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Home My WebLink About09-15-2014x Auk ;00, ,cro CALL TO ORDER Public Works Committee September 15, 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: Community Development & Public Works Director Kevin Snyder, Assistant Director of Engineering /City Engineer Ingrid Gaub, Assistant City Engineer Jacob Sweeting, Capital Projects Manager Ryan Vondrak, Acting Utilities Engineer Susan Fenhaus, Engineering Aide Amber Mund, Project Engineer Kim Truong, Project Engineer Seth Wickstrom, Project Engineer Luis Barba, Street Systems Engineer Jai Carter, Planning & Design Services Manager Elizabeth Chamberlain and Public Works Secretary Molly Mendez. Members of the public in attendance included: Eric Clayton, Sean Senescall and Chris McMeen. B. Announcements There were no announcements. C. Agenda Modifications There were two agenda modifications which replaced the existing packet materials for Action Item D, Public Works Project No. CP1322 and Action Item E, Public Works Project No. CP1208. CONSENT AGENDA A. Approval of Minutes Public Works Committee to approve the minutes of the September 2, 2014 Public Works Committee meeting It was moved by Vice -Chair Peloza, seconded by Member DaCorsi, that the Committee approve the Public Works Committee Meeting minutes for date, September 2, 2014. Page 1 of 7 Motion carried 3 -0. III. ACTION A. Ordinance No. 6513 (Mund) An Ordinance of the City Council of the City of Auburn, Washington, granting to Electric Lightwave, LLC, a wholly owned subsidiary of Integra Telecom Holdings, Inc, a Deleware Corporation, a franchise for telecommunications type of utility Engineering Aide Mund explained Ordinance No. 6513 is a franchise agreement for Electric Lightwave LLC. Mund mentioned the public hearing for this ordinance was held two weeks ago at the City Council meeting. There were no questions from the Committee. It was moved by Vice -Chair Peloza, seconded by Member DaCorsi, that the Committee introduce and adopt Ordinance No. 6513 for Franchise Agreement No. 13 -28 for Electric Lightwave LLC. Motion carried 3 -0. B. Resolution No. 5100 (Carter) A Resolution of the City Council of the City of Auburn, Washington, Authorizing the Mayor to Award and Execute a Construction Contract with the Lowest Responsible Bidder for Construction of Community Development and Public Works Contract Number 14 -22 for Project CP1410, 2014 Arterial and Collector Crack Seal Project Street Systems Engineer Carter stated Resolution No. 5100 authorizes the Mayor to award and execute a construction contract with the lowest responsible bidder for construction of public works contract number 14 -11 for Project CP1410, 2014 Arterial and Collector Crack Seal Project. The bid opening is scheduled for September 16, 2014. Allowing the Mayor to award the contract will save approximately three weeks which will allow this project to be completed this year as the work is weather dependent. There were no questions from the Committee. It was moved by Vice -Chair Peloza, seconded by Member DaCorsi, that the Committee adopt Resolution No. 5100. Motion carried 3 -0. C. Public Works Project No. CP1409 (Wickstrom) Grant permission to initiate Project No. CP1409, Oravetz PI SE Flooding Mitigation Page 2 of 7 Project Engineer Wickstrom explained staff is seeking permission to initiate Project No. CP1409, Oravetz Place SE Flooding Mitigation. The purpose of the project is to mitigate flooding problems occurring near the Danner Corporation property located at 307 Oravetz Place SE. The work will consist of installing approximately 500 feet of a new storm drainage line across the City's property currently being used by the Auburn Valley Humane Society (4910 A Street SE) and connecting into the existing storm drainage system on A Street SE. Construction of this project is anticipated to start November 2014. It was moved by Vice -Chair Peloza, seconded by Member DaCorsi, that the Committee grant permission to initiate Project No. CP1409, Oravetz Place SE Flooding Mitigation. Motion carried 3 -0. D. Public Works Project No. CP1322 (Barba) Approve Award of Contract No. 14 -16, to the Lowest Responsible Bidder for Project No. CP1322, Annual Traffic Signal Improvements Assistant Director of Engineering /City Engineer Gaub advised the Committee of the Agenda Modification which replaces the existing packet materials for Action Item D, Public Works Project No. CP1322. Project Engineer Barba stated staff is seeking approval to award Contract 14 -16 to American Electrical Services on their low bid for Project No. CP1322, Annual Traffic Signal Improvements. Chairman Osborne noted that the bid came in 7% below the Engineers Estimate. 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 -16, to American Electrical Services on their low bid of $132,711.00 for Project No. CP1322, Annual Traffic Signal Improvements. Motion carried 3 -0 E. Public Works Project No. CP1208 (Truong) Approve Award of Contract No. 14 -10, to the Lowest Responsible Bidder for Project No. CP1208, Sewer Pump Station Improvements Assistant Director of Engineering /City Engineer Gaub advised the Committee of the Agenda Modification which replaces the existing packet materials for Action Item E, Public Works Project No. CP1208. Page 3 of 7 Project Engineer Truong explained staff is seeking approval to award Contract No. 14 -10 to R.L. Alia Company on their low bid for Project No. CP1208, Sewer Pump Station Improvements. There was a group discussion regarding the budget of this project following a question asked by Chairman Osborne. It was moved by Vice -Chair Peloza, seconded by Member DaCorsi, that the Committee approve award of Contract No. 14 -10, to R. L. Alia Company on their low bid of $994,822.00 plus Washington State sales tax of $94,452.09 for a total contract price of $1,089,274.09 for Project No. CP1208, Sewer Pump Station Improvements. Motion carried 3 -0. F. Public Works Consultant Agreement No. AG -C -453 ( Fenhaus) Grant permission to enter into Consultant Agreement No. AG -C -453 with FCS Group for preparation of the Financial Chapters in the Water, Sewer, and Storm Water Comprehensive Plans Acting Utility Engineer Fenhaus explained this agreement will allow FCS Group to prepare the Financial Chapters in the water, sewer and storm drainage Comprehensive Plans. There were no questions from the Committee. It was moved by Vice -Chair Peloza, seconded by Member DaCorsi, that the Committee grant permission to enter into Consultant Agreement No. AG -C -453 with FCS Group for preparation of the Financial Chapters in the Water, Sewer, and Storm Water Comprehensive Plans. Motion carried, 3 -0. IV. DISCUSSION ITEMS A. ACC 10.36 Stopping, Standing and Parking — Phase 1 Update (Yao) Discussion of removing code - specified restricted (timed) parking zones and loading zones and adding code clarifying administrative authority to establish parking restrictions to implement 3 -hour timed parking and improve parking policy transparency per the Comprehensive Downtown Parking Management Plan (CDPMP) adopted by Resolution 5031. For the purpose of these minutes, this item was discussed after Discussion Item B. Page 4 of 7 Planning & Design Services Manager Chamberlain provided a brief background summary of ACC 10.36 Stopping, Standing and Parking — Phase 1. Following a question asked by Chairman Osborne, Planning & Design Services Manager Chamberlain spoke regarding the authority to designate parking restrictions on page 61 of the packet. This was followed by a group discussion. There was a group conversation regarding the timed parking zones specifications and locations. B. Tacoma Water Agreement ( Fenhaus) For the purpose of these minutes, this item was discussed prior to Discussion Item A. Acting Utility Engineer Fenhaus brought two guests to the table and introduced Chris McMeen and Sean Senescall who are representing the Tacoma Water Utility. Acting Utility Engineer Fenhaus provided a brief background summary of the various Tacoma and Cascade Agreements that are in place and the proposed Tacoma Water Agreement. There was a short group discussion. Assistant Director of Engineering /City Engineer Gaub responded to a question asked by Vice -Chair Peloza regarding a termination clause and that it is not necessary for this agreement as the City can choose not to take any water and will not incur costs. Community Development and Public Works Director Snyder also noted that this agreement has been reviewed by Risk Management and the City Attorney. Mr. McMeen explained how the 5.12 MGD and 4.92 MGD for peak - period were calculated on page 139 of the packet following a question asked by Vice -Chair Peloza. In response to a question asked by Vice -Chair Peloza, Mr. McMeen explained requirements that Tacoma has in scheduling the amount of water they plan to take and how the timing of the scheduling on page 143 of the packet relates to that. C. Capital Project Status Report (Sweeting) Assistant City Engineer Sweeting mentioned bids opened for this project on September 2nd and were significantly higher than Page 5 of 7 anticipated. Therefore, staff is preparing a recommendation to reject all bids and re- advertise the project in the spring of 2015. Assistant City Engineer Sweeting provided the Committee with an updated status of the project and stated bidding is projected to go out in December 2014 or January 2015. Item 18 - CP1109 - 2011 Storm Pipeline Repair and Replacement, Phase 2: Assistant City Engineer Sweeting noted the advertisement of this project has been withheld until January 2015 in order to try and get into the more favorable bidding and construction season. Assistant City Engineer Sweeting indicated he has reached out to the FAA and left a phone message explaining what the current status was and is waiting to hear back. This was done per the request of Chairman Osborne to make contact with the FAA. D. Significant Infrastructure Projects by Others - Public Works Status Report (Gaub) Item 3 - 124th Ave SE Half Street Road Improvements: Assistant Director of Engineering /City Engineer Gaub confirmed this project is nearing completion following a question asked by Chairman Osborne. E. Action Tracking Matrix (Gaub) Chairman Osborne requested to add the wash boarding area on 105th Place SE at 107th to the Matrix. Staff will review the current plans and consult with the Mayor and then report back to the Committee. V. ADJOURNMENT There being no further business to come before the Public Works Committee, the meeting was adjourned at 4:22 p.m. Approved this of October, 2014. Chairman AM - W�O b Molly Me dez Public Works Department Secretary Page 6 of 7