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HomeMy WebLinkAboutMINUTES Public Works Committee 1996-04-26BRADFORD PUBLISHING CO. RECORD OF PROCEEDINGS Public Works Committee April 26, 1996 Committee: Chairman Doylen, Trustees Barker and Hix Attending: All Also Attending: Administrator Klaphake, Public Works Director Linnane, Clerk O'Connor, Construction Manager Sievers, Street Foreman Johnson, GIS System Analyst Kraft, Fleet Manager Shanafelt Absent: None Chairman Doylen called the meeting to order at 9:30 a.m. ELKHORN AVENUE CURB AND GUTTER - REOUEST APPROVAL TO PROCEED WITH CONSTRUCTION. To maintain an expedient work schedule prior to the Elkhorn Avenue repaving in May, earlier this month staff received approval from Committee Chairman Doylen to immediately begin the curb, gutter and concrete pan repairs and replacement. The project was concurrently bid with an EPURA project which has overlapping scope and location. The 1996 budget contains $25,000 for the Town's portion of the project. Bids were received April 8, with G. L. Hoff being the low bidder. The bid for the Public Works portion was $14,904.78. Staff issued a purchase order for the project and are proposing to increase the unit quantities up to, but not exceeding, the budget of $25,000 to produce the maximum amount of repairs on Elkhorn prior to its repaving by CDOT. The Committee recommends approval (retroactive) on the aforestated work on Elkhorn Avenue, for $14,904.78, authorizing staff to increase the unit quantities up to, but not exceeding, $25,000. / STREET SLURRY SEAL PROJECT - AWARD CONTRACT. Manager Sievers reported that the 1996 Budget contains $200,000 for street improvements and he requested a portion for slurry seal. In the past, the street improvement project consisted of overlaying asphalt. In an effort to improve this system, staff researched slurry seal. This seal is 1/4" thick, provides water proofing, protects the asphalt from ultra violet rays, and helps prevent deterioration. In 1995, Quality Resurfacing was the low bidder, and staff desires to add -on to the existing contract by increasing the quantity of their contract by 55,000 sq. yds. This will reflect a $50,000 expenditure from the 1996 Budget. Quality Resurfacing is still under contract for the 1995 job and both the 1995 and 1996 projects will be completed by June 27th±. Staff reviewed the list of proposed streets to receive the slurry seal application; installation will cover approximately 24 additional streets. Staff anticipates returning to the Committee in August for approval to proceed with expenditure on the remainder of the project for regular asphalt paving scheduled in September. The Committee recommends approval of the request to expend $50,000 for the Street Slurry Seal Project. STREET VEHICLES - AUTHORIZATION TO PURCHASE. Trustee Hix declared a conflict of interest, and stated he would not participate in discussion nor recommendation. The 1996 Budget includes $89,300 for a new street sweeper. Street BRADFORD PUBLISHING CO. RECORD OF PROCEEDINGS Public Works Committee - April 26, 1996 - Page 2 Foreman Johnson reported that the Street Dept. has one new vacuum sweeper and one old mechanical sweeper, and that staff is proposing to replace the existing mechanical sweeper with an Elgin Pelican Street Sweeper. Roy gave the Committee an overview of the street sweeping operation (amount of man hours, miles of streets, and material reclaimed for 1995), and compared the mechanical v. the vacuum -style sweeper. A committee was established to judge the equipment that would best meet the Department's needs, and the aforestated Elgin was recommended. This is due in part to the Department already owning a vacuum sweeper. Director Linnane reported that the cost of the sweeper, minus $4,500 trade-in, is $82,535 and that the sweeper would be leased and amortized over five years. The leasing price over five years is $19,394.07. Financing bids were obtained, with The Estes Park Bank offering an interest rate of 5.625%. Following discussion, the Committee recommends staff be authorized to purchase the Elgin Pelican Street Sweeper, accepting the lease/purchase bid from The Estes Park Bank for payments of $19,394.07/year for five years. ✓ STREET DEPARTMENT VEHICLES - AUTHORIZATION TO PURCHASE. Director Linnane reported that a multi -passenger vehicle (budgeted at $25,000) is being requested to replace a standard pickup truck. The multi -passenger vehicle would be utilized in snow removal as well as transporting employees. The trade-in value of the pickup truck is $3,000, and staff believes the truck is worth at least $7,000 and that it would be most beneficial to retain the truck and purchase a new vehicle outright. Staff reviewed the 2% local discount policy, and following discussion, the Committee recommends staff be authorized to purchase a Ford Bronco, accepting the bid price of $20,562.17 submitted by Rains Motor Co., retaining the existing pickup truck in the fleet. The local 2% discount policy results in Rains being the low bidder. Administrator Klaphake directed staff to select an unobtrusive color for this and all Town vehicles. FUEL TANK ABANDONMENT PROJECT - PROPOSAL. Director Linnane offered a review of this project, reiterating that staff is requesting three underground fuel tanks located at the Street Shop area be abandoned pursuant to new EPA guidelines for this type of tanks. The new guidelines go into effect in 1998. With the guidelines, all underground tanks must have sophisticated monitoring systems and/or structure. The tanks could be retro- fitted; however, pursuant to a Feasibility Study conducted by RMC, such was considered too expensive. RMC earlier presented six alternatives and the Town elected to enter into an agreement with Larimer County that all Town vehicles would fuel at the Larimer County Terminals site, adjacent and north of the Town Shops. The Police Dept. will refuel at the School site in 1997. Staff budgeted $80,000 this year to abandon the underground fuel tanks and piping, and transferring the fuel site to the County area. RMC prepared a scope of services for design and construction management, and staff requested to bid the project with bids being due in May/June. This process will allow the Town to meet established regulation deadlines and obtain a contractor in a timely fashion (1997). The Committee recommends staff be authorized to request bids, returning to the Committee when bids are received. Staff also intends to return to the Committee in the near future with a long-term Use Agreement with Larimer County. If the Town utilizes the existing Fleet Dept. data base, the system must be upgraded to be compatible with the County's system. Based BRADFOR❑ PUBLISHING CO. RECORD OF PROCEEDINGS Public Works Committee - April 26, 1996 - Page 3 on discussion with affected personnel, staff believes it would be best to install a network pc that would communicate with most department personnel (Water, L&P, Muni. Bldg.); however, a network pc was not budgeted in 1996. It is estimated that the network hardware and software would cost between $10,000 and $17,000. Shawn Kraft, the Town's GIS Computer Analyst, briefed the Committee on network systems, their flexibility, expansion capabilities, improved interface, reduction of duplication in purchasing software, and the ability to go "on line" immediately. Based upon the efficiencies reported on above, the Committee directed staff to solicit prices and return to the Committee with cost details. -WATER PROJECT CHANGE ORDERS - REOUEST APPROVAL. Director Linnane presented change order estimated as prepared by RMC for the following Projects: 1. Interconnection of Summit Dr. and Highway 34 - Change order to facilitate the actual location of the existing 8" water line - $715.00±. 2. Hillside Ln. - the Town requested BTC Const. excavate an existing service line to allow the new 12" water line - $480.00±. 3. Pine Lane and Portion of Grand Estates Dr. - the water line at both locations had to be relocated into the asphalt portion of the roadway due to interference with the new natural gas line - $22,860±. 4. The Town requested BTC Const. mobilize another pipeline excavation crew to expedite the construction schedule - $2,500.00±. Cost of all four items above will be shared with CDOT (42%), thus the Town will pay $15,400± and CDOT will pay $11,150±. As the projects are well within budget, the Committee recommends approval of all four change orders for the estimated amount of $26,550. TRAFFIC SIGNS - REOUEST BY CITIZEN TO REVIEW/AMEND. Sally Anderson, citizen, submitted two traffic sign requests: (1) change the existing "yield" sign to a "stop" sign at the intersection of Spruce and Big Horn Drives. Staff confirmed that this site is nearly a blind corner for on -coming traffic due to site distance, steepness, and trees. Director Linnane reviewed the Manual on Uniform Traffic Control Devices (MUTCD), confirmed that the restricted site distances could warrant a stop sign. Street Foreman Johnson will inspect the area to determine whether or not the trees could be trimmed. Property owners are to be contacted prior to any trimming. The Committee believes the request is warranted, and staff was directed to proceed. (2) install a "continuous lane" sign for those turning right off Riverside Dr. onto Elkhorn Ave., going east. Staff advised that a "continuous lane" sign is illegal and that a similar sign, which is legal, is an "added lane" international symbol sign (MUTCD W4-3). Staff referred to the Manual, and does not believe this sign is warranted due to the intersection's existing "right turn on green" sign with the right turn red and green traffic signal being contradictory to the requested added lane sign. Summer installation of the bollards and striping will assist traffic in the turning lane, and based upon public safety and liability issues, the Committee this request be denied. BRADFORD PUBLISHING CO. RECORD OF PROCEEDINGS Public Works Committee - April 26, 1996 - Page 4 /LAKE ESTES HIKE/BIKE TRAIL - PRESENTATION OF "CAUSEWAY" PORTION AND REOUEST APPROVAL OF SCOPE OF SERVICES. Director Linnane briefed the Committee on the former grant application process utilized in obtaining State/Federal funding for the recently completed Lake Estes Hike/Bike Trail. Staff was contacted in late February 1996 by Elaine Spencer/Larimer County Engineer and Jeff Manual/CDOT Engineer, who reported that funding for enhancement projects in the amount of $162,500 was recently made available (Weld County canceled their project). The Lake Estes Causeway Trail was initiated, and an application was filed. The Causeway Trail begins at the fisherman parking area west of the causeway, along the north side, and ends/blends by transitioning into Mall Road. A Master Plan of the entire lake, prepared in- house, was displayed. The plan includes the aforementioned 10'- wide concrete walkway which is 10'± lower than the highway, along the causeway, a bridge across the Big Thompson, downstream of the Dam, and a trail through the Power Plant property. RMC prepared a survey and quantity estimates of $380,672, not including the cost for design and construction management ($44,760). The total project is estimated at $425,000; federal funding would be approximately $162,500. Staff was informed by Will Tully of the Bureau of Reclamation, that a formal environmental assessment will not be required for this phase, thus a permit could possibly be issued within six weeks and the project could begin as early as September 1. Staff advised that construction could possibly begin as late as December 1, 1996. Staff reported on the funding approval process which requires a recommendation from the Upper Front Range Transportation Committee (UFRTC). Members of this Committee verbally advised Town staff that they would recommend the project via a May UFRTC meeting, with a recommendation letter to follow. Administrator Klaphake reported on the Larimer County Open Space sales tax revenues which are calculated based upon population or sales tax generation --each city will receive the higher of the two. The Town's actual return for January was $9,286.87, and staff is estimating revenues as high as $200,000 for the year. These revenues are to be utilized only for trails and open space, thus the Causeway Trail would be eligible. The 8-year appropriation could be shared between trails and open space. Staff is suggesting the Town leverage the Open Space revenues for grants, such as ISTEA. RMC submitted a design, coordination, and construction management scope of services for $44,760 which includes a bridge design which can be deleted depending upon funding. Staff confirmed that Light and Power will install conduit in the concrete walkway that should not restrict the BOR in accessing their plant or dam sites. RMC and the Town have talked to WAPA and they have no objection to the project. WAPA and staff will meet at the site on May 1 to finalize the previously -mentioned discussion. The Committee commended staff for their effort on this project, recommends staff be authorized to use the aforestated sales tax revenues as a match with ISTEA funding, and also recommends accepting the Scope of Services submitted by RMC in the amount of $44,760. Staff also praised Larimer County Engineer Spencer and CDOT Representative Manual for notifying the Town on the availability of State/Federal funds. REPORTS. The Committee reviewed the Citizen Service Response and Water Reports for March. Director Linnane briefed the Committee on the Hwy. 34/Hwy. BRADFORD PUBLISHING CO. RECORD OF PROCEEDINGS Public Works Committee - April 26, 1996 - Page 5 7/Elkhorn Ave. CDOT Projects, reporting that the curb, gutter, etc., east of the Hwy. 34/36 intersection, will not be completed on the south side of Hwy. 34 by May 25 as scheduled; the utility work will delay the curb and gutter installation scheduled completion date by at least 2-3 weeks. The Elkhorn Ave. Project west of the Hwy. 34/36 intersection is on schedule and should be completed by Memorial Day Weekend. The Annual River Clean up is scheduled May 18. Town employees are volunteering their time, and the Town is volunteering trucks - the public is being asked to help by meeting at the Marina at 10:00 a.m. and clean-up the rivers and lakes until Noon. All volunteers will then be treated to a barbecue lunch. The Glacier Water Tank Project is on schedule and there have been no change orders thus far. Completion is scheduled May 17 and this new tank will double fire protection in the Estes Valley. There being no further business, Chairman Doylen adjourn the meeting at 11;20 a.m. MAY 1 4 1996 Town ��tn ppyyr7 ESIrc. 0r Vickie O'Connor, CMC/AAE, Town Clerk