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HomeMy WebLinkAboutCity Council Committees - Public Works/Planning - 03/03/2008Public Works Committee Agenda Councilmembers: Ron HarmonŒDebbie RapleeŒDeborah Ranniger, Chair Unless otherwise noted, the Public Works Committee meets at 5:00 p.m. on the 1st & 3rd Mondays of each month. Council Chambers East, Kent City Hall, 220 4th Avenue South, Kent, 98032-5895. For information please contact Public Works Administration (253) 856-5500. Any person requiring a disability accommodation should contact the City Clerk’s Office at (253) 856-5725 in advance. For TDD relay service call the Washington Telecommunications Relay Service at 1-800-833-6388. U:\PWCommittee\Agendas\2008\Feb 04 08. doc March 03, 2008 5:00 p.m. Item Description Action Speaker Time Page 01. Minutes Dated February 25, 2008 will be approved at the March 17, 2008 PWC Meeting NO None -- -- 02. Coordinated Prevention Grant Contract Agreement for Recycling YES Gina Hungerford 05 01 03. Seattle/King County Health Department Local Hazardous Waste Management Program (LHWMP) YES Gina Hungerford 05 11 04. Earthworks Park Dam/Geo Engineers Consultant Agreement YES Tim LaPorte 05 31 05. 4th Ave. & James Street Improvements/ Jason Engineering, Consultant Agreement YES Tim LaPorte 05 43 06. 4th Ave. & Cloudy Street Improvements/ Jason Engineering, Consultant Agreement YES Tim LaPorte 05 65 07. Preliminary FEMA Map Appeal YES Mike Mactutis 20 87 08. Notice of Special Meeting – March 31, 2008 For Analysis and Review of Potential Traffic Impact Fee YES Larry Blanchard 03 91 09. Update Only/City of Kent Public Works Construction Standards NO Mike Gillespie 10 -- 10. SE 271st Street Speed Humps - Results from Survey of Neighborhood Residents NO Steve Mullen 20 -- U:\PWCommittee\ActionPage\2008\03 03 08.doc PUBLIC WORKS DEPARTMENT Larry R. Blanchard, Public Works Director Phone: 253-856-5500 Fax: 253-856-6500 Address: 220 Fourth Avenue S. Kent, WA 98032-5895 Date: February 19, 2008 To: Chair Debbie Ranniger and Public Works Committee Members PW Committee Meeting Date: March 3, 2008 From: Mike Mactutis, P.E., Environmental Engineering Manager Through: Larry Blanchard, Public Works Director Subject: Washington State Department of Ecology Coordinated Prevention Grant Background/Summary: The Washington State Department of Ecology Coordinated Prevention Grant is used to fund Residential and Commercial Waste Reduction and Recycling Programs in 2008- 2009, including Special Recycling and Collection events for collection of hard to recycle items. All materials collected will be recycled and/or reused. In summary, the Washington State Department of Ecology CPG Contract Agreement to distribute 2008 grant funds to the City and to implement the City’s 2008-2009 CPG tasks as described in the Scope of Work are included in the grant agreement. Move to recommend authorization for the Mayor to sign the Coordinated Prevention Grant (CPG) Contract Agreement for 2008/2009 in the amount of $92,633.00, direct staff to accept the grant and establish a budget for the funds to be spent within said project, upon concurrence of the language therein by the City Attorney and the Public Works Director. 1 STATE OF WASHINGTON DEPARTMENT OF ECOLOGY AND CITY OF KENT Grant No: G0800429, Coordinated Prevention Grant Regular Cycle Agreement. This is a binding agreement entered into by and between the State of Washington Department of Ecology, hereinafter referred to as ECOLOGY, and the City of Kent, hereinafter referred to as the RECIPIENT, to carry out the activities described herein. JURISDICTION: MAILING ADDRESS: CITY, STATE, ZIP: City of Kent 220 4th Ave. South Kent, WA 98032 RECIPIENT GRANT COORDINATOR: TELEPHONE: FAX: E-MAIL: Gina Hungerford (253) 856-5549 (253) 856-6500 ghungerford@ci.kent.wa.us RECIPIENT BILLING/INVOICE COORDINATOR: TELEPHONE: FAX: E-MAIL: Paul Devine - Olympic Environmental Resources (206) 938-8262 (206) 938-9873 pauldevine@msn.com ECOLOGY GRANT OFFICER: TELEPHONE: FAX: E-MAIL: Peter D Christiansen (425) 649-7076 (425) 649-7098 pchr461@ecy.wa.gov FUNDING SOURCE MAXIMUM ELIGIBLE COST STATE GRANT SHARE LOCAL SHARE STATE MAXIMUM GRANT PERCENT FEDERAL TAX IDENTIFICATION NO. Local Toxics Control Account $ 123,511 $ 92,633 $ 30,878 75 % 91-6001254 For the purpose of this agreement, the RECIPIENT will be allowed to match the state grant share with cash and interlocal in-kind costs in accordance with application instructions. This agreement is effective on January 1, 2008. Any work performed prior to the effective date of this agreement without prior written authorization and specified in the Scope of Work will be at the sole expense and risk of the RECIPIENT. This agreement shall expire no later than December 31, 2009. 2 Grant No. G0800429 Coordinated Prevention Grant Regular Cycle Agreement with City of Kent FINAL Page 2 of 8 REGULAR CYCLE SCOPE OF WORK The project(s) set forth below summarize the RECIPIENT’s budget(s) tracked by project, goals and expected outcomes, activities with timeline, method of evaluation, and estimated project cost.* The estimated project cost is for grant officer information only; it will not be used for budget tracking purposes. Recipient Responsibilities: The RECIPIENT is responsible for implementing activities identified in the local Comprehensive Solid Waste Management Plan and the Hazardous Waste Management Plan. A. CATEGORY: Waste Reduction and Recycling TOTAL CATEGORY COST CPG-BASE: $ 123,510.67 1. PROJECT TITLE: Kent Residential Recycling Collection Events Summary Description: The RECIPIENT will host Recycling Collection Events for City residents in 2008 and 2009. The events will provide residents with the opportunity to divert hard-to-recycle items from the waste stream by recycling them in a convenient City location. The event will also serve as an opportunity to distribute educational materials on how to reduce waste and recycle using RECIPIENT- sponsored or private sector recycling programs. The event may also serve as a venue for distribution of compost bins or other items to City residents. As of January 1, 2009, when implementation of the Electronics Products Recycling Law (70.95N) begins, collection and processing costs of items covered under the law will not be eligible for CPG reimbursement. The only costs that will be eligible for CPG reimbursement related to electronics include: Public information and involvement, expansion of e-waste recycling beyond covered electronic products and staff time for technical assistance, coordination and collaboration. Goal Statement: The goal of the program is to promote alternatives for residents to recycle and re-use hard-to-recycle items. This program will help the RECIPIENT promote recycling by diverting recyclable material from the City waste stream and act as a venue for the distribution of educational materials pertaining to waste reduction and recycling. Outcome Statement: As a result of the Residential Recycling Collection Events, The RECIPIENT estimates it will divert and recycle between 370-400 tons of material from the City residential waste stream and serve 4,200-5,000 households. ECOLOGY CPG funds will partially fund Recycling Collection Events in the spring and fall of 2008 and 2009. The outcomes/impacts will be measured and the amount of waste diverted for recycling will be reported in the grant report. Work Plan and Activities with Timeline: Activity Timeline 1. Arrange date and site for event. Jan, Feb, 2008 & 2009 2. Arrange event vendors. Jan, Feb, 2008 & 2009 3. Event publicity – develop, print, sort, and mail event flyer. Mid-Feb, 2008 & 2009 4. Hold Recycling Collection Event March, 2008 & 2009 5. Recycle materials collected at Collection Event March, 2008 & 2009 3 Grant No. G0800429 Coordinated Prevention Grant Regular Cycle Agreement with City of Kent FINAL Page 3 of 8 6. Prepare project report for grant reimbursement. March, 2008 & 2009 7. Arrange date and site for event. July, August, 2008 & 2009 8. Arrange event vendors. July, August, 2008 & 2009 9. Event publicity – develop, print, sort, and mail event flyer. July, August, 2008 & 2009 10. Hold Recycling Collection Event October, 2008 & 2009 11. Recycle materials collected at Collection Event October, 2008 & 2009 12. Prepare project report for grant reimbursement. October, 2008 & 2009 Method of Evaluation: The RECIPIENT will provide the following information to ECOLOGY for project evaluation: 1) The number of events held. 2) The number of event participants attending - the site greet will count cars as they arrive. 3) The volume of each material collected in pounds/tons as reported from event vendors and from material delivered to recycling centers. * Estimated Project Cost: $ 109,510.67 2. PROJECT TITLE: Kent Business Recycling Collection Events Summary Description: The RECIPIENT will host Business Recycling Collection Events for City businesses in 2008 and 2009. The events will be held in the summer and provide local businesses with the opportunity to divert hard-to-recycle items from the waste stream by recycling them in a convenient City location. The events will also serve as an opportunity to distribute educational materials on how to reduce waste and recycle using RECIPEINT-sponsored or private sector recycling programs. The events may also serve as a venue for distribution of other items to City businesses. As of January 1, 2009, when implementation of the Electronics Products Recycling Law (70.95N) begins, collection and processing costs of items covered under the law will not be eligible for CPG reimbursement. The only costs that will be eligible for CPG reimbursement related to electronics include: Public information and involvement, expansion of e-waste recycling beyond covered electronic products and staff time for technical assistance, coordination and collaboration. Goal Statement: The goal of the program is to promote alternatives for businesses to recycle and re-use hard-to-recycle items. This program will help the RECIPIENT promote recycling by diverting recyclable material from the City waste stream and act as a venue for the distribution of educational materials pertaining to waste reduction and recycling. Outcome Statement: As a result of the Business Recycling Collection Events, the RECIPIENT estimates it will divert and recycle between 50-75 tons of material from the City commercial waste stream and serve 275-300 businesses. ECOLOGY CPG funds will partially fund Business Recycling Collection Events in the summer of 2008 and 2009. The outcomes/impacts will be measured and the amount of waste diverted for recycling will be reported in the grant report. 4 Grant No. G0800429 Coordinated Prevention Grant Regular Cycle Agreement with City of Kent FINAL Page 4 of 8 Work Plan and Activities with Timeline: Activity Timeline 1. Arrange date and site for event. May, June, 2008 & 2009 2. Arrange event vendors. June, July, 2008 & 2009 3. Event publicity – develop, print, sort, and mail event flyer. July, 2008 & 2009 4. Hold Recycling Collection Event August, 2008 & 2009 5. Recycle materials collected at Recycling Collection Event August, 2008 & 2009 6. Prepare project report for grant reimbursement. August, 2008 & 2009 Method of Evaluation: The RECIPIENT will provide the following information to ECOLOGY for project evaluation: 1) The number of events held. 2) The number of event businesses attending - the site greeter will count cars as they arrive. 3) The volume of each material collected in pounds/tons as reported from event vendors and from material delivered to recycling centers. * Estimated Project Cost: $ 14,000.00 COMMUNICATION ECOLOGY’s regional grant officer will contact the RECIPIENT grant coordinator as needed to monitor progress toward goals and check consistency with Work Plans and Timelines. It is the responsibility of the RECIPIENT to contact his or her grant officer with any other questions or concerns regarding the grant. Grant officers are available to provide technical assistance at any time during the grant cycle. BILLING AND REPORTING A payment request consists of Forms A-19, B2, C2 and a progress report. Unless stated otherwise in this agreement, the RECIPIENT must submit a payment request (with a progress report) at least quarterly, but no more often than once per month. The RECIPIENT has elected to budget by project and therefore shall itemize by project element on the B2 and C2 forms and as laid out in the following CPG Budget Table. Itemized costs in payment requests must be by project. The RECIPIENT has elected to submit all supporting documentation as back-up with each payment request. The RECIPIENT must also keep record of supporting documents in accordance with the requirements outlined in the most recent revision of Administrative Requirements for Recipients of Ecology Grants and Loans and make these documents available to ECOLOGY staff upon request. The RECIPIENT must also complete a Final Performance Analysis (FPA) form online through the Information Clearinghouse. The FPA must be submitted before ECOLOGY can process your final payment request. The final payment request and the FPA are due no later than February 15, 2010 for Regular Cycle grants. 5 Grant No. G0800429 Coordinated Prevention Grant Regular Cycle Agreement with City of Kent FINAL Page 5 of 8 REGULAR CYCLE CPG BUDGET PROJECT TOTAL PROJECT COST: CPG BASE (174/I17) 1. Kent Residential Recycling Collection Events $109,510.67 2. Kent Business Recycling Collection Events $ 14,000.00 TOTAL MAXIMUM ELIGIBLE COST $ 123,510.67 FUND SOURCE: CPG BASE (174/I17) MAXIMUM ELIGIBLE COST: $ 123,510.67 FUND GRANT PERCENT (%) STATE GRANT SHARE Local Toxics Control Account (LTCA) 75 % $ 92,633.00 MATCH REQUIREMENT MATCH PERCENT (%) LOCAL SHARE Cash Match 25 % $ 30,877.67 ADDITIONAL BUDGET CONDITIONS 1. Overhead is eligible; the RECIPIENT may charge 25 percent of salaries and benefits for time devoted specifically to projects outlined in this agreement. 2. The RECIPIENT contact for billing and invoice questions is: RECIPIENT BILLING/INVOICE COORDINATOR: TELEPHONE: FAX: E-MAIL: Paul Devine - Olympic Env. Resources (206) 938-8262 (206) 938-9873 pauldevine@msn.com 3. Grant payments should be made payable to: City of Kent 4. Grant payments should be mailed to this address: JURISDICTION: ATTN: MAILING ADDRESS: CITY, STATE, ZIP: City of Kent Gina Hungerford 220 4th Ave. South Kent, WA 98032 6 Grant No. G0800429 Coordinated Prevention Grant Regular Cycle Agreement with City of Kent FINAL Page 6 of 8 SPECIAL TERMS AND CONDITIONS A. INTERLOCAL AGREEMENTS If parties other than the RECIPIENT are contributing to the local share of project costs, memoranda of understanding or other written agreements confirming the contribution must be negotiated. These agreements must specify the exact work to be accomplished and be signed by all parties contributing to the local match of this project. Copies of these agreements shall be submitted to ECOLOGY. B. PROCUREMENT AND CONTRACTS 1. The RECIPIENT shall follow their standard procurement procedures and/or applicable state law in awarding contracts; RECIPIENTS with no formal procurement procedures must comply with the “Standards for Competitive Solicitation”, found in the most recent revision of Administrative Requirements for Ecology Grants and Loans. 2. Following execution, at the request of ECOLOGY, the RECIPIENT shall submit a copy of all requests for qualifications (RFQs), requests for proposals (RFPs), and bid documents relating to this grant agreement to ECOLOGY. 3. The RECIPIENT may use existing contracts that conform to adopted procurement procedures and applicable state laws. The RECIPIENT shall notify ECOLOGY if it used contracts entered into prior to the execution of the grant agreement for performance of grant funded activities. C. SEPA COMPLIANCE To ensure that environmental values are considered by the state and local government officials when making decisions, the RECIPIENT shall comply with the provisions of the State Environmental Policy Act (SEPA), Chapter 41.23C RCW, and the SEPA Rules, Chapter 197-11 WAC. Copies of the SEPA documents shall be sent to: ECOLOGY’s Environmental Review and Transportation Section P.O. Box 47703 Olympia, WA 98504-7703 D. WETLANDS PROTECTION To comply with the directive of Executive Order 90-04, Protection of Wetlands, all local governments are requested and encouraged to make all of their actions consistent with the intent of this executive order; specifically, (1) to avoid, to the extent possible, adverse impacts associated with the destruction or modification of wetlands, and (2) to avoid direct or indirect support of new construction in wetlands wherever there is a practical alternative. E. FAILURE TO COMMENCE WORK ECOLOGY reserves that right to terminate this agreement in the event the RECIPIENT fails to commence work on any of the projects funded herein within six (6) months after the effective date. F. PROJECT INCOME Any income directly generated as a result of the activities funded by this grant shall be reported as a credit against the expenses of that activity, as required by ECOLOGY’s Administrative Requirements for Ecology Grants and Loans. 7 Grant No. G0800429 Coordinated Prevention Grant Regular Cycle Agreement with City of Kent FINAL Page 7 of 8 G. GRANT REPORTING 1. The RECIPIENT, in conjunction with submission of payment requests, or at the request of the grant officer, shall prepare Progress Reports and submit them to ECOLOGY. The RECIPIENT must also complete and submit a Final Performance Analysis (FPA) upon completion of the scope of work. 2. The RECIPIENT must submit all backup documentation paperwork along with each payment request or maintain all backup documentation in an accessible location and be subject to biennial documentation check visits by Ecology grant officers. H. PROMOTIONAL AND EDUCATIONAL MATERIALS A copy of all promotional and educational materials developed as part of this agreement shall be submitted electronically to ECOLOGY concurrent with public distribution. ECOLOGY shall have the right to use any printed materials developed as part of this agreement in any manner ECOLOGY deems appropriate. The Washington State Department of Ecology will be acknowledged for providing funding in all published material and oral presentations that result from this agreement. I. AMENDMENTS AND MODIFICATIONS No subsequent modification(s) or amendment(s) of this grant agreement shall be of any force or effect unless in writing, signed by authorized representatives of the RECIPIENT and ECOLOGY and made part of this agreement; except a letter of amendment will suffice to redistribute the budget without increasing the total maximum eligible cost or to change ECOLOGY’s grant officer or the RECIPIENT’s grant coordinator or to extend the period of performance as set forth in this grant agreement. J. MINORITY AND WOMEN’S BUSINESS PARTICIPATION (It is not mandatory for the RECIPIENT to abide by Part J of the Special Terms and Conditions; however, it is highly encouraged.) The RECIPIENT agrees to solicit and recruit, to the maximum extent possible, certified minority-owned (MBE) and women-owned (WBE) businesses in purchases and contracts initiated after the effective date of this Agreement. In the absence of more stringent goals established by the RECIPIENT’s jurisdiction, the RECIPIENT agrees to utilize ECOLOGY’s goals for minority- and women-owned business participation in all bid packages, request for proposals, and purchase orders. These goals are expressed as a percentage of the total dollars available for the purchase or contract and are as follows: Construction/Public Works 10% MBE 6%WBE Architecture/Engineering 10% MBE 6%WBE Purchased Goods 8% MBE 4%WBE Purchased Services 10% MBE 4%WBE Professional Services 10% MBE 4%WBE No contract award or rejection shall be made based on achievement or non-achievement of the goals. Achievement of these goals is encouraged, however, and the RECIPIENT and ALL prospective bidders or persons submitting qualifications may take the following affirmative steps in any procurement initiated after the effective date of this agreement: 1. Include qualified minority and women’s businesses on solicitation lists. 8 Grant No. G0800429 Coordinated Prevention Grant Regular Cycle Agreement with City of Kent FINAL Page 8 of 8 2. Assure that qualified minority and women’s businesses are solicited whenever they are potential sources of services or supplies. 3. Divide the total requirements, when economically feasible, into smaller projects or quantities to permit maximum participation by qualified minority and women’s businesses. 4. Establish delivery schedules, where work requirements permit, which will encourage participation of qualified minority and women’s businesses. 5. Use the services and assistance of the State Office of Minority and Women’s Business Enterprises (OMWBE) and the Office of Minority Business Enterprises of the U.S. Department of Commerce, as appropriate. The RECIPIENT may report to ECOLOGY payments made to qualified firms at the time of submitting each invoice and on forms provided by ECOLOGY; the information should include: • Name and State OMWBE certification number of any qualified firm receiving funds under the voucher, including any sub-and/or sub-subcontractors. • The total dollar amount paid to qualified firms under this invoice. K. ALL WRITINGS CONTAINED HEREIN This agreement, the “General Terms and Conditions”, and ECOLOGY’s Administrative Requirements for Ecology Grants and Loans, contain the entire understanding between the parties, and there are no other understandings or representations except as those set forth or incorporated by reference herein. IN WITNESS WHEREOF, the parties hereby execute this Grant Agreement: STATE OF WASHINGTON CITY OF KENT DEPARTMENT OF ECOLOGY Laurie Davies Date Authorized Official Date Program Manager Solid Waste and Financial Assistance Print Name of Authorized Official APPROVED AS TO FORM ONLY Assistant Attorney General Title 9 This page intentionally left blank. 10 U:\PWCommittee\ActionPage\2008\03 03 08.doc PUBLIC WORKS DEPARTMENT Larry R. Blanchard, Public Works Director Phone: 253-856-5500 Fax: 253-856-6500 Address: 220 Fourth Avenue S. Kent, WA 98032-5895 Date: February 20, 2008 To: Chair Debbie Ranniger and Public Works Committee Members PW Committee Meeting Date: March 3, 2008 From: Mike Mactutis, P.E., Environmental Engineering Manager Through: Larry Blanchard, Public Works Director Subject: Seattle/King County Health Department Local Hazardous Waste Management Program (LHWMP) Background/Summary: The Seattle/King County Health Department Local Hazardous Waste Management Program Grant is used to fund collection of hazardous waste at special recycling collection events for residents and businesses. The Seattle/King County Health Department Local Hazardous Waste Management Program Contract Agreement to distribute 2008 grant funds to the City to implement the City’s 2008-2009 LHWMP tasks as described in the Scope of Work are included in the grant agreement. Move to recommend authorization for the Mayor to sign the Local Hazardous Waste Management Program Contract Agreement for 2008/2009 in the amount of $24,242.21, direct staff to accept the grant and establish a budget for the funds to be spent within said project upon concurrence of the language therein by the City Attorney and the Public Works Director. 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 U:\PWCommittee\ActionPage\2008\PWC03 03 08.doc PUBLIC WORKS DEPARTMENT Larry R. Blanchard, Public Works Director Phone: 253-856-5500 Fax: 253-856-6500 Address: 220 Fourth Avenue S. Kent, WA 98032-5895 Date: February 27, 2008 To: Chair Deborah Ranniger, and Public Works Committee Members PW Committee Meeting Date: March 3, 2008 From: Peter Tenerelli, Construction Manager Through: Larry Blanchard, Public Works Director Subject: Earthworks Park Dam – Consultant Contract with Geo Engineers Background/Summary: The City of Kent is contracting for various geotechnical and inspection work on the Earthworks Park Dam. It is industry standard to have experts in geotechnical engineering, soils, concrete and other construction materials to be on-call to provide consultant services to verify material quality and quantity as well as assist in the placement and inspection of such materials. This expertise is not available from City of Kent personnel. City personnel (Senior Inspectors/Owner’s Representatives) will direct and monitor the extent of the work of this consultant and assist in those inspection items that do not require the level of expertise, certifications and laboratory analysis required to complete this project. Move to recommend authorization for the Mayor to sign the Earthworks Park Dam Project Consulting Contract with Geo Engineers in the amount of $41,981.90, upon concurrence of the language therein by the City Attorney and the Public Works Director. 31 32 33 34 35 36 37 38 39 40 41 This page intentionally left blank. 42 P:\Public\AdminSup\Beth\PWCommittee\ActionPage.doc PUBLIC WORKS DEPARTMENT Larry R. Blanchard, Public Works Director Phone: 253-856-5500 Fax: 253-856-6500 Address: 220 Fourth Avenue S. Kent, WA 98032-5895 Date: February 27, 2008 To: Chair Debbie Ranniger and Public Works Committee Members PW Committee Meeting Date: March 3, 2008 From: Peter Tenerelli, Construction Manager Through: Larry Blanchard, Public Works Director Subject: 4th Avenue & James Street Improvements – Consultant Contract with Jason Engineering & Consulting Business, Inc. Background/Summary: The City of Kent is contracting for various street, sidewalk, utility and signal work on James Street from 4th Ave North to the Union Pacific Railroad. It is industry standard to have experts in concrete, asphalt and other construction materials to be on-call to provide consultant services to verify material quality and quantity as well as assist in the placement and inspection of such materials. This expertise is not available from City of Kent personnel. City personnel (Senior Inspectors/Owner’s Representatives) will direct and monitor the extent of the work of this consultant and assist in those inspection items that do not require the level of expertise, certifications and laboratory analysis required to complete this project. Move to recommend authorization for the Mayor to sign the 4th Avenue & James Street Improvements Consulting Contract, with Jason Engineering & Consulting Business, Inc. in the amount of $88,610.00, upon concurrence of the language therein by the City Attorney and the Public Works Director. 43 44 45 46 47 48 49 50 51 52 53 54 55 56 57 58 59 60 61 62 63 This page intentionally left blank. 64 U:\PWCommittee\ActionPage\2008\03 03 08.doc PUBLIC WORKS DEPARTMENT Larry R. Blanchard, Public Works Director Phone: 253-856-5500 Fax: 253-856-6500 Address: 220 Fourth Avenue S. Kent, WA 98032-5895 Date: February 27, 2008 To: Chair Deborah Ranniger, and Public Works Committee Members PW Committee Meeting Date: March 3, 2008 From: Peter Tenerelli, Construction Manager Through: Larry Blanchard, Public Works Director Subject: 4th Avenue & Cloudy Street Improvements – Consultant Contract with Jason Engineering & Consulting Business, Inc. Background/Summary: The City of Kent is contracting for various street, sidewalk, utility and signal work on 4th Ave North from James Street to Cloudy Street. It is industry standard to have experts in concrete, asphalt and other construction materials to be on-call to provide consultant services to verify quality and quantity as well as assist in the placement and inspection of such materials. This expertise is not available from City of Kent personnel. City personnel (Senior Inspectors/Owner’s Representatives) will direct and monitor the extent of the work of this consultant and assist in those inspection items that do not require the level of expertise, certifications and laboratory analysis required to complete this project. Move to recommend authorization for the Mayor to sign the 4th Avenue & Cloudy Street Improvements, Consulting Contract with Jason Engineering & Consulting Business, Inc. in the amount of $104,500.00, upon concurrence of the language therein by the City Attorney and the Public Works Director. 65 66 67 68 69 70 71 72 73 74 75 76 77 78 79 80 81 82 83 84 85 This page intentionally left blank. 86 U:\PWCommittee\ActionPage\2008\PWC 03.03.08.doc PUBLIC WORKS DEPARTMENT Larry R. Blanchard, Public Works Director Phone: 253-856-5500 Fax: 253-856-6500 Address: 220 Fourth Avenue S. Kent, WA 98032-5895 Date: February 27, 2008 To: Chair Debbie Ranniger and Public Works Committee Members PW Committee Meeting Date: March 3, 2008 From: Michael Mactutis, Environmental Engineering Manager Through: Larry Blanchard, Public Works Director Subject: Appeal of Federal Emergency Management Agency (FEMA) Preliminary Digital Flood Insurance Rate Maps (DFIRMs) Background/Summary: FEMA issued Preliminary Digital Flood Insurance Rate Maps (DFIRMs) and a Flood Insurance Study (FIS) for King County on September 28, 2007. The City of Kent has participated in reviewing the DFIRMs with King County and the Cities of Auburn, Renton and Tukwila and has determined that the flood data for the Lower Green River area are technically incorrect because levee failure analysis were not conducted to adequately analyze the extent of flooding. Technical flood hazard data and analyses have been developed by King County and its contractor in collaboration with the Green River Valley Cities. These analyses demonstrate that the Base Flood Elevations included in the Preliminary DFIRMs and FIS are technically incorrect and should be revised. FEMA’s process provides for a 90-day appeal period for the DFIRMs and FIS which ends on March 18, 2008. The City of Kent may request FEMA, as part of an appeal, to review the technical information and revise the Preliminary DFIRMs and FIS to reflect the new, technically correct floodplain and floodway analyses. The City of Kent, in collaboration with King County and the Cities of Auburn, Renton and Tukwila, have reviewed FEMA’s Preliminary Digital Flood Insurance Rate Maps. Technical flood hazard data developed with that review demonstrates that the Base Flood Elevations included in the Preliminary DFIRMs and FIS are technically incorrect and should be revised. The technical information developed by King County and the Green River Valley Cities will be provided to FEMA as part of an appeal. Move to recommend the City Council authorize the Mayor to sign the Appeal Submittal of the Federal Emergency Management Agency Preliminary Digital Flood Insurance Rate Maps for the Lower Green River upon concurrence of the language therein by the City Attorney and the Public Works Director. 87 OFFICE OF THE MAYOR Suzette Cooke, Mayor 220 Fourth Avenue South Kent, WA 98032-5895 Fax: 253-856-6700 PHONE: 253-856-5700 March 14, 2008 Mark Carey Federal Emergency Management Agency Region X Mitigation Division 130 -228th Street Southwest Bothell, WA 98021 RE: City of Kent Preliminary Digital Flood Insurance Rate Maps and Study Appeal Submittal for Lower Green River Dear Mr. Carey: The City of Kent greatly appreciates receiving the Preliminary Digital Flood Insurance Rate Maps (DFIRMs) and Flood Insurance Study (FIS) dated September 28, 2007, from the Federal Emergency Management Agency (FEMA). As noted in the December, 2007 transmittal letter from Mr. William Blanton of FEMA headquarters, participating communities in the National Flood Insurance Program (NFIP) are requested to review the preliminary information and if warranted, provide scientific or technical data to the FEMA regional office during the 90-day appeal period which has an end date of March 18, 2008. The City of Kent has reviewed the Preliminary DFIRMs and FIS and with this letter is submitting a technical appeal. The City, upon its review, has determined that the flood data for the Lower Green River area are technically incorrect because levee failure analyses were not conducted to adequately analyze the extent of flooding. As such, the Preliminary DFIRMs and FIS contain inaccurate estimates of the Base Flood Elevations. Also, the Preliminary DFIRM information does not account for current-day land uses and does not properly portray flood hazard risks in the valley. Technical flood hazard data and analyses have been developed by King County and its contractor, (Northwest Hydraulic Consultants) for the Lower Green River. These data and analyses, developed in collaboration with the Cities of Auburn, Kent, Renton and Tukwila, have been prepared in accordance with FEMA technical guidelines for flood studies involving rivers with levees. The technical analyses demonstrate that the Base Flood Elevations included in the Preliminary DFIRMs and FIS are technically incorrect and should be revised. As such, the City of Kent, in conjunction with King County and the other valley cities, is submitting these new analyses as a technical appeal. Separate letters of appeal, which cite the new flood analyses as the basis for the appeal, are being directly transmitted to FEMA Region X by King County and each of the other affected cities. 88 The City of Kent requests FEMA to review the technical materials provided by King County and revise the Preliminary DFIRMs and FIS to reflect this new, technically correct floodplain and floodway analyses. The technical materials include computer models, floodplain and floodway mapping, flood profiles and a technical report. We are hopeful that FEMA can begin the review of the technical materials as quickly as possible. For any additional information that you may require during the review of this appeal, please contact Mike Mactutis, Environmental Engineering Manager, at 253-856-5520, or by e-mail at mmactutis@ci.kent.wa.us . The City of Kent, in coordination with King County and the valley cities and with the assistance of the study contractor, looks forward to working with FEMA to address any questions and provide further information as necessary. Sincerely, Suzette Cooke Mayor Cc: The Honorable Mayor Pete Lewis, City of Auburn The Honorable Mayor Denis Law, City of Renton The Honorable Mayor Jim Haggerton, City of Tukwila Ryan Ike, Federal Emergency Management Agency Region X Chuck Steele, Washington Department of Ecology, NW Regional Office Dan Sokol, Washington Department of Ecology Debi Heiden, Regional Management Center 10, Black and Veach, Inc. Mark Isaacson, Director, King County DNRP, Water and Land Resources Division (WLRD) Jeanne Stypula, P.E., Supervising Engineer, King County DNRP, WLRD, River and Floodplain Management Unit 89 This page intentionally left blank. 90 Public Works Committee Agenda Councilmembers: Debbie Raplee#Ron Harmon#Deborah Ranniger, Chair Unless otherwise noted, the Public Works Committee meets at 5:00 p.m. on the 1st and 3rd Mondays of each month. Council Chambers East, Kent City Hall, 220 4th Avenue South, Kent, 98032-5895. For information please contact Public Works at (253) 856-5500. Any person requiring a disability accommodation should contact the City Clerk’s Office at (253) 856-5725 in advance. For TDD relay service call the Washington Telecommunications Relay Service at 1-800-833-6388. U:\pwcommittee\2008\agendas\specialmtg033108.doc March 31, 2008 5:00 p.m. KENT CITY COUNCIL NOTICE OF SPECIAL MEETING NOTICE IS HEREBY GIVEN that the Kent City Council Public Works Committee will hold a special meeting at 5:00 p.m. on Monday, March 31, 2008, in the Council Chambers East, Kent City Hall, 220 4th Avenue South, Kent. Agenda items included: Item Description Action Speaker Time 1. Approval of minutes dated March 17, 2008 Yes None 03 2. Analysis and Review of Potential Traffic Impact Fee No Blanchard/ Mooney & Mullen 40 91