HomeMy WebLinkAbout09-03-2013 9-3-2013 Public Works Committee
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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)
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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.
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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.
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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
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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
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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
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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.
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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.
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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.
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Rich Wagner, Chairman Z� ennifer Cumir, Public Works Department Secretary
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