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Home My WebLink About07-07-2014a��rvror UIRN �'� 1'� WASHINGTON CALL TO ORDER Public Works Committee July 7, 2014 - 3:30 PM Annex Conference Room 2 MINUTES Chairman Wayne Osborne 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 Wayne Osborne, Vice -Chair Bill Peloza, and Member Claude DaCorsi were present. Also present during the meeting were: Mayor Nancy Backus, Community Development & Public Works Director Kevin Snyder, Assistant Director of Engineering /City Engineer Ingrid Gaub, Assistant Director of Public Works Operations Randy Bailey, Assistant City Engineer Jacob Sweeting, Transportation Manager Pablo Para, Finance Director Shelley Coleman, City Attorney Dan Heid, Engineering Aide Amber Mund, Street Systems Engineer Jai Carter, Project Engineer Matt Larson, Project Engineer Seth Wickstrom, Environmental Services Manager Chris Andersen and Public Works Secretary Molly Mendez. Members of the public in attendance included: Mike Stringer. B. Announcements There were no announcements. C. Agenda Modifications There was one agenda modification, removing Action Item F, Public Works Project No. CP1104, from the agenda. CONSENT AGENDA A. Approval of Minutes Public Works Committee to approve the minutes of the June 16, 2014 Public Works Committee meeting. Vice -Chair Peloza noted a minor error on page 4 of the minutes. It was moved by Vice -Chair Peloza, seconded by Member DaCorsi, that the Committee approve the Public Works Committee Meeting minutes for date, June 16, 2014, as amended. Page 1 of 6 Motion carried 3 -0. III. ACTION A. Right -of -Way Use Permit No. 14 -25 (Mund) Approve Right -of -Way Use Permit No. 14 -25 for Lehnertz Family LLC Engineering Aide Mund explained Right -of -Way Use Permit No. 14 -25 is for Lehnertz Family LLC. Lehnertz Family LLC has applied for renewal of a Right -of -Way Use Permit for a term of five years. This permit is for existing awnings and canopies attached to the Truitt . Building. It was moved by Vice -Chair Peloza, seconded by Member DaCorsi, that the Committee approve Right -of -Way Use Permit No. 14 -25 for Lehnertz Family LLC. Motion carried 3 -0. B. Right -of -Way Use Permit No. 14 -26 (Mund) Approve Right -of -Way Use Permit No. 14 -26 for Scarff Motors Inc. Engineering Aide Mund explained Right -of -Way Use Permit No. 14 -26 is for Scarff Motors Inc to continue to park vehicles in the right -of -way surrounding their property. This is a five year renewal of a recently expired permit. Engineering Aide Mund responded to a question asked by Vice -Chair Peloza regarding rent collection. Answering a question asked by Member DaCorsi, Engineering Aide Mund explained the spot mark process. Member DaCorsi noted a Scrivener's error on page 15, paragraph 6A. Engineering Aide Mund will correct. It was moved by Vice -Chair Peloza, seconded by Member DaCorsi, that the Committee approve Right -of -Way Use Permit No. 14 -26 for Scarff Motors Inc. Motion carried 3 -0. C. Public Works Project No. CP1224 (Wickstrom) Approve Final Pay Estimate No. 9 to Contract No. 13 -04 in the amount of $21,373.86 and accept construction of Project No. CP1224, 2013 Local Street pavement Reconstruction Project Project Engineer Wickstrom provided a brief background summary of the project. There were no questions from the Committee. Page 2 of 6 It was moved by Vice -Chair Peloza, seconded by Member DaCorsi, that the Committee approve Final Pay Estimate No. 9 to Contract No. 13 -04 in the amount of $21,373.86 and accept construction of Project No. CP1224, 2013 Local Street Pavement Reconstruction Project. Motion carried 3 -0. D. Public Works Project No. CP1225 (Wickstrom) Approve Final Pay Estimate No. 5 to Contract No. 13 -05 in the amount of $4,720.00 and accept construction of Project No. CP1225, West Valley Highway System Preservation Project Project Engineer Wickstrom provided a brief background summary of the project. There were no questions from the Committee. It was moved by Vice -Chair Peloza, seconded by Member DaCorsi, that the Committee approve Final Pay Estimate No. 5 to Contract No. 13 -05 in the amount of $4,720.00 and accept construction of Project No. CP1225, West Valley Highway System Preservation Project. Motion carried 3 -0. E. Public Works Project No. CP1024 (Larson) Award Contract No. 14 -06 to Rodarte Construction, Inc. on their low bid of $577,667.45 for Project No. CP1024, M Street SE and Auburn Way South Intersection Improvements Assistant City Engineer Sweeting explained that staff is asking for permission to award Contract No. 14 -06. Assistant City Engineer Sweeting responded to a question asked by Member DaCorsi regarding the engineers estimate and low bid amount. It was moved by Vice -Chair Peloza, seconded by Member DaCorsi, that the Committee award Contract No. 14 -06 to Rodarte Construction, Inc. on their low bid of $577,667.45 for Project No. CP1024, M Street SE and Auburn Way South Intersection Improvements. Motion carried 3 -0. F. Public Works Project No. CP1104 (Larson) Reject all Bids and Re- advertise Contract No. 14 -09 for Project No. CP1104, 8th St NE and 104th Ave SE Intersection Improvements Action Item F was removed from the agenda. G. Public Works Project No. CP1323 (Carter) Approve Award of Contract No. 14 -11, to the Lowest Responsible Page 3 of 6 W Bidder for Project No. CP1323, 2014 Local Street Pavement Reconstruction Project Street System Engineer Carter distributed updated agenda bill information on the bid and provided a brief background summary of the project. There were no questions from the Committee. It was moved by Vice -Chair Peloza, seconded by Member DaCorsi, that the Committee approve award of Contract No. 14 -11, to the lowest responsible bidder for Project No. CP1323, 2014 Local Street Pavement Reconstruction Project. Motion carried 3 -0. H. Public Works Project No. CP1301 (Carter) Approve Final Pay Estimate No. 4 to Contract No. 13 -20 in the amount of $46,235.40 and accept construction of Project No. CP1301, 2013 Citywide Sidewalk Repair Project Street System Engineer Carter provided a brief background summary of the project. There were no questions from the Committee. It was moved by Vice -Chair Peloza, seconded by Member DaCorsi, that the Committee approve Final Pay Estimate No. 4 to Contract No. 13 -20 in the amount of $46,235.40 and accept construction of Project No. CP1301, 2013 Citywide Sidewalk Repair Project. Motion carried 3 -0. DISCUSSION ITEMS A. Revenue Manual (Coleman) 2014 Revenue Manual For the purpose of these minutes, this item was discussed after Discussion Item C. Finance Director Coleman responded to a question asked by Chairman Osborne regarding the percentage which goes towards arterial street improvement funding. B. Resolution No. 5080 (Bailey) A Resolution of the City Council of the City of Auburn, Washington Declaring Certain Items of Property as Surplus and Authorizing their Disposal For the purpose of these minutes, this item was discussed after Discussion Item A. Assistant Director of Public Works Operations Bailey provided an Page 4 of 6 overview of Resolution No. 5080. In response to a question asked by Member DaCorsi, Assistant Director of Public Works Operations Bailey explained the surplus process. Responding to a question asked by Vice -Chair Peloza, Assistant Director of Public Works Operations Bailey advised as to how a non- profit organization would be able to acquire a surplus item. C. Mill Creek Wetland 5K Restoration Project (Andersen) Review and discuss the federal /non - federal partnership agreement for City Project No. CP0746 For the purpose of these minutes, this item was discussed prior to Discussion Item A. Environmental Services Manager Andersen asked for Chairman Osborne's permission to include Mike Stringer (with the environmental consulting firm) at the table for this discussion. Chairman Osborne permitted. Environmental Services Manager Andersen provided overview of the project. There was a short group discussion regarding the total estimated project cost and what the costs to the City would be following a question asked by Chairman Osborne. Member DaCorsi asked if the funding will no longer be available if the deadline is not met. Environmental Services Manager Andersen responded stating it has been indicated by the Corp that it is highly likely that the funds will not be available if it is not secured by the deadline. In response to a question asked by Chairman Osborne, Environmental Services Manager Andersen outlined what the continued maintenance will be once construction is complete. There was a short conversation regarding beaver dams near this project location. D. Capital Project Status Report (Sweeting) Responding to a question asked by Member DaCorsi, Assistant City Engineer Sweeting explained the City has obtained a tentative approval from BNSF for the proposed design using the Railroads cantilever structure and currently the process of negotiating the Page 5 of 6 agreement is underway. E. Significant Infrastructure Projects by Others - Public Works Status Report (Gaub) Assistant City Engineer provided updated information to the Committee regarding the replacement of gas lines on Auburn Way South following a question asked by Chairman Osborne. F. Action Tracking Matrix (Gaub) Item F — 105th Street Sewer Odor: Assistant Director of Public Works Operations Bailey advised there are no new findings on this item in response to a question asked by Chairman Osborne. V. ADJOURNMENT There being no further business to come before the Public Works Committee, the meeting was adjourned at 4:22 p.m. Approved thiLlst of July, 2014. Way e me Molly Mbndez ° Chairman Public Works Department Secretary Page 6 of 6