Report from Public Works Committee meeting dated October 16, 2012.

The Public Works Committee held its regular meeting on October 16, 2012 and discussed the following three cases.

5.01: Review Bids for Snow Removal at Parking Ramp and Municipal Center

Public Works Superintendent Riemer reviewed the staff report. He reported that in September 2012, staff sent out a request for quotes for contracted snow removal services for the parking ramp and the municipal campus. Staff contacted 33 contractors on our bidder list to make them aware of the bid. Of those 33 contractors, seven picked up bid information; however, only two actually submitted quotes. The successful bidder would be responsible for all snow removal for the ramp, the municipal campus surface lots, and all sidewalks in the adjacent areas. The sidewalks included the segments leading into the rail station as well. The contractor would be responsible for application of de-icing materials for those areas. Mr. Riemer continued that the contract required a yearly lump sum for these services, with separate bids for the ramp and municipal center. The contract would run from November 2 through April 15, with a one-half inch snowfall to be the trigger point for service. He noted that if the snow event happened during business hours, staff would provide minimal service until the close of business. Mr. Riemer informed the Committee that the quotes received were as follows: On Call Sweeping Inc. bid $29,000 for the parking ramp and $20,000 for the Municipal Center for a total of $49,000. Complete Grounds Maintenance bid $32,700 for the parking ramp plus $16,850 for the Municipal Center for a total of $49,500.  He expressed concern that with the contract quotes coming in at $49,000 and $49,500, that’s more than the City’s snow removal budget would allow. However, if the two could be split - we could use the most help for the Municipal Campus versus the ramp.

Motion to recommend to City Council that they approve the $16,850 bid for snow removal service with Complete Grounds Maintenance for the Municipal Center and use City staff and equipment for snow removal service at the parking ramp for the 2012-2013 snow season.

5.02: Resident Concern – 167th Avenue (IP 08-27)

Interim Engineer Nelson reviewed the staff report and resident complaint that the top soil brought in by the City contained rocks, glass, and other debris. He stated the edge between the resident’s lawn and the City’s project was noticeable and while walking the site he did see a piece of glass and broken pieces of asphalt. Interim Engineer Nelson noted the City has previously attempted to resolve this issue but the residents feel they have not received what had been promised with this project. Interim Engineer Nelson stated he does not have all of the history on this issue and it is a policy decision of the Council to make. He presented the quotes submitted by Mack and Shayle Domiguez, noting the low quote for removal of top soil and installing black dirt totaled $10,540.

The consensus of the Public Works Committee was to direct staff to explore options and obtain two bids for raking out soil, adding top soil, and installing sod with the work to be completed by May 1, 2013.

5.03: Sunwood Drive Project – Completion of Signal System, Irrigation System and Sidewalks

Interim Engineer Nelson stated that staff has been notified by North Pine Aggregate, the Contractor for City Project 12-20 that some components of the contract may not be complete/operational by the completion date of November 15, 2012 for all work, with the exception of maintenance and final clean up.  Those three components are the mast arms for the signal system will not be available until December.  The second item is the irrigation system, due to a change in the scope of the water service for the irrigation system is currently being negotiated and has delayed the installation.  The third item is the sidewalk.  Several items have impacted the installation of the sidewalks, including: the Connexus cabinet in the SE corner of Armstrong and Sunwood; the irrigation service; the existing street lights; the signal base utility conflict; and the installation/timing of the running line for the electrical outlets.  North Pine Aggregate is asking for an extension of time and staff is recommending a firm date so it is reasonable and the project does not drag on.

Motion to recommend that the City Council approve the requested extension of time to December 31, 2012, or 10 days after delivery of mast arm, for completion of the signal system with the understanding that the work will be completed as soon as possible after receiving the components and an extension of time to May 15, 2013, for completion of the irrigation system and the sidewalk, if necessary, for City Project 12-20, Sunwood Drive Project, with the contractor signing the written agreement.

Staff recommends ratifying the recommendation of the Public Works Committee. 

Motion to ratify the recommendation of the Public Works Committee.