Council Study Session

MINUTES OF THE GILBERT TOWN COUNCIL, IN SPECIAL MEETING FOR A STUDY SESSION, TUESDAY, JUNE 28, 2022, AT 5:15 P.M., GILBERT PUBLIC SAFETY TRAINING FACILITY, ATLAS AUDITORIUM, 6860 SOUTH POWER ROAD, GILBERT, ARIZONA COUNCIL PRESENT: Mayor Brigette Peterson, Vice Mayor Aimee Yentes, Councilmembers Scott Anderson, Yung Koprowski, Laurin Hendrix (attended virtually), Scott September, and Kathy Tilque COUNCIL ABSENT: STAFF PRESENT: Town Manager Patrick Banger, Town Clerk Chaveli Herrera, Town Attorney Chris Payne, Deputy Clerk Judy Martinez, Senior Project Manager Jason Montgomery, Assistant Town Manager Leah Rhineheimer, , Project Supervisor Jack Gierak, Purchasing Manager Jim Campion, Wastewater Manager Ken Snow, Project Supervisor Jeanne Jensen, and Project Supervisor Ryan Blair CALL TO ORDER OF SPECIAL MEETING Mayor Peterson called the meeting to order at 5:16 p.m. AGENDA ITEM 1. Discussion on WW1060/WW1246/WA1546 Western Canal Corridor Analysis from Gilbert Road to Lindsay Road. Senior Project Manager Montgomery provided on overview on the project and the corridor analysis summary of the five options being presented. He provided information on the agenda of the presentation. He showed a video of the residences and provided information on each of the lines. He talked about the 36” sewer line and the impacts to the community. Wastewater Manager Snow touched on a recent event that occurred regarding a blockage. Senior Project Manager Montgomery discussed the condition assessment which indicated 70% of manholes failures were imminent and 70% of pipelines were poor with need for immediate attention in near future. He said based on the assessment, the rehabilitation approach would consist of bypass, spot repair, manhole rehab, and cured-in-place pipe lining. Senior Project Manager Montgomery provided information on Project No. WW1246, an 18” reclaimed water line, and discussed the condition assessment. Wastewater Manager Snow provided information on the test summary and testing results. Senior Project Manager Montgomery talked about the immediate improvement recommendation and future rehabilitation replacement. Senior Project Manager Montgomery discussed Project No. WA1546 concerning the 24” potable water line and the impacts, then outlined the condition assessment. He provided information on the Western Canal Corridor Salt River Project (SRP) facilities and talked about previous approvals, then discussed access crossings and multi-use trails. He discussed the area west of Burk Street and the 25’ Town easement. He provided a cross section west of Burk Street to provide insight on how active the area was. He showed a photo of the same area from 1986 and 2016 to show the change within the easement area. He showed a photo of the grant of easement document. He provided the same information on the area east of Burk Street and outlined the grant of easement documentations. Martin Weeden, Design Engineer with Entellus, provided information on the following five options from the analysis overview and showed a video that outlined each with factors of consideration:  Option 1: acquire easement in fee  Option 2: utility corridor alley  Option 3: minimal acquisition at manholes   Option 4: gates to manhole properties  Option 5: gates to manhole properties + reclaimed water relocated Mr. Weeden stated the video was developed from a 3D interactive rendering of the five options and it would be made available for public viewing. He also shared the options’ cost estimates and cost escalation. Senior Project Manager Montgomery provided information on the next steps and said that the video would be available online at the project’s website on Wednesday, June 29, 2022. Councilmember Koprowski asked about the 18” reclaimed water line and if the future work would be combined with the sewer work. Senior Project Manager Montgomery said it would depend on which option selected, but spoke in support of taking advantage of the construction window. Councilmember Koprowski said she would like to minimize construction impacts. Mayor Peterson thanked Senior Project Manager Montgomery for his and the team’s work and spoke in support of the video and how helpful it was to see the information. She talked about the effect of the failure in Tempe and stated it was heavy on her mind. She said she was looking forward to a future meeting and the Council having a decision on it going forward. 2. Discussion and overview of Market Condition Impacts on Projects and Procurement: Mitigation Tools and Strategies. Assistant Town Manager Rhineheimer provided background information on the market condition’s impacts on projects and procurement. Project Supervisor Jensen outlined some of the challenges and spoke to volatility, availability, and escalation and provided examples directly related to utilities projects impacting Water/Wastewater and Stormwater. She talked about the need to reprioritize projects due to issues. Project Supervisor Gierak provided information on the impacts in availability and cost escalation of vertical and facilities projects regarding Project No. MF0530, which he said was directly related to the Municipal Center I Renovation, and outlined the elements of the mitigation approach. Project Supervisor Blair provided information on the impacts to transportation projects. Project Supervisor Jensen talked about operation and maintenance, or critical infrastructure, and detailed shifting vendor requirements, time shift costs, prompt payment considerations, and lack of critical inventory. Purchasing Manager Campion discussed public safety regarding lead time and parts availability. He outlined concerns with the Police Department’s pursuit-ready vehicles as well as to Information Technology (IT) and Facilities as it related to technology equipment; heating, ventilation, and air conditioning (HVAC); Facilities Equipment; and Tenant Equipment materials . He outlined the mitigation approach and the Goods and Services Approach for the Town. Project Supervisor Jensen provided information on the Capital Improvement Plan (CIP) Design Management Approach, proposed different alternatives and solutions, then outlined the CIP Construction Approach. Assistant Town Manager Rhineheimer thanked the team and concluded the presentation speaking to the complexity of the market and difficulty to procure essential items. She said she wanted to provide tools to further understand the issues and impacts to projects and discussed what may be seen in the future for items with increased frequency, extraordinary circumstances, and major emergencies and solutions for each scenario. She talked about the team working hard to anticipate, create, and help people to meet the challenges of the market. Councilmember Anderson asked about the approach and if the Town had surveyed other cities. Project Supervisor Jensen said the Town had reached out to both public and private sectors, gathering information and reviewing the available tools that could be applied to the current situation. Purchasing Manager Campion talked about meeting monthly with others around the Phoenix-Valley to share notes and understand what others were doing. Vice Mayor Yentes asked if other cities had inventories and talked about the comprehensive understanding of the Town. Purchasing Manager Campion discussed understanding accessibility and putting some of those resources into place, then noted the East Valley procurement group and how they shared resources and sources of supply for items the Town may need to purchase. Vice Mayor Yentes asked about the procurement side, the discussed items that would be used until their useful life was exhausted and finding ways to expand the useful life of other items; she asked which departments would be affected by this. Assistant Town Manager Rhineheimer talked about the team working diligently on the Long-Range Infrastructure Plan and the Condition Facility Index to understand where that was at to help anticipate when to execute repair to maximize the dollars for repair. Project Supervisor Jensen provided an example on an emergency project that needed a specialized pipe and anticipating the need in procuring the pipe at the right time and being mindful in their purchasing. Councilmember Tilque thanked staff for the presentation and said she would appreciate an explanation on why an item was coming forward. She also congratulated Project Supervisor Jensen and her team for looking for opportunities to save money on the projects. Mayor Peterson thanked everyone and stated she appreciated the information. ADJOURN Mayor Peterson adjourned the meeting at 6:31 p.m. ATTEST: ___________________________ ___________________________________ Brigette Peterson, Mayor Chaveli Herrera, MMC, Town Clerk CERTIFICATION I hereby certify that the foregoing minutes are a true and correct copy of the minutes of the Study Session of the Town Council of the Town of Gilbert held on the 28th day of June, 2022. I further certify that the meeting was duly called and held and that a quorum was present. Dated this __________ day of ______________, 2022. ___________________________________ Chaveli Herrera, MMC, Town Clerk