HomeMy WebLinkAboutUtilities 2011-02-15 Item 2C - Report - 2010 4th Quarter Report: City Council / Public Works J ��I ILA
o 4*- City of Tukwila
Jim Haggerton, Mayor
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FOURTH QUARTER REPORT TO COUNCIL
October 1 December 31, 2010
Prepared for Utilities Committee
CITY COUNCIL
Due to the Council's need to address the City's budget shortfall during 2010, discussions and actions
regarding City Council goals were delayed and /or limited.
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 throughout
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 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. A small standing committee of three members from each Council met on April 22, 2010,
and July 8, 2010. A joint meeting was not scheduled for the 4th Quarter.
4. Provide legislative support and encouragement to Tukwila residents livina in rental communities
through proa rams that hold owners and /or property managers accountable for providing safe places
to live throuah the implementation of a rental licensina program: Completed. On April 19, 2010,
Council approved a resolution adopting a residential rental business license and inspection program
fee schedule. In June, Substitute Senate Bill 6459 regarding rental property inspections, which were
actively opposed by Tukwila, became law.
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; monitored by the
Council President and Legislative Analyst. The Council did not implement any policies for
incorporation into the standard operating procedure manual during the fourth quarter.
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. In response to current unstable economic conditions the Council has worked
diligently to leaving significant Human Services funds intact.
8. Study the feasibility and implementation of televised City Council meetinas: 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,
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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 Adoot-a-Neiahborhood proaram that will provide Councilmembers the ooportunity to
become more familiar with the chancing faces of communities and neiohborhoods throughout the
City: Assigned to Community Affairs Parks Committee for implementation and /or follow -up.
11. Research the viability of sponsoring 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 brouoht forward at Council
meetings durina citizen comment opportunities: Completed. During the second quarter, City
Administration formulated an efficient process to update Council of such items. The system is
currently managed by the Mayor's Executive Assistant.
PUBLIC WORKS DEPARTMENT
YEAR END SIGNIFICANT ISSUES:
Tukwila International Blvd Improvement Phases II III Project completed on time and under budget. Both
Southcenter Parkway and Tukwila Urban Center Access (Klickitat) Projects were awarded by year -end
with both bids under the engineer's estimate.
Howard Hanson Dam's capacity level still poses a flooding risk this winter. The good news is that the
grout curtain installed in 2009 and other interim measures are being effective in controlling seepage. This
has supplied the Corps of Engineers with additional confidence in the storage capacity of the dam for the
2010/2011 flood season. A new drainage and erosion control system inside the dam and abutment is
scheduled to be completed before the 2011/2012 flood season and should bring the dam back to its
designed capacity.
Public Works Maintenance and Operations performed more in -house repairs this year on several different
levels than ever before. The Street Department patched and repaved portions of Interurban Avenue over
a 6 -week period, the Surface Water Department performed property cleanup and demolition at the
Duwamish Gardens site, the Water Department completed the automated meter read system, Facilities
have now assumed full maintenance coverage and management of the 6300 Building (eliminating a
private contract management firm), and Fleet now performs all transmissions repairs, tire work, and
towing of all administrative and patrol cars in- house. Also purchased and outfitted the new black and
white patrol cars in 2010.
4th QUARTER SIGNIFICANT ISSUES:
Construction was substantially completed and within budget for Tukwila International Blvd Improvement
Phases II III Project. A ribbon cutting event was held on October 13, 2010 to celebrate the completion.
Project close -out is anticipated in the first quarter of 2011.
On November 4 bids were opened for construction of the Tukwila Urban Center Access Project (Klickitat).
Guy F. Atkinson Construction submitted the lowest bid that was well below the engineer's estimate.
Council awarded the project on November 22. Construction is scheduled to begin in the first quarter of
2011 and have the road reopened by November 15, 2011. CH2M Hill was selected for construction
management of the TUC Access Project.
After ice and snowfall on Monday, 11/22, sanders, plows, and dump trucks were used to clear City
streets. Traffic was gridlocked for hours during the evening commute. As of Thursday morning
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(Thanksgiving), 200 tons of sand and 550 bags of salt were used. All major and secondary arterials were
opened by 11/24 including S 178th hill, Slade Way, and S 144th St hill. One signal cabinet was destroyed
by a hit and run driver at Andover Park West and Minkler Blvd.
BUDGET PROGRAM GOALS:
Public Works Administration
1. Prepare and Present a comprehensive Citv Facilities Uoarade and Replacement Plan: Public Works
and DCD continue to work on the plan.
2. Evaluate future arant fundina options available and propose a course of action to fund transoortation
proiects: Tracking grant opportunities in order to realistically budget capital projects.
3. Implement the Emeraencv Manaaement Community Disaster Education (CDE' Proaram: EM
responsibilities were transferred to the Fire Department.
4. Provide auarterlv reports on emeraencv manaaement issues: With departure of the Emergency
Operations Coordinator, the EM responsibilities were transferred to the Fire Department.
5. Hold auarterlv community informational meetinas: Goal not met due to staffing levels.
Business Services
1. Create a more effective. cost efficient deoartment— proiectina and monitorino department costs:
seekina more cost effective purchasing aareements with vendors: Preparing the department's
operation. maintenance and capital facilities budaet usina a "needs- basis" approach: Goal met.
2. Review the feasibility of usina Council- approved Local Improvement Districts (LIDs' as a means of
financina street improvement proiects for residential and commercial areas: Goal met for the TUC
Access (Klickitat) Project.
3. Review "rate model" for establishina appropriate rates for water, sewer and surface water enterprise
funds. Investioate the feasibility of a consumption -based sewer rate: Reviewed rate models for the
Proposed 2011 -2016 CIP and 2011 -2012 Biennial Budget, including new water and sewer
ordinances and rate increases in the Public Works Fee Schedule Resolution.
Maintenance Administration
1. Identify operational reauirements (facility space, equipment. and personnel) for all maintenance
functions beina performed: Efforts were directed toward facility conditions costs.
2. Implement recurrent technical trainino and operational safety programs to maintain employee
certification levels to meet current and updated reaulations: All required training for 2010 has been
completed.
3. Initiate a program that will improve the enerav efficiency of City maintenance operations: As part of
the City's Green Team, Public Works is assessing potential grants for 2011 implementation.
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: A contract with Fehr Peers
was executed to provide a review of the impact fees by June 30, 2011. Level -of- service
calculations for pedestrians and bicycle users are complete. Traffic modeling is underway.
Development
General:
1. Maintain and improve the turn around time for Permit review and approval: All performance goals
have been met.
2. Work with and support DCD to improve permit processes: Tuesday /Thursday plan review
meetings for completeness have been implemented as well as cross training between
PW /DCD permit staff.
Performance:
1. Zero backlogs of permits waiting for more than 30 days to be reviewed: Goal met.
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2. Permits for sinale family residences issued within 30 days: Goal met.
Facility Maintenance
General:
1. Maintain a record keeoina and trackina system for facility maintenance work order allocation:
Facilities summary reports and year -end data entry completed.
2. Implement the business plan for facility maintenance: Analyzing maintenance summaries.
Performance:
1. Advertise and award 90% of active Fund 303 Projects no later than June 1 On budgetary hold.
2. Reduce facility maintenance costs by 10% through efficiencies: Implementing lighting HVAC
efficiencies with routine replacements and preparing for potential grant awards.
Street Maintenance /General Admin
General:
1. Participate in pavement manaaement for the multi -year street overlay proaram: The 2009/2010
Overlay and Repair Program was completed.
2. Assess the Traffic Operations Center (TOM effectiveness and flexibility with an emphasis on
expanding its use by other departments: Completed fiber installation by City crews along E
Marginal Way corridor. Installed fiber and coax cable to Police training room for full access to
all cameras and recorders. Removed all fiber control switches from the Neighborhood
Resource Center in preparation of Police vacating the building.
Performance:
1. Repair City -owned streetlights within 72 hours. For Seattle City Liaht/Puaet Sound Enerav
streetlights, report within 24 hours: Repairs have been made on City -owned lights as needed.
Assessing streetlight system to identify areas that can be converted from a flat rate to a
metered system. To date 59 streetlights have been converted to a metered system.
2. Correct all traffic signal problems within 24 hours: Goal met.
3. Perform auarterly preventative maintenance on all City -owned traffic sianals: Goal met.
4. Evaluate reflectivity of all sians once a year: To be completed in early 2011.
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 eioht times a year.
6. Potholes shall be repaired within 48 hours of notification: Goal met.
7. Provide auarterly reports on the effort to remove araffiti from public property: Year -end report being
prepared.
Residential Streets General Engineering
1. Prioritize. budaet. and schedule list of residential street improvement proiects. including condition of
sidewalks. for inclusion into the City's Capital Improvement Proaram: Funding for 42 Ave S design
has been included in the Approved 2011 -2016 CIP. Funding for 53 Ave S design is proposed
for 2014/2015.
2. Annual update of pavement manaaement system: Notice to Proceed for design of the 2011
Overlay Repair program was issued November 9. Due to staff workload, the pavement
management system will be updated in 2011.
Bridges Streets General Engineering
1. Ongoing construction of Phase II III of Tukwila International Blvd. Improvement Proiect:
Construction is complete and within budget. Project close -out is underway and is scheduled
to be presented to Transportation Committee and Council in early 2011.
2. Award construction contract for Tukwila Urban Access (Klickitat\ Project: Construction bids were
opened on 11/4/10. Guy F. Atkinson Construction submitted the lowest bid in the amount of
$10,880,180.00, well within budget and below the engineer's estimate of $15,365,000.
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Construction will begin in early 2011 and road is expected to be open for traffic in November
2011.
3. Award construction contract for Southcenter Parkway Proiect: Work to date includes construction
of preload and installation of the sanitary sewer line from Minkler Blvd to S 180 St. Some
items of work have been delayed pending issuance of a permit from the U.S. Army Corps of
Engineers. Contract completion is currently scheduled for January 2012.
Water Utility /Maintenance Operations
General:
1. Track backflow prevention compliance for the annual Department of Health report usina the City's
cross connection data program: Data updates completed and DOH reports have been submitted.
2. Continue the remaining phase of the automatic meter read program in the residential areas: Final
area of Allentown has been completed.
3. Implement a program to test the accuracy of water meters 2- inches and larger 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 -uo reauest: Goal met.
2. Respond to water aualitv concerns within 24 hours: Goal met.
3. Test chlorine residual level bi-monthlv: Goal met as scheduled.
4. Test coliform levels bi- monthly: Goal met.
5. Achieve 10 percent water savings to meet Water Efficiency Goals established by the Municipal Water
Law: Data from 11 months shows water savings well within the 10% goal.
6. Regular testing of fire hydrants: Goal met.
General Engineering Services Water
1. Complete construction of Andover Park East Water main Replacement Proiect: Design is currently
under final review. Plans and specifications will be prepared for advertisement in the first
quarter of 2011.
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 loas to identify damaged areas and locations of possible infiltration /inflow:
Repairs have been made as needed based on inspection logs.
3. Implement a system for remote monitoring of lift stations response and corrective action can be
achieved from a laptop computer: New software installed with more programming scheduled in
2011.
Performance:
1. TV inspect 20.000 LF of pipe annually: Unable to implement the TV program for 2010 due to
staffing shortage from City hiring freeze.
2. Clean 183.000 LF of pipe annually: Goal met.
3. Clean and maintain 730 manholes annually: Completed.
4. Weekly monitoring 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 Proiect: Design has been modified
due to right -of -way issues. Final review is underway. Plans and specifications will be prepared
for advertisement in the first quarter of 2011. Work will precede Interurban Ave S roadway
improvements.
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Surface Water Maintenance
General:
1. Participate in development of a multi -year small drainaae proiect list: Design review for 2010
completed.
2. Provide field support to Enaineerina for GIS inventory: Completed Area 6.
3. Investiaate throuah 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: Work is 80% complete for 2010.
2. Maintain /clean 3.500 LF of ditches and four large water aualitv ponds: Fisheries permits were
acquired and work completed within the required time limit.
3. Clean 1,400 catch basins. manholes and stormceotors: Goal met on annual cleaning rotation.
4. Maintain /clean 15.000 LF of storm lines: Completed 80% for 2010.
5. Conduct weekly monitoring of five storm lift stations for pump hours, start counts, and aenerator
operation: Goal met with routine scheduled monitoring on- going.
Surface Water General Engineering Services
1. Complete small drainaae proiects identified on the approved list for 2009 -2010: Construction has
been postponed because the Hydraulic Project Approval (HPA) window expired for 2010.
There are 6 sites in the current program. Advertisement and construction will occur in 2011.
Plans and specifications are currently 60% complete.
2. Continue adoption and repair of the private storm systems that have been identified: There are 3
sites included with the 2010/2011 Small Drainage Program to be advertised and constructed in
2011. Plans and specifications are currently 60% complete.
3. Continue development of the GIS as- builts of city infrastructure that complies with NPDES: Area 6
work is complete. Area 7 consultant contract will be presented to Council for approval in the
first quarter of 2011.
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 surplus policy and formulating recommendations.
2. Fully implement the Vehicle Replacement Guidelines Procedures: Goal met.
Performance:
1. Return 100 percent of vehicles for preventive maintenance and checkup within the 30 -day timeframe:
Ongoing, goal met.
2. Keep 90 percent of safety vehicles (Police and Fire) available for use: Efforts were concentrated on
rolling out the new black and white patrol vehicles.
3. Complete by April 30th. the "Condition of the Citv's Fleet" Report: Completed for budget review.
4. Complete 85 percent of the capital equipment purchases by June 30th: Only 6 black and white
patrol vehicles were ordered for 2010. Other purchases have been held to evaluate vehicle life
extension or included in 2011 -2012 budget.
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