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Home My WebLink About2019-03-11-minutes-public-works-study-sessionKITTITAS COUNTY COMMISSIONERS Public Works Study Session Regular Meeting Monday March 11, 2019 -1:30 PM Commissioners' Auditorium 205 West 5th Room 109 - Ellensburg 1. Call to Order 2. Request to Approve a Resolution to Award the Bid for the Design, Fabricating, Finishing and Transporting a Steel Modular Bridge (Big Boulder Creek Bridge Replacement) and Authorize the Public Works Director to Execute Contract Documents 3. Weihl Road Update 4. Upper County Shop Construction Project Position 5. Permitting Update 6. Oakes Avenue Vacation Request 7. Other business 8. Adjourn Created on 3/8/2019 8:43:19 AM KITTITAS COUNTY PUBLIC WORKS STUDY SESSION MINUTES COMMISSIONERS' AUDITORIUM, 205 WEST 5TH ROOM 109 - ELLENSBURG Regular Meeting MONDAY 1:30 PM MARCH 11, 2019 Board members present: Chairman Cory Wright; Vice Chairman Brett Wachsmith; Commissioner Laura Osiadacz Others: Mark Cook, Candie Leader, Public Works; Dan Carlson, Calvana Carper, Pat Nicholson, Community Development Services At 1:48 pm Chairman Cory Wright opened the Public Works Study Session. REQUEST TO APPROVE A RESOLUTION TO AWARD THE BID FOR THE DESIGN, FABRICATING, FINISHING AND TRANSPORTING A STEEL MODULAR BRIDGE (BIG BOULDER CREEK BRIDGE REPLACEMENT) AND AUTHORIZE THE PUBLIC WORKS DIRECTOR TO EXECUTE CONTRACT DOCUMENTS Mark Cook presented the resolution for approval and gave background on the project. Mark Cook stated that the bridge procurement was done ahead of bidding out the construction project due to permitting timelines. Mark Cook continued that one bid was received and the bid amount was under the Engineer's estimate. Discussion was held. Vice Chairman Brett Wachsmith made a motion to approve Resolution 2019-051 to Award the Bid for the Design, Fabricating, Finishing and Transporting a Steel Modular Bridge (Big Boulder Creek Bridge Replacement) and Authorize the Public Works Director to execute Contract Documents. Commissioner Laura Osiadacz seconded the motion. Motion passed 3-0. WEIHL ROAD UPDATE Mark Cook gave background on the project and stated that recently a private landowner has been exploring the option of building the road with private funds. Mark Cook stated that in these discussions the landowner has contacted property owners in the area soliciting interest in getting property donated to build the road without the MSE wall in place as shown in the original plans. Mark Cook continued that the project, as previously approved, is ready to go to bid but with this development it could lower the cost of the project significantly. Mark Cook added that if this option was to be followed it would cost around twenty five thousand dollars ($25,000) to redraw the plans. Discussion was held. Staff was directed to look into the alternate project and move forward with the redesign if the land can be acquired to support the new project. 2019-03-11 MINUTES UPPER COUNTY SHOP CONSTRUCTION PROJECT POSITION Mark Cook reported that building permits have been submitted for the Upper County Shop project. Mark Cook continued that this project is going to require an additional staff member for management of the project. Mark Cook added that he solicited for consultant costs that are currently at one hundred ($100) dollars per hour. Mark Cook stated that the Road Maintenance Supervisor spoke with a previous county employee that has the experience necessary to help facilitate the project needs. Mark Cook continued that he is requesting the Board give him permission to create this position and go out to ad after working through the benefit issues with Human Resources. Discussion was held. Staff was directed to move forward with creating the position. PERMITTING UPDATE Mark Cook stated that recently a developer submitted a permit for the construction of a private bridge to Community Development Services for review. Mark Cook continued that during this process staff recognized the need to place this permit and action with Public Works staff moving forward. Mark Cook added that a permit is being drafted to facilitate this change in process. Mark Cook stated that staff would like to look at a couple other permit changes including a change in access permitting for customers that are simply removing a manufactured home and replacing with stick built as one example. Mark Cook added that the last change would be to address plates and that due to the high fee for a replacement plate the public is making their own using supplies from local hardware stores. Discussion was held. Staff was directed to do a rate model and present at a future study session for further discussion. OAKES AVENUE VACATION REQUEST Mark Cook reported that the City of Cle Elum is interested in acquiring a tax parcel for future development. Mark Cook stated that the City of Cle Elum owns the surrounding land to the north and south of the parcel and staff would like to move forward with setting a public hearing to consider the vacation of the parcel to the City of Cle Elum. Mark Cook added that the parcel is tax title property and has no benefit to the county. Discussion was held. Staff was directed to find the value of the tax parcel and then have a discussion regarding fees. OTHER BUSINESS FLOOD PREPARATION Mark Cook reported that warmer temperatures are in the forecast that could cause some flooding concerns. Mark Cook stated that staff has done sign inventory and ordered additional signs in preparation of any event. Mark Cook continued that sandbags were delivered to Upper 2019-03-11 MINUTES County as well and staff is prepping the temporary bridges in inventory in case they are needed. Mark Cook added that the crew discussed auto loaders for sandbagging and felt that these machines don't cut down on preparation time. CONFERENCE OF GOVERNMENT SCORING REVISIONS Mark Cook stated that last year that the Conference of Government (COG) updated their policies and procedures. Mark Cook continued that he met with two members of COG to work on a new scoring tool due to some of the categories being misused or not completely understood. Mark Cook added that he will be presenting the draft changes to COG at the upcoming meeting and will report back after a final recommendation is made. Meeting adjourned at 2:38 pm. 2019-03-11 MINUTES KITTITAS COUNTY COMMISSIONERS KITTITAS COUNTY, WASHINGTON Cory Wright, Chairman BOARD OF COUNTY COMMISSIONERS COUNTY OF KITTITAS STATE OF WASHINGTON RESOLUTION NO. v RESOLUTION TO AWARD THE BID FOR DESIGN, FABRICATING, FINISHING AND TRANSPORTING A STEEL MODULAR BRIDGE AND AUTHORIZE THE PUBLIC WORKS DIRECTOR TO EXECUTE SAID CONTRACT WHEREAS: The Big Boulder Bridge Replacement project is identified in the County's adopted transportation improvement plan for 2019; and WHEREAS: Said project is listed on the adopted Six -Year Transportation Improvement Plan for the Years 2019-2024 by Resolution 2018-207 and the adopted 2019 Annual Construction Program by Resolution 2018-208; and WHEREAS: Project permitting timelines do not support having the project contractor procure the steel bridge superstructure; and WHEREAS: The Department of Public Works solicited bids for the procurement of a 40 foot steel modular bridge in accordance with RCW 36.77.020 Contract Procedures; and WHEREAS: Sealed bids were opened on March 7, 2019 at 10:00 am in the Kittitas County Permit Center, Department of Public Works, 411 N. Ruby Street, Suite 1, Ellensburg, Washington; and WHEREAS: One (1) bid was received from Big R Bridge for the prescribed work. The Public Works Department recommends the low responsive bid from Big R Bridge be accepted. NOW, THEREFORE BE IT RESOLVED that the Board of County Commissioners, in the best interest of the public, does hereby award the contract for the Design, Fabricating, Finishing and Transporting a Steel Modular Bridge to Big R Bridge in the amount of $48,190.68. BE IT FURTHER RESOLVED that the Director of Public Works is authorized to sign the contract documents for said project. DATED this 11th day of March, 2019, at Ellensburg, Washington. ..... Cc r, IMl,�"; :�•. --- 'mss Clerk of the'104d- Julie Kjorsvik 9S L`Y Idap,,G I�Yk of the Board- Mandy Buchholz T BOARD OF COUNTY COMMISSIONERS KITTITAS COJJyfI'Y, WASHINGTON Cory Wright, Chairman Brett Wachs mith, Vice -Chairman Liurg`bsiaCommissioner cs C=5 ; 0 ImI \ V) \ § ( j j Z ( } ! g 2 ! _ k - - 2 S j \ ( ± - ° k \ k c § j \ \ } ° g m - - 2 z @ � ° % j j § • _ § ± e g § \ / § § E § ) , $ & � 3 2 § Lu 2 § ( \ > � \ / \ < \ \ } c: -} \ j 7-a \ C: � / e:/ j ¢, tz \ ro \ \ e ? ( } / L k } E _ \ »§ C-) °\ E z ;.0 }�/ g \§ \ <; \ - ) § § /LL \ \ ( k f k = • \ co` k -= u k E u } [ $ LU _\/ § F— 2§ ` } 0 § / 2 a3 /? - - \ ± c 3 KITTITAS COUNTY DEPARTMENT OF PUBLIC WORKS STUDY SESSION STAFF REPORT STUDY SESSION DATE: March 11, 2019 ACTION REQUESTED: Approve the Resolution to Award the Bid for Design, Fabricating, Finishing and Transporting a Steel Modular Bridge (Big Boulder Creek Bridge Replacement) and Authorize the Public Works Director to Execute Contract Documents BACKGROUND: The Department of Public Works solicited bids for the procurement of a 40 foot steel bridge for the replacement of the bridge at Big Boulder Creek in summer of 2019. Sealed bids were received by Public Works on March 7, 2019 at 10:00 a.m. The engineers estimate for the project was $75,900.00. One (1) bid was received for the prescribed work. Public Works recommends awarding the contract to Big R Bridge for the amount of $48,190.68 approximately 57% under the engineers estimate. Bids will be solicited for the installation of said bridge at a later date. INTERACTION: Public Works RECOMMENDATION: Move to approve a resolution awarding the Contract for Design, Fabricating, Finishing and Transporting a Steel Modular Bridge (Big Boulder Creek Bridge Replacement) and Authorize the Public Works Director to Execute the Same. HANDTLING: Return one (1) copy to Public Works AT'T'ACHMENTS: Resolution, Bid Tabs LEAD STAFF: Mark R. Cook, Director BOARD OF COUNTY COMMISSIONERS COUNTY OF KITTITAS STATE OF WASHINGTON RESOLUTION NO. RESOLUTION TO AWARD THE BID FOR DESIGN, FABRICATING, FINISHING AND TRANSPORTING A STEEL MODULAR BRIDGE AND AUTHORIZE THE PUBLIC WORKS DIRECTOR TO EXECUTE SAID CONTRACT WHEREAS: The Big Boulder Bridge Replacement project is identified in the County's adopted transportation improvement plan for 2019; and WHEREAS: Said project is listed on the adopted Six -Year Transportation Improvement Plan for the Years 2019-2024 by Resolution 2018-207 and the adopted 2019 Annual Construction Program by Resolution 2018-208; and WHEREAS: Project permitting timelines do not support having the project contractor procure the steel bridge superstructure; and WHEREAS: The Department of Public Works solicited bids for the procurement of a 40 foot steel modular bridge in accordance with RCW 36.77.020 Contract Procedures; and WHEREAS: Sealed bids were opened on March 7, 2019 at 10:00 am in the Kittitas County Permit Center, Department of Public Works, 411 N. Ruby Street, Suite 1, Ellensburg, Washington; and WHEREAS: One (1) bid was received from Big R Bridge for the prescribed work. The Public Works Department recommends the low responsive bid from Big R Bridge be accepted. NOW, THEREFORE BE IT RESOLVED that the Board of County Commissioners, in the best interest of the public, does hereby award the contract for the Design, Fabricating, Finishing and Transporting a Steel Modular Bridge to Big R Bridge in the amount of $48,190.68. BE IT FURTHER RESOLVED that the Director of Public Works is authorized to sign the contract documents for said project. DATED this I Ith day of March, 2019, at Ellensburg, Washington. Attest: BOARD OF COUNTY COMMISSIONERS KITTITAS COUNTY, WASHINGTON Cory Wright, Chairman ❑ Clerk of the Board- Julie Kjorsvik Brett Wachsmith, Vice-Chainnan ❑ Deputy Clerk of the Board- Mandy Buchholz Laura Osiadacz, Commissioner 06 CK5 ` � Am � co co / / _\ } C * £ ® § ) e e < W° < g § * § ' E \ $ < § & ) % co n ° / k j § } < § * ) \ e * o z E ; § ; \ ( ) ) } / } CO ) z u I o $ ) , ƒ < w ( k § w . _ 8 3 / & 0 § I _ = \ � ) \ // - \ jCL LLI c kkƒ 0\ \ 5LLJ M (D ƒ ®° \ / ° w f }\\ g ± \ ° - § ƒ k § \ [ S $ § + S �)` r § Q 2 z ® \«« § s G =a £» g° �_ - ^ \§ cE KITTITAS COUNTY DEPARTMENT OF PUBLIC WORKS PUBLIC WORKS — BOARD OF COUNTY COMMISSIONERS STUDY SESSION STAFF REPORT STUDY SESSION DATE: March 11, 2019 TOPIC: Weihl Road Update ACTION REQUESTED: None required. LEAD STAFF: Mark R. Cook RECOMMENDATION: Advertise for construction. BRIEFING SUMMARY: • Plans and specifications supporting Weihl Road improvement construction are ready to advertise • Recent attempts to pursue private construction have failed • Public Works (PW) has re-evaluated the project eliminating the Mechanically Stabilized Earth (MSE) wall and cutting into the hillside as an alternative • Significant cost savings appear possible associated with the alternative • 2019 construction is unlikely if PW pursues right of way acquisition BACKGROUND: Recently, the Board of County Commissioners formed RID No. 2018-01 (Weihl Road). The current improvement plan includes construction of a MSE wall avoiding right of way acquisition. A member of the RID is attempting to build the improvements privately but is running into multiple issues. As a result of his efforts, I asked our design consultant (KPG) to re-evaluate the feasibility of eliminating the MSE wall and cutting into the existing bank. DISCUSSION: Eliminating the MSE wall significantly reduces project cost from $797,000 to $624,000. If the Board elects to apply the Board pledged contribution ($273,000) towards a revised project eliminating the MSE wall, RID contributions will reduce from $740 per year (15 years) to approximately $425/lot per year for a 15 year cost recovery period (assumes 65 lots and interest rate of 2.5%). The impacts to two property owners (hillside) are not insignificant (EXHIBIT 1). It appears that as much as sixteen (16) feet of bank loss from the current condition is likely. Providing area residents do not elect to sale the required bank real estate, the Board could consider condemnation — though this avenue appears unlikely. Redesign of the project Page 1 of 3 PUBLIC WORKS BOARD OF COUNTY COMMISSIONERS WORK SESSION STAFF REPORT will add approximately $25,000 in design fees and likely force the project to fall construction or into 2020 depending on right of way negotiations. These considerations drove PW's decision to build the MSE wall. If area residents are able to secure the necessary right of way supporting MSE wall elimination, then a donation of land is required to keep the project on course for 2019 delivery. FISCAL IMPACTS: See above discussion. ATTACHMENTS: Exhibit 1: Profile view of bank impact. Page 2 of 3 PUBLIC WORKS BOARD OF COUNTY COMMISSIONERS WORK SESSION STAFF REPORT EXHIBIT I: PROFILE VIEW OF BANK IMPACT Page 3 of 3 PUBLIC WORKS BOARD OF COUNTY COMMISSIONERS WORK SESSION STAFF REPORT i ,96'LC=MO8 �- ,90"zz-=Mo1 Lb'N=MOH ,99'9z—=Mod-------- 0 0 0 0 0 0 0 0 m rn ami m o rn rn m Ln + °u to F r w N W 0 Lb'N=MOH ,99'9z—=Mod-------- 0 0 0 0 0 0 0 0 m rn ami m o rn rn m Ln + °u to F 0 o o p y o 0 0 o 0 j 0 N O D Z W J -- O O W O O Z N � LL _ O ,09'X=Moa as 0 O N ,zs sz-=Moa--------------,--- 0 0 0 0 0 0 o a o s N N N N N LU Z o W F J Q KITTITAS COUNTY DEPARTMENT OF PUBLIC WORKS PUBLIC WORKS — BOARD OF COUNTY COMMISSIONERS STUDY SESSION STAFF REPORT STUDY SESSION DATE: TOPIC: ACTION REQUESTED: LEAD STAFF: Mark R. Cook March 11, 2019 Upper County Shop Construction Project Position Authorize Public Works to Finalize a Project Position with Human Resources RECOMMENDATION: Authorize Public Works (PW) to finalize a project position supporting construction management during Upper County Shop construction. BRIEFING SUMMARY: a Attempts to secure construction management services from KPG have failed a Public Works (PW) has secured interest in a project position from a previous County employee with significant building construction experience a $60 per hour is anticipated for compensation (KPG is suggesting $100/hour if they provide service) BACKGROUND: Upper County Shop (UCS) construction is nearing. We anticipate requesting advertising on March 19, 2019 with a bid opening on April I Oa'. Bid award is anticipated on April 16a'. Construction could begin mid-May 2019. DISCUSSION: PW does not have qualified vertical construction inspection experience that can support the UCS build schedule. For the past several months, PW has been investigating the possibility of contracting service through KPG or Jacobs. Resources do not appear to be readily available. It appears that a retired County building official is interested in supporting our UCS project. The project employee would provide inspector daily reports and coordinate contractor and material testing needs with PW. The employee would set their own work schedule working part time as appropriate. Pagel of 2 PUBLIC WORKS BOARD OF COUNTY COMMISSIONERS WORK SESSION STAFF REPORT FISCAL IMPACTS: KPG is suggesting a compensation rate of $100 per hour is likely if they are required to be the service provider — likely through subcontracting. PW is suggesting an hourly rate of $60 is appropriate for the project position. Section 2.2 of the Personnel Policies Manual is provided below for use. Project employees are those whose length of employment is either contingent on state, federal, or other funding and of specific time limited duration, or tied to a project of more than 2 months in duration. The designation of competitive project employment will be initiated and approved by the Human Resources Director and/or the authorized proposing agency designee. They may be eligible for a full or partial benefits package dependent upon the length of the project, the funding, and the desire of the Department Head or Elected Official. Benefits for a project employee must be approved in advance by the Board of County Commissioners. Project employment is generally limited to a period of one (1) year or the term of the project, whichever is greater. Project employees will be notified by the date of hire of the "at will" nature of their employment and the expected date of termination ATTACHMENTS: None. Page 2 of 2 PUBLIC WORKS BOARD OF COUNTY COMMISSIONERS WORK SESSION STAFF REPORT KITTITAS COUNTY DEPARTMENT OF PUBLIC WORKS PUBLIC WORKS — BOARD OF COUNTY COMMISSIONERS STUDY SESSION STAFF REPORT STUDY SESSION DATE: March 11, 2019 TOPIC: Permitting Update ACTION REQUESTED: Acknowledge Staff Efforts LEAD STAFF: Mark R. Cook RECOMMENDATION: Acknowledge staff efforts updating Public Works (PW) permitting structure. BRIEFING SUMMARY: • Recent private bridge proposal is driving a review of County process • PW has taken private bridge design review back from the Building Department • PW is leading a new private bridge permit workflow • New construction with an existing access permit is being re -considered for Board review • Current pricing structure for address permits has resulted in residents making their own plates and not using County plates BACKGROUND: Recently, PW noticed the building department that we would be taking over private bridge design and construction oversight for the County. Currently, PW has a private bridge inspection fee ($3,370) with direct cost recovery. Currently, an existing access permit is revisited when the parcel land use changes. For example a mobile home is moved off of the parcel and a home is built in its place. PW charges a full access permit fee as we conduct a site visit and note any necessary repairs or alterations in the access. During 2018, the cost for address plates was raised pursuant to PW's rate study. The cost of the plates was raised to $50 from $5. As a result, residents are making their own plates and we are losing the benefit of consistency in plate appearance. DISCUSSION: PW proposes retitling the bridge inspection permit to "private bridge design/inspection". A recent private bridge proposal is driving our need to review and consolidate the private bridge design/construction process. PW is currently coordinating with CDS further defining the review process. Page I of 2 PUBLIC WORKS BOARD OF COUNTY COMMISSIONERS WORK SESSION STAFF REPORT Occasionally, no alteration to an existing access culvert is required and the applicant is left feeling like PW "stuck" them with a fee for no service. It might be prudent to allow the Director to make partial refunds (50%) for instances of re-inspection with no access alteration required. Relative to the cost of issuing address plates; we propose lowering the cost of address plates to $25 and monitoring plate activity. FISCAL IMPACTS: PW believes the private bridge design/inspection permit is good for now — lack of any real activity. Partial access permit refunds will create a need to supplement with Road Fund. Reducing the cost of address plate production will likely also require supplementing with Road Fund. ATTACHMENTS: None. Page 2 of 2 PUBLIC WORKS BOARD OF COUNTY COMMISSIONERS WORK SESSION STAFF REPORT KITTITAS COUNTY DEPARTMENT OF PUBLIC WORKS PUBLIC WORKS — BOARD OF COUNTY COMMISSIONERS STUDY SESSION STAFF REPORT STUDY SESSION DATE: March 11, 2019 TOPIC: Oakes Avenue Vacation Request ACTION REQUESTED: Direct Staff Schedule a Public Hearing Considering the Vacation of Tax Parcel Number 693835 LEAD STAFF: Mark R. Cook RECOMMENDATION: Direct staff schedules a public hearing receiving testimony considering the vacation of tax parcel number 693835. BRIEFING SUMMARY: • The City of Cle Elum is requesting the Board considering vacating tax parcel 693835 • The County Surveyor and Public Works Director have visited the site and agree a vacation assists the City of Cle Elum without harming County interests BACKGROUND: Last year, the County Surveyor and Public Works Director visited tax parcel 693835 at the request of Ms. Lucy Temple representing the City of Cle Elum. DISCUSSION: It appears that the City of Cle Elum is interested in acquiring tax parcel 693835 supporting future adjacent uses, including a potential dog park at the location. The City owns land surrounding on the north and south of the parcel and the parcel does not appear to provide benefit to the County. Public Works is not opposed to the vacation request. If the Board is interested in moving forward, it might be appropriate for the Board to consider waiving the required vacation fees in support of the future dog park. FISCAL IMPACTS: Current vacation fees are $4,205. ATTACHMENTS: Exhibit 1: Electronic mail request with supporting documentation Page 1 of 2 PUBLIC WORKS BOARD OF COUNTY COMMISSIONERS WORK SESSION STAFF REPORT EXHIBIT l: ELECTRONIC MAIL REQUEST WITH SUPPORTING DOCUMENTATION Page 2 of 2 PUBLIC WORKS BOARD OF COUNTY COMMISSIONERS WORK SESSION STAFF REPORT Candie Leader From: Mark Cook Sent: Thursday, February 28, 2019 1:28 PM To: Candie Leader Subject: FW: Parcel 693835 Attachments: RE: County PW property in Cie Elum; RE: County PW property in Cie Elum Remind me to deal. From: Lucy Temple Sent: Thursday, February 28, 2019 1:10 PM To: Mark Cook Subject: Parcel 693835 Mark, Remember last year or so when I asked about parcel 693835 that is just off Oakes Ave in Cie Elum and wondered if the County had a need for that property? Well... I don't remember where we left that discussion. Can you remind me of your thoughts on the matter? That property would assist in our future park development to the west and maintaining contiguous pond shoreline access/ownership. I have attached two emails in the conversation we had about this property for reference. In one of them, Justin Turnbull said the County didn't have any infrastructure there and the local maintenance supervisor didn't know it belonged to the County. Thoughts on this? Thanks! Lucy Lucy Temple, Planner 119 West First Street Cle Elum, WA 98922 (509) 674-2262 x102 www.cityofcleelum.com Idol ice'. hmait sent to Krtilas County may be subject to public disclosure as required bylaw n,ossagc 10.38cb45913CCdcbdac24bb87l9d004a14 F 'BLai Z;ZS of Y - • .,�,y � L��`, c ''1�. ,; _ .�,� Lucy Temple, Planner 119 West First Street Cle Elum, WA 98922 (509) 674-2262 x102 www.cityofcleelum.com Idol ice'. hmait sent to Krtilas County may be subject to public disclosure as required bylaw n,ossagc 10.38cb45913CCdcbdac24bb87l9d004a14 F