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… the best of the best of the Northwest.

WALLA WALLA CITY COUNCIL
Regular Meeting Agenda
September 26, 2012 - 7:00 p.m.

Mission: We provide municipal services and programs essential to a desirable community in which to live, work and play.

CALL TO ORDER

PLEDGE OF ALLEGIANCE/MOMENT OF SILENCE

PUBLIC COMMENTS

CONSENT AGENDA

Pgs. 3-4

Washington State Liquor Control Board 9/12/12: Special Occasion license for Walla Walla Symphony at Cordiner Hall on October 23, 2012; December 15, 2012; February 12, 2013; April 23, 2013; May 14, 2014.

Approved

Pgs. 5-7

Washington State Liquor Control Board 9/7/2012: Annual renewal of 12 licenses:

Cayuse Vineyards, 17 E. Main St.
El Sombrero, 428 Ash.
The Border Tavern, 604 W. Elm.
Walla Walla Country Club, 1390 Country Club Rd.
Twenty Two Cellars, 54 W. Rees Ave., #B.
Marcus Whitman Hotel & Conference Center, 6 W. Rose St., Suite 200.
Sinclair Estate Vineyards, 109 E. Main St., Suite B-100
La Ramada, 1708 Isaacs Ave.
Blue Mountain Casino, 2025 E. Isaacs Ave.
Cayuse Vineyards, 210 W. Main St.
Fat Cat's Bar & Grill, 430 W. Main St.
Walla Walla Village Winery, 107 S. 3rd Ave., Suite B.

Approved

Pgs. 8-21

Resolution 2012-69: Authorizes the City Manager to execute Amendment #3 to the professional services contract with HDR Engineers for the LT2 slow sand pilot project in the amount of $43,100.

Approved

Pgs. 22-27

Resolution 2012-70: Supports the designation of the Walla Walla Joint Community Development Agency (WWJCDA) as the lead agency to pursue activities necessary to form and designate a Metropolitan Planning Organization (MPO), designating City representatives to assist and participate in such activities, and taking such further action needed therewith.

Approved

Pgs. 28-103

Resolution 2012-71: Approves and authorizes the City Manager to execute agreements to sell power to Columbia Rural Electric Association (CREA), to purchase power from CREA, to interconnect with CREA, and taking such further action needed therewith. (Water Treatment Plant)

Approved

Pgs. 104-111

Approval of minutes of the Work Session held September 10, 2012.

Approved

ACTIVE AGENDA

Pgs. 112-122

Resolution 2012-72: Authorizes the City Manager to execute an easement with Blalock Irrigation District No. 3.

Approved

Pgs. 123-129

Ordinance 2012-17: Amends the 2011-12 Maintenance and Operations Budget; and

Ordinance 2012-18: Amends the Capital Improvement Plan.

Approved

Pgs. 130-169

Resolution 2012-73: Authorizes the execution of a professional services agreement with Duval Engineering for a pavement evaluation study for 1.8 miles on Rose Street in the amount of $49,083. (Transportation Benefit District Project)

Approved

Pgs. 170-178

Approval of minutes of the regular meeting held September 12, 2012. (Councilmember Laib absent)

Excused the absence of Councilmember Shane Laib from the September 12, 2012 meeting.

Approved

COUNCIL MEMBER MEETING REPORTS

UNFINISHED AND NEW BUSINESS

Approved

Excused the absence of Councilmember Conrado Cavazos Jr.
Adopted Ordinance No. 2012-16-A establishing new capital projects and amending the Capital Improvement Project Budget (this is an amendment to Ordinance No. 2012-16 adopted September 12, 2012).
Adopted Ordinance No. 2012-19 establishing the regular meetings of the City Council for the months of October, 2012 and November, 2012, on Wednesday, October 17, 2012, Wednesday, November 14, 2012, and Wednesday, November 28, 2012.

ADJOURNMENT

Values:
Customer Focus/Service
Excellence
Stewardship
Communication
Leadership
Integrity

City Council - Regular Meeting

Pgs. 3-4

Meeting Date:

09/26/2012

Originating Staff Member:

Kammy Hill, Support Services

Add'l Contributors:

Information

ITEM TITLE:

Attachments

Symphony Liquor License

City Council - Regular Meeting

Pgs. 5-7

Meeting Date:

09/26/2012

Originating Staff Member:

Kammy Hill, Support Services

Add'l Contributors:

Information

ITEM TITLE:

Washington State Liquor Control Board 9/7/2012: Annual renewal of 12 licenses:

Cayuse Vineyards, 17 E. Main St.
El Sombrero, 428 Ash.
The Border Tavern, 604 W. Elm.
Walla Walla Country Club, 1390 Country Club Rd.
Twenty Two Cellars, 54 W. Rees Ave., #B.
Marcus Whitman Hotel & Conference Center, 6 W. Rose St., Suite 200.
Sinclair Estate Vineyards, 109 E. Main St., Suite B-100
La Ramada, 1708 Isaacs Ave.
Blue Mountain Casino, 2025 E. Isaacs Ave.
Cayuse Vineyards, 210 W. Main St.
Fat Cat's Bar & Grill, 430 W. Main St.
Walla Walla Village Winery, 107 S. 3rd Ave., Suite B.

Attachments

Liquor Renewals

City Council - Regular Meeting

Pgs. 8-21

Meeting Date:

09/26/2012

Submitted For:

Frank Nicholson, Public Works Department, Engineering

Originating Staff Member:

Frank Nicholson, Public Works Department, Engineering - Capital Programs

Project No:

waplant

Funding/BARS No.:

waplant

Financial Comments:

The total anticipated cost of this second round of pilot testing is $64,000 including $43,100 for HDR consulting services. Funding is available in the project.

Information

ITEM TITLE:

Contract Amendment #3, with HDR Inc., for additional LT2 Slow Sand Pilot Testing Services

HISTORY/POLICY ISSUES:

In 1999, the City of Walla Walla invested over $14,000,000 to build an Ozone Water Treatment Plant (WTP). The plant was built under an Agreed Order with the Washington State Department of Health (DOH) to comply with the Surface Water Treatment Rule (SWTR). Subsequent USEPA studies have found ozone disinfection does not effectively inactivate cryptosporidium protozoa at low water temperatures, such as those found in Mill Creek.

The USEPA has promulgated the Long-Term 2 Enhanced Surface Water Treatment Rule (LT2). The rule places more stringent requirements for the removal or inactivation of the waterborne pathogen cryptosporidium. Unfortunately, the current Walla Walla WTP system provides inadequate cryptosporidium inactivation. The result is that the WTP is required to be updated to continue meeting all federal and state drinking water requirements.

The City has applied for and received a two year time extension from the DOH. The City must comply with the cryptosporidium treatment requirements of LT2 by October 1, 2015. A further extension has been requested, and is likely if progress is shown to DOH.

The City has been working on the enhanced treatment project since 2009. The work has consisted of the following:

1. On November 13, 2009, the City hired HDR consulting engineers to bring the City into compliance with LT2. There have been two amendments: Amendment #1 – compensated HDR for picking up, transporting, and helping to assemble the slow sand filter pilot treatment plant; and Amendment #2 – for Aquifer Storage and Recovery (ASR) Consulting Services (the Department of Ecology requested the consultant answer questions pertaining to how the new water plant will alleviate ASR water quality concerns).
2. The City has been running a slow sand pilot plant for 24 months (since 2010) to evaluate the effectiveness of the slow sand filtration process.
3. In 2011, the City hired Kennedy/Jenks Consultants to conduct a peer review of HDR's feasibility study for the slow sand filter plant project. The consultant concurred with HDR's conclusion that slow sand filtration is the preferred alternative.
4. On April 17, 2012, the City submitted the "LT2 Project Slow Sand Pilot - Project Report" and a time extension request for an additional three (3) years.
5. On April 30, 2012, the City Water and Wastewater Advisory Committee sent a letter to Council recommending that the City proceed with slow sand filtration.
6. On May 9, 2012, City Council approved Resolution 2012-40 allowing the City Manager to submit a loan application package to the Public Works Trust Fund (PWTF) for $20 million for the LT2 water plant project.
7. On June 14, 2012, DOH was not able to approve the slow sand pilot test results, and requested additional testing. The City previously had obtained sand from the City of Richland's landfill; this is the same sand that Richland uses in its slow sand filters and would have been a very economical option. Unfortunately, the sand performance did not meet DOH performance specifications regarding coliform bacterial removal. DOH indicates that they agree that slow sand filtration is the most economical option for the City, but other sources of sand must be tested.
8. On August 20, 2012, the City received notice from PWTF staff that they are recommending that the City receive a $13,000,000 loan (The program cap was reduced to $13,000,000 due to the overwhelming number of qualifying applications received).

The City has obtained two (2) sands that will likely meet DOH's performance specifications. One sand is from Umatilla Oregon and the other sand is from Emmett Idaho. Under the proposed contract amendment, HDR will work with the City in piloting the slow sand filter for an additional six to nine months. At the end of piloting, HDR will submit a revised pilot/slow sand design report to DOH seeking DOH approval for one of the new sand options. See attached scope of work for pilot plant amendment.

FINANCIAL IMPACTS:

The total anticipated cost of this second round of pilot testing is $64,000 including $43,100 for HDR consulting services. Funding is available in the project.

ALTERNATIVES:

City staff does not have the expertise or availability to perform the analytical analysis and reporting work. The only viable alternative would be to go through another consultant selection process to complete the additional pilot testing effort.

STAFF RECOMMENDATION:

Adopt a resolution awarding the professional services contract amendment and authorizing the City Manager to execute said amendment on behalf of the City of Walla Walla with HDR for professional services in the amount of $43,100 for the LT2 slow sand pilot project.

CITY MANAGER'S COMMENTS:

Approved for City Council action.

Attachments

Res 2012-69

HDR amendment 3

City Council - Regular Meeting

Pgs. 22-27

Meeting Date:

09/26/2012

Submitted For:

Ki Bealey, Public Works Department

Project No:

Financial Comments:

Total financial impact of this action is not yet known. Planning funds are available from the state(s) to help, but the total cost to form the MPO is expected to exceed the amount available.

Information

ITEM TITLE:

Resolution to support designating the Walla Walla Joint Community Development Agency (WWJCDA) as the Interim Lead Agency in forming a new Metropolitan Planning Organization (MPO) in the Walla Walla Valley area by March 26, 2013.

HISTORY/POLICY ISSUES:

The Census Bureau designates a new list of Urbanized Areas (UZAs) every ten years, following the conclusion of each decennial census. Current federal law requires that every UZA be represented by a Metropolitan Planning Organization (MPO) that carries out the metropolitan transportation planning process for the UZA and surrounding areas.

The US Census Bureau published the new list of UZAs, based on the 2010 Census, in the Federal Register on March 26, 2012. This list included the Walla Walla, WA-OR urbanized area with a population of 55,805. Designation as an urbanized area requires the formation of an MPO to carry out the metropolitan planning process for the Cities of Walla Walla and College Place, WA, and Milton-Freewater, OR. The current involved parties include: Walla Walla County, Umatilla County, City of Walla Walla, City of College Place, City of Milton-Freewater, Port of Walla Walla, Port of Umatilla, Valley Transit, Oregon Department of Transportation (ODOT), Washington Department of Transportation (WSDOT), and Numerous entities responsible for transportation facilities and services.

The WWJCDA was appointed as the interim lead agency to facilitate the MPO formation process.

A new Metropolitan Planning Organization (MPO) must be formed in the Walla Walla Valley area by March 26, 2013.

By June 1, 2014: Adjustments to UZA boundaries must be approved by the Governors and FHWA Division Offices. The original 2010 Census UZA boundaries will be used if the boundaries are not adjusted by this date.

By March 26, 2016: The new MPO in the Walla Walla Valley area must have a formally adopted Long-Range Metropolitan Plan (MTP) and Transportation Improvement Program (TIP).

Three designation meetings have been held with attendees from the cities of Walla Walla, College Place, and Milton-Freewater, Umatilla and Walla Walla counties, the Port of Walla Walla, Valley Transit, Benton Franklin Council of Governments, the Washington State Transportation Commission, the Confederated Tribes of the Umatilla Indian Reservation, the Federal Highway Administration (FHWA), and the Washington State and Oregon Departments of Transportation.

Metropolitan Planning Organizations (MPO) "carry out a continuing, cooperative, and comprehensive (3C) multimodal transportation planning process for the Metropolitan Planning Area (MPA) that encourages and promotes the safe and efficient development, management, and operation of surface transportation systems to serve the mobility needs of people and freight and foster economic growth and development, while minimizing transportation-related fuel consumption and air pollution…" (23USC134)

It should also be noted that per 23 USC 134, the largest incorporated city (based on population) within the UZA must be represented on the MPO. For the Walla Walla - Milton Freewater UZA, that agency is the City of Walla Walla.

FINANCIAL IMPACTS:

MPOs receive dedicated Federal Highway Funds known as Title 23 U.S.C. Planning Funds (PL) and transit planning funds known as Title 49 U.S.C. Section 53 Planning Funds (5303) to carry out their programs. Funding is allocated through the state department of transportation based on a formula and is distributed on an annual basis tied to the MPOs annual Unified Planning Work Program (UPWP).

The Washington State and Oregon Departments of Transportation will provide interim planning funds to underwrite the interim activities necessary to facilitate the MPO designation process.

As the MPO formation is in its infancy, exact figures are not yet available to determine 1) how much planning money will be available from the states, and 2) what the additional costs will be to the city to form the MPO.

ALTERNATIVES:

None.

STAFF RECOMMENDATION:

Adopt the resolution to support the Walla Walla Joint Community Development Agency (WWJCDA) to lead the interim work activities necessary for designation of the MPO, and to request funding to participate in forming the MPO at the technical and policy levels.

CITY MANAGER'S COMMENTS:

Approved for City Council action.

Attachments

Res 2012-70

UZA Map

City Council - Regular Meeting

Pgs. 28-103

Meeting Date:

09/26/2012

Submitted For:

Frank Nicholson, Public Works Department, Engineering

Originating Staff Member:

Frank Nicholson, Public Works Department, Engineering - Capital Programs

Project No:

wa11003

Financial Comments:

See attached consultant report.

Information

ITEM TITLE:

Three contracts with Columbia Rural Electric Association for sale of hydroelectric power from the City's Water Treatment Plant

HISTORY/POLICY ISSUES:

The City of Walla Walla owns a 2.25 megawatt hydroelectric generator facility at the Mill Creek Water Treatment Plant located at 581 Mill Creek Road, Walla Walla, Washington 99362. The current 28 year old power purchase agreement with Pacific Power & Light Company expires on December 31, 2012. Due to the 27 year old inclining rate power purchase agreement, the City is currently receiving 14.57 cents/kwh, which is equal to about $1.8 million per year, from the sale of the hydroelectric power. The City had incredible foresight in negotiating this contract as the current price for power generation is currently less than 5 cents/kwh.

On September 20, 2011, the City advertised for professional firms qualified in negotiating power purchase agreements. City staff reviewed and graded the proposals, and unanimously selected C.H. Guernsey & Company as the most qualified. On February 3, 2012, the City signed a contract with the Consultant. On March 30, 2012, the City signed an amendment that changed the Consultant's name from C.H. Guernsey & Company, to Global Energy & Water Consulting LLC.

The Consultant, in partnership with the City, solicited for and completed an analysis of power purchase options from Pacific Power (PP), Idaho Power Company, and Columbia Rural Electric Association (CREA) (see the attached 9/6/2012 memo from Global Energy & Water). Based on Global's analysis, the CREA option provided the highest value to the City. The Consultant then helped the City negotiate a draft power purchase agreement with CREA.

FINANCIAL IMPACTS:

The sale of hydroelectric power is a major source of revenue for the Water Division. The sales are an important component to maintaining a financially healthy water utility.

The CREA alternative offers the largest amount of power sales revenue over ten years, and it reduces the first year drop in revenue when compared to the other options. Despite this, revenue from the sale of power is expected to decrease in future years, from approx $1.8 million per year to roughly $600,000.

Switching the Water Treatment Plant over to CREA is estimated to save the City approximately $26,000 a year in electric costs. In addition, CREA offers retail consumers a 6% dividend. Benefits of the dividend accrue and can be cashed out after ten years. There is no cost to connect to CREA, however Pacific Power (PP&L), the current power provider for the Water Plant will charge for disconnecting service. CREA has offered to pay up to $20,000 for PP&L's disconnection fees, however this may only cover a portion of the disconnect cost, which could be as high as $50,000 (The exact amount will be determined by PP&L as part of the disconnection request.) Any difference in CREA's $20,000 allowance and PP&L's cost will be paid by the Water utility.

ALTERNATIVES:

The selected consultant evaluated three options. Staying with PP&L, wheeling power over state lines to the Idaho Power Company's substation in Elgin, Oregon, or selling to CREA. The attached Consultant memo clearly indicates that the CREA is the best alternative for the City.

There are three contracts to consider:
1. Power purchase contract (wholesaling of hydroelectric power)
2. Interconnect agreement (details of the hydroelectric interconnection)
3. Power purchase agreement (retail power service for the Water Treatment Plant)

While these could be considered separately, the CREA offer is predicated on a bundle deal.

STAFF RECOMMENDATION:

Adopt the Resolution authorizing the City Manager to execute said contracts on behalf of the City of Walla Walla with CREA for power purchase, interconnect, and power sales at the Water Treatment Plant.

CITY MANAGER'S COMMENTS:

Approved for City Council action.

Attachments

Res 2012-71

Consultant Recommendation

CREA Power Purchase Offer

Power Purchase Contract

Interconnect Contract

CREA Electrical Service Agreement

City Council - Regular Meeting

Pgs. 104-111

Meeting Date:

09/26/2012

Originating Staff Member:

Kammy Hill, Support Services

Add'l Contributors:

Information

ITEM TITLE:

Approval of minutes of the Work Session held September 10, 2012.

Attachments

9-10-12 minutes

City Council - Regular Meeting

Pgs. 112-122

Meeting Date:

09/26/2012

Submitted For:

Frank Nicholson, Public Works Department, Engineering

Originating Staff Member:

Frank Nicholson, Public Works Department, Engineering - Capital Programs

Project No:

Financial Comments:

N/A

Information

ITEM TITLE:

Blalock Irrigation District Fish Screen Easement at the City of Walla Walla Wastewater Treatment Plant

HISTORY/POLICY ISSUES:

For many years, likely dating back to the 1920's, Blalock Irrigation District No. 3 has maintained an irrigation water intake and piping system on Mill Creek located at the Walla Walla Wastewater Treatment Plant. By court order and NPDES permit, the plant delivers treated Class A reuse water from the Wastewater Treatment Plant to Blalock Irrigation seven months of the year.

The Irrigation District, working with the Walla Walla Conservation District, has recently received grant funds to install a fish screen at the intake to protect endangered species in Mill Creek (see attached letter from Walla Walla Conservation District). The Conservation Service has worked with CH2M-HILL and City staff to ensure that the new facilities will not impact the Wastewater Treatment Plant.

Easements for the new facilities are outlined on the attached survey map, which consists of an easement to bury electrical conduit along the Mill Creek levee, an easement for an 8' x 10' fiberglass equipment building that would contain and operate the fish screen air burst cleaning system, and an easement for a pipe between the building and the fish screen intake.

Policy requires that the Council must first authorize the City Manager to grant an easement to Blalock Irrigation District to locate facilities on City property. Blalock is required to make this upgrade for compliance with the Endangered Species Act (ESA). as required by RCW 77.57.010.

FINANCIAL IMPACTS:

The easements have been surveyed and the Conservation District has provided a check in the amount of $487.32. The value of the easement was calculated using a standard utility easement value calculation spreadsheet and is based on a comparable appraisal prepared by Associated Appraisers.

ALTERNATIVES:

Council may choose not to grant the necessary easements to the Irrigation District for these improvements. In doing so, this could place the irrigation district in non-compliance with the ESA. Working cooperatively with the Irrigation District is in the best interests of the City, as they are a partner to the City in wastewater effluent management.

STAFF RECOMMENDATION:

Adopt the Resolution authorizing the City Manager to execute said easement on behalf of the City of Walla Walla with Blalock Irrigation District No. 3.

CITY MANAGER'S COMMENTS:

Approved for City Council consideration.

Attachments

Res 2012-72

Project Map

Value of Easement Calculation

Conservation District Letter

Easement and Survey

City Council - Regular Meeting

Pgs. 123-129

Meeting Date:

09/26/2012

Submitted For:

Tim McCarty, Support Services

Project No:

Financial Comments:

See attached information. This is a budget adjustment for the Transportation Benefit District expenses on the City side. The budget is for $150,000 for the Rose Street Project plus $50,000 in city engineering time.

Information

ITEM TITLE:

Ordinances to amend (1) the 2011-12 Maintenance and Operations Budget; and (2) the Capital Improvement Plan.

HISTORY/POLICY ISSUES:

HISTORY: Certain developments related to the City's 2011-12 Biennium Maintenance & Operations (M&O) Budget necessitate consideration of an amendment adjusting that budget. This is the fourth budget adjustment for the second year of the biennium and includes numerous modifications to capital projects; grants awarded since adoption of the 2011-12 Biennium Budget; some added budget items; and other revenue and expense adjustments of an accounting nature. Highlights of those adjustments adding to the budget include:

Revenues
• Increase revenue for the Streets Construction Fund for funding from the Transportation Benefit District, $200,000

Expense
• Increase expense for the Streets Construction Fund for funding from the Transportation Benefit District (TBD), $200,000. The funding will be used for general engineering expenses related to the TBD and for the Rose Street project.

The Capital Improvement Plan (CIP) modifications are adjustments to revenues and expenses for new and existing projects and the closure of projects. The modifications also include cost and revenue updates based on project experience to date.

Spreadsheets outlining the 2011-12 M&O Budget adjustments and the modifications to the Capital Improvement Plan are attached for review.

POLICY ISSUES: Amending the Maintenance and Operation Budget is an ongoing process that results in a more up-to-date fiscal plan responsive to the City's actual experience in terms of revenues and expenditures and more accurately representative of the cost of delivering services to the citizens of Walla Walla. It is a sound fiscal practice which enables managers to expend City resources as authorized by the Council and to more capably make decisions related to the delivery of City services and facilities. Additionally, the State prohibits the expenditure of funds in excess of the limits authorized by Council.

FINANCIAL IMPACTS:

FINANCIAL IMPACTS: If the budgets are not adjusted, the task of managing the City's resources becomes more difficult, since staff would be relying on out-dated revenue and expense budget information to make decisions. Also, the City would not have accurate records from which to plan and manage in the future. Finally, State Auditors could issue an audit finding, if actual expenditures exceed those authorized by Council action.

This amendment will have no impact on the General Fund balance.

ALTERNATIVES:

ALTERNATIVES: Direct staff to develop alternative budget adjustments and/or a Capital Improvement Plan as desired by the Council that provides for sufficient authority to meet audit requirements.

STAFF RECOMMENDATION:

STAFF RECOMMENDATION: Approve the ordinances that amend (1) the 2011-12 Maintenance and Operations Budget; and (2) the Capital Improvement Plan.

CITY MANAGER'S COMMENTS:

Aprpoved for City Council action.

Attachments

Ord 2012-17

Ord 2012-18

City Bud Adj 9-26-2012

TBD Budget Adjustment 9-26-2012

City Council - Regular Meeting

Pgs. 130-169

Meeting Date:

09/26/2012

Originating Staff Member:

Monte Puymon, Public Works Department

Project No:

Financial Comments:

Finance has estimated TBD revenue of approximately $850,000 avialable for 2013 projects (the sales tax collection began in July 2012 and the first disperment to the City will be the end of September 2012). Duval's estimated cost for the base project (Western City Limits to 13th Avenue RR tracks) is $43,154. The additive alternate section (13th Avenue RR tracks to 2nd Avenue) is $5,929, for a total of $49,083. The Task 6 amount of $5,460 will only be used if specifically directed by the City.

Information

ITEM TITLE:

Duval Engineering Contract for Pavement Evaluation on Rose Street TBD Project.

HISTORY/POLICY ISSUES:

On December 7, 2011 the Walla Walla City Transportation Benefit District (TBD) passed Resolution No. TBD-2011-01 adopting bylaws for the TBD, Resolution No. TBD-2011-02 adopting a material change policy which considers the impacts and appropriate remedies if improvements exceed the original estimates by more than twenty percent, Resolution No. TBD-2011-03 authorizing the board president to execute an interlocal agreement with the City of Walla Walla, and Resolution No. TBD-2011-04 calling for a special election to impose a 0.2% sales and use tax for transportation improvements.

On February 14, 2012, citizens of Walla Walla passed a 0.2% sales and use tax proposition to finance certain transportation improvements by an affirmative vote.

On May 9, 2012, TBD passed Resolution No. TBD-2012-01 creating a TBD Advisory Committee and passed Ordinance No. TBD-2012-01 imposing the February 14, 2012, approved sales and use tax for 10-years (July 1, 2012 to June 30, 2022).

On June 13, 2012, TBD ratified the City's revised and extended six year comprehensive transportation plan.

On June 20, 2012, the City advertised a Request for Proposals for Rose Street Pavement Evaluation. The City review team met on July 23 and determined Duval Engineering to be the most highly qualified respondent. Negotiations with Duval Engineering have produced the attached contract.

Staff has negotiated a scope of work and contract with Duval Engineering to conduct a Rose Street pavement evaluation with the goal of identifying the most cost-effective rehabilitation strategy.

While a comprehensive pavement evaluation is not appropriate for every project, Rose Street has a great variety of existing conditions which prevent determination of a single, simple rehabilitation approach. These conditions include but are not limited to the following:
• A concrete slab approximately 6" thick and 24 feet wide under the asphalt. The exact slab location and extent is unknown through much of the project limits.
• Exposed geotextile fabric at locations where the asphalt overlay has separated from the concrete slab below. This complicates removal of old pavement.
• Failing sub grade issues and alligator cracking. Though limited, these areas are anticipated to be fully replaced
• Rutting.
• Transverse cracking.
• Minor utility patching to extensive patching of failed road surface.
• Block cracking.
• Curb/Gutter and roadway pushed up by sycamore trees in the north planter strip.
• Sections of recently completed grind and inlay (that are still in good condition).
• Longitudinal cracks in both wheel and non-wheel paths.
• Surface signal sensors at the Wildwood intersection which will be removed and replaced by sensor pucks.

While the City has constructed overlays, grind and inlays, and chip seals, they have not specified contracts or administered the construction of several of the potential rehabilitation alternatives including but not limited to:
• Rubblization and overlay
• Crack or break and seat with overlay
• Sawcut and seal
• Full depth reclamation
• Cold in-place recycling
• Microsurfacing
• Thin-bonded wearing course

Duval Engineering focuses exclusively on pavement engineering. They will not only evaluate Rose Street and recommend the most cost effective life cycle based rehabilitation approach, they will also provide constructability reviews for appropriateness of these methods to Walla Walla, develop maintenance and repair plans for the rehabilitation options, provide design and construction specifications, and provide ongoing support through the remainder of design and construction on an as needed basis.

The expectation is that this contract will maximize the City's investment by optimizing the rehabilitation strategy. Furthermore, through investment of a pavement evaluation on Rose Street, staff will have the opportunity to learn about alternative rehabilitation strategies and technologies, when they are appropriate to implement, and methods and specifications to design and construct them on future TBD and City projects.

Duval will have a certified arborist as a sub consultant to address the impact of numerous large Sycamores located along the north side of Rose Street.

Per City Resolution 2011-102 and TBD 2011-03, the City and the TBD have executed interlocal agreements with each other to coordinate activities, functions and operations.

Contracts over $20,000 require council approval.

Comprehensive Plan goals and policies related to this project include:
Goal 3 – Walla Walla will … seek unity through strong linkages between the City and County, Region and beyond.
Objective 2 – To collaborate regionally on transportation and communications including the expansion of destinations, connections and modes.

Goal 5 – Walla Walla will … build its future on the foundation of its strong history and culture.
Objective 4 – To preserve and enhance Walla Walla's appealing urban character through superior design, responsible stewardship and application of sustainability principles.

Regional Context:
Policy 4 – The region's communities should seek to identify ways to link their roads, trails, parks, and open spaces together.

Economic Vitality:
Policy 8 – Infrastructure is important to the sustained development of the regional economy and prioritizing projects that support economic development is vital.

Utilities:
Policy 14 – Public facilities should be developed, improved and maintained according to high standards of design and performance, to serve as examples for private development.

Transportation:
Policy 1 – Roads in Walla Walla should be designed, constructed and maintained at levels that ensure the safe and efficient movement of people and goods.
Policy 3 – Opportunities for cooperation and coordination between the various agencies that address transportation issues should be identified and pursued.
Policy 5 – The maintenance of the City's streets, sidewalks and trails should be adequately funded.

FINANCIAL IMPACTS:

Finance anticipates TBD revenue available for the Rose Street project to be less than $850,000. Staff does not believe this will be sufficient to rehabilitate the desired 1.8 miles of Rose Street from 2nd Avenue to the College Place/Walla Walla City Limits in a single year. Taking into consideration the existing street conditions and with the City of Walla Walla's installation of a new traffic signal at 13th Avenue, staff is scoping the 2013 Rose Street construction project to extend between the terminus of College Place/Walla Walla City Limits and the RR tracks just east of 13th Avenue.

To minimize cost, the City is providing Duval Engineering as-built drawings, photos, geotechnical reports, etc., that will minimize the required on site testing and sampling. The City Streets Division will also provide traffic control for the site data acquisition which will last for three days.

Duval Engineering has provided a scope of work to match the anticipated 2013 construction at $43,154, and an additive alternate for the remainder of Rose Street from 2nd Avenue to the RR tracks at 13th Avenue of $5,929. This total of $49,083 is 5.8% of annual TBD revenue. The $5,460 included in Task 6 of the contract will only be used as needed and directed by the City, for ongoing support through final design and construction. Depending on the results of the pavement evaluation, a Transportation Improvement Board (TIB) grant application, and realized sales tax revenue, the actual construction project limits may be modified.

These evaluation and design costs are within the TBD financial limits and typical design percentage ranges. Staff is proposing evaluate and design the full extent of Rose Street initially from Myra Road to 2nd Ave. even though construction is expected to span multiple years. This will result in higher initial costs for the first year, but lower costs for the corridor overall.

ALTERNATIVES:

Council may direct staff to pursue the next most highly qualified RFP responder, or direct staff to procure a design consultant without obtaining a specific pavement evaluation.

STAFF RECOMMENDATION:

Approve the resolution authorizing execution of the Consultant Agreement with Duval Engineering (Attachment 1), for the full 1.8 mile Rose Street length (Base bid $43,154 and Alternate $5,929) in the amount of $49,083.

CITY MANAGER'S COMMENTS:

Approved for City Council action.

Attachments

Res 2012-73

Duval Contract

City Council - Regular Meeting

Pgs. 170-178

Meeting Date:

09/26/2012

Originating Staff Member:

Kammy Hill, Support Services

Add'l Contributors:

Information

ITEM TITLE:

Approval of minutes of the regular meeting held September 12, 2012. (Councilmember Laib absent)

Excused the absence of Councilmember Shane Laib from the September 12, 2012 meeting.

Attachments

9-12-12 minutes