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05-13-14 MinutesYELM CITY COUNCIL REGULAR MEETING TUESDAY, MAY 13, 2014 MINUTES 1. Mayor Harding called the meeting to order at 6:03 p.m. 2. Roll Call Present: J. W. Foster, Joe Baker, Mike McGowan, Ken Garmann and Russ Hendrickson. Tracey Wood arrived at 6:05. 14-048 MOTION BY MIKE MCGOWAN EXCUSING COUNCILMEMBER BOB ISOM FROM THE MEETING. CARRIED. 3. Agenda Approval 14-049 MOTION BY RUSS HENDRICKSON APPROVING THE AGENDA AS PRESENTED. CARRIED. 4. Special Presentations - -Clista Rakow Day Proclamation Mayor Harding read the proclamation aloud and presented Ms. Rakow with the Proclamation. Ms. Rakow thanked the Mayor and Council for the recognition. She was born and raised in Thurston County. On February 9, 2014 she was crowned Miss Thurston County and hopes to go onto become Miss Washington and then onto Miss American. Ms. Rakow has successfully championed House Bill 2315 by speaking in front of the Washington State Senate for Suicide prevention and awareness through continuing education for professionals. Ms. Rakow addresses community civic groups and other venues about issues concerning her platform. Miss Thurston County also raises dollars and awareness for other charities. -Girl Scout Troop #44472 - Yelm-Tenino Trail Community Service Mayor Harding stated the Girl Scouts Troop #44472 picked up garbage on the Yelm-Tenino Trail on May 10. Mayor Harding .thanked them for all their dedication and hard work and presented each of them with a medal as a token of appreciation. Council thanked the girl scouts for all their efforts. -2014 Bicycle Commuter Proclamation Mayor Harding read the proclamation aloud and presented it to Duncan Green, with the Intercity Transit. Duncan Green thanked the Mayor and Council for recognizing May as National Bike Month. Intercity Transit, with co-sponsors the Capital Bicycling Club and many area businesses are hosting the 27th Annual Bicycle Commuter Contest during the month of May. Transportation accounts for half of the energy use in Washington State and during May the carbon dioxide emissions are greatly reduced by bicycle commuting. 5. Public Comment - 0 14-050 Consent Agenda Minutes - Regular Meeting April 22, 2014 Payables - Checks #62404 - #62524 Totaling $926,832.72 YCP -Family Fun Day, First Baptist Church, July 19, 2014 10am -4pm Community welcome Yelm Prairie Days, Yelm Lions Club, June 22-30 (set up June 22-25 & clean up June 30, 2014) Community welcome MOTION BY MIKE MCGOWAN APPROVING THE CONSENT AGENDA AS PRESENTED. CARRIED. Page 1 of 4 7. Public Hearing -none scheduled 8. New Business - a. SW Well 1A Water Treatment Facility -On -Site Electrolytic Chlorination Purchase Agreement, Horizontal Pressure Filter Purchase Agreement Stephanie Ray stated for the SW Well 1A Water Treatment project, there are two unit processes that RH2 Engineering recommended the City select during the design phase: (1) on-site chlorination equipment and (2) the pressure filter. Preselecting them early in the design process benefits the City by simplifying the design process, clarifying the final bidding process, and facilitating the construction process. The pre -selection process involved preparing competitive bid documents, soliciting for bids, and selecting the preferred equipment supplier. On March 21, 2014, the bids received were evaluated and scored based on price and set of qualifications outlined in the Evaluation and Selection Process of the bid documents. RH2 recommended that TMG Services be selected for the On -Site Electrolytic Chlorination System with a price of $67,434 and that Tonka Water be selected for the Horizontal Pressure Filter with a price of $260,195. Once the Purchase Agreements are signed, the City can obtain submittals from each awarded supplier for use in the design. The City will not actually be purchasing or taking delivery of the equipment as part of this process but merely selecting the assigned supplier. The Purchase Agreement commits the City to specify the selected equipment in the design plans and bid documents for the SW Well 1A Water Treatment project. 14-051 MOTION BY MIKE MCGOWAN AUTHORIZING MAYOR HARDING TO SIGN TWO PURCHASE AGREEMENTS ASSOCIATED WITH THE SW WELL 1A WATER TREATMENT FACILITY. ONE WITH TMG SERVICES FOR THE ON- SITE ELECTROLYTIC CHLORINATION SYSTEM AND ANOTHER WITH TONKA WATER FOR THE HORIZONTAL PRESSURE FILTER. CARRIED. b. Water Reclamation Facility (WRF) Plan Contract with Parametrix Ryan Johnstone reported that the General Sewer Plan was completed in 2013 that contained information on the Water Reclamation Facility and past issues meeting permitted requirement for reclaimed water. There were also discussions how to modify the WRF in the short term to meet permitted requirements and accommodate a growing community. The next step in evaluating the WRF is to complete a Facility Plan as required by the Washington State Department of Ecology. This Plan will examine the WRF at a micro -level and evaluate alternatives for wastewater treatment that may be available for modifying the WRF to continue to meet permitted requirements placed on reclaimed water and our growing community. A request for Qualification was assembled and three consultants were selected from the Municipal Research Services Center (MRSC) roster to submit a Summary of Qualifications for this project. A four -person interview panel comprised of City staff and Council members were assembled to conduct interviews of the three consultants. From these interviews, Parametrix, Inc. was selected as the most capable consultants to complete the Sewer Facility Plan. Funding for the project was allocated in the 2014 Budget ($300,000) out of the Sewer/Reuse Capital Improvement fund. Councilmember Foster clarified that even though staff makes the presentations for these projects look easy, there has been a great deal of hard work by staff to prepare these recommendations for council approval. Mayor Harding agreed that staff works hard to bring comprehensive staff reports to council for formal action. Page 2 of 4 14-052 MOTION BY JOE BAKER AUTHORIZING MAYOR HARDING TO SIGN A CONTRACT WITH PARAMETRIX, INC. IN THE AMOUNT OF $297,831.61 FOR THE COMPLETION OF A SEWER FACILITY PLAN FOR THE WATER RECLAMATION FACILITY (WRF). CARRIED. c. Construction Management Engineering Services Contract with Gray & Osborne, Inc. for Mosman Ave Realignment Project Stephanie Ray explained that the 2013 Fiscal Year call for projects from the Transportation Improvement Board (TIB) offered an opportunity to competitively compete through the Urban Arterial Program for grant funding to realign Mosman Avenue/SR 507. This was the first grant application submitted by Yelm under the new Urban Arterial program for cities with a population above 5,000. The City was successful in receiving TIB funds totaling $1,132,142. The grant application included improvements for the realignment of Mosman and SR/507 with a signalized intersection; adding left turn lanes; new sidewalks; street lighting; storm drainage and an improved crossing to the Yelm Chehalis Trail. There was also an 8" asbestos concrete line identified on the northerly side of the Mosman intersection that would qualify for a high priority replacement. This line is considered one of the main truck lines for water distribution within the City. Construction management services will be required for the transportation improvements and the waterline replacement. Gray and Osborne has been the design engineer of record for the project and are highly qualified to continue the project through the construction management phase. 14-053 MOTION BY MIKE MCGOWAN AUTHORIZING MAYOR HARDING TO SIGN TRANSPORTATION IMPROVEMENT BOARD SUPPLEMENT NO. 4 WITH GRAY & OSBORNE, INC. IN THE AMOUNT OF (ONE HUNDRED NINETY ONE THOUSAND TWENTY-THREE DOLLARS) $191,123 FOR CONSTRUCTION MANAGEMENT SERVCIES REALATED TO THE CITY'S MOSMAN AVENUE REALIGNMENT PROJECT. CARRIED. d. Mosman Construction Contract with Nova Construction for Mosman Realignment Project Stephanie Ray reported that since the grant award in the fall of 2012, the project team has been working diligently on the design of the signal, trailhead, and associated road improvements; coordinating with the Washington State Department of Transportation on approval of the signal and intersection improvements; design of the AC waterline; and coordination with Puget Sound Energy on the pole relocation work. Early in 2014, all right of way was secured, approval from WSDOT was received, and PSE was given the notice to proceed with the pole relocation. The project was bid on April 11th and 18th in the Nisqually Valley News, Seattle Daily Journal of Commerce, Builder's Exchange and the City website. The six bids that were received were opened on April 23, 2014 at 10:00 am. Bid tabulations have been completed and staff recommends awarding the construction contract to Nova Construction, Inc. Funding for the project will come from Fund 316 -Street Construction, which includes proceeds from the TIB grant and Yelm's local share received from Transportation Facility Charges. 14-054 MOTION BY JW FOSTER AUTHORIZING MAYOR HARDING TO SIGN A CONTRACT WITH NOVA CONSTRUCTION, INC. IN THE AMOUNT OF (ONE MILLION FOUR HUNDRED NINETY TWO THOUSAND ONE HUNDRED TWENTY FIVE DOLLARS THIRTEEN CENTS) $1,492,125.13 FOR CONSTRUCTION SERVICES RELATED TO THE MOSMAN AVENUE REALIGNMENT PROJECT. CARRIED. Page 3 of 4 9. Old Business - 10. Mayor and Council Initiatives Councilmember Foster attended the Thurston County Solid Waste Advisory Committee (SWAC) where they discussed the upcoming Solid Waste Plan that will be coming before council in the future. Councilmember Foster also attendee the Arbor Day Celebration and a Visitor's Bureau meeting in Olympia. Councilmember Baker attended the Intercity Transit Board meeting and the pole setting done by Puget Sound Energy for their transmission project. Councilmember McGowan attended the Thurston County HOME Consortium meeting where they discussed combining all the funding sources and bringing a recommendation for the federal funds. Emmanuel Lutheran Church has received just under $12,000 to complete their storage facility. The Home Census report overview is available for viewing. Councilmember Garmann thanked the Girl Scouts for cleaning up the trail. It is greatly appreciated. Councilmember Hendrickson attended the Arbor Day Celebration and the Puget Sound Energy (PSE) pole setting. Mayor Harding attended the Arbor Day Celebration and stated even though the weather was bad, the attendance was very good. Mayor Harding also attended the Transportation Benefit District Authority meeting and the water rights appeal trial with staff. The City of Yelm has spent tremendous amount of time, effort and money on the water rights effort. The Judge ruled from the bench in Yelm's favor. 11. Executive Session - none scheduled 12. Correspondence included - WSDOT project list for Thurston County April 24, 2014 Thurston EDC BuSiness Recognition Award Winners Announced April 25, 2014 South Sound Military & Communities Partnership Spring 2014 Newsletter May 6, 2014 Olympia Tumwater Lacey Newsletter dated May 2, 2014 13. Adjourn 6:53 pm Attest: ! y Ron Hardir� ayor Lori Mossman, Deputy City Clerk Page 4 of 4