Public Works Committee

TUMWATER PUBLIC WORKS COMMITTEE MINUTES OF VIRTUAL MEETING June 8, 2023 Page 1 CONVENE: 8:03 a.m. PRESENT: Chair Eileen Swarthout and Councilmembers Michael Althauser and Charlie Schneider. Staff: Transportation and Engineering Director Brandon Hicks, City Attorney Karen Kirkpatrick, Engineering Services Manager Bill Lindauer, Engineer II Daryl Epstein, and Administrative Assistant Cathy Nielsen. APPROVAL OF MINUTES: PUBLIC WORKS COMMITTEE, MAY 18, 2023 MOTION: Councilmember Schneider moved, seconded by Councilmember Althauser, to approve the minutes of May 18, 2023 as published. A voice vote approved the motion unanimously. ISRAEL ROAD AND Manager Lindauer briefed the committee on the Israel Road and Linderson LINDERSON WAY Way Water Main Project and Schedule 74 Project Plan and Construction WATER MAIN Agreement. Schedule 74 is a process that establishes rules for converting PROJECT, existing Puget Sound Energy (PSE) overhead distribution system lines to SCHEDULE 74 underground within a project’s limits. The proposed action is linked directly PROJECT PLAN AND to the overall water main project. The project will underground 3,115 feet of SCHEDULE 74 overhead power lines within the limits of Linderson Way to Capitol UNDERGROUND Boulevard on Israel Road. The project includes service connection CONVERSION replacements to each affected property served by the distribution line. The CONSTRUCTION PSE agreement consists of two linked agreements. The Schedule 74 Project AGREEMENT: Plan is the first agreement and includes all the main components of the project such as scope of work, construction plans and specifications, work requirements, operating rights, basic construction work schedule, and construction cost estimate. The second agreement is the construction agreement between the City of Tumwater and PSE that is similar to the agreement for the Trosper Road underground project. The construction agreement references the Schedule 74 Project Plan as an attachment. PSE will provide the conduits and transformers for the project and will install the electrical system, coordinate and complete changeovers and transfers for new services, remove, deactivate, and replace the existing electrical system after the new system is installed, and provide project inspection services during the City’s portion of the project when the City installs conduits and other components. The City’s responsibility for the project is construction of the utility trench, installation of conduits (provided by PSE), and install service and other transformers. PSE will follow up and complete the connections. TUMWATER PUBLIC WORKS COMMITTEE MINUTES OF VIRTUAL MEETING June 8, 2023 Page 2 The estimated cost of the project is a cost-sharing agreement of 60% by PSE and 40% by the City of Tumwater. The overall total construction cost for undergrounding is $947,187.00. PSE’s cost estimate for its share is $568,312.00. The City’s cost share is $378,875.00. Manager Lindauer invited questions from the committee. Chair Swarthout asked about the timing of the project. Manager Lindauer replied that construction is scheduled during August through September 2023. MOTION: Councilmember Althauser moved, seconded by Councilmember Schneider, to recommend the City Council approve and authorize the Mayor to sign the Puget Sound Energy (PSE) Schedule 74 Project Plan and Schedule 74 Construction Agreement, to complete utility undergrounding conversion for the Israel Road and Linderson Way Water Main Project. A voice vote unanimously approved the motion. ISRAEL ROAD AND Manager Lindauer reported the Israel Road and Linderson Way Water Main LINDERSON WAY Project replaces an aging water main along Israel Road and Linderson Way. WATER MAIN The project is included in the Water Capital Facilities Plan and is supported PROJECT, in the 2021 Comprehensive Water System Plan update. The project is AUTHORITY TO required to replace aging asbestos water mains originally installed in the SOLICIT BIDS AND 1960s. The mains are close to the end of design life and need replacement, RECOMMEND as well as to provide a safe and reliable water system to the community. AWARD: The project scope of work includes replacement of the water main on Israel Road from Interstate 5 to Capitol Boulevard totaling approximately 3,750 feet of water main and replacement of the water main along Linderson Way from Israel Road south to the access point to the Department of Labor and Industries building totaling approximately 950 feet of water main. The project includes upgrading all water service connections along the project length in addition to City right-of-way, replacement of pavement and sidewalk affected by the trenching operation for the project. Following completion of the project, the imprint of trenching along the roadway will be visible with an asphalt overlay of the affected roadway scheduled for next year. The project includes utility underground improvements for PSE underground conversion from Linderson Way to Capitol Boulevard along Israel Road of 3,115 feet, as well as the City’s service connection upgrades underground to the property line to different property owners to include City Hall. Additional overhead utility conversions are included as part of coordinating work with other private utilities. Manager Lindauer displayed an aerial view of the project site. An important component of the project was phasing construction because TUMWATER PUBLIC WORKS COMMITTEE MINUTES OF VIRTUAL MEETING June 8, 2023 Page 3 Israel Road is one of the City’s main roads. However, other alternative routes are available to avoid construction activities. Staff is pursuing public outreach to provide information to the public about the project. One aspect is identifying alternative routes for the public to avoid the construction site. As most of the construction activity is located along the center of the road, those motorists who cannot use another route will have access on both sides of the roadway. During utility trenching work, traffic will be limited to the south side of the road. The goal is to maintain two-way traffic during the entire construction process in each direction with some stoppages and limitations during the project. The main traffic issue is access to Tumwater High School as many students drive to school creating some traffic issues along the project site. Summer recess is scheduled to begin on June 20, 2023 and end on September 5, 2023. During that timeline, the contractor will focus trenching work in front of the school prior to school starting in September. The construction site will enable access for fire and police and City Hall vehicles. Councilmember Althauser inquired about right and left turn lane access for fire and police emergency calls during construction. Manager Lindauer said that at some time during construction, access points will be limited for left turns. In those cases, flaggers will assist in left turn movements if emergency access is required. Staff will coordinate emergency access with both the Police Department and the Fire Department during construction. The provisions for access are included in the contract with the contractor, as well as discussed with the contractor during the pre-construction meeting and coordinated with the City during the project. The Engineer’s estimate for the project is $2,997,283.28. Bids will likely range from $2.7 million to $3.2 million because of unknown material costs based on the current market. Water main improvements are funded by the Water Capital Facilities Plan. For undergrounding and the City’s cost share, the amount is funded by the Transportation Capital Facilities Plan. Duration of the project is approximately 50 working days or 2.6 months. The project schedule is dependent upon timing by the contractor and the availability of material. Final cleanup will likely be during the first two weeks in October. The current project schedule (if approved) includes releasing the bid later in the day with bid opening on June 22, 2023 with construction estimated to commence at the end of July 2023. Manager Lindauer invited questions. Councilmember Alternative questioned the timing associated with the Fire Department requiring flagging assistance if responding to an emergency call. Manager Lindauer said the project is linear in nature and the contractor will start at one point, trench, install, and refill the trench and then move to the next segment. The timing of any disruptions will be relatively short. Most contractors can install water lines up to 150 to 200 linear feet each day. TUMWATER PUBLIC WORKS COMMITTEE MINUTES OF VIRTUAL MEETING June 8, 2023 Page 4 Interruptions will be intermittent throughout the project at different times. MOTION: Councilmember Althauser moved, seconded by Councilmember Schneider, to authorize staff to solicit bids for the Israel Road and Linderson Way Water Main project and recommend City Council award and authorize the Mayor to sign a public works contract with the lowest responsible bidder. A voice vote approved the motion unanimously. ADJOURNMENT: With there being no further business, Chair Swarthout adjourned the meeting at 8:30 a.m. Prepared by Valerie L. Gow, Recording Secretary/President Puget Sound Meeting Services, psmsoly@earthlink.net