PUBLIC WORKS COMMITTEE 2017/04/17 MinutesPUBLIC WORKS COMMITTEE MEETING MONDAY, APRIL 17, 2017 – 5:00 P.M.
CITY HALL – UPSTAIRS CONFERENCE ROOM
I. ROLL CALL/CALL TO ORDER
Chairman Cathy Waldeck called the meeting to order at 5:02 P.M. Aldermen
Stanford Tack, Michelle Moreno, and Timothy Newman were present.
Staff in attendance included Michael Thomas, Director of Public Works; Dan
Martin, Superintendent of Public Works; Bob Ells, Superintendent of Engineering;
Mike Strong, Assistant to the City Manager; Chuck Myers, Superintendent of
Parks & Forestry; Victor Filippini, City Attorney and Jim Lockefeer, Management
Analyst.
Also in attendance was Bruce Lenz and Jim Portalatin of the Ponds Subdivision
Homeowner’s Association.
II. APPROVAL OF THE APRIL 3, 2017 PUBLIC WORKS COMMITTEE MEETING MINUTES
Chairman Waldeck moved to approve the April 3, 2017 Public Works
Committee meeting minutes. Alderman Moreno seconded the motion, which
carried unanimously.
III. REVIEW AND RECOMMENDATION TO CITY COUNCIL OF AN AWARD OF BID FOR
THE NORTH WESTERN AVENUE STREETSCAPE PROJECT – BOB ELLS
Superintendent of Engineering Bob Ells explained that the Engineer’s estimate
for the project was $327,000. The low bid for the project came in at $308,000.
He explained that the City received many competitive bids for the project. He
explained that Landmark Contractors was the low bidder. He added that they
are a very well established firm and that they have extensive experience with
projects like this. He explained that it is staff’s recommendation to award this
project to the low bidder, Landmark Contractors.
Chairman Waldeck and Alderman Newman explained that the Committee
has already seen a lot of the project plans. Alderman Newman inquired about
any issues that came up during the bidding process. Superintendent Ells
explained that there were no issues. Alderman Newman asked if there was
contingency built into the bid. Superintendent Ell explained that there was.
Michael Thomas explained that staff is requesting the full budgeted amount of
$327,000. The low bid came in at $308,000. If the low bid is accepted, the
amount between the $308,000 and $327,000 are available for project
contingency. Chairman Waldeck asked if the project would be completed this
summer. Superintendent Ells explained that it would be completed by the end
of the summer. Superintendent of Parks & Forestry Chuck Myers explained that
there may be some planting during the fall. Alderman Moreno inquired about
the Engineer’s estimate and how it is calculated. Superintendent Ells explained
that the design engineer took the list of bid items and came up with the
estimate based on an internal database based on pricing from other projects
in the surrounding area.
Chairman Waldeck made a motion to recommend to City Council of an
award of a bid to Landmark Contractors for the North Western Avenue
streetscape project. Alderman Newman seconded the motion, which carried
unanimously.
IV. DISCUSSION OF LIGHTED CROSSWALK SIGNAGE – BOB ELLS & DAN MARTIN
Superintendent of Public Works Dan Martin explained that the Traffic Safety
Committee met in September to discuss the crosswalk at the intersection of
Western and Ryan based on the safety concerns that were raised. He
explained the Traffic Safety Committee came up with a report on that
crosswalk. The Traffic Safety Committee found that an issue with the crosswalk
was the sight lines. In an effort to correct that issue, the City Parks Section
trimmed back a good number of the bushes and growth. The City Streets
Section also touched up and added brighter additional crosswalk signage.
Chairman Waldeck explained that the pruning of the bushes and growth really
helped to improve the crosswalk sight lines. Superintendent Martin explained
that bringing in electronic crosswalk signage, similar to the crosswalks on Field
Drive, was also researched. He explained that an estimated cost was available
in the Committees packet. He added the Traffic Safety Committee reviewed
the cost and recommended not adding the electronic crosswalk signage due
to setting a precedent in other areas throughout the City. He explained that
the Western and Ryan crosswalk is a low volume crosswalk. There are many
other crosswalks that are higher in pedestrian traffic. He then passed out a map
that showed those crosswalks in the City that were identified as high volume.
Chairman Waldeck explained that Ryan receives a lot of vehicular traffic as a
cut through. She explained that she does not see much pedestrian or bicycle
use at the Western and Ryan crosswalk. Alderman Newman explained that he
was ok with the recommendation but when approaching the sidewalk from
the south, the way that Ryan is crowned coming in to Western, the crosswalk is
not very visible. Alderman Newman asked if staff could review the list of
crosswalks to prioritize the list. He explained that one possibility is to work with
schools on the crosswalks nearby to help fund electronic crosswalk signage.
Chairman Waldeck inquired about the concern of adding one crosswalk with
electronic signage, then could possibly all the crosswalks need electronic
signage. City Manager Kiely explained that is the concern because there are
numerous crosswalks that see more vehicle and pedestrian traffic. City
Manager Kiely explained that the other issue is familiarity with electronic
crosswalks. People who are unfamiliar with traffic needing to stop at those
poses a safety concern. Chairman Waldeck explained that she also was
concerned about pedestrians crossing without looking to confirm that traffic is
going to completely stop before crossing.
Chairman Waldeck inquired about turning Ryan into a cul-de-sac, thereby
eliminating any pedestrian, bicycle, or vehicle use over the tracks. She
explained that if that was to happen the residents living on Ryan would most
likely be very unhappy. City Manager Kiely explained that a traffic study would
need to be completed. He explained that he felt as though many residents
who have grown use to using Ryan to drive onto Western would be very upset.
Alderman Tack explained that the fast traveling vehicle traffic on Western is
also an issue.
Alderman Newman explained that somewhere in the future he would like to
see a more global approach in examining crosswalk safety. He explained that
bringing the schools in to help would also be helpful.
V. REVIEW AND RECOMMENDATION TO CITY COUNCIL OF AN AWARD OF BID FOR
THE PONDS SUBDIVISION OUTLET REPAIR PROJECT – BOB ELLS
Superintendent of Engineering Ells explained that the bids came in higher than
the original estimate for the Ponds outlet repair project. City Manager Kiely
asked that a history of the Ponds Subdivision Outlet be given before reviewing
the bids. Superintendent Ells explained that this project stems back to
approximately 15 years ago. He explained that there have been issues with
stormwater and the overflows in each of the three ponds. He explained that at
one point the Ponds Homeowner’s Association (HOA) reached out to the City to
provide maintenance to the outlets. The City responded by saying no, it was not
the City’s responsibility per the declaration of the Ponds Subdivision. The HOA
found information that led them to believe it was the City’s responsibility. The
City discovered information that led them to believe it was the Subdivision’s
responsibility. The City attorney worked the HOA’s attorney, however a
conclusion on responsibility could not be reached. The City has since made a
few small repairs at the City’s cost. There was no agreement or resolution on the
maintenance of the outlets. The City has now, once again, been approached
by the HOA in an effort to come to a final conclusion. An agreement was
drafted by the City and HOA attorney that recognizes the City will complete the
repair work and once that is completed the maintenance, repair, or
replacement of the outlet structures will be the responsibility of the HOA, in
perpetuity.
Alderman Moreno inquired about future repairs. Superintendent Ells explained
that per the agreement, those repairs would be at the HOA’s cost. Alderman
Moreno asked about other subdivision ponds throughout the City.
Superintendent Ells explained that at this time, there are no other disputes like
this project. Superintendent Ells explained that a general rule is that ponds are
owned and maintained by the Homeowner’s Association. He explained that
there are some old areas of town where a similar situation to the Ponds
Subdivision may exist. City Manager Kiely explained that the City needs to learn
from the Ponds Subdivision mistake. He explained that the agreement corrects
this mistake by passing on the responsibility of any future maintenance to the
HOA. Bruce Lenz of the Ponds Subdivision Homeowner Association explained
that he was happy with this resolution and was also very pleased with how the
City and the HOA worked together. Chairman Waldeck thanked Mr. Lenz for
attending and providing his comments. City Attorney Victor Filippini explained
that there still maybe a few minor refinements to the agreement before it is
officially accepted by both parties.
Superintendent of Engineering Ells explained that when the project was originally
bid out the submitted bids were much higher than the numbers the Committee
sees before them tonight. He explained that a discussion was held with the
bidders and it was discovered that many of the bidders did not visit the sight
prior to submitting a bid. The project was placed out to bid a second time and a
mandatory site visit was required to submit a bid. He explained that access to
the project site does make this a tougher project. The second set of bids came
in much lower but still higher than the original estimate. The original estimate was
$90,000 and the low bid was $117,203. The reason for the bids coming in higher
than the estimate is because of access to the three main project locations.
He explained that the recommendation is to select the low bid from John Keno
& Co Construction for the project. He explained that this also includes a 10%
contingency and therefore the total request is for $128,924. Alderman Moreno
inquired about the project being over budget. Director Thomas explained that
there is a line item in next year’s fiscal budget for the project. He explained that
the project is not budgeted fully to cover the $128,294. Alderman Newman
inquired about project contingency and what that covers. Superintendent Ells
explained that contingency covers unforeseen site conditions. He explained
that contingency is work outside the scope of the bid. Chairman Waldeck
inquired about how often project contingency funds are used. Director Thomas
explained that sometimes the funds are used, especially when projects involve a
lot of excavation and underground work. City Attorney Filippini explained that
there is no entitlement to the project contingency money. Director Thomas
explained that the potential contractor, Keno, is local and has completed a
good amount of local work. Alderman Moreno inquired about the project
coming in over budget and how that amount would be budgeted for. Director
Thomas explained that when the project was added to the budget for the
estimated amount, a design had not yet been completed. Engineering then put
together a design and placed the project out to bid. He explained that the
contractors most likely saw this as a harder project to complete because of
access. Chairman Waldeck explained that she felt it was important move
forward with the project and award the bid to Keno Construction. She explained
that the project stems back numerous years and the Ponds HOA and the City
have been able to finally come together to settle on an agreement. Director
Thomas explained that the entire capital fund will be reviewed to find net funds
for which projects came in under their budgeted amount. If funds are not found
via the capital fund, then City Council would be asked to approve an
appropriation ordinance. Director Thomas explained that between the current
major projects, South Beach Access Road, 4th Ward Storm Sewer, Ferry Hall
Bridge, and North Western Ave, there will most likely be funds in the Capital Fund
to cover the rest of this project.
Chairman Waldeck made a motion to recommend to City Council award of a
bid to Keno Construction for the Ponds Subdivision Outlet Repair Project.
Alderman Newman seconded the motion, which carried unanimously.
VI. NEXT MEETING
Director Thomas informed the Committee that he will contact them in May to
schedule the date and time for the June, 2017 meeting.
VII. ADJOURNMENT
Chairman Waldeck moved to adjourn the meeting of the Public Works
Committee at 5:56 P.M. Alderman Tack seconded the motion, which carried
unanimously.
Respectfully submitted,
James Lockefeer Jr.
Management Analyst