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HomeMy WebLinkAboutMINUTES Public Safety, Utilities, and Public Works Committee 2011-05-12RECORD OF PROCEEDINGS Town of Estes Park, Larimer County, Colorado, May 12, 2011 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 Town Hall in said Town of Estes Park on the 12th day of May, 2011. Committee: Chair Blackhurst, Trustees Ericson and Koenig Attending: Chair Blackhurst, Trustees Ericson and Koenig Also Attending: Town Administrator Halburnt, Deputy Town Administrator Richardson, Chief Kufeld, Dir. Bergsten, Dir. Zurn, and Deputy Town Clerk Deats Absent: None Chair Blackhurst 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. Incident Command — Commander Rose, Emergency Manager for the Town, provided a brief overview related to the responsibilities and interaction of staff and elected officials in the event of an emergency. Town Administrator responsibilities include coordinating and directing government activities in support of emergency or disaster relief efforts, issuing directives to Town departments and personnel regarding changes in normal duties and work schedules, and acting as the intergovernmental liaison for initiation of formal requests for outside assistance from other agencies such as Larimer County or the state of Colorado. The Mayor has the statutory responsibility to effect a declaration of a local disaster, and the full Board would make decisions concerning the commitment of resources beyond those normally available to the Town's emergency response agencies, approve formal declaration of a Town emergency or disaster, issuance of official orders regarding population protection or temporary social restrictions such as curfews, or evacuations; formal request to the governor's office for declaration of a state of emergency for the purposes of obtaining state and/or federal assistance, and provide accurate information and temper expectations by providing information about what government can do to assist the community. Commander Rose said the severity of the event dictates the level and degree of response, and noted that the emergency operations command center (EOC) is prepared for the upcoming high water and fire seasons. UTILITIES. REPORTS. Reports provided for informational purposes and made a part of the proceedings. 1. Cascade Diversion Water Rights — Dir. Bergsten reported that in 1991 the Town filed an application for water rights to provide raw water to the Fall River Treatment Plant. The application requested a total diversion of 5.0 cubic feet per second (cfs) of water. The Water Court adjudicated a direct flow water right of 1.55 cfs for the Estes Park Cascade Dam Diversion and a 3.45 cfs conditional water right for the Estes Park Cascade Diversion Enlargement. The conditional right requires that an application for a finding of reasonable diligence be filed with the Water Court every six years. Since the Town has taken no steps to make this conditional right absolute, nor has the Town used the water right since 1991, no application will be RECORD OF PROCEEDINGS Public Safety/Utilities/Public Works Committee — May 12, 2011 — Page 2 filed and the Water Court will terminate the conditional right. The Cascade Diversion absolute right of 1.55 cfs will not be affected. Dir. Bergsten noted that an application could be filed at a time in the future if additional water rights are needed. PUBLIC WORKS. MORAINE AVENUE PEDESTRIAN IMPROVEMENTS. The Town of Estes Park received a grant from the Colorado Department of Transportation (CDOT) in the amount of $256,000 for Moraine Avenue pedestrian improvements. The scope of work includes engineering sidewalk, curb and gutter, and retaining wall improvements along Moraine Avenue at Elkhorn Avenue south to Crags Drive, on the east side of the roadway. The Town has committed the required matching funds for the project in the amount of $46,000 from the Community Reinvestment Fund. Since the project is financed with CDOT roadside enhancement funding, CDOT requires that, when selecting a consultant to provide engineering services, a "Qualification - Based Selection" method is used. This selection method focuses on a firm's successful project experience and the relative qualifications of its staff. Estimates of hours and fees to provide engineering services were not part of the evaluation and were not included in the proposals. A Request for Qualifications (RF Q) was published in early April, and seven firms responded. The following chart contains the ratings for each of the firms: Firm Name City Ranking McDowell Engineering Broomfield 1 Loris & Associates Lafayette 2 Drexel, Barrel) & Co. Boulder 3 Cornerstone Engineering & Surveying Estes Park 4 RG & Associates Wheatridge 5 Colorado Civil Group Loveland 6 Interwest Windsor 7 After rating each firm, McDowell Engineering of Broomfield was the highest ranked firm. Their project experience includes several successful pedestrian walkway designs in mountain communities and the firm has had significant experience working with CDOT. Negotiations were conducted with McDowell and a total project cost not to exceed $33,922, which includes 10% contingency, was determined. Once the design is complete, bidding documents will be provided by McDowell Engineering, including a construction schedule to begin in mid -September and be completed by November 18, 2011. Staff recommends awarding the contract for design engineering to McDowell Engineering of Broomfield, for a project cost not to exceed $33,922. The Committee discussed the selection process which differs from the Town's normal practices, and asked if the Wiest pedestrian crosswalk would be addressed during the improvements. Town Administrator Halburnt said that, as per a decision by the Board, the crosswalk will be removed. The Committee recommends approval of the contract for Moraine Avenue pedestrian improvements design engineering with McDowell Engineering at a cost not to exceed $33,922, from account #204-5400- 544-25-24 budgeted, to be included on the consent agenda at the May 24, 2011, Town Board meeting, and requested staff be available to speak to the state grant requirements and processes. There being no further business, Chair Blackhurst adjourned the meeting at 8:34 a.m. 7 Cynha Deats, Deputy Town Clerk TOWN OF ESTES PARK BOARD OF TRUSTEES