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HomeMy WebLinkAboutMINUTES Public Works Committee 1998-08-20BRADFORD PUBLISHING CO. RECORD OF PROCEEDINGS -'Public Works Committee August 20, 1998 Committee: Chairman Baudek, Trustees Barker and Jeffrey Attending: All Also Attending: Acting Administrator Widmer, Public Works Director Linnane, Water Supt. Goehring, Construction Manager Sievers, Fire Chief Dorman, Kerry Prochaska, Clerk O'Connor Absent: None Chairman Baudek called the meeting to order at 3:31 p.m. and announced that the order of the Agenda would be revised to accommodate speaking guests. However, for record -keeping purposes, the minutes will follow the official Agenda. SEPTEMBER MEETING - REQUEST TO CANCEL. Due to scheduling conflicts, the Committee recommends the September 17, 1998 Committee meeting be canceled. PETITION FOR BIKE PATH ALONG ELKHORN AVENUE. Brian McCutchen, resident, submitted a petition with approximately 50 signatures requesting that the Town provide "a safe and legal place for bicycles to ride their bikes, a bike path, through the downtown area." Mr. McCutchen stated that Elkhorn Ave. is unsafe, and bicycle travel on sidewalks is illegal. Staff noted that the path recently installed behind the Municipal Building is one phase of a future plan. Travel through the downtown area is currently available via bike paths, however, certain areas would require a bicyclist to dismount for a portion of the route. The Committee expressed their appreciation to Mr. McCutchen for his comments and requested he provide a list of alternative routes for review. LAKE ESTES/WAPITI MEADOWS PROJECT, PHASE V - REQUEST ACCEPTANCE OF LOW BID. This phase of the trail has been awarded a $95,000 grant from CDOT. Guidelines of the grant require the Town and EVRPD to fund at least 20% of the project. Therefore, the project cost must be at least $118,750 (.8 x $118,750 = $95,000) for the Town to realize the full benefit of the $95,000 grant. Bids were received August 14th, and G. L. Hoff Co. was the low bidder with $91,754.10. Staff contacted CDOT and requested the design, construction management, and concrete testing costs of approximately $16,000 be included in the total cost. If this cost is allowed, change orders and additional quantities may drive the total cost up to the $118,750 (and possibly greater) amount mentioned above. Hoff has a good reputation with the Town, and staff is recommending acceptance of their low bid. Additionally, staff is requesting approval to spend the entire $133,300 budget if CDOT approves additional quantities. Staff reviewed the site for this phase which is between the Marina and Wapiti Meadows. BRADFORD PUBLISHING CO. RECORD OF PROCEEDINGS Public Works Committee - August 20, 1998 - Page 2 The Committee recommends acceptance of G. L. Hoff Co.'s low bid, and approval to spend the entire $133,300 budget if CDOT approves additional quantities. WATER TAP ABANDONMENT/TRANSFER - HABITAT FOR HUMANITY. George and Dorothy Gibbs, 1240 Devil's Gulch Rd., are requesting a transfer of an unused water tap on their property to Habitat for Humanity. The tap transfer and all rights associated thereby would be given to Habitat which would be used for a tentative Habitat project on Riverside Dr. (or other property). Town policy does not allow tap transfers from one property to another unless special circumstances warrant said transfer. As the water tap transfer benefits Habitat, a non-profit agency, and as the transfer may possibly save the Town a future $4,000 expense, staff is recommending approval. Following discussion, the Committee recommends approval of the request as specified above. 1998 STREET IMPROVEMENT PROJECT, ASPHALT OVERLAY PORTION - REQUEST ACCEPTANCE OF LOW BID. The chip seal and striping portion of the 1998 Street Improvement Project are complete. Bids were solicited for the overlay and Fall River Ln. road construction portion of the project, and bids were received on August 14t''. Western Mobile was the low bidder with $122,003.75. Staff noted that $30,000 will be transferred from the Walkway/Bikeway capital account to the Street Maintenance capital account. Manager Sievers also noted that evaluation of the chip seal is very good. Public Works Director Linnane and Manager Sievers were commended for their efforts on this project. The Committee recommends approval of the low bid in the amount of $122,003.75 submitted by Western Mobile, including the $30,000 budget amendment as specified above. GLACIER WATER PLANT REHAB, PHASE II - APPROVAL OF NEGOTIATED PRICE WITH CONTRACTOR. At their meeting May 15, 1998, the Committee recommended approval to allow staff to negotiate a price with Benson Construction for this project. Staff has since negotiated a fair price of $88,131 with Benson; the budget estimate is $105,000. Staff is seeking approval to add $17,000 for a flow meter which is intended to assist in providing meter redundancy for chemicals, and to track unaccountable water. The Committee recommends approval of the negotiated price of $88,131 submitted by Benson Construction, and authorization to expend the entire budget amount up to $105,000. Staff will advise the Committee of the actual cost of the meter. U.S. WEST EASEMENT REQUEST - APPROVAL. On January 21, 1993, the Committee recommended approval to grant a utility easement to U.S. West adjacent to Carriage Dr. and Hwy. 7. At that time, U.S. West advised that one pedestal would be added to the two existing pedestals. The easement was granted contingent upon disturbance to the area be kept to a minimum. In reality, U.S. West installed numerous pedestals to the area, and the Town was not informed, nor were any installations in the granted easement boundary. Staff sent letters and made telephone calls to U.S. West (all unanswered) to correct the following: BRADFORD PUBLISHING CO. RECORD OF PROCEEDINGS Public Works Committee - August 20, 1998 - Page 3 • Remove all abandoned telephone pedestals. • Construct a cedar fence around the original easement agreement location. • Plant drought -resistant shrubbery around the fence. • Vacate the old easement by warranty deed to the Town. • Prepare a new easement and legal description to be recorded after the Town verifies accuracy. U.S. West has scheduled numerous projects in the Estes area, and Town staff is not issuing any right-of-way permits until such time as the five items listed above are either completed, in the process of being completed, or under construction. Jesse Trujillo, Field Engineer/U.S. West, responded to staff's concerns: crack -sealing (an additional Town request not mentioned above) was being started today (8/20/98) and will continue until this portion of the project is completed; the abandoned cabinets will be removed. The fence can be constructed within two weeks. The Committee expressed their regret with the lack of response offered by U.S. West, particularly with regard to the five items identified above, and also U.S. West's failure to complete projects as presented relative to easements granted by the Town. The Committee recommends the Town grant U.S. West an easement and issue right -of -permits only after the cedar fence and landscaping are in place, and U.S. West prepare all necessary easement and vacation documents for recording. REPORTS. The Customer Service Response Report for July, 1998 will be attached to the minutes. Water Line Looping Project. At the June meeting, the Committee recommended approval to award the Big Thompson/Village Green water line project to BT Construction. BT Construction stated they would complete the asphalt work by November, 1998. The projected commencement date is one month behind schedule, however, it is still possible to complete the section of pipe underneath the asphalt roadway by November 1. Kerry Prochaska/RMC, confirmed that BT Construction is committed to complete all asphalt work by the deadline date, and staff has directed BT to begin the project by August 318t. If work has not started by 9/15, staff will delay the project until 1999. Highway 34/36 Project. On June 9", the Town Board approved the scope of services by RMC to prepare a preliminary plan and report for the proposed 1999/2000 CDOT Hwy. 34/36 Project. The scope includes the study and cost estimates of various scenarios such as additional travel lanes between Hwy. 7 and the Hwy. 34/36 intersection, widening and/or replacing the Hwy. 34/36 bridge, two types of pedestrian underpasses, and miscellaneous changes to the Hwy. 34/36 intersection geometry. Preliminary Phase I construction includes the addition of an intersection pedestrian underpass, widening of the bridge, and adding additional travel lanes. Preliminary Phase II includes reconstruction of the intersection to include a standard right turn lane in lieu of the eastbound inadequate yield lane. A Hwy. 34 southbound left turn BRADFORD PUBLISHING CO. RECORD OF PROCEEDINGS Public Works Committee - August 20, 1998 - Page 4 lane would be added and other various changes to the intersection would be completed. CDOT has budgeted $1.1 Million for this project in 1999/2000. The Town has yet to determine a budget for 1999 and beyond. Cost estimates for Phase I are: CDOT/$1,111,000, Town/$336,000 for a total cost of $1,446,000. Phase II cost estimates are: CDOT/$0, Town/$310,000, for a total cost of $310,000. RMC will give a formal presentation to the Town Board at their meeting scheduled August 25th; however, action is not required at this time. RMC prepared and reviewed an Executive Summary. RMC confirmed that Phase I can stand on its own merit, and they are recommending design begin January 1, 1999, bid advertising Summer of 1999, and construction in Fall of 1999, with completion by Memorial Day, 2000. Discussion followed on highway widening relative to any similarities to the reconstruction of Hwy. 7; the project does not include any water line improvements; EPSD, U.S. West & Light and Power will be affected by the construction, and staff urged RMC to coordinate all utility agencies in a timely manner pursuant to a seven month notification process; and drainage. Acting Town Administrator Widmer commented on the budget which, if the project is approved, will include not only the Town's funding portion but CDOT's grant as well. Commenting on a delay for Phase II, Mr. Prochaska confirmed that costs could escalate 5%/yr.±. The Committee expressed their appreciation to Mr. Prochaska for his report. Street Cut Standards Revision Update. The Committee reviewed a proposed schedule for adoption of the Street Cut Standards for Estes Park, Loveland, Ft. Collins, and Larimer County. Public meetings in Estes Park are planned October 15th, and staff anticipates final draft adoption for Estes Park in February, 1999. Water Dept. 10-year Improvements and Priorities Update, and Fire Dept. Improvements - Update. In 1997, a home in Charles Heights Subdivision burned down. When the Fire Department first arrived at the scene, the house was unsavable. Although the water system in the general vicinity was adequate to supply domestic water, it was inadequate for fire protection. It should be noted that with or without fire protection water, this house could not have been saved. In May 1997, the Charles Heights Association (CHA) requested that the Public Works Committee approve Town -funded improvements to the water system in Charles Heights so that adequate fire protection could be provided. At that time, staff explained the Town's system of prioritizing water line projects: Priority #1: Extremely high maintenance lines. Priority #2: Extremely low pressure domestic use and less than 500 GPM fire protection. Priority #3: Less than 500 GPM fire protection lines. Since the Charles Heights water line request was a priority #3 project, the Committee recommended: "The Committee recommends that BRADFORD PUBLISHING CO. RECORD OF PROCEEDINGS Public Works Committee - August 20, 1998 - Page 5 CHA either wait for their project to be constructed according to the long-term plan schedule, or privately fund the project." Within the past couple of months, the Town has received numerous letters (similar to last year's 1997 request) from lot owners in Charles Heights requesting water line improvements. Staff prepared a position paper that explains the Town's water line replacement priorities method and highlights the improvements to the Town's water system and Fire Department in the past 10 years. In 1985, the Town had a Water Master Plan prepared which recommended $4.5 Million of capital improvements to the water system. As the Water Dept. could not support the funding for such a short time frame, private consultants restructured the water use rates and water tap fees. As a result of this new financial restructuring, the Dept. was able to implement the Water Master Plan and Maintenance Program. Since 1988, 13 miles of new or replaced trunk lines were installed at a cost of $3.7 Million; 3 miles of miscellaneous water line repair was completed at a cost of $1.5 million; 50% additional water treatment capacity was completed at a cost of $2.5 Million; and 2.6 million gallons of additional water storage was provided at a cost of $1.9 million, for a total cost of $9.6 Million. In summary, the positive changes that have occurred since 1988 are a result of new development and completed Master Plan projects. The good condition of the system must be maintained and improved, and the optimum way in which to accomplish this task is to continue with the priority system as established. If residents in the lower priority categories desire to have their projects constructed sooner than scheduled by the Town, staff suggests the residents establish a special improvement district. Fire Chief Dorman presented the Fire Department's statistics which indicate a improved ISO rating from 10 to 6/9 outside city limits. Membership, training, apparatus fleet, short-term and long-term goals were reviewed. In summary, the Fire Dept. has witnessed a 300% increase in call volume since 1980 while improving the urban ISO rating. The Dept. has responded to the increased demand by expanding services to include highly specialized areas such as HazMat, Emergency Medical Services, and Dive Rescue. Their primary goal is, and has always been, the protection of life and property within the Estes Valley. A contingent of 32 dedicated volunteers devote their time and talents towards this goal. The Public Works Committee supported the water line replacement priority system and informed staff to continue with the system as established. Dog Waste Bag Stations. The Public Works Dept. recently purchased 1,000 dog waste bags at a cost of $.30/ea., and two collection stations for a total expenditure of $500.00 to help alleviate the dog waste problem in various public parks and walkways. The stations will be located at high problem areas, and effectiveness will be monitored to determine if other stations should be added. Parks Dept. staff has identified the following problem locations: • Municipal Lot/Black Canyon Creek sod area ♦ Childrens/LaCasa Park 1 Tregent Park BRADFORD PUBLISHING CO. RECORD OF PROCEEDINGS Public Works Committee - August 20, 1998 - Page 6 • Baldwin Park and the Riverwalk The Lake Estes Trail is also a problem area, however, trail maintenance is under the jurisdiction of the EVRPD. A sample station was displayed, including the bag. The stations will be placed at both ends of the Riverwalk. Staff will monitor this Pilot Program for its effectiveness. NBU Cluster Box Project - Update. As of this date, neighborhood mail delivery is available to approximately 99% of the Town residents. The project began in 1992, and was scheduled for completion in 1998. There are now 45 NBU locations, 2,154 NBU boxes, and 1,300 boxes in use. The cost for installation was approximately $15,000/yr. average. A "Letter of Conclusion" was issued to the Post Office, stating that the Town has fulfilled their requirements. Approximately 57% of the boxes are now being utilized, and approximately 1,577 less people are going to the Post Office. Home mail delivery would not have occurred without Town assistance. The Committee encouraged the Trail Gazette to promote use of the cluster boxes, particularly as there is no cost to the user of the cluster box. There being no further business, Chairman Baudek adjourned the meeting at 5:30 p.m. , 7 Aejkzi(0-e-eL-A-ii,e4) Vickie O'Connor, CMC/AAE, Town Clerk 1 APPROVE r AUG 2 5 1998 'WAY OF ES BOARD OF TRUSSEE$ Atisz.V40,54.,,PSkto.1(6:44.,,?..7114,,^0.e.5 TOWN OF ESTES PARK PUBLIC WORKS DEPARTMENT CITIZEN SERVICE RESPONSE REPORT JULY, 1998 CODE TYPE OF CALL NO. OF CALLS HOURS 11 12 15 16 17 20 22 24 30 32 40 50 51 52 53 54 60 FBLEEDBR MA,I . TE.N.ANCE UTILITY LOCATION TAP REQUEST PRESSURE PROBLEMS LINE BREAKS: MAIN/SERVICE FINAL INSPECTION STREET REPAIR SNO W>F EMOVAL TREET SWEEPING STORM DRAINAGE TOTALS: JULY, 1998 HISTORICAL DATA 97.00 -Zoo 6.00 4.00 :A3:i\�Ary:V 5.00 5.00 1.00 1110.50 8.00: 11.00 33.00 9.00 15.25 2.00 THIS MONTH LAST MONTH LAST YEAR TOTAL CALLS 182.00 253.00 196.00 TOTAL MAN HOURS 337.50 267.25 294.75 %CHANGE(CALLS/MHS)-28.06%I+26.29% +65.36%/-45.71 %-7.14%/+14.50%