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HomeMy WebLinkAboutUtilities 2010-05-11 COMPLETE AGENDA PACKETc City of Tukwila Utilities Committee Kathy Hougardy, Chair Joe Duffie Allan Ekberg Time: 5:00 PM Item I. Current Agenda Review 11. Presentation(s) 111. Business Agenda A. Foster Links Reclaimed Water Pipeline Project Completion and Acceptance B. King County Reclaimed Water Comprehensive Plan Update C. First Quarter Report IV. Old Business Distribution: K. Hougardy J. Duffie A. Ekberg D. Robertson Mayor Haggerton S. Lancaster K. Matej D. Speck C. O'Flaherty M. Hart S. Norris N. Olives AGENDA TUESDAY, MAY 11, 2010 B. Giberson F. lriarte R. Tischmak P. Brodin G. Labanara R. Larson M. Cusick P. Lau M. Mathia S. Anderson J. Howat B. Still R. Still Place: Conference Room #1 I Recommended Action Page I. 11. 111. A. Forward to 5/17/10 Regular Consent Agenda B. Information Only C. Information Only IV. Future Agendas: Next Scheduled Meeting: Tuesday, May 25, 2010 S. Hunstock S. Kerslake M. Miotke J. Pace C. Parrish B. Arthur File Copy Single side to Ana 3 Extra Copies e -mail to B. Saxton, M. Hart, C. O'Flaherty, K. Narog, S. Norris and S. Kirby 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. S The City of Tukwila strives to accommodate individuals with disabilities. Please contact the Public Works Department at 206 433 -0179 for assistance. Pg. 1 Pg. 3 Pg. 5 TO: BACKGROUND Attachment: Dept of Revenue Notice of Completion City of Tukwila Mayor Haggerton Utilities Committee Contract Award Amount Change Order Nos 1 and 2 Cost Under -runs Sales Tax Total Amount Paid (incl. retainage) INFORMATIONAL MEMORANDUM FROM: Public Works Director DATE: May 5, 2010 SUBJECT: Foster Links Reclaimed Water Pipeline Project No. 92 -WT06, Contract 09 -056 Project Completion and Acceptance ISSUE Accept contract as complete and authorize release of retainage. The Notice to Proceed for Contract No. 09 -056 with Precision Earthworks, Inc., of Mukilteo, Washington, was issued on March 23, 2009 for construction of a new reclaimed water line extension. This water line connected the King County reclaimed water system to the Foster Links irrigation pond and is to be used to irrigate Foster Golf Course. All construction costs are being reimbursed by King County per Agreement 08 -062, which was approved by Council on July 21, 2008. ANALYSIS Construction was physically completed on June 20, 2009. Two change orders were issued during construction. Change Order No.1, in the amount of $2,818.34, was required to provide a drainage system to relieve the collection of pond water seeping through the ground into a flow control vault. Change Order No.2, in the amount of $17,242.26, was required because several of the vaults and other design elements on the plans prepared by King County Reclaimed Water Division were determined to be undersized for the planned piping systems. King County Engineers re- designed the system requiring the return of the original vaults and the use of larger vaults. Under -runs were due to the non -use of fees for Unforeseen Utility Conflict Resolution and under -use of miscellaneous work and restoration fees: The budget for this contract with a 10% contingency was $113,723.95 and the outstanding retainage amount is $5,068.51. 94,849.00 20,060.60 (13,539.40) 9.630.17 111.000.37 Jim Haggerton, Mayor 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 Precision Earthworks, Inc. in the amount of $111,000.37 and consider this item on the consent agenda of the May 17, 2010 Regular Meeting. W: \PW Eng \PROJECTS\A- WT Projects192WTO6 Foster Golf Reclaimed Water1Construction Phase\After Construction \INFO MEMO Closeout 5- 11- 10.doc State of Washington Department of Revenue PO Box 47474 REVEN Olympia WA 98504 -7474 Contractor's Registration No. (UBI No. g No.) 600 500 505 From: City of Tukwila Attn: Diane Jaber 6200 Southcenter Boulevard Tukwila, WA 98188 Date 4/12/10 NOTICE OF COMPLETION OF PUBLIC WORKS CONTRACT Name Address of Public Agency Assigned To Date Assigned Notice is hereby given relative to the completion of contract or project described below Description of Contract Contract Number Foster Links Reclaimed Water Pipeline 09 -056 Contractor's Name Telephone Number Precision Earthwarks, Inc. (425) 742 -1276 Contractor's Address 3816 South Road, Mukiteo, WA 98275 Date Work Commenced Date Work Completed Date Work Accepted 3/23/09 6/20/09 Surety or Bonding Company Travelers Casualty and Surety Company of America Agent's Address 601 Union St. Suite 1000, Seattle, WA 98101 -4064 Contract Amount 94,849.00 Additions 20,060.60 Liquidated Damages .0.00 Reductions 13,539.40 Sub -Total 101,370.20 Amount Disbursed Amount of Sales Tax Paid at 9.5 9,630.17 Amount Retained (If various rates apply, please send a breakdown.) TOTAL 111,000.37 Comments: Finance approval Signature Type or Print Name Diane Jaber Phone Number 206 433 -1871 Department Use Only 105,931.86 5,068.51 TOTAL 111,000.37 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. REV 31 0020e (6- 27 -01) City of Tukwila TO: Mayor Haggerton Utilities Committee FROM: Public Works Director DATE: May 5, 2010 ISSUE BACKGROUND ANALYSIS RECOMMENDATION Information only. W: \PW Eng \OTHER \Pat Brodin \Info memo KC reclaim H20.docx INFORMATIONAL MEMORANDUM SUBJECT: King County Reclaimed Water Comprehensive Plan Update King County's Wastewater Treatment Division staff members are developing the County's Reclaimed Water Comprehensive Plan in conjunction with the Metropolitan Water Pollution Abatement Advisory Committee (MWPAAC). Jim Haggerton, Mayor On December 14, 2009, the King County Council adopted a motion approving the Wastewater Treatment Division's (WTD) planning process to determine: if, how, when, where, and by what funding mechanisms over the next thirty years King County's existing water program should expand. The participating conveyance agencies including Tukwila are involved as stakeholders to provide input on the guiding principles of the reclaimed water technical and financial planning process. The purpose of the Reclaimed Water Comprehensive Plan is to develop conceptual strategies to: Analyze potential wastewater flow and where potential reclaimed water uses could be concentrated, Identify how potential uses could be supplied from available wastewater flows either through centralized or decentralized scenarios Consideration of the financing options and how the infrastructure is paid for. The City of Tukwila has been on the leading edge utilizing reclaimed water at Fort Dent (Starfire) and along the Interurban Corridor. The distribution system is now available for use at Foster Golf Links. CITY COUNCIL City of Tukwila FIRST QUARTER REPORT TO COUNCIL January 1 March 31, 2010 Prepared for Utilities Committee Jim Haggerton, Mayor During the February 22, 2010, Committee of the Whole, the City Council implemented a police /procedure relating to tracking of Council goals, initiative and /or projects. It was determined that Council will review the status of such items quarterly at a Committee of the Whole meeting. At the same meeting, there was consensus to begin review of Council goals at the end of second quarter; therefore, a majority of the goals below do not include a status update. BUDGET PROGRAM GOALS: 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. 2. Support programs and services that provide a sense of stability. community and unity throuahout Tukwila's residential neighborhoods: 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 Highway 99 corridor and Military Road: Assigned to Finance Safety Committee for implementation and /or follow -up. Council staff is working on scheduling a joint small group meeting between the two city councils to take place during the second quarter. 4. Provide legislative support and encouraaement to Tukwila residents living in rental communities through programs that hold owners and /or property manaaers accountable for providing safe places to live throuah the implementation of a rental licensing program: Assigned to Community Affairs Parks Committee for implementation and/or follow -up. Tukwila Councilmembers actively opposed SB 6459 during the first quarter. This proposed legislation provides for limitations on rental housing inspections. 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 regular basis: Not currently assigned to a specific committee; monitored by the Council President and Legislative Analyst. The Council implemented two policies for incorporation into the standard operating procedure manual during the first quarter (Tracking of Council Goals and Distribution of Information). 6. Support the implementation of City endorsed programs (i.e. Walk Roll Plan. Fire Master Plan. Parks Recreation Open Space Plan) throuah policy related decisions not associated with direct program funding: Assigned to Community Affairs Parks Committee for implementation and /or follow up. 7. Ensure a commitment to continued human services funding in relation to the cost of living through consistent review of regional. state and federal budaets 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 meetings: Assigned to Utilities Committee for implementation and/or follow -up. 9. Continue to foster relationships within local. regional and state entities that encourage opportunities for ioint 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, 2010 First Quarter Report Prepared for Utilities Committee Page 2 WRIA 9, AHAB, Suburban Cities Association, Association of Washington Cities, Highline Forum and Cascade Water Alliance. 10. Formulate an Adoot -a- Neighborhood orooram that will orovide Councilmembers the opportunity to become more familiar with the chanaina faces of communities and neiahborhoods throuahout the City: Assigned to Community Affairs Parks Committee for implementation and/or follow -up. 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. 12. Establish a process to provide updates to Council on issues that are brouaht forward at Council meetings during citizen comment opportunities: Assigned to Transportation Committee for implementation and /or follow -up. During the first quarter, this item was re- assigned to City Administration for completion. City and Council staff as well as the Council President worked towards formulating an efficient process to update Council of such items. PUBLIC WORKS DEPARTMENT 1st QUARTER SIGNIFICANT ISSUES: Promoted Robin Tischmak to City Engineer, after serving as Acting City Engineer for 6 months. Robin joined the City in 1991 as an Associate Transportation Engineer and was promoted to Senior Engineer in 1998. Developed preliminary PW operating budget savings that included not filling several key vacant positions: CERT Trainer, Streets M &O Specialist, Development Engineer, and Senior Transportation Engineer. The Southcenter Parkway Extension project was advertised and good bids were received. Scarsella Bros. submitted the low bid that was approximately $4 million below the engineer's estimate. Construction is anticipated to begin in the second quarter of 2010 and be completed by the end of 2011. Construction is 75% complete and within budget for Phase II III of Tukwila International Blvd Improvement Project. Wall construction and fascias are nearly complete and traffic is being shifted from the west side to the east side to allow construction of the roadway improvements on the west side of the street. BUDGET PROGRAM GOALS: Public Works Administration 1. Preoare and present a comprehensive City Facilities Uoarade and Replacement Plan: Developed proposal to resurrect the Plan using in -house staff in Public Works and DCD along with minor on -call consultant support. 2. Evaluate future arant funding options available and propose a course of action to fund transportation proiects: Received approval to accept EETP grant for the pedestrian and bicycle level of service portion of the Transportation Element of the Comp Plan; received approval to apply for BRAC funds to replace the aging Boeing Access Road Bridge. 3. Implement the Emeraencv Manaaement Community Disaster Education (CDE) Program: CERT Program Trainer recruitment on hold due to budget restrictions. 4. Provide auarterlv reports on emeraencv manaaement issues: Mayor and Council are being regularly updated on all issues. 5. Hold auarterlv community informational meetinas: Ongoing. Business Services 1. Create a more effective. cost efficient department— oroiectina and monitorina department costs: seekina more cost effective purchasing aareements with vendors: oreoarina the department's 2010 First Quarter Report Prepared for Utilities Committee Page 3 operation. maintenance and capital facilities budaet usina a "needs- basis" approach: Ongoing. Each vacant position and seasonal labor will be analyzed to determine if necessary at this time. 2. Review the feasibility of usina Council- approved Local Improvement Districts (LIDs' as a means of financina street improvement oroiects for residential and commercial areas: Approved 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. Investiaate the feasibility of a consumption -based sewer rate: The interfund utility tax was implemented to help fund the Howard Hanson Dam Flood Response Plan. The rate model will be adjusted to reflect the utility tax on the enterprise funds. Maintenance Administration 1. Identify operational requirements (facility space. eauipment. and personnel) for all maintenance functions beina performed: Material staging and storage have been prioritized for the Howard Hanson Dam Flood Response Plan. 2. Implement recurrent technical training and operational safety oroarams to maintain employee certification levels to meet current and updated reaulations: Training for fall protection was completed this quarter. 3. Initiate a oroaram that will improve the enerav 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 contracting procedures for construction and repair projects: City attorney is reviewing all contract templates. 2. Annual assessment and update of transportation impact fees system: A contract with Fehr Peers has been executed to provide a review of the impact fees by June 30, 2011. Development General: 1. Maintain and improve the turn around time for oermit review and aooroval: All performance goals are being met. 2. Work with and support DCD to improve permit processes: Ongoing. Performance: 1. Zero backloas of permits waitina for more than 30 days to be reviewed: Goal being met. 2. Permits for sinale- famjly residences issued within 30 days: Goal being met. Facility Maintenance General: 1. Maintain a record keeoina and trackina system for facility maintenance work order allocation,: Goal being met. Facilities also assessed auxiliary power sources for emergency purposes (Le. 6300 Building, etc.). 2. Implement the business olan 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: Implementing lighting HVAC efficiencies. Street Maintenance /General Admin General: 1. Participate in pavement management for the multi -year street overlay oroaram: The 2009/2010 Overlay and Repair Program was completed. 2. Assess the Traffic Operations Center (TOC) effectiveness and flexibility with an emohasis on expanding its use by other departments: Analyzing fiber expansion by City crews along E Marginal Way corridor. 2010 First Quarter Report Prepared for Utilities Committee Page 4 Performance: 1. Repair City -owned streetlights within 72 hours. For Seattle City Liaht/Puaet Sound Enerav streetliahts. 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 auarterlv preventative maintenance on all City -owned traffic sianals: Ongoing. 4. Evaluate reflectivity of all sians once a year: Ongoing. 5. City street cleanina: Goal being met. Residential 100 percent of the streets. twice a year. Arterial residential and commercial /industrial roads... ....six times a year.. Arterial commercial /industrial roads eicht 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 graffiti from public property: Year -end report being prepared. Residential Streets General Engineering 1. Prioritize. budaet. and schedule list of residential street improvement projects. includina condition of sidewalks. for inclusion into the Citv's Capital Improvement Prooram: 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 be updated in 2010. Bridges Streets General Engineering 1. Ongoing construction of Phase II III of Tukwila International Blvd. Improvement Proiect: Construction is 75% complete and within budget. Traffic will be shifted from the west side of the road to the east side to enable contractor to construct west side improvements. 2. Award construction contract for Tukwila Urban Access (Klickitat) Project: ROW acquisition continuing with certification to follow. Negotiating final design issues with WSDOT. Supplement with HNTB to complete design has been executed pending resolution of design criteria with WSDOT. 3. Award construction contract for Southcenter Parkway Proect: Project was advertised and 9 bids were opened 3/18/10. Award to Scarsella Brothers is proceeding for Council approval in April. Construction is anticipated to begin in June 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 remaining phase of the automatic meter read program in the residential areas: Foster area is currently underway (90 services were transferred from Water District 125). 3. Implement a oroaram to test the accuracy of water meters 2- inches and larder into standard preventative maintenance procedures: Goal being 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 reauest: Goal being met. 2. Respond to water duality concerns within 24 hours: Lake Young's algal bloom issues are causing problems in March and April. 3. Test chlorine residual level bi-monthlv: Goal being met as scheduled. 4. Test coliform levels bi- monthly: Goal being met. 5. Achieve 10 percent water savings to meet Water Efficiency Goals established by the Municipal Water Law: Completed 10% for 2009. 6. Regular testing of fire hydrants: Ongoing. 2010 First Quarter Report Prepared for Utilities Committee Page 5 General Engineering Services Water 1. Complete construction of Andover Park East Water main Replacement Proiect: Design is proceeding through the review process. Advertise in third quarter of 2010. Sewer Maintenance Operations General: 1. Evaluate system -wide conditions for possible replacement and /or uparade: 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 Togs. 3. Implement a system for remote monitorina of lift stations response and corrective action can be achieved from a laptop computer: New software installed and adjustments continue. Performance: 1. TV inspect 20.000 LF of pipe annually: This goal was not met due to the Howard Hanson Dam Flood Response Plan in 2009. Ongoing for 2010. 2. Clean 183.000 LF of pipe annually: This goal was not met due to the Howard Hanson Dam Flood Response Plan in 2009. Ongoing for 2010. 3. Clean and maintain 730 manholes annually: This goal was not met clue to the Howard Hanson Dam Flood Response Plan in 2009. Ongoing for 2010. 4. Weekly monitorina of 10 sewer lift stations for pump 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 being modified due to right -of -way issues. Overflow pipe will stay within right -of -way instead of being constructed in an easement. Advertise in third quarter of 2010. Work will precede Interurban Ave S roadway improvements. Surface Water Maintenance General: 1. Participate in development of a multi -year small drainaae project list: Design review for 2010 completed. 2. Provide field support to Enaineerina for GIS inventory: Continuing with Area 6. 3. Investiaate throuah usage of TV. GIS and flushina 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 in 2009. Ongoing for 2010. 2. Maintain /clean 3.500 LF of ditches and four larae water aualitv ponds: This goal was not met due to the Howard Hanson Dam Flood Response Plan in 2009. Ongoing for 2010. 3. Clean 1.400 catch basins. manholes and stormceptors: This goal was not met due to the Howard Hanson Dam Flood Response Plan in 2009. Ongoing for 2010. 4. Maintain /clean 15.000 LF of storm lines: Started inspection efforts for 2010. 5. Conduct weekly monitorina of five storm lift stations for pump hours, start counts. and aenerator operation: Routine scheduled monitoring Ongoing. Surface Water General Engineering Services 1. Complete small drainage projects identified on the approved list for 2009 -2010: 2009 construction is complete with closeout anticipated in the second quarter of 2010.Design for 2010 underway. 2. Continue adoption and repair of the private storm systems that have been identified: Scheduled to include 3 sites with the 2010 Small Drainage Program's advertised bid in May /June. 3. Continue development of the GIS as- builts of city infrastructure that comoljes with NPDES: Area 6 contract is currently underway. 2010 First Quarter Report Prepared for Utilities Committee Page 6 Equipment Rental General: 1. Use the Fleet Manaaement Database to recommend a 10 percent reduction in the City's fleet costs: Carpool efforts successful, analyzing fuel costs. 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 -dav timeframe: Ongoing, goal being met. 2. Keep 90 percent of safety vehicles (Police and Fire) available for use: Continuing with goat, with the focus on 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 eauioment purchases by June 30th: On budgetary hold, only 6 patrol vehicles have been ordered to date.