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HomeMy WebLinkAboutReg 2007-03-05 Item 6G - Discussion - Amend Scope of Work for Tukwila International Boulevard Phase II and Phase III Construction Costs w; COUNCIL AGENDA SYNOPSIS 0/ 2' Initials ITEM NO, l; P� t,le 1 G Meeting Date I Prepared by Mayor's review I Council review 1 S N k �'s_ 11/ 13/06 1 RT 1 iso''_ 11/20/06 Removed from agenda 3/5/07 7M h/ 1 ,vw- a_i ITEM INFORMATION CAS NUMBER: 06-130 07-029 I ORIGINAL AGENDA DATE: NOVEMBER 13, 2006 AGENDA ITEM TrnE Tukwila International Boulevard Phase II III Construction Costs CATEGORY Discussion Motion p Resolution Ordinance Bid Award Public Hearing Other Mtg Date 11/13/06 Mtg Date 3/5/07 Mtg Date Mtg Date Mtg Date Mtg Date Mtg Date: SPONSOR Council Mayor Adm Svcs DCD Finance Fire Legal P&R Police PI/ SPONSOR'S Tukwila IntI Blvd Phase II and III will require a motion by Council to reduce the scope. SUMMARY Three areas have been identified; eliminate undergrounding of overhead utilities, eliminate some improvements within the WSDOT limited access area and redesign the retaining walls to a less expensive type. An additive alternate to the base bid would include undergrounding of the overhead utilities in front of the Intergate West and Homeland Security buildings. REVIEWED BY COW Mtg. CA &P Cmte F &S Cmte Transportation Cmte Utilities Cmte Arts Comm. Parks Comm. Planning Comm. DATE: 10/23/06 2/26/07 RECOMMENDATIONS: SPONSOR /ADMIN. Approve recommended scope changes COMMITTEE Majority approval; forward to Council COST IMPACT FUND SOURCE EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED $0.00 $0.00 $0.00 Fund Source: Comments: MTG. DATE I RECORD OF COUNCIL ACTION 11/13/06 Forward to next Regular Meeting 11/20/06 1 Removed from agenda at this time to investigate grant possibilities. Motion carried 7 -0. 3/5/07 1 MTG. DATE I ATTACHMENTS 3/5/07 1 Information Memo dated February 21, 2007 Transportation Committee Meeting Minutes from February 26, 2007 Information Memo dated October 19, 2006 Construction Cost Comparison Council Meeting Minutes from November 13, 2006 Council Meeting Minutes from November 20, 2006 Transportation Committee Meeting Minutes from October 23, 2006 INFORMATION MEMO To: Mayor Mullet From: Public Works Directo Date: February 21, 2007 Subject: Tukwila International Blvd Phases 2 and 3 (S 116 to St to S 138 St) Project Scope Changes and Proposed Bidding Alternatives Project No. 95 -RWO3 ISSUE Discuss and finalize the scope of work for bidding and construction purposes. BACKGROUND This project was presented to the City Council in November 2004 to discuss the project budget and design alternatives in order to proceed into final design of the project. At that time, the selected alternative was estimated to cost approximately $16.15 million with a budget of $16.2 million. Since that time, the design has progressed to 90% completion and the estimated construction costs have escalated to $20.2 million. The increased cost estimate and possible cost saving measures were presented to the Council in November 2006. Cost saving measures included eliminating the conversion of overhead utilities to underground facilities, using different cost effective retaining walls, and eliminating some of the proposed improvements within the WSDOT limited access right of -way. These cost reductions were estimated to bring the construction project back within the available budget of $16.2 million. During the discussion at the November 2006 Council meeting, there were concerns regarding the elimination of the undergrounding of overhead utilities. Subsequent inquiries since November into additional funding sources to close the funding gap have been unsuccessful. ANALYSIS This project must move forward into construction to avoid the possibility of losing grant funding and the entire 2007 construction season. The implementation of cost saving measures is necessary. A compromise to allow the project to move forward is to implement the cost saving measures listed above and to use that design as the base bid. An additive alternate to the base bid would include undergrounding of the overhead utilities in front of the Intergate West and Homeland Security buildings, which could be included in the bid package for award if favorable bids were received and there is adequate existing budget. RECOMMENDATION Proceed with a final design for bidding that implements all cost saving measures, but includes the undergrounding of utilities in front of the Intergate West and Homeland Security buildings as an additive alternate to the base bid. (P:ProjectslA- RW RS Projects195RW03 TIB21Memo Additive Alt) Transportation Committee February 26, 2007 5:00 p.m. Present: Pam Carter, Chair; Joe Duffle, Council members. Jim Morrow, Frank Iriarte, Pat Brodin; Bob Giberson, Gail Labanara, Cyndy Knighton; and Chuck Parrish Business Agenda A.Tukwila Int'l Blvd Phases II III Proiect Scone and Bidding Alternatives Jim reviewed the cost saving measures that included eliminating the conversion of overhead utilities, different retaining walls and eliminating some improvements in WSDOT' s limited access area. Despite a four -month effort, no additional funding is available. We will be including an additive alternate to the bid package that will request a bid on a portion of the overhead power lines from just south of Homeland Security to north of Inter ate West (this section of undergrounding has a cost estimate of $1.7 million). Joe commented that he g g would like to see the project with undergrounding if the budget allows. Jim is in contact with SCL regarding the undergrounding. If SCL does not underground now, any future work by SCL would have to be underground and SCL would have to pay 100 Pam Carter was in contact with Sabey Corp and was told that there was a possibility of funding. Pam also requested the SCL timeline for the TIB Phase I undergrounding with all of the delays. The current estimate for this project is to go out for bids in April with a bid opening in May and a Notice to Proceed in Sept. (if there are no other delays). Pam Carter will report this item at tonight's COW meeting and ask if Council would like to review the information presented to this committee. Majority approval, seek guidance at tonight's COW. B.I -405 Widening Proiect Cyndy Knighton stated that this issue is a review of the MOU that was presented to the Committee in November 2006. The delay has been due to WSDOT. The MOU mainly covers communication guidelines for the design -build project. Pam asked for some additional definition of "design- build" that will be included in the revised information memo. The State Attorney General and our City Attorney have both reviewed and approved the cooperative agreement. WSDOT hopes to have completed the selection of the Design -Build team this month. Consensus by the committee thought it would be better for WSDOT to give a presentation to full Council once the team has been selected. Majority approval; forward to March 12 COW. C. Sound Transit 2 RTID Pam Carter requested that the proposed ballot measures be presented. Jim reviewed the highlights of both packages and that voters must approve both packages or neither one passes. Jim stressed that the increase on MVET is $80 per year for each $10,000 of vehicle value. If a household owns two vehicles each worth $20,000, the MVET cost will be $320, plus the sales tax increase of $125 for Sound Transit 2 and the $25 sales tax for RTID for a grand total of $470 for a typical household. These additional taxes would continue for 20 -30 years. Pam explained that the MID is a local tax that would cover state roads but would not fmancially impact Eastern Washington. However, some cities in this area are not endorsing the initiatives, as they are not directly receiving any improvements. The RTID package does not include the Alaskan Way Viaduct. The Sound Transit 2 package does include the Longacres Station. The City of Tukwila did agree to support additional funding for the Southpark Bridge when it was transferred and the bridge replacement is included in the RTID package. Pam Carter informed the Committee that there would be a RTID Open House on March 20 at Highline Community College. Joe asked if Sound Transit is going to the airport in this phase and Jim responded that ST does have the funds and should be at the airport by 2010. There was a discussion on all of the agencies that currently oversee transportation issues in the State and how there is legislature to change the process. Information Only. Other Jim reported on active projects along with the levee certification and the NPDES permit. Adjournment: 6:05 p.m. Committee Chair Approval Minutes by GL, Reviewed by JM, BG INFORMATION MEMO To: Mayor Mullet From: Public Works Directo Date: October 19, 2006 Subject: Tukwila International Blvd Phases 2 and 3 (S 116 th St to S 138 St) Construction Cost Increases vs. Budget Project Nos. 95 -RWO3 and 95 -RWO4 ISSUE Present current construction cost estimates as compared to the cost estimates used at the start of final design. Discuss available options to reduce construction costs to fit within the established budget. BACKGROUND This project was presented to the City Council in November 2004 to discuss the project budget and design alternatives in order to proceed into final design of the project. See attached table. At that time, the selected alternative was estimated to cost approximately $16.15 million with a budget of $16.2 million. Since that time, the design has progressed to 90% completion, the environmental phase has been completed, and state funding in the amount of $2.851 million was eliminated and reinstituted in the spring of 2006. The 90% construction cost estimate has increased to $20.2 million (a 25% increase over two years). This increase is due to several factors, primarily from industry -wide inflation of labor and material costs. Tukwila and other agencies have recently seen bids submitted that range between 10% 30% over the engineer's estimate and costs are continuing to rise. In order to construct this project within the available budget, cost savings and reduction measures are necessary. Any significant changes to the scope of work need approval from the City Council as well as the funding agencies. ANALYSIS City staff has met with the design consultant to discuss options to reduce the estimated construction costs for the project. Three general areas have been identified that may produce enough savings and /or reductions to bring the project within budget. They include: 1. Eliminate the undergrounding of overhead utilities and have existing poles and facilities relocated as necessary. 2. Eliminate some of the proposed improvements within the WSDOT limited access area at the north end of the project. 3. Redesign some of the retaining walls from cast -in -place concrete retaining walls to a less expensive wall type. Mayor Mullet Page 2 October 19, 2006 A construction cost comparison is attached that shows the estimated cost savings by implementing the revisions listed above. A plan will be presented to the City Council showing the impacts and changes of redesigning the project. RECOMMENDATION Discuss the alternatives presented and provide direction to staff on desired scope changes in order to bring the estimated construction costs within budget. Forward to the Committee of the Whole for presentation to the full City Council. Funding Sources for Construction Only State Transportation Improvement Board 4,200,000.00 Federal Hwy. TEA -21 Grant 7,111,609.00 State "Nickel Package" Funds 2,706,000.00 Tukwila City Revenue (104 412 Funds) 2,051,000.00 Total 16,068,609.00 Estimate for Construction Costs Construction Contract 13,484,800.00 Contingency (7.3%) 983,809.00 Construction Engineering (11.8 1,600,000.00 Total 16,068,609.00 attachments: Construction Cost Comparison Scope and Budget Alternatives Table (from November 2004) (P:Projects\A. RW RS Project\95RWO3 TIB2\Memo Phase 2 Alts Round 3) CITY OF TUKWILA 10/19/2006 DEPARTMENT OF PUBLIC WORKS Tukwila International Boulevard, Phase 2 3 S 139th St to S 116th Way CONSTRUCTION COST COMPARISON (All costs based on recent 2006 bid results.) ORIGINAL REVISED SCOPE SCOPE General Conditions 2,404,700 1,659,000 Roadway 3,559,400 2,769,200 Sidewalk 485,400 420,900 Retaining Walls 6,591,700 4,947,300 Storm Drainage 1,978,200 1,926,300 Utility Adjustments 93,300 70,500 Traffic Signals 529,200 555,200 Illumination System 731,900 475,700 Electrical Undergrounding 2,557,900 0.00 Telecommunications Undergrounding 627,000 0.00 Resolve Aerial Utility Conflicts 0.00 210,000 Traffic Control Devices 64,500 44,300 Roadside Development 605,200 406,400 TOTAL ESTIMATED CONSTRUCTION COST $20,228,400 $13,484,800 Changes 1) No undergrounding of overhead utilities; pole relocations by utility owners. 2) No roadway improvements (except trench restoration) north of existing signalized Department of Homeland Security's driveway. 3) Install MSE walls on east side of roadway in lieu of cast in place /soldier pile walls. TIB Constr Cost comparison.xls City of Tukwila Page 2 of 6 City Council Committee of the Whole Minutes November 13, 2006 Lynn Miranda, Senior Planner, conveyed that she has spoken with Mr. Virk regarding this matter. While boundary line adjustments are not currently permitted in the moratorium area, there could be an exemption based on certain criteria. The ordinance could be amended to reflect that a boundary line adjustment would be granted if a development fell within a currently permitted use. Councilmember Hernandez asked if the amendment could be reflected in the ordinance prior to the November 20, 2006 regular meeting, and Ms. Miranda answered in the affirmative. Councilmember Carter expressed concern about owners of larger parcels requesting similar boundary line adjustments to create multiple smaller developments that may not adhere to the vision for the area. Mayor Mullet clarified that boundary line adjustments would only shift lot sizes and would not create new parcels that could be used for that purpose. Councilmember Haggerton inquired, if since the moratorium was established in 2002, has anyone come forward that would have been impacted by this proposed amendment, and Ms. Miranda responded in the negative. Council President Robertson asked if this would be the last occasion for the Council to pass a moratorium ordinance for this area. Steve Lancaster, Community Development Director, relayed that the Tukwila Urban Center Plan is anticipated to be finished in early 2007. Until all aspects of the plan and potential changes by the Council are complete, the moratorium may need to be extended in the future. COUNCIL CONSENSUS EXISTED TO FORWARD THIS ORDINANCE, WITH THE PROPOSED AMENDMENT, TO THE NEXT REGULAR MEETING. SPECIAL ISSUES a. A resolution approving a land use fee schedule. Councilmember Carter indicated this item was discussed at the Finance and Safety Committee meeting on November 6, 2006. The committee members were unanimous in recommending approval. Staff is proposing all planning fees be increased by approximately 4 similar to the other citywide budgetary increases proposed for 2007. Three additional permit applications were created by the new Wireless Communications Chapter, and fees need to be provided for those permits. COUNCIL CONSENSUS EXISTED TO FORWARD THIS ITEM TO THE NEXT REGULAR MEETING. b. Tukwila International Boulevard Phases 2 and 3 construction costs increases vs budget. F Councilmember Duffie indicated this item was discussed at the Transportation Committee meeting on October 23, 2006. The committee members were unanimous in recommending approval. Jim Morrow, Public Works Director, provided background information on this issue. This project was presented to the Council in November 2004 to discuss the project budget and design alternatives in order to proceed into final design of the project. At that time, the selected alternative was estimated to cost approximately $16.15 million with a budget of $16.2 million. Since that time, the design has progressed to 90% completion; the environmental phase has been completed; and state funding in the amount of $2.851 million was eliminated and reinstituted in the spring of 2006. The 90% construction cost estimate has increased to $20.2 million representing a 25% increase over two years. This is primarily due to industry -wide inflation of labor and material costs. In order to construct this project within the available budget, cost savings and reduction measures are necessary. Three general areas have been identified that may produce enough savings and/or reductions to bring the project within budget. They include: City of Tukwila Page 3 of 6 City Council Committee of the Whole Minutes November 13. 2006 1. Eliminate the undergrounding of overhead utilities and have existing poles and facilities relocated as necessary. 2. Eliminate some of the proposed improvements within the WSDOT limited access area at the north end of the project. (a pedestrian walkway had been proposed and has since been disallowed by the Washington State Department of Transportation). 3. Redesign some of the retaining walls from cast -in -place concrete retaining walls to a less expensive wall type. Robin Tischmak, Senior Engineer, utilized a large four -panel photomontage to explain various aspects of the project. Mr. Morrow conveyed that major pedestrian traffic is coming from the Homeland Security Building and area bus routes by way of current sidewalks and a signal crossing. Councilmember Haggerton commented on the importance of utilizing a broad vision in assuring that Tukwila builds for the future. He also inquired as to whether there were any restrictions regarding grant funding and timelines for expenditure. Jim Morrow, Public Works Director, stated the City is on the Puget Sound Regional Council (PSRC) late list for obligating the funds, and the Transportation Improvement Board would like Tukwila to move forward on the project. Councilmember Carter indicated it would be beneficial to have a sidewalk run the length of the Sabey Development. Mr. Morrow stated he would review the costs associated with extending the sidewalk the full length. Councilmember Linder asked for clarification regarding the difference between the $13.49 million "revised scope" figures and the $16.2 million budgeted amount. Mr. Morrow indicated the variance is for contingency and construction management. Council President Robertson inquired about the items that fall under the "General Conditions" category on page 29 of the agenda packet regarding construction cost comparisons. Mr. Morrow responded this would include channelization, mobilization, water pollution erosion control, traffic control, and surveying. Council President Robertson also asked about the "Roadway" category savings of $800,000 and an explanation of "Roadside Development." Mr. Morrow explained that "Roadway" entails clearing, grubbing, asphalt pavement work and repair, shoring, and roadway /curb /gutter construction. "Roadway Development" involves planting, property restoration, and irrigation systems. The Councilmembers recognized the necessity of completing the work within the budgeted amount and expressed regret at the need to scale down the scope of the project. COUNCIL CONSENSUS EXISTED TO FORWARD THIS ITEM TO THE NEXT REGULAR MEETING. c. Bid award for Tukwila Urban Center Signal Interconnect ITS Traffic Signal Uninterruptible Power Supply. Councilmember Duffie indicated this item was discussed at the Transportation Committee meeting on October 23, 2006. The committee members were unanimous in recommending approval. Jim Morrow, Public Works Director, provided information regarding this issue. The uninterruptible power supply units were advertised in September, 2006. One bid was received on October 2, 2006. The bid of $4,650.00 per unit was from Cascade Signal Corporation, and 24 units are required. Cascade Signal Corporation is a regular supplier to the Public Works Department, and they produce a reliable and high quality product. The majority of other equipment needed for the signal project can be acquired from the Washington State bid list. Council President Robertson inquired about the cost for annual maintenance on this product. Mr. Morrow stated the cost is minimal and would involve battery replacement. The batteries should last approximately 5 years, and the controller itself has a life expectancy of 10 -15 years. The units are instrumental in saving the City crews' time in hooking up generators in emergency situations. COUNCIL CONSENSUS EXISTED TO FORWARD THIS ITEM TO THE NEXT REGULAR MEETING. TUKWILA CITY COUNCIL November 20, 2006 7:00 p.m. Council Chambers City Hall REGULAR MEETING MINUTES CALL TO ORDER/PLEDGE OF ALLEGIANCE Mayor Steven M. Mullet called the Tukwila City Council meeting to order at 7:03 pm and led the audience in the Pledge of Allegiance. ROLL CALL Christy O'Flaherty, Deputy City Clerk, called the roll of the Council. Present were Dennis Robertson, Council President; Councilmembers Joe Duffie, Joan Hernandez, Pam Carter, Jim Haggerton, Pam Linder, and Verna Griffin. CITY OFFICIALS Steven M. Mullet, Mayor; Rhonda Berry, City Administrator; Shelley Kerslake, City Attorney; Frank Iriarte, Public Works Deputy Director; Kevin Fuhrer, Finance Director; Derek Speck, Economic Development Administrator; Katherine Kertzman, Tourism Program Manager; Viki Jessop, Administrative Services Director; Mary Miotke, IT Manager; David Haynes, Police Chief; Steve Lancaster, Community Development Director; Rick Still, Parks and Recreation Deputy Director; Nick Olives, Fire Chief; Diane Jenkins, Council Assistant; Jane Cantu, City Clerk; Christy O'Flaherty, Deputy City Clerk. AMEND AGENDA MOVED BY ROBERTSON, SECONDED BY DUFFIE TO HAVE UNFINISHED BUSINESS ITEM 8F "CONTINUED REVIEW OF 2007 PROPOSED BUDGET" CONSIDERED AFTER NEW BUSINESS ITEM 9C. MOTION CARRIED 7 -0. t 1 BY ROBERTSON, SECONDED BY HERNANDEZ TO REMOVE ITEM 8E "A MOTION TO AMEND THE SCOPE OF WORK FOR THE TUKWILA INTERNATIONAL BOULEVARD PHASES 2 AND 3 CONSTRUCTION PROJECT DUE TO COST INCREASES" FROM THE AGENDA AT THIS TIME TO INVESTIGATE GRANT POSSIBILITIES. MOTION CARRIED 7 -0. SPECIAL PRESENTATIONS a. Treasure of Tukwila Award Norma Lewin Mayor Mullet explained the Treasure of Tukwila award. Each year the City chooses one citizen who has made a positive difference in the City to be a "Treasure of Tukwila" recipient. This award recognizes those special individuals who make an extra effort to enhance the lives of others or to improve the health and vitality of the community. This year's recipient is Norma Lewin. For many years, Ms. Lewin has provided new clothing and beautifully handcrafted garments to children in need. This year she provided 75 hand -sewn garments and delivered them in person to schools in Tukwila. Mayor Mullet presented Ms. Lewin with a crystal vase filled with packaged assortments of Tukwila Hazelnuts and a ThinkTukwila shopping bag. A variety of Ms. Lewin's handcrafted items were displayed, and members of her family were introduced. Mayor Mullet thanked Ms. Lewin for her selfless contribution to the Tukwila community, and she was given a standing ovation by the City Council and audience. Transportation Committee October 23, 2006 5:00 p.m. Present: Joe Duffle, Chair; Pam Carter, and Joan Hernandez, Council members. Kevin Fuhrer, Director of Finance; Derek Speck, Economic Development Administrator; Jim Morrow, Director of Public Works; Frank Iriarte, Deputy Director; Bob Giberson, Acting City Engineer; Pat Brodin, Operations Manager; Gail Labanara, Public Works Analyst; Robin Tischmak, Senior Engineer; Diane Jenkins, Administrative Assistant to the Council; and Chuck Parrish, community member. Business Aeenda A. Tukwila Urban Center Signal Interconnect and ITS Traffic Signal Uninterruptible Power Supply (UPS) Units Bid Award Mr. Giberson reported that it is being recommended to award a contract for the Tukwila Urban Center Signal Interconnect and ITS project to Cascade Signal Corporation for traffic signal uninterruptible power supply units (UPS). On page 4 is a listing of items to be supplied by the City. The UPS units are not available on the State bid. Only one bid was received. Ms. Carter questioned why there was only one vendor. Mr. Giberson replied that this is very specialized traffic signal controller that has back -up power. Unanimous approval. Forward to COW. B. Construction Contract Price Increases Mr. Morrow presented information on construction contract prices which have steadily increased over the last couple of years and continue to rise. Mr. Giberson noted that last year there was a dramatic increase in supplies and materials. Many agencies are scrambling to amend their construction budgets due to the price increases. Mr. Giberson noted that every year a project is delayed, it impacts the budget. Mr. Morrow expects that the increases will continue to rise as much as 10 -30% per year. This is occurring in both the private and public sectors. Mr. Giberson referred to page 15 which provided a summary of the number of bidders per project over the last six years; it has been steadily decreasing. Competition is keeping the numbers down. Ms. Hernandez noted that if this trend continues, it would impact the City's CIP and proposed LIDs. Mr. Morrow cautioned that it is difficult to put cost estimates on projects with costs escalating like this. Ms. Carter asked if inflation and materials can be estimated when developing estimates for LIDs. Mr. Morrow replied that detailed cost estimates are provided using the best information available and that information can be figured into the costs. He pointed out that it is better to reduce the cost than to increase it at a later time. It was requested that this information be shared with the entire council at a future meeting. Discussion only. C. Tukwila International Boulevard Phases 2 and 3 Construction Cost Increases vs. Budget Mr. Morrow conveyed that the scope of work on the Tukwila International Blvd, Phases 2 and 3, had to be reduced because of funding and increased construction costs. Mr. Tischmak reviewed the funding of this project. The options to bring this project within budget were: eliminate undergrounding of utilities; eliminate some proposed improvements within DOT limited access area at the north end of the project; and redesign some retaining walls from cast -in -place to a less expensive wall type. Mr. Tischmak reviewed the location of the sidewalk and indicated that there is not much pedestrian traffic north of Homeland Security but noted that there would be an 8 foot asphalt shoulder. So, the sidewalk will stop at that new intersection. He highlighted the changes in the type of retaining wall to be installed. Mr. Duffle noted that others are asked to underground utilities and yet the City isn't doing that. Mr. Morrow conveyed it was due to budget restraints. The City has granted waivers due to prohibitive costs of undergrounding. Ms. Carter noted that this is also zoned an industrial area. Ms. Carter asked if decorated blocks would be used on the retaining wall. Mr. Morrow related that a decorative finish would be used. Unanimous approval. Move to Committee of the Whole and then to regular council.