be completed. Assistant City Engineer Gaub stated that they are all planned to be completed in December 2013. Item No. 4 — C201 — M Street Underpass. Member Osborne asked which department is responsible for the landscape long-term maintenance. Assistant City Engineer Gaub answered that landscaping within the fenced pond area will be maintained by the Maintenance & Operations staff and landscaping within the Right-of- Way will be maintained by the Parks Department. Item No. 9 — CP1302 — 2013 Pavement Patching, Chipseal, and Overlay Project: Chairman Wagner asked if the weather will affect the project since the finish date is in November. Assistant City Engineer Gaub stated that the contractor is currently working and there are other tasks that need to be completed following the actual paving and Page 6 of 9 overlay that may take longer to get done Item No. 7 — CP1108 — 2011/12/13 Citywide Storm Pond Cleaning. Assistant City Engineer Gaub stated that the first task order was issued to King County for only three ponds so staff can evaluate the County's work and the cost per pond, in response to a question asked by Member Osborne. Assistant City Engineer Gaub stated there are several more ponds that need cleaning. Item No. 11 — CP1310 — 2013 Arterial and Collector Crack Sealing. Assistant City Engineer Gaub confirmed that the pre- construction meeting was held August 27, 2013, following an inquiry by Vice-Chair Peloza Item No. 12 — EM1302 — Hidden Valley Vista Emergency Storm Repair: Assistant City Engineer Gaub explained that HDPE pipe will be laid down the surface of the slope and anchored to the ground. The project will not begin until September 23, 2013 because of the type of pipe and the size of the pipe needed. Assistant Director/City Engineer Selle answered questions asked by Member Osborne regarding control of the drainage velocity. Assistant City Engineer Gaub noted that the project is currently within the budget shown on the report and that the Contractor's contract has a not to exceed amount of $275,000.00, answering a question asked by Member Osborne. Item No. 16 — CP1118 — Auburn Way South Pedestrian Improvements — Dogwood to Fir Street: Chairman Wagner noted that the undergrounding is funded with MIT funding but MIT is not listed in the budget column on the report. Assistant City Engineer Gaub answered that the final amendment has not been processed yet with MIT and that is why the funding in not yet included in the budget. Chairman Wagner asked that the explanation be noted in the status column. Item No. 26 — CP1104 — 104th Street & 8th Street NE U-Turn Improvements. Assistant Director/City Engineer Selle stated that the scope of the project is being reworked to include safety improvements at the intersection but will not include the design for the u-turn, in response to a question asked by Chairman Wagner. Vice-Chair Peloza asked if that can be noted in the status column or change the location/description. Assistant City Engineer Gaub answered questions asked by Member Osborne regarding the 2013 Local Street Reconstruction project costs. Page 7 of 9 B. Significant Infrastructure Projects by Others - Public Works Status Report (Gaub) There were no questions from the Committee. C. Action Tracking Matrix (Dowdy) Item F — LED Lighting Standards: Chairman Wagner spoke about the light spectrum of the LED lighting in downtown and asked staff to gather data regarding the opinion of the light spectrum. Mayor Lewis recommended that staff ask the City Councilmembers to evaluate the LED lights and provide feedback regarding what they like or don't like about the lights. Chairman Wagner noted that the LED lights may also be too bright. Item I — Street Lamp Installation 112th & 295th Streets: Vice-Chair Peloza announced that the lamp has been installed and instructed staff to remove item I from the Matrix. D. Resolution No. 4987 (Coleman) A Resolution of the City Council of the City of Auburn, Washington, Authorizing the Mayor and City Clerk to Execute an Agreement Between the City of Auburn and Century West Engineering Corp., for Civil Engineering Services at the Auburn Municipal Airport and Approving the First Task Assignment This item was discussed prior to Consent Item C, at the request of Finance Director Coleman and Assistant Director/City Engineer Selle. Finance Director Coleman explained that the resolution is to authorize a contract to be executed between the City and Century West Engineering Corp. Coleman noted that Century West is currently working on the airport's comprehensive 20 year plan update. Finance Director Coleman explained that the FAA requires the City, as the sponsor of the airport, to solicit engineering firms every five years. There were two responses to the solicitation, a panel was assembled, the panel reviewed the two respondents and the board overwhelmingly agreed that a contract should be entered into with Century West. Vice-Chair Peloza stated that the Municipal Services Committee did take action on the Resolution and recommended it go forward for Council adoption. Finance Director Coleman answered questions asked by Chairman Wagner regarding the potential scope of work for the contract. Page 8 of 9 The Committee supported adoption of Resolution No. 4987. V. ADJOURNMENT There being no further business to come before the Public Works Committee, the meeting was adjourned at 4:26 p.m. Approved this 16th day of September, 2013. y� G k ", , e Rich Wagner, Chairman Z� ennifer Cumir, Public Works Department Secretary Page 9 of 9