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HomeMy WebLinkAboutTrans 2010-02-16 COMPLETE AGENDA PACKETTUESDAY AGENDA NOT E j TUESDAY, FEBRUARY 16, 2010 Time: 5:00 PM Item I. Current Agenda Review II. Presentation(s) II. III. Business Agenda III. A. Macadam Road Bridge Soffit Repairs Project Completion and Acceptance B. 2009 Fourth Quarter Report C. Council Pre Retreat Budget Review (PLEASE BRING YOUR BUDGET BOOKS) IV. Old Business City of Tukwila Transportation Committee Verna Seal, Chair Joan Hernandez De'Sean Quinn Distribution: V. Seal J. Hernandez D. Quinn D. Robertson Mayor Haggerton S. Lancaster K. Matej D. Speck C. O'Flaherty M. Hart S. Norris S. Kerslake Place: Conference Room #1 1 Recommended Action A. Forward to 03/01/10 Regular Pg. 1 Consent Agenda B. Information Only C. Information Only IV. Future Agendas: Next Scheduled Meeting: Monday, March 1, 2010 Committee Goal: Establish a process to provide updates to Council on issues that are brought forward at Council meetings during citizen comment opportunities. S The City of Tukwila strives to accommodate individuals with disabilities. P /ease contact the Public Works Department at 206- 433 -0179 for assistance. B. Giberson F. Iriarte R. Tischmak P. Brodin G. Labanara C. Knighton P. Lau M. Mathia S. Anderson S. Hunstock J. Pace J. Harrison N. Olives M. Miotke C. Parrish B. Arthur File Copy Single side to Ana 3 Extra Copies e -mail cover to B.Saxton, M. Hart, C. O'Flaherty, K. Narog, S. Norris and S. Kirby 1 Page Pg. 3 Pg. 9 TO: City of Tukwila Mayor Haggerton Transportation Committee FROM: Public Works Director DATE: February 8, 2010 Attachment: Notice, of Completion INFORMATIONAL MEMORANDUM SUBJECT: Macadam Road Bridae Soffit Repairs Project No. 09 -RW02, Contract No. 09 -159 Project Completion and Acceptance ISSUE Accept contract as complete and authorize for release of the retainage. BACKGROUND The Notice to Proceed for Contract No. 09 -159 with Nordic Construction, Inc. of Fife in Washington, was issued on October 28, 2009 for the Macadam Road Bridge Soffit Repairs. This project provided 14 spall repairs to the Macadam Road South bridge, between South 131 Street and 43 Avenue South. ANALYSIS Construction was physically completed on November 24, 2009. Three change orders were executed for this project, in order to compensate the contractor for different soffit repair approaches, additional spall repairs, and applying epoxy anti corrosion bonding agent to exposed rebar. Minor unit price under -runs were due to a force account item and some construction materials not completely utilized during construction. The budget for this project was $45,077.70 and the retainage remaining to be paid is $1,954.90. Contract Award Amount Change Order Nos. 1 3 Unit Price Under -runs Total Amount Paid (including retainage) $39,198.00 6,616.00 (6.716.00) $39.098.00 Jim Haggerton, Mayor 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 Nordic Construction, Inc. in the amount of $39,098.00; and to consider this item on the March 1, 2010 Regular Meeting Consent Agenda. WAPW Eng\ROJECTS\ RW RS Projects \09RW02 2009 Bridge Insp\Macadam Bndge Repairs \Construction Phase \After ConstructionUnfo Memo Macadam Rd Bndge Soffit Repans ProJ Closeout, 2.8 -10 doc State of Washington Department of Revenue PO Box 47474 R E VENUE Olympia WA 98504 -7474 Contractor's Registration No. (UBI No.) 601 164 241 From: City of Tukwila 6200 Southcenter Boulevard Tukwila, WA 98188 Macadam Road Bridge Soffit Repair 09 -RWO2 Contractor's Name Comments: No Sales Tax Rule 171 REV 31 0020e (6- 27 -01) Date 1/14/10 NOTICE OF COMPLETION OF PUBLIC WORKS CONTRACT Name Address of Public Agency, Signature Type or Print Name Diane Jaber Phone Number 206 -433 -1871 Department Use Only Assigned To Date Assigned Notice is hereby given relative to the completion of contract or project described below Description of Contract Contract Number 09 -159 Telephone Number Nordic Construction, Inc. 253- 922 -3100 Contractor's Address 106 55th Ave. East, Fife, WA 98424 -2426 Date Work Commenced Date Work Completed Date Work Accepted 10/28/09 11/24/09 Surety or Bonding Company Berkley Regional Insurance Co. Agent's Address Propel Insurance, 1201 Pacific Ave., Suite 1000, Tacoma, WA .98402 Contract Amount 39,198.00 Additions 0.00 Liquidated Damages 0.00 Reductions 100.00 Sub -Total 39,098.00 Amount Disbursed 37,143.10 Amount of Sales Tax Paid at 0.0 0.00 Amount Retained 1,954.90 (If various rates apply, please send a breakdown.) TOTAL 39,098.00 TOTAL 39,098.00 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. CITY COUNCIL City of Tukwila BUDGET PROGRAM GOALS: FOURTH QUARTER REPORT TO COUNCIL October 1 December 31, 2009 Prepared for Transportation Committee Jim Haggerton, Mayor 1. Seek out opportunities for Councilmembers to further their knowledge, 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 fourth quarter. 2. Support proarams and services that provide a sense of stability. community and unity throuahout Tukwila's residential neiahborhoods: Assigned to Community Affairs Parks Committee for implementation and /or follow -up. Councilmembers continue to sponsor a monthly Coffee Chat in the Tukwila community. 3. Work together 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 fourth quarter. 4. Provide leaislative support and encouraaement to Tukwila residents livina in rental communities through programs that hold owners and /or property managers accountable for providina safe places to live throuah the implementation of a rental licensina program: 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 operating procedures for the Council. Review and update procedures on a reaular basis: Not currently assigned to a specific committee. Current workload assignments prevented the Legislative Analyst from further research and preparation of 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 fundina: Assigned to Community Affairs Parks Committee for implementation and /or follow -up. No activity to report during fourth quarter. 7. Ensure a commitment to continued human services fundina in relation to the cost of livina through consistent review of reaional. state and federal budgets affectina human services programs 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, but discussion has been delayed due to staff workload, per City Administrator. 2009 Fourth Quarter Report Prepared for Transportation Committee Page 2 9. Continue to foster relationships within local. reaional and state entities that encourage opportunities for joint partnership and outreach: Assigned to Utilities Committee for implementation and /or follow up. Councilmembers serve 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. 10. Formulate an Adopt -a- Neighborhood program that will provide Councilmembers the opportunity to become more familiar with the changing faces of communities and neighborhoods throuahout the City: Assigned to Community Affairs Parks Committee for implementation and /or follow -up. This item was not scheduled for Committee review during the fourth quarter. 11. Research the viability of sponsorina 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 fourth quarter. 12. Establish a process to provide updates to Council on issues that are brought forward at Council meetings during citizen comment opportunities: Assigned to Transportation Committee for implementation and /or follow -up. This item was not scheduled for Committee review during the fourth quarter. PUBLIC WORKS DEPARTMENT 2009 YEAR END SUMMARY: Public Works ended 2008 and started 2009 with a record snow and ice storm. From that storm, the US Army Corps of Engineers announced that the Howard Hanson Dam would not store as much water and that there could be an increased probability that the City would experience flooding along the Green River. A massive planning effort and outreach program continued throughout the year for Public Works to inform our business and residential communities. Council passed Resolution No. 1689 declaring a local emergency and Resolution 1697 for emergency contracting procedures. A draft Flood Response Plan has been completed by all City departments. As of December 31, 2009, no flooding was experienced in Tukwila. Overall, the City is better prepared now for any potential future flooding or natural disaster. 4th QUARTER SIGNIFICANT ISSUES: In support of the King County Flood Control District, advance protective measures HESCOs and Super Sacks) were installed along the Green River. The log cabin on S 140 St was demolished and HESCO's were installed at that location. An interfund utility tax on water, sewer and surface water was implemented to help fund the Howard Hanson Dam Flood Response Plan. Construction is 66% complete and within budget for Phase II Ill of Tukwila International Blvd Improvement Project. Currently preparing to shift traffic from the west side of road to the east side of the road in early 2010 to enable the contractor to start construction of the west side improvements. Construction began on the Surface Water's Storm Lift Station No. 18 Upgrade and Gilliam Creek Basin Stormwater Overflow; both projects are related to the Howard Hanson Dam Flood Response Plan. 2009 Fourth Quarter Report Prepared for Transportation Committee Page 3 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 grant funding options available and propose a course of action to fund transportation proiects: Staff continued to seek funding opportunities. 3. Implement the Emergency Manaaement Community Disaster Education (CDE) Program: Preparedness briefings are part of the Outreach Program for the Howard Hanson Dam planning effort. CERT Program Trainer recruitment on hold due to budget restrictions. 4. Provide quarterly reports on emeraencv manaaement issues: Mayor and Council are being regularly updated on all issues. Council approved Resolution 1697 declaring the existence of an emergency requiring Public Works, without bid, to address the hazards from the Hanson Hanson Dam Flood Response Plan. 5. Hold auarterly community informational meetinas: Ongoing. Emergency Management has held 9 public outreach briefings to date with several hundred people in attendance. Business Services 1. Create a more effective, cost efficient department— proiecting and monitoring department costs: seeking more cost effective purchasing agreements with vendors; preparing the department's operation, maintenance and capital facilities budaet using a "needs- basis" approach: Ongoing. 2. Review the feasibility of using Council approved Local Improvement Districts (LIDs' as a means of financing street improvement proiects for residential and commercial areas: Approved Resolution No. 1690 and revised Resolution No. 1698 for the Intent to Form a LID and Ordinance No. 2260 was approved to Form LID #33 for the Tukwila Urban Center Access (Klickitat) Project. 3. Review "rate model" for establishina appropriate rates for water. sewer and surface water enterprise funds. Investigate the feasibility of a consumption -based sewer rate: The rate model was completed with the updated 2010 -2015 Capital Improvement Program. Minimum water charges were increased in 2010 to compensate for stagnant revenue based on water consumption levels decreasing due to conservation. Residential sewer rates will remain a flat rate as opposed to consumption -based since overall water consumption is decreasing. An interfund utility tax was implemented to help fund the Howard Hanson Dam Flood Response Plan. Maintenance Administration 1. Identify operational reauirements (facility space. equipment. and personnel) for all maintenance functions being performed: Material staging and storage have been prioritized for the Howard Hanson Dam Flood Response Plan. 2. Implement recurrent technical trainina and operational safety programs to maintain employee certification levels to meet current and updated regulations: Training was completed for confined space and the City's confined space plan with the new regulations has been approved. 3. Initiate a program that will improve the energy efficiency of City maintenance operations: As part of the City's Green Team, Public Works is reducing waste and evaluating energy conservation. Engineering Administration 1. Assess standardized contractina procedures for construction and repair proiects: City attorney is reviewing all contract templates. 2. Annual assessment and update of transportation impact fees system: On -hold pending budget approval for traffic model and transportation element update. Traffic, Parks, and Fire Impact fees were input into Finance's new Project Accounting software for tracking. Development General: 1. Maintain and improve the turn around time for permit review and approval: All performance goals are being met. 2. Work with and support DCD to improve permit processes: Ongoing. 2009 Fourth Quarter Report Prepared for Transportation Committee Page 4 Performance: 1. Zero backlogs of permits waiting for more than 30 days to be reviewed: Goal met. 2. Permits for sinale familv residences issued within 30 days: Goal met. Facility Maintenance General: 1. Maintain a record keeping and trackina system for facility maintenance work order allocation: Goal met. Facilities also assessed auxiliary power sources for emergency purposes (i.e. 6300 Building, etc.). 2. Implement the business plan for facility maintenance: Planning is now part of the Green Initiative. Performance: 1. Advertise and award 90% of active Fund 303 Projects no later than June l On budgetary hold. 2. Reduce facility maintenance costs by 10% throuah efficiencies: Reviewing and implementing lighting cooling efficiencies. Street Maintenance /General Admin General: 1. Participate in pavement manaaement for the multi -year street overlay program: Completed the design review with engineering. The 2009/2010 Overlay and Repair Program was completed in 2009. 2. Assess the Traffic Operations Center (TOM effectiveness and flexibility with an emphasis on expanding its use by other departments: Fiber expansion by City crews was completed from City Hall to the Neighborhood Resource Center on Tukwila Intl Blvd. Performance: 1. Repair City -owned streetliahts within 72 hours. For Seattle City Light/Puget Sound Enerav streetlights, report within 24 hours: Repairs have been made on City -owned lights as needed. 2. Correct all traffic signal problems within 24 hours: Goal being met. 3. Perform quarterly preventative maintenance on all City -owned traffic sianals: Completed all LED replacements in the traffic signal heads. 4. Evaluate reflectivity of all sians once a year: Completed. 5. City street cleanina: Goal met. Residential 100 percent of the streets, twice a year. Arterial residential and commercial /industrial roads six times a year.. Arterial commercial /industrial roads eiaht times a year. 6. Potholes shall be repaired within 48 hours of notification: Goal being met 7. Provide auarterlv reports on the effort to remove araffiti from public property: Year -end report being prepared. Residential Streets General Engineering 1. Prioritize. budget. and schedule list of residential street improvement projects. includina condition of sidewalks. for inclusion into the City's Capital Improvement Proaram: On hold. 2. Annual update of pavement manaaement system: 2009/2010 Overlay Repair Program construction was completed in 2009. Due to staff workload, the pavement management system will need to be updated in 2010. Bridges Streets General Engineering 1. Ongoing construction of Phase II Ill of Tukwila International Blvd. Improvement Project: Construction is 66% complete and within budget. Contractor is on a winter construction schedule. Preparing to shift traffic from west side of road to the east side in 2010 to enable contractor to construct west side improvements. 2. Award construction contract for Tukwila Urban Access (Klickitatl Project: LID formation approved by Council. ROW acquisition completed with ROW certification to follow. Advertisement date postponed pending resolution of design criteria with WSDOT. 2009 Fourth Quarter Report Prepared for Transportation Committee Page 5 3. Award construction contract for Southcenter Parkway Project: Final design supplement with David Evans approved by Council. Final plans submitted to WSDOT for review. Right -of -way certification underway. Advertisement scheduled for February 25, 2010. Water Utility /Maintenance Operations General: 1. Track backflow prevention compliance for the annual Department of Health report usina the City's cross connection data oroaram: Data updates completed and DOH reports have been submitted. 2. Continue the remainina phase of the automatic meter read program in the residential areas: Remaining area, Allentown, nearing completion. More installs are scheduled for 2010. 3. Implement a program to test the accuracy of water meters 2- inches and laraer into standard preventative maintenance procedures: Goal met. 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 -up request: Goal being met. 2. Respond to water aualitv concerns within 24 hours: Other than Lake Young's algal bloom issues, there were no calls or complaints in the Tukwila system for 2009. 3. Test chlorine residual level bi-monthlv: Goal being met as scheduled. 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 waiting for final 2009 consumption figures. 6. Reaular testina of fire hydrants: Completed for 2009. General Engineering Services Water 1. Complete construction of Andover Park East Water main Replacement Proiect: Design is complete. SEPA and shoreline permits have been submitted. Advertise in second quarter of 2010. Sewer Maintenance Operations General: 1. Evaluate system -wide conditions for possible replacement and /or uoarade: Assessment completed with Infiltration Inflow work. 2. Review results of video loas 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 monitorina of lift stations response and corrective action can be achieved from a laotop computer: New software installed and further fine tuning is underway. Performance: 1. TV inspect 20.000 LF of pipe annually: Approximately 75% complete. This goal was not met due to the Howard Hanson Dam Flood Response Plan. 2. Clean 183.000 LF of pipe annually: Approximately 90% completed. This goal was not met due to the Howard Hanson Dam Flood Response Plan. 3. Clean and maintain 730 manholes annually: Approximately 500 manholes completed. This goal was not met due to the Howard Hanson Dam Flood Response Plan. 4. Weekly monitorina of 10 sewer lift stations for Dump hours, start counts, and aenerator 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: Design is complete. Easement is needed to construct overflow pipe. Advertise in third quarter of 2010. Interurban roadway project is on hold. Surface Water Maintenance General: 1. Participate in development of a multi -year small drainage oroiect list: Design review completed. 2. Provide field support to Enaineerina for GIS inventory: Continuing with Area 6. 2009 Fourth Quarter Report Prepared for Transportation Committee Page 6 3. Investigate throuah usage of TV. GIS and flushing 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: This goal was not met due to the Howard Hanson Dam Flood Response Plan. 2. Maintain /clean 3.500 LF of ditches and four large water quality ponds: 2,800 LF completed. This goal was not met due to the Howard Hanson Dam Flood Response Plan. 3. Clean 1.400 catch basins, manholes and stormceotors: 1,000 catch basins cleaned. This goal was not met due to the Howard Hanson Dam Flood Response Plan. 4. Maintain /clean 15.000 LF of storm lines: Completed inspection efforts. 5. Conduct weekly monitorina of five storm lift stations for oumD hours. start counts. and aenerator operation: Routine scheduled monitoring. Surface Water General Engineering Services 1. Complete small drainaae projects identified on the approved list for 2009 -2010: 2009 construction is underway with closeout in 2010. 2. Continue adoption and repair of the private storm systems that have been identified: Consultant will complete design of 5 other sites for future construction. 3. Continue development of the GIS as- builts of city infrastructure that complies with NPDES: Area 5 inventory complete. Area 6 contract was approved and is currently underway. Equipment Rental General: 1. Use the Fleet Manaaement Database to recommend a 10 percent reduction in the City's fleet costs: Carpool and auction efforts have reduced under utilized vehicles. 2. Fully implement the Vehicle Replacement Guidelines Procedures: Goal being met. Performance: 1. Return 100 percent of vehicles for preventive maintenance and checkup within the 30 -day timeframe: Ongoing, goal being met. 2. Keep 90 percent of safety vehicles (Police and Fire) available for use: Completed repair of fire trucks for full enablement of the Fire fleet. 3. Complete by April 30th. the "Condition of the City's Fleet" Report: Available upon request. 4. Complete 85 percent of the capital eauipment purchases by June 30 On budgetary hold. MEMORANDUM TO: Transportation Committee FROM: Dennis Robertson, Council President BY: Kimberly Matej, Legislative Analyst CC: Shawn Hunstock, Interim City Administrator and Finance Director DATE: January 14, 2010 SUBJECT: Pre Retreat Budget Review City of Tukwila City Council As Council President, I will be working with the Finance Director and Legislative Analyst to prepare a draft agenda for the 2010 Annual Council Retreat. I anticipate having a draft agenda to the Council sometime during the last week of January/first week of February, and that the majority of the Retreat will focus on discussion of the budget. Per Council discussion at the January 11 COW, Council Committees will conduct detailed review of the 2009 -10 Biennial Budget document in preparation for the 2010 Annual Council Retreat. Council Committees have each been assigned portions of the budget to review over the course of three consecutive meetings. The review schedule for the Transportation Committee is included at the end of this memo. The Committee can choose to move at a faster pace, if desired by its members. The Committee review process, as discussed at the January 11 COW, is outlined below. It is intended to assist the full Council in considering potential program alternatives, expense /capital reductions and /or new revenue opportunities in response to the severity of the City's budget crisis. Committee Review Process Utilizing the 2009 -10 Biennial Budget document, review the pages assigned to the Committee as outlined below. Committee member review, understanding and familiarity of the assigned budget items should be thorough enough that the three Committee members feel comfortable serving as the Council experts for discussion of the appropriate items during the Retreat. As mentioned above, it is the intent of the Committee review process to prepare Committee members with adequate knowledge of assigned sections so that they can assist the rest of the Council in a meaningful discussion of the items at the Retreat. Department directors and managers will be available during Committee meetings, as a resource, to answer questions regarding budget items. Discussions at the Committee meetings should be a Committee -led process, not staff -led. Specifics on budget items, as discussed in the Committee, will not be documented in the Committee minutes. Each Committee member should keep ample individual notes that will aid you in discussing items at the Retreat. Committees are not being asked to make any recommendations regarding the budget during the Committee meetings. Since the strength of the Council is the experience and knowledge of all seven Councilmembers, policy -level discussions regarding budget issues are best addressed with the full Council and Mayor working together. Transportation: Pre Retreat Budget Review page 2 I Tuesday 19, 2010 I Public Works I Facility Maintenance I Street Maintenance Monday, February 1, 2010 Street Fund Arterial Street Fund I Monday, February 16, 2010 Land Acquisition /Parks Dvlp. Facility Replacement General Govt Improvements I Equipment Rental Transportation Review Schedule I BUDGET PAGES 126 -139 140 -141 142 -143 BUDGET PAGES 147 148 -150 BUDGET PAGES 157 158 159 181 -184