HomeMy WebLinkAboutMINUTES Public Safety, Utilities, and Public Works Committee 2015-11-12RECORD OF PROCEEDINGS
Town of Estes Park, Larimer County, Colorado, November 12, 2015
Minutes of a Regular Meeting of the PUBLIC SAFETY/UTILITIES/PUBLIC
WORKS COMMITTEE of the Town of Estes Park, Larimer County,
Colorado. Meeting held in the Board Room of Town Hall in said Town of
Estes Park on the 12th day of November, 2015.
Committee: Chair Norris, Mayor Pro Tem Koenig and Trustee Nelson
Attending: Chair Norris, Mayor Pro Tem Koenig and Trustee Nelson
Also Attending: Town Administrator Lancaster, Chief Kufeld, Director
Muhonen, Superintendent Lockhart, Managers Fraundorf,
Ash, McEachern and Landkamer, Engineer Stallworth and
Recording Secretary Limmiatis
Absent: None
Chair Norris called the meeting to order at 8:00 a.m.
PUBLIC COMMENT.
None.
PUBLIC SAFETY.
REPORTS.
Reports provided for informational purposes and made a part of the proceedings.
1. Verbal Updates and Committee Questions — Chief Kufeld stated he would
provide the annual statistics at next month's meeting, four candidates are in the
final stages of the interview process for the three open Police Officer positions,
the selected candidate for Communications Center Manager positon withdrew
and the position would be re -advertised, and the approved pay increases for the
Police Department have significantly improved the quality of applicants.
UTILITIES.
PURCHASE OF UTILITY BOX FOR L&P DUTY TRUCK. Superintendent Lockhart
requested approval of the purchase of a utility box for the recently purchased duty truck.
Two quotes were received and staff would like to accept the low bid for the utility box
from Auto Truck Group. The Committee recommended approval of the purchase of
the utility box for the Light & Power duty truck from Auto Truck Group for $40,660
be included on the Consent Agenda at the November 24, 2015 Town Board
meeting.
PUBLIC WORKS.
ELM ROAD LANDFILL LEACHATE MITIGATION PROJECT CONTRACT AWARD.
Manager Ash summarized the Elm Road Landfill Leachate Mitigation Project to date.
Stewart Environmental Consultants completed the design for the drainage system which
was reviewed and approved by the Colorado Department of Public Health and
Environment (CDPHE). The Request for Bid was advertised and two companies
responded. C & H Excavation was determined to be the lowest responsible bidder and
staff would like to award the construction contract. Staff also recommended awarding
the construction management contract to Stewart Environmental Consultants who have
been involved with the project since 2011, have experience with CDPHE requirements,
and expertise in handling the trash that would be encountered and the ability to dispose
of it properly. The Committee recommended approval of the contracts with C & H
Excavation for construction services in the amount of $517,583.99 with a
contingency not to exceed $570,000 and Stewart Environmental Consultants for
construction management services in the amount of $44,000 with a contingency
RECORD VFPROCEEDINGS
Public Sa#ety/Uti|ibesiPub|icWorks Committee — November 12'2015—Page 2
not to exceed $50,000 be included on the Consent Agenda at the November24,
2015 Town Board meeting.
VISITORS CENTER RESTN0OK8 ADDITION CONTRACT AWARD. Manager
Londkomer presented the remodel of the Visitor Center for additional rentrooms. An
additional six stalls in the women's restroom, a family restroorn and the relocation of the
janitor's o|oomt are proposed to achieve more efficient operation nfthe facilities. The
proposal was advertised and interest was expressed by two contractors who attended
the mando0nrypro'bid site walk. Staff recommended awarding the construction contract
to Heath Construction. To stay within budget, staff discussed several value engineering
opUona, such as removing the automatic door and the drinking bottle O|| ntobun, and
using floor mounted toilets. The Committee recommended approval mfthe contract
with Heath Construction for the Visitor Center restromm addition in the amount of
$170,801.40 with a contingency not to exceed $200.000 be included on the
Consent Agenda atthe November 24.3O15Town Board meeting.
CONFERENCE CENTER INTERIOR REPAIRS CONTRACT AWARD. Manager
Landkamerdimcunsed the need to complete the interior repairs to the Conference
Center. In 2013 an insurance claim was filed with C|RSAfor the interior damage from
the roof leaking which included stained and mismatched ceiling tiles and damage to the
drywaU, sound tsbhn and light fixtures. The claim nemu|0ud in a settlement of$40.7U0.40
and staff intends to stay within this budget to complete the repairs. The project was
advertised and resulted in the receipt of one bid. Staff recommends proceeding with
B&E Builders to complete the project with a modified option of salvaging good ceiling
U|oa to replace damaged or stained ceiling tiles throughout the Conference Center
lobby. Lmndkamor made the Committee aware the Conference Center would be closed
during most cfconstruction. Rocky Mountain Park Inn does not have any reservations
for the Conference Center during the construction schedule. The Committee
recommended approval of the contract with B&E Builders for interior Conference
Center repairs in the amount of$44.738.54with a contingency not to exceed
$49.709.49 be included on the Consent Agenda at the November 24, 2015Towm
Board meeting.
REPLACEMENT OF G39AJEEP CHEROKEE & G68A GMC PICKUP. Manager
K4oEaohern requested approval of the purchase of a 2010 Subaru Outback and
Forrester for the scheduled replacement of G39A Jeep Cherokee and G08A GMC
Pickup in the amount of$44.S55 from the Vehicle Replacement Fund. The Outback
would be issued to the Engineering Division and the Forrester would be issued to
Facilities Division. The GyWC Pickup would be retained for shared use by the F|eod.
Streets and Parke Divisions. The Jeep Cherokee would be sold or traded in. The
change in manufacturer offers increased fuel efficiency, lower maintenance costs and
hop safety ratings. The Committee recommended approval of the purchase of
Subaru Outback and Forrester from Valley Nissan -Subaru in the amount of
$44.955 be included on the Consent Agenda at the November 24, 2015 Town
Board meeting.
FLEET TIRE CHANGER REPLACEMENT. Manager MoEauhem requested the
reallocation of $20.000 for storage containers towards the purchase of o new tire
changer for the Fleet Division. The current tire changer exhibits safety issues and has
become a higher priority than storage for the Division. The Committee recommended
approval of reallocating $20.000 budgeted for storage containers to replace the
Fleet Divisiont's tire changing equipment be included on the Consent Agenda at
the November 34.2O15Town Board meeting.
TRANSIT FACILITY PROJECT MANAGEMENT CONTRACT AWARD. Director
Muhnnon described the need to hire a consultant for project management ofthe Estes
Park Transit Facility Parking Structure as the Public Works Department duan not have
sufficient staff to nvarnoo the multiple tasks associated with the completion of the
project. During the preparation of the final design and bidding documents for the original
project in 2014. the Town experienced atnanaiUon in leadership and project oversight.
RECORD OF PROCEEDINGS
Public Safety/Utilities/Public Works Committee — November 12, 2015 — Page 3
Absent any formal contract, SpacelntoPlace Architecture + Design (SIPAD) continued to
help by demonstrating initiative and oversight to keep the project moving forward by
donating nearly $24,000 of uncompensated effort. Since August 2014 SIPAD continued
to offer project support for the due diligence exploration of issues triggered by the
proposed relocation of the structure to the Visitor Center south lot. For these reasons,
Public Works recommends sole sourcing the contract to SIPAD. The Committee
recommended approval of the Project Management Services contract with
SpacelntoPlace Architecture + Design for the Estes Park Transit Facility Parking
Structure in the amount of $151,500 with a contingency not to exceed $170,000 be
included as an Action Item at the November 24, 2015 Town Board meeting.
2015 OVERLAY PROGRAM CHANGE ORDER APPROVAL. Engineer Stallworth
presented Change Order 1 for the construction contract with Coulson Excavating Co. to
complete the overlay of Scott Avenue and Stanley Avenue. During the course of
construction, additional materials and labor in the amount of $13,090.28 were
necessary to satisfactorily complete the work. Staff evaluated the submitted change
order and determined the quantities provided were necessary and equitable to the intent
of the project. The Committee recommended approval of Change Order 1 to the
construction contract with Coulson Excavating Co. for $13,090.28 be included on
the Consent Agenda at the November 24, 2015 Town Board meeting.
2013 FLOOD REPAIR CONSTRUCTION MANAGEMENT CONTRACT CHANGE
ORDER APPROVAL. Director Muhonen stated the approval of several change orders
is necessary to compensate RG Associates (RGA) for additional construction
management services provided to oversee the prolonged flood repair work by Osmun,
Inc. over 20 roadway sites damaged by the 2013 flood. Muhonen described the
difficulties and delays experienced with Osmun, Inc. during the course of the
construction schedule and informed the Committee the Public Works Department opted
to issue a Notice of Termination on October 13, 2015. Public Works has since cleaned
up the construction sites vacated by Osmun Inc., yet work remains incomplete at four
sites. Muhonen proposed the Town approve the change orders to compensate RGA for
the construction management work completed through October 2015. The costs could
be deducted from the funds owed to Osmun Inc. per provisions in the contract. A new
contractor and would need to be procured to complete the remaining flood repair work
and some risk exists that the Town would not be reimbursed for this change order work
through FEMA and CDBG-DR grant matching funds. The Committee recommended
approval of RG & Associates, LLC FHWA Change Order 1 in the amount of
$22,844, FEMA Change Order 1 in the amount of $58,060, FEMA Change Order 2
in the amount of $51,731 and FEMA Change Order 3 in the amount of $56,463 with
a contingency not to exceed $60,000 be included on the Consent Agenda at the
November 24, 2015 Town Board meeting.
EVENT CENTER & PAVILION ROOF SNOW GUARD. Manager Landkamer discussed
the need for proper snow guards on the Events Center and Pavilion roofs to prevent the
snow from shedding off in mass, damaging the rain gutter system and potentially
harming pedestrians or equipment in the path of the snow slide. Both buildings lack
protection of the roof penetrations for the heat systems, which could also be damaged
during snow events and potentially allow for carbon monoxide to vent directly into the
facilities. Staff requested to hire a contractor to repair the damages sustained and install
snow retention and diverters to correct these issues. RTN Roofing was the only
contractor to provide a quote. Staff recommends awarding the construction contract to
RTN Roofing to commence the project as soon as possible due to time and potential
weather constraints. The Committee recommended approval of the contract with
RTN Roofing for repairs and addition of snow guard protection to the roofs of the
Event Center and Pavilion in the amount of $32,557 with a contingency not to
exceed $35,000 be included on the Consent Agenda at the November 24, 2015
Town Board meeting.
RECORD OF PROCEEDINGS
Public Safety/Utilities/Public Works Committee — November 12, 2015 — Page 4
REPORTS.
Reports provided for informational purposes and made a part of the proceedings.
1. Verbal Updates and Committee Questions — Engineer Stallworth provided an
update on the status of the Pavement Condition Assessment, stating it is over
50% complete. An average street rating of 64.5 was assessed for the completed
zones of 4, 6 and 7. This demonstrates the rating goal of 70 for all roads in Town
by is attainable. Staff anticipates to complete inspections by the end of
November, weather permitting. The Committee suggested updating the
Pavement Management webpage to include photos of Stallworth in the field to
show citizens their tax dollars at work.
Director Muhonen informed the Committee the Environmental Assessment by the
Bureau of Reclamation for the Estes Park Transit Facility Parking Structure is
approximately four months behind schedule. The Technical Advisory Committee
for the LOOP project would investigate the potential for Rockwell Street to act as
a two way road during off peak season. This information was forwarded to Estes
Performance, InCorporated (EPIC) so they would be aware of how this could
impact their design. Preliminary designs were also distributed for the intersection
of Crags Drive and Moraine Avenue which offer a roundabout and signaled
options. Final reports would be received in the spring of 2016.
Director Muhonen also provided statistics on conventional pot hole patching
versus spray patching. Costs have been diminished by two thirds with the use of
the spray patcher and staff has become more productive. All potholes in Town
within the scope of the Spray Patcher's capabilities have been fixed in the past
50 days.
There being no further business, Chair Norris adjourned the meeting at 9:12 a.m.
a Jo Lim iatis, Recording BarbarSecretary
TOWN OF ESTES PARK
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