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HomeMy WebLinkAboutMINUTES Public Works Committee 1999-02-18BRADFORD PUBLISHING CO. RECORD OF PROCEEDINGS /Public Works Committee February 18, 1999 Committee: Chairman Baudek, Trustees Barker and Jeffrey Attending: All Also Attending: Town Administrator Widmer, Public Works Director Linnane, Clerk O'Connor Absent: None Chairman Baudek called the meeting to order at 3:30 p.m. CONFLUENCE PARK/RIVERSIDE DRIVE RETAINING WALL — REQUEST APPROVAL OF SCOPE OF SERVICES. The Public Works Department budgeted $50,000 to build a retaining wall to stabilize the road and river embankment adjacent and south of the bridge at Riverside Drive. The new wall will improve safety and prevent further erosion of the river bank and road subgrade. Director Linnane presented the design and construction management scope of services from Van Hom Engineering. Phase I includes a cost estimate and Phase II includes bidding construction to receive actual costs. If either phase determines that the $50,000 budget is inadequate, the project can be reassessed and postponed if necessary. If, after the 2'd phase, prices are found too high, the scope of services can be delayed to next year's budget. Bill Van Horn clarified that due to erosion damage, the project area has expanded, and that work in the river requires a permit from the Army Corp of Engineers. Due to the expanded construction scope, staff anticipates that bids will exceed the budget. This is a difficult site, and management of traffic, construction materials, etc. must be clarified. The Committee recommends approval of the Design and Construction Management Scope of Services from Van Horn Engineering in the amount of $10,590.00, with the bids being submitted to the Committee for further review. WESTERN BYPASS FEASIBILITY STUDY — REQUEST APPROVAL OF SCOPE OF SERVICES. The Town budgeted $20,000 for a Western Bypass Feasibility Study. The Town has also requested that construction of the bypass be included in CDOT's North Front Range Transportation Plan (NFRTP). The request to CDOT includes the fact that the Town would be performing a feasibility study. The study would result in altemative locations for the bypass, including estimated costs. Not only will this study be important for the NFRTP, it also will be very important for future Town planning if the project is not funded. Van Hom Engineering submitted a Scope of Services in the amount of $19,940 (negotiated); the scope includes a detailed study researching approximate project altematives that should give pertinent information to proceed with the project, a timeframe for completion of 90 days, and neighborhood group meetings. The Committee recommends approval of the Scope of Services submitted by Van Horn Engineering in the amount of $19,940.00. BRADFORD PUBLISHING CO. RECORD OF PROCEEDINGS Public Works Committee — February 18, 1999 — Page 2 PROSPECT MOUNTAIN WATER TANK — REQUEST APPROVAL OF TANK DEED EXCHANGE. In 1998, the Town completed the water line connection between the Arapaho Estates water main and the Prospect Estates water main. This allowed water customers along Prospect Mountain to be serviced by the Marys Lake Plant tank rather than the old 60,000 gallon Prospect Mountain water tank. The Prospect Mountain tank now serves no purpose to the Town. John Heron, owner of the Prospect Mountain Water Company that services Venner Ranch, and Koral Heights, is requesting that the Town deed the tank to Prospect Mountain Water Company. This would reduce Town liability associated with the abandoned tank and also benefit Prospect's water users. Mr. Heron has agreed to disconnect and plug the Town's inlet water line to the tank, thus any Town liability would cease. Estimated construction costs for a new tank is approximately $60,000; however, Mr. Heron has no intention of building any new water tanks —the exchange of the existing tank is more convenient, and it will improve his system. Mr. Van Hom commented that this proposal makes use of property the Town intends to abandon, and the Owner will indemnify the Town. Mr. Van Hom has discussed the exchange with Town Attorney White, and there are no legal issues to be addressed. Mr. Heron is paying Mr. Van Hom's fees. In a separate issue, Mr. Van Horn informed the Committee that Mr. Heron also owns the top of Prospect Mountain and the Light and Power Committee recently recommended approval of a lease between both parties for the Town's radio equipment. As a "good gesture", Mr. Van Hom explained that Mr. Heron would increase the 5-yr. contract to a 10-yr. contract. Director Linnane clarified that if and when private water companies offer to sell their systems to the Town, the systems must be brought to Town standards —the Town is not in the market for a major capital investment of this nature. As both the Town and Prospect Mountain Water Company will benefit by the tank deed exchange, the Committee recommends approval contingent upon notification of this exchange with affected property owners. 1999 WATER MAIN REPLACEMENT PROJECT DESIGN AND CONSTRUCTION MANAGEMENT — APPROVAL OF SCOPE OF SERVICES. The Town budgeted $100,000 for design and construction management to replace the following water lines in 1999: Fall River 12", Phase Big Horn Dr. 12", Phase 4 (aka Al Fresco Subdivision) Chiquita 6", Highway 7/Prospect Mountain RMC submitted a Scope of Services in the amount of $71,955 (negotiated) for easement preparation, design and construction management. The design and construction management scope represents 12.5% of the construction budget, which is within acceptable engineering standards. The Committee recommends approval of RMC's Scope of Services in the amount of $71,955 (includes design and construction management of the $20,000 Fire Hydrant Project). BRADFORD PUBLISHING CO. RECORD OF PROCEEDINGS Public Works Committee — February 18, 1999 — Page 3 TOWN SHOP FACILITIES GATE REPLACEMENT (2) - APPROVAL OF EXPENDITURE. Currently, three manual gates are being used at the Public Works and Light & Power Shop facilities, and these gates are being locked during non -work hours for yard security. When access to the shop area is required for duty personal, snow -plow personal and employees coming and leaving work, the opening and closing of the gates is becoming unsafe and not user friendly. Employees must park their vehicle on Elm Road while unlocking and locking gates, and, due to the traffic, the slope of the road and shop access area, a potential hazard arises for the person using the gate, especially during icy conditions. A team with Dave Mahany, serving as team leader, and members Roy Johnson, Daryl McCown and Tom Oldham, researched the gates, and are recommending replacing the lower (Light & Power) and middle (Public Works) gates with automatic gates with remote control and combination touch pads at a cost of $5,090.00/each. Light & Power personnel will install power lines to the gates, and an electrician will wire the openers. Staff confirmed that the gate replacement is a non -budgeted item; however, due to security and liability issues, staff was directed to review the issue and make a recommendation. Town Administrator Widmer noted that new construction would include the proposed gate system as standard equipment installation. Dave Mahany confirmed that 4-5 remotes/gate would be required, and the estimated electrician fee is under $1,000. Light and Power will fund their portion of the project from their capital budget, and Public Works will transfer line item budgets (i.e. excess funds remaining from the Scope of Services from RMC for the Water Line Replacement Project) to accommodate this expenditure. Trustee Barker questioned whether approval of this expenditure would jeopardize other budgeted items, and that he prefers such items be budgeted. Staff responded that the budget could reasonably accommodate the expenditure. The Committee recommends approval of the request as specified and funded above, for a total expenditure of $10,180.00. MUNICIPAL BUILDING TELEPHONE SYSTEM Y2K UPGRADE — APPROVAL OF BUDGET EXPENDITURE. The Executone Telephone System was purchased in 1993 for $61,748.28, and it must be upgraded for Year 2000 compatibility. Executone has submitted an estimated scope of services to upgrade to Y2K at a price of $10,654.28. This phone system services all 12 Departments and 92 employees. Staff has investigated other options for Y2K upgrades, all of which are cost prohibitive. All other options require a telephone system replacement. A free phone switch was offered by PRPA, however, it would require a new Voice Mail System and new telephones. Lucent Technologies estimated $70,000. The Town budgeted $15,000 for this project, and Executone's estimate is $10,654.28. Staff is requesting to proceed with the Y2K upgrade as proposed from Executone/Claricom. A contingency amount would be held should any unforeseen difficulties arise, and the work should be completed by June, 1999. Trustee Barker questioned whether Executone had identified what potential ramifications could occur without the upgrade? Staff will contact Executone on this question and advise the Town Board. BRADFORD PUBLISHING CO. RECORD OF PROCEEDINGS Public Works Committee — February 18, 1999 — Page 4 The Committee recommends approval of the upgrade expenditure of $10,654.28, with staff providing the above -requested information. Due to time constraints, approval is not being withheld pending the requested additional information. REPORTS. The Customer Service Response Report for January 1999 was reviewed. The Accountable Water Report Update will be presented during the March meeting. Augmentation Plan Update. In February, Attorney White attended a status conference with the Water Court Magistrate. The hearing determined that that only the State has not responded to the Town's proposal. In order to move forward as quickly as possible, the attorney for the state requested the town draft a proposed decree. Attorney White intends to begin drafting the decree within the next few weeks, and a further status conference has been scheduled for April 13"'. Staff noted the importance of the Augmentation Plan as it relates to the Town's water rights. There being no further business, Chairman Baudek adjourned the meeting at 4:26 p.m. Vickie O'Connor, CMC/AAE, Town Clerk APPROVED FEB 2 3 1999 iOW i OF Eros PA n