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HomeMy WebLinkAboutUtilities 2009-11-24 COMPLETE AGENDA PACKET Distribution: B Giberson S. Hunstock City of Tukwila K. Hougardy F. Iriarte S. Kerslake P. Linder R. Tischmak M. Miotke Utilities Committee D. Robertson P. Brodin J. Pace Mayor Haggerton G. Labanara C. Parrish J. Hernandez R. Larson B. Arthur Kathy Hougardy, Chair R. Berry M. Cusick File Copy K. Matej P. Lau Single side to Ana Pam Linder D. Speck M. Mathia 3 Extra Copies Dennis Robertson C. O'Flaherty S. Anderson e-mail to Saxton,Hart M. Hart J. Howat C. O'Flaherty, Narog, S. Norris B. Still S. Norris and S. Kirby N. Olivas R. Still AGENDA TUESDAY, NOVEMBER 24, 2009 Time: 5:00 PM Place: Conference Room #1 vv- I. Current Agenda Review I. II. Presentation(s) II. III. Business Agenda III• A. Interurban Ave S Waterline Project A. Forward to 12/07/09 Regular Pg. 1 Project Completion and Acceptance Consent Agenda B. Standby Power Upgrades Year 1 B. Forward to 12/07/09 Regular Pg. 3 Project Completion and Acceptance Consent Agenda C. Records Center Shelving Contract C. Forward to 12/07/09 Regular pg. 5 Project Completion and Acceptance Consent Agenda D. Sewer Excise Tax Refund from the D. Forward to 12/07/09 Regular pg. 7 State Department of Revenue Consent Agenda E. Third Quarter Reports E. Information Only pg. 9 IV. Old Business IV. Future Agendas: Next Scheduled Meeting: Tuesday, December 15, 2009 (Last utilities Meeting for 2009 will be 12115109, if needed) Committee Goals: Study the feasibility and implementation of televised City Council meetings. Continue to foster relationships within local, regional, and state entities that encourage opportunities for joint partnership and outreach. I& The City of Tukwila strives to accommodate individuals with disabilities Please contact the Public Works Department at 106 433 -0179 for assistance. TO: City of Tukwila INFORMATIONAL MEMORANDUM Mayor Haggerton Transportation Committee FROM. Interim Public Works Director DATE: November 9, 2009 SUBJECT: Interurban Avenue S Waterline Project Project No. 04 -WT02, Contract 08 -093 Project Completion and Acceptance ISSUE Accept contract as complete and authorize for release of the retainage. Attachment: Dept of Revenue Notice of Completion W:\PW Eng1PROJECTS1A- WT Projects \04Wf02 IU Waterline Construction Phase \INFO MEMO Closeout 11- 9- 09.doc Jim Haggerton, Mayor BACKGROUND The Notice to Proceed for Contract No. 08 -093 with Gary Merlino Construction Co Inc of Seattle, Washington, was issued on October 13, 2008 for construction of the Interurban Avenue Waterline Project. Project No. 04 -WT02 provided replacement of a 40 +year old 12" cast iron waterline along Interurban Avenue South from 42 Avenue South to 48 Avenue South. The construction was physically completed on June 30, 2009. ANALYSIS Five change orders were issued during construction. Change Orders No. 1 and 2 was for re- connection to a previously unknown 8" waterline and Change Order No 3 was the result of an 8" waterline connection called out on the plan was actually a 12" waterline Change Order No. 4 provided re- connection of the water service to the Union 76 Station previously thought to be connected at a different point of the existing line now needing to be connected to the new water line. Change Order No. 5 was to provide additional elements needed to make the northerly connection into the existing system due to previously unknown conditions of the water system. Change Orders No. 4 5 were approved by Council on June 15, 2009. Contract Award Amount 311,000.00 Change Order Nos 1 through 5 60,675.94 Reductions (1,407.09) Sales Tax (N /A) 33,324.19 Total Amount Paid (incl. retainage) 403.593.04 RECOMMENDATION The Council is being asked for formal acceptance and retainage release authorization, subject to standard claim and lien release procedures, for the contract with Gary Merlino Construction Co., Inc., in the amount of $405,000.14 and consider this item on the consent agenda of the December 7, 2009 Regular Meeting. 1 From: State of Washington Department of Revenue PO Box 47474 R EVENUE Olympia WA 98504 -7474 City of Tukwila 6200 Southcenter Boulevard Tukwila, WA 98188 Contractor's Registration No. (UBI No.) 600 584 952 Date 7/13/09 NOTICE OF COMPLETION OF PUBLIC WORKS CONTRACT Name Address of Public Agency Description of Contract Interurban Ave S Waterline Project 04 -WTO2 Contractor's Name Gary Merlino Construction Co., Inc. Contractor's Address 9125 10 Ave S, Seattle WA 98108 Date Work Commenced Date Work Completed 10/13/08 2/25/09 Surety or Bonding Company Travelers Casualty and Surety Co of America Agent's Address Parker, Smith Fee, Inc., 2233 112 Ave NE, Bellevue WA 98004 Sub -Total 370,268.85 Amount of Sales Tax Paid at 9.0 33,324.19 (If various rates apply, please send a breakdown.) TOTAL 403,593.04 Comments: All work was completed before the 4/1/09 Sales tax increase. Contract Amount Additions Reductions 311,000.00 60,675.94 1,407.09 Assigned To Date Assigned Signature Type gr.Print Name Diane Jaber Phone Number 206 433 -1871 Amount Disbursed Amount Retained Department Use Only Notice is hereby given relative to the completion of contract or project described below Contract Number 08 -093 Telephone Number 206 762 -9125 Date Work Accepted Liquidated Damages 0.00 385,079.60 18,513.44 TOTAL 403,593.04 Disbursing Officer The Disbursing Officer must complete and mail THREE copies of this notice to the Department of Revenue, PO Box 47474, Olympia, WA 98504 -7474, immediately after acceptance of the work done under this contract. NO PAYMENT SHALL BE MADE FROM RETAINED FUNDS until receipt of Department's certificate, and then only in accordance with said certificate. To inquire about the availability of this document in an alternate format for the visually impaired, please call (360) 753 -3217. Teletype (TTY) users please call (800) 451 -7985. You may also access tax information on our Internet home page at http: /dor.wa.gov. 2 TO: City of Tukwila Mayor Haggerton Transportation Committee FROM. Interim Public Works Director DATE: November 9, 2009 INFORMATIONAL MEMORANDUM SUBJECT: Standby Power Uoarades Year 1 Project No. 06 -BG01, Contract 08 -086 Project Completion and Acceptance ISSUE Accept contract as complete and authorize for release of the retainage. Jim Haggerton, Mayor BACKGROUND The Notice to Proceed for Contract No. 08 -086 with Ebenal General, Inc of Bellingham, Washington, was issued on October 6, 2008 for construction of the Standby Power Upgrades Year 1. Project 06 -BG01 provided standby power generators to City Hall, Fire Stations 52, 53 and 54 to facilitate normal operations during power outages due to storms and other naturally occurring conditions. The construction was physically completed on September 25, 2009. ANALYSIS Five change orders were issued during construction. Change Order Nos.1 through 4 involved various construction conflicts and electrical upgrades needed at the Fire Stations which totaled $14,742.00. Change Order No.5 was the result of discovering that the City Hall site was within a stream buffer required a significant amount of mitigation. The generator was relocated to the lower parking lot area. Work included additional conductor and conduit length, bollards to keep vehicles from damaging the generator, and replacement of existing concrete curb. The fee for this change order was $50,565.03. Change Order No 5 was approved by Council on June 15, 2009. Contract Award Amount Change Order Nos 1 through 4 Change Order No. 5 Sales Tax (N/A) Total Amount Paid (incl. retainage) 480,000.00 14, 742.00 50,565.03 49,972.81 595.279.84 RECOMMENDATION The Council is being asked for formal acceptance and retainage release authorization, subject to standard claim and lien release procedures, for the contract with Ebenal General, Inc in the amount of $595,279.84 and consider this item on the consent agenda of the December 7, 2009 Regular Meeting. Attachment: Dept of Revenue Notice of Completion W-\PW Enn1PRO.IECTSU Rn Prnincts \0BBG01 Stand -bv Power Uoarade \Construction \Ebenal\INFO MEMO Closeout 11- 9- 09.doc 3 State of Washington AtorAs Department of Revenue PO Box 47474 t 594 7474 SEP 15 2009 NOTICE OF COMPLETION OF PUBLIC WORKS CONTRACT PI OF T UK.WILA Fifo:tfiANCE DEPT Name Address of Public Agency City of Tukwila 6200 Southcenter Boulevard Tukwila, WA 98188 Description of Contract Ebenal General, Inc. Contractor's Address Contractor's Registration No (UBI No.) 601 462 649 Date 9/14/09 Assigned To Date Assigned Notice is hereby given relative to the completion of contract or project described below Contract Number Standby Power Upgrades 06 BG01 06 BG06 08 086 Contractor's Name Telephone Number (360) 738 -1940 PO Box 31548, Bellingham, WA 98228 Date Work Commenced Date Work Completed Date Work Accepted 9/22/08 7/31/09 8/20/09 Surety or Bonding Company Safeco Insurance Company of America Agent's Address 2101 4th Ave., Suite 600, Seattle, WA 98124 -0347 Sub -Total 545,307.03 Amount of Sales Tax Paid at 9.5 49,972.81 (If various rates apply, please send a breakdown.) TOTAL 595,279.84 Comments: Sales Tax 9.0% through 03/31/09 Sales Tax 9.5% 4/1/09 after Finanrp 4 nnrrwni REV Si 0020eih -27 -01 Contract Amount 480,000.00 Additions 65,307.03 Liquidated Damages Reductions 6 Signature Type or Print Name Diane Jaber Phone Number 206 -433 -1871 Amount Disbursed Amount Retained Department Use Only 568,014.49 27,265.35 TOTAL 595,279.84 Disbursing Officer The Disbursing Officer must complete and mail THREE copies of this notice to the Department of Revenue, PO Box 47474, Olympia, WA 98504 -7474, immediatel■ after acceptance of the work done under this contract. NO PAYMENT SHALL.BE.MADE FROM•RETAINED FUNDS until receipt of Department's certificate, and then only in accordance with said certificate. To inquire about the availability of this document in an alternate format for the visually impaired. please call (360) 753 -3217 Teletype (TTY) users please call (800) 451 -7985. You may also access ta> information on our Internet home pa�,e at http 7dor wa Gov 4 TO: City of Tukwila INFORMATIONAL MEMORANDUM Mayor Haggerton Utilities Committee FROM: Interim Public Works Director DATE: November 16, 2009 SUBJECT: Records Center Shelving Construction Project No. 08 -BG06, Contract No. 09 -104 Project Completion and Acceptance ISSUE Accept contract as complete and authorize for release of the retainage. Contract Award Amount Contract Under -run Sales Tax Total Amount Paid (including retainage) $43,536.00 (1,188.00) 4,023.06 $46.371.06 RECOMMENDATION The Council is being asked to formally accept and authorize the release of retainage, subject to standard claim and lien release procedures, for the contract with Easyup Storage Systems in the amount of $46,371.06, and to consider this item on the Consent Agenda of the December 7, 2009 Regular Meeting. Attachments: Notices of Completion for Department of Labor and Industry, and Department of Revenue Jim Haggerton, Mayor BACKGROUND The Notice to Proceed for Contract No. 09 -104 with Easyup Storage Systems of Seattle, Washington was issued on June 29, 2009 for the Records Center Project. This project provided new shelves at the City's new Records Center at 3411 South 120 Place in Tukwila. ANALYSIS New shelving was physically completed on August 31, 2009. Minor shelving frame adjustments were made during construction in order to provide the most shelving spaces for the City records, while still complying with fire code requirements. In the end, a small amount of contract under -run was identified by the Contractor and City project staff: W:1PW Eng1PROJECTSIA- BG Projects108 -BG06 Records Center\Construction Phase\After Construction \Info Memo Closeout of Records Center Shelving Contract, 11- 16- 09.doc From: State of Washington Department of Revenue r■ PO Box 47474 RE VENUE Olympia WA 98504 -7474 City of Tukwila 6200 Southcenter Boulevard Tukwila, WA 98188 Description of Contract Records Center Shelving Contract, 08 -BG06 Contractor's Name Easyup Storage Systems Contractor's Address 9883 40 Avenue South, Seattle, WA 98118 Date Work Commenced Date Work Completed 8/18/09 8/28/09 Surety or Bonding Company Fidelity and Deposit Company of Maryland Agent's Address 1400 American Lane, Tower 1, 19 Floor, Schaumburg, IL 60196 Sub -Total 42,348.00 Amount of Sales Tax Paid at 9.5 4,023.06 (lf various rates apply, please send a breakdown.) TOTAL 46,371.06 Comments: Contractor's Registration No. (UBI No.) 602 684 203 Date 9/29/09 NOTICE OF COMPLETION OF PUBLIC WORKS CONTRACT Name Address of Public Agency Notice is hereby given relative to the completion of contract or project described below Contract Amount Additions Reductions 43,536.00 0.00 1,188.00 Assigned To Date Assigned Signature Type or Print Name Diane Jaber Phone Number 206 433 -1871 Amount Disbursed Amount Retained Department Use Only Contract Number 09 -104 Telephone Number 206 394 -3330 Date Work Accepted Liquidated Damages 0.00 44,253.66 2,117.40 TOTAL 46,371.06 Disbursing Officer The Disbursing Officer must complete and mail THREE copies of this notice to the Department of Revenue, PO Box 47474, Olympia, WA 98504 -7474, immediately after acceptance of the work done under this contract. NO PAYMENT SHALL BE MADE FROM RETAINED FUNDS until receipt of Department's certificate, and then only in accordance with said certificate. To inquire about the availability of this document in an alternate format for the visually impaired, please call (360) 753 -3217. Teletype (TTY) users please call (800) 451 -7985. You may also access tax information on our Internet home page at http: /dor.wa.gov. RPV 11 mmo. r42yzni' 6 City of Tukwila INFORMATIONAL MEMORANDUM TO: Mayor Haggerton Utilities Committee FROM: Interim Public Works Director DATE: November 4, 2009 SUBJECT: Sewer Excise Tax Refund from the Department of Revenue ISSUE BACKGROUND RECOMMENDATION Information only. W'PW EnntOTHER \Pat Rredintinfo Memo DOR Sewer Excise Tax Refund doc Jim Haggerton, Mayo; The City recently received a refund on sewer utility excise taxes representing a multi -year audit that more accurately defined the sewer infrastructure and assets subject to State taxes. Along with several other municipalities, Tukwila began a process in 2002 to work on an excise tax refund request. This request was primarily based on a change in the way sewer revenues are classified for tax purposes. The City entered into an agreement with the FCS Group to gather data needed on the City's behalf and address any other tax issues that may surface during the review. According to WAC 458 -20 -179, sewer revenues subject to public utility tax is split into collection and transmission components. Only the collection portion of the sewer system is taxed at the public utility rate. Also, amounts paid to another for jointly provided services (i.e. Metro regional wastewater treatment) are deductible from gross service revenues prior to the collection/ transmission split. Other details specified by the WAC for deductions are distribution of water through an irrigation system, sustained credit losses, and payments related to damages to the utility's plant caused by individuals, etc. This entailed a Herculean effort on the part of both the Public Works and Finance departments to supply the necessary background data to support the refund for the years 1998 to 2007. Discerning the split of what belonged to transmission and what belonged to collection was possible through the City's GIS mapping of the utility. Sewer lift stations were in the exempt portion as well. The summary of all this effort found Tukwila with total expenses relating to transmission of 56.39% and collection of 43.61% resulting in a refund of $407,965.00 from the Department of Revenue. 7 CITY COUNCIL City of Tukwila BUDGET PROGRAM GOALS THIRD QUARTER REPORT TO COUNCIL July 1 September 30, 2009 Prepared for Utilities Committee Jim Haggerton, Mayor 1. Seek out opportunities for Councilmembers to further their knowledae. experience and awareness of the different cultures represented within the Tukwila community: Assigned to Community Affairs Parks Committee for implementation and /or follow -up. No activity to report during third quarter. 2. Support oroarams and services that provide a sense of stability. community and unity throughout Tukwila's residential neiahborhoods: Assigned to Community Affairs Parks Committee for implementation and/or follow -up. Councilmembers continue sponsoring a monthly Coffee Chat in the Tukwila community. 3. Work toaether in cooperation with nearby cities to address common problems in the Hiahwav 99 corridor and Military Road: Assigned to Finance Safety Committee for implementation and/or follow -up. Mayors from Tukwila and SeaTac have been communicating regarding the possibility of a joint meeting between the two city councils. Due to an increased workload, Tukwila City Council was not able to commit to a specific meeting date during third quarter. 4. Provide legislative support and encouragement to Tukwila residents livina in rental communities throuah oroarams that hold owners and /or property managers accountable for orovidina safe places to live throuah the implementation of a rental licensing Droaram: Assigned to Community Affairs Parks Committee for implementation and /or follow -up. Tukwila Councilmembers actively opposed HB 1296/SB 5495 which provided for limitations on rental housing inspections. Relative legislation was deferred this legislative session. Department of Community Development staff continues to move forward with developing a rental housing licensing program for Tukwila. 5. Approve and implement standard operatina Drocedures for the Council. Review and update procedures on a reaular basis: Not currently assigned to a specific committee. During third quarter, the Legislative Analyst continued to research, gather information and prepare draft materials relative to Council standard operating procedures. 6. Support the implementation of City endorsed programs (i.e. Walk Roll Plan. Fire Master Plan. Parks Recreation Open Space Plan) through policy related decisions not associated with direct program funding: Assigned to Community Affairs Parks Committee for implementation and /or follow up. No activity to report during third quarter. 7. Ensure a commitment to continued human services fundino in relation to the cost of livina through consistent review of reaional. state and federal budgets affectina human services oroarams and services: Assigned to Community Affairs Parks and Finance Safety Committees for implementation and /or follow -up. This item will be scheduled for Committee review as budget reviews deem appropriate. 8. Study the feasibility and implementation of televised City Council meetinas: Assigned to Utilities Committee for implementation and/or follow -up. Information Technology staff has conducted preliminary research on this topic, which will be scheduled for Committee discussion during the third quarter. 9. Continue to foster relationships within local, reaional and state entities that encourage opportunities for ioint partnership and outreach: Assigned to Utilities Committee for implementation and/or follow -up. Councilmembers serves as representatives and alternates on local, regional and state boards, committees and commissions including but not limited to: SCATBd, SKEDI, WRIA 9, AHAB, Suburban Cities Association, Association of Washington Cities, Highline Forum and Cascade Water Alliance. 9 2009 Third Quarter Report Prepared for Utilities Committee Page 2 10. Formulate an Adoot -a- Neighborhood oroaram that will provide Councilmembers the opportunity to become more familiar with the chanaina faces of communities and neiahborhoods throughout the City: Assigned to Community Affairs Parks Committee for implementation and /or follow -up. This item was not scheduled for Committee review during the third quarter. 11. Research the viability of soonsorina a City -wide Citizens' Academy: Assigned to Community Affairs Parks and Finance Safety Committees implementation and /or follow -up. This item was not scheduled for Committee review during the third quarter. 12. Establish a process to provide updates to Council on issues that are brouaht forward at Council meetinas durina citizen comment opportunities: Assigned to Transportation Committee for implementation and /or follow -up. This item was not scheduled for Committee review during the third quarter. PUBLIC WORKS DEPARTMENT 3 QUARTER SIGNIFICANT ISSUES The Howard Hanson Dam seepage problem continues, despite Corp of Engineers work to install a temporary fix that may or may not allow additional water to be stored behind the dam. Staff participated in numerous local and regional planning and outreach meetings. Council passed Resolution No. 1689 declaring a local emergency due to increased flood potential because of dam's lower storage capacity. Notice to Proceed issued for Surface Water's Storm Lift Station No. 18 Upgrade and Gilliam Creek Basin Stormwater Overflow. BUDGET PROGRAM GOALS Public Works Administration 1. Prepare and present a comprehensive City Facilities Upgrade and Replacement Plan: Has been placed on -hold until a financing plan is adopted. 2. Evaluate future arant fundina options available and propose a course of action to fund transportation p_roiects: Staff will continue to seek funding opportunities. 3. Implement the Emeraencv Manaaement Community Disaster Education (CDEI Program: In progress. Preparedness briefings are part of the Outreach Program for the Howard Hanson Dam planning effort. Council approved Resolution 1689 declaring a local emergency due to flood control capabilities of the Howard Hanson Dam. 4. Provide quarterly reports on emeraencv management issues: Ongoing, Mayor and Council are being regularly updated on all issues. 5. Hold auarterly community informational meetings: Ongoing. Emergency Management has held 7 public outreach briefings to date with several hundred people in attendance. Water Utility /Maintenance Operations General: 1. Track backflow prevention compliance for the annual Department of Health report using the City's cross connection data oroaram: Data updates complete and DOH reports have been sent. 2. Continue the remaining phase of the automatic meter read program in the residential areas: Remaining area, Allentown, nearing completion. 3. Implement a oroaram to test the accuracy of water meters 2- inches and laraer into standard preventative maintenance procedures: Testing meters to resume in the fourth quarter. 4. Monitor Water Use Efficiency efforts and provide an annual report: Report sent to Washington State Department of Health. Performance: 1. Install new water meters within 48 hours of the hook -uo request: Goal being met. 2. Resoond to water quality concerns within 24 hours: No requests received this quarter. 3. Test chlorine residual level bi-monthlv: Goal being met as scheduled. 10 2009 Third Quarter Report Prepared for Utilities Committee Page 3 4. Test coliform levels bi-monthlv: Goal being met. 5. Achieve 10 percent water savinas to meet Water Efficiency Goals established by the Municipal Water Law: Completed 10% for 2008 and evaluating 2009 as consumption figures come in. 6. Regular testing of fire hydrants: Completed for 2009. General Engineering Services Water 1. Complete construction of Andover Park East Water main Reolacement Project: Potholing and survey work underway. Design completion scheduled by fourth quarter. Sewer Maintenance Operations General: 1. Evaluate system -wide conditions for possible replacement and /or upgrade: Assessment completed with Infiltration Inflow work. 2. Review results of video loos to identify damaaed areas and locations of possible infiltration /inflow: Repairs have been made as needed based on inspection logs. 3. Implement a system for remote monitorino of lift stations response and corrective action can be achieved from a laptop computer: New software installed and further fine tuning is needed. Performance: 1. TV inspect 20.000 LF of pioe annually: Approximately 50% complete, will begin again in October. 2. Clean 183.000 LF of pipe annually: Approximately 50% complete. 3. Clean and maintain 730 manholes annually: Approximately 500 manholes completed. 4. Weekly monitorina of 10 sewer lift stations for pump hours. start counts. and generator operation: Routine scheduled monitoring along with cleaning of wet wells. General Engineering Services Sewer 1. Complete construction of the Interurban Ave S Gravity Sewer Project: Potholing and survey work are being coordinated with Interurban Ave S roadway improvements. If the roadway improvement project is delayed, an overflow pipe will be constructed in 2010. Surface Water Maintenance General: 1. Participate in development of a multi -year small drainaae project list: Design review completed. 2. Provide field support to Enoineerina for GIS inventory: Continuing for Area 5 with Area 6 next. 3. Investigate through usaae of TV. GIS and flushino tasks to find unmapped systems: Efforts are underway to begin TV work in areas that still need additional mapping. Performance: 1. TV inspect 15.000 LF of pipe: Completed. 2. Maintain /clean 3.500 LF of ditches and four laroe water aualitv ponds: 2,800 LF completed. 3. Clean 1.400 catch basins. manholes and stormceotors: 1,000 catch basins cleaned. 4. Maintain /clean 15.000 LF of storm lines: Completed inspection efforts. 5. Conduct weekly monitorina of five storm lift stations for pump hours, start counts. and generator operation: Routine scheduled monitoring. Surface Water General Engineering Services 1. Complete small drainaoe proiects identified on the approved list for 2009 -2010: Construction for 2009 contract is nearly complete. 2. Continue adoption and repair of the private storm systems that have been identified: Consultant will complete design of 5 other sites in the 4" quarter for future construction. 3. Continue develooment of the GIS as- builts of city infrastructure that complies with NPDES: Area 5 inventory complete. Area 6 presented to UC to begin in 4" quarter. 11