TRANSMITTAL MEMORANDUM. The Honorable Mayor and City Council

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1 KPU G, m ral Mauag~r 334 Prom Sm:ct Ke t~ohikan, AK 9~9C I Y.mr Cmr»umity. Y.t-"T U; ilijy Phon(' (907) :ns Fax (907) TRANSMITTAL MEMORANDUM TO: FROM: DATE: RE: The Honorable Mayor and City Council Karl R. Amylon, General Manager April14, 2016 Approving Water Division Asphalt Paving/Road Reconstruction Pipes and Fittings Replacement Policy At its meeting of March 17, 2016, the City Council adopted a motion directing staff to take such measures as may be required to move forward with the replacement of wastewater and water utilities within the project limits of the Department of Transportation & Public Facilities' pending reconstruction of Tongass Avenue from Grant Street to Deermount Street. As part of the discussion associated with this issue, Councilmember Sivertsen requested staff review alternatives to the Water Division's current practice of replacing pipes and fittings as streets are paved and/or reconstructed. Attached for City Council review is a memorandum from Public Works Director Mark Hilson regarding this issue. Mr. Hilson's recommendations were developed following review of the practices of other municipalities and after discussion with Water Division staff. Mr. Hilson is requesting City Council approval of the recommended changes to the Water Division's current practice of replacing pipes and fittings as part of asphalt overlays and/or road reconstruction projects. The Public Works Director will be attending the City Council meeting of April 21, 2016, in order to address any questions and/or concerns that Councilmembers may have. A motion has been prepared for City Council consideration. RECOMMENDATION It is recommended that the City Council adopt the motion approving the Water Division asphalt paving/road reconstruction pipes and fittings replacement policy as detailed in the Public Works Director's report dated April 12, 2016 and/or as modified by the City Council. Recommended Motion: I move the City Council approve the Water Division asphalt paving/road reconstruction pipes and fittings replacement policy as detailed in the Public Works Director's report dated April 12, 2016 and/or as modified by the City Council. AGENDA- 04/21/16- GGNB2

2 CITY OF KETCHIKAN Public Works Department MEM ORA N D U M DATE: April12, 2016 TO: Karl Amylon, City Manager FROM: Mark Hilson, P.E., Public Works Director CC: David Johnston, Water Division Foreman John Kleinegger, Water Division Manager Seth Brakke, P.E., Assistant Public Works Director SUBJECT: Policy recommendation on water service corp stops, valve boxes and risers This memo is a result of a review of the requirements and practices of the Water Division as it relates to corp stops, valve boxes, risers and covers and their impacts to costs of construction and longevity of the roadway surface. The following issues have been found : 1. Curb Valves (a.k.a. Curb Stops) and Riser Boxes in the Street at each water service. While it is recognized that strictly from a water system operations perspective it is best to have easy access to a valve for a water service from the street, it is not best for the street. Nor is this a universal standard (in checking with utility companies down south and in Alaska both engineering staff and water division staff were unable to find someone that installs curb stops and riser boxes to street level at the main). Standard practice for water utilities (including Alaska) is to have a buried corp stop in the street at the main, along with a curb stop somewhere behind the curb which facilitates turning off the water service. 2 Stacking of Valve Boxes for service lines in order to get to finished elevation. Contractors have struggled with keeping valve box straight during construction. This is mostly a contractor issue, but certainly the requirement to have many more valve box risers in the street complicates this issue. 3 Adjusting Existing Valve Riser Boxes to Grade in conjunction with roadway projects. In the past paving lift rings have popped out causing a maintenance issue for Water Division and a roadway hazard. 4 Lack of domestically made valve riser and cover. Domestic foundries stopped making the type of valve riser and cover traditionally used by Water Division. The foundries' replacement valve cover is very light, and was held in place via a thin cast iron tab on the top of the riser w/a regular steel bolt. The thin tab is so fragile it breaks with a swing of a hammer- a common and necessary City of Ketchikan, Public Works Department, 334 Front Street, Ketchikan, Alaska Phone (907) Fax (907)

3 practice to loosen a stuck lid. When it breaks, a retrofit cover must be used. The retrofit cover is more expensive, mechanical, and sits higher than the old one. To overcome sitting higher, each is hand customized, which is expensive. The picture below shows the new cover that is domestically available on the left, and a new casting currently available only from India of the old durable cover and KPU Water Division's standard. Unfortunately, our suppliers reported that they have a foundry that could investigate making the old casting for us but it is a long drawn out process that is likely to take 2 years or more to determine if they will cast it. Even if someone agrees to cast the old casting, it has been my experience that the price of the sole sourced casting will be very high, thereby making this option relatively less desirable. However, relying on a supplier in India with a 2 month lead time does not make for efficient construction practices. 5 Requirement for field customization. Currently, threads are required to be cut off of valve boxes in order to allow for a slide adjustment of the riser rather than a screw adjustment. Water Division recognized that when streets settle the threaded box and riser protrude from the paving. Cutting threads off allow the riser to "float" with the road. For 1 %" and 2" gate valve boxes (no hole) are used and a the hole hand cut into the box to provide clearance for the line. Hand customization is problematic for contractors and expensive. Changes to the requirements and practices of the Water Division are herein recommended for implementation with an eye towards: 1. Simplifying construction by minimizing in field hand customization of parts, 2. Specifying parts that are available for purchase as an off the shelf item through domestic suppliers, 3. Bringing KPU water division standards in line with other water utilities in Alaska and standard engineering practices for water systems. City of Ketchikan, Public Works Depar/ment, 334 Front Street, Ketchikan, Alaska Phone (907) Fax (907)

4 Recommendations: It is recommended that City Council adopt the following policies and/or revisions to Water Division's standard specifications: 1. Install a corp stop (buried) instead of a curb stop where service lines come off of the watermain for new services and water main replacement projects. 2. Install curb stops where existing curb stops do not exist in order to facilitate termination of all existing service valve risers below subgrade prior to roadway reconstruction. This will eliminate cutting of brand new pavement to adjust valves to grade and minimizes paving joints that allow water infiltration into the road. This applies only to new projects as it would be cost prohibitive to retrofit the existing system in this manner. 3. Add thaw wire down through the riser, to a lug near the main on the Typical Water Service detail. Eliminate insulation board where four feet of cover is maintained to top of service. 4. Add an option for a concrete paver as the footing for the valve box. 5. For overlay pavement projects, where practical from a construction standpoint, use paving adjustment rings tack welded in place for adjusting valve riser covers to grade. 6. Make Ford Curb Stops and Boxes, model EA2-xx-50, Type PL-LID plug style lid with extension rod and stainless steel pin or bolt, or an equivalent Curb Stop and Box the Water Division Standard. Since the riser is steel, and to preserve the opportunity for future adjustment, coat the riser with marine grease and wrap in visqueen. City of Kelchikan, Public Works Deparlmenl, 334 Fran/ Slree/, Kelclrikan, Alaska Phone (907) Fax (907)

5 "UNAPPROVED" March 17, 2016 Budget Transfer - Change Order No. 7 to Contract No A, Construction Services for the Ketchikan Medical Center Expansion Project, Layton Dawson Joint Venture Constructors Moved by Sivertsen, seconded by Zenge the City Council approve Change Order No. 7 to Contract No A, Construction Services for the Ketchikan Medical Center Expansion Project, between the City of Ketchikan and Layton Dawson Joint Venture Constructors in the amount of $284,409; authorize a budget transfer in the amount of $8,143 from the Ketchikan Medical Center Expansion Transition Phase and Alternates Master Budget (Phase II) Capital Account to the Ketchikan Medical Center Expansion Project Capital Account; approve funding from the Ketchikan Medical Center Expansion Project Capital Account; and direct the city manager to execute the change order on behalf of the City Council. Assistant Manager Martin answered questions from the Council. Motion passed with Coose, Gage, Harris, Sivertsen, Zenge voting yea; Kiffer and lsom absent. Amendment to Agreement for City-Funded Medical Center Furniture, Fixtures, and Equipment Acquisition - Phase I of Ketchikan Medical Center Expansion Project Moved by Sivertsen, seconded by Zenge the City Council approve the amendment to Contract No between the City of Ketchikan and PeaceHealth for the acquisition of City-Funded Medical Center Furniture, Fixtures and Equipment and authorize the city manager to execute the amendment on behalf of the City Council. Motion passed with Coose, Gage, Harris, Sivertsen, Zenge voting yea; Kiffer and Isom absent. Budget Transfer - Spruce Mill Way Repair Project Decorative Inlay Crosswalks Moved by Sivertsen, seconded by Coose the City Council authorize a budget transfer of $ 10,000 from Appropriated Reserves of the Public Works Sales Tax Fund to the Streets Division's 2016 Bawden/Spruce Mill Way Pavement Repair Capital Account to fac ilitate the installation of decorative inlay crosswalks as detailed in the senior project engineer's memorandum dated March 9, Senior Project Engineer Jurczak answered questions from the Council. Motion failed with Coose, Gage, Harris, Sivertsen, Zenge voting nay; Kiffer and Isom absent. Front Street, Mill Street and Stedman Street Water and Wastewater Utilities Replaeement Page 7

6 "UNAPPROVED" March 17, Moved by Sivertsen, ~onded by. Coose the Cicy Council direct staff to take such measures as may be required to move forward with the replacement of wastewater and water utilities within the project limits of the Department of Tr:tnsportation and Public Facilities pending reconstruction of Tongass Avenue from Grant Street to Deennount Street as detailed in the dty manager's report dated March I 0, Assistant Manager Martin and Finance Director Newell answered questions from the Council. Mayor Williams asked numerous questions regarding funds and payments on the bond funding. Mr. NeweU reminded the Community Facilities Development Fund was established for the fire station, library and museum, and the museum is still a project to complete. MaY.or Williams said he is hoping to be creative and come up with some money from somewhere to avoid rate increases. Councilmember Sivertsen commented we need to calculate a metered rate system into the equation. Motion passed with Coose, Gage, Hanis, Sivertsen, Zenge voting yea; Kiffer and lsom absent. Award of Contract No Transmission & Distribution Line Maintenance, Chatham Electric Moved by Coose, seconded by Zenge the City Council accept the bid of Chatham Electric in the amount of $56, per week plus $5,000 for mobilization/demobilization for Contract No , Transmission & Distribution Line Maintenance; approve funding in the amounts of $350,000 and $40,000 respectively from the Electric Division's Transmission and Distribution Maintenance Capital Account and from the Telecommunications Division's 2016 Infrastructure Maintenance Services Account No ; and direct the general manager to execute the contract documents on behalf of the City Council. Motion passed with Coose, Gage, Harris, Sivertsen, Zenge voting yea; Kiffer and Isom absent. Resolution No Proposed Refinancing of General Obligation and Refunding Bonds, 2005 Series One, Which Provided Funds to Purchase the City's Municipal Utility Revenue Refunding Bond, 2005 Under a Loan Agreement Moved by Sivertsen, seconded by Zenge the City Council approve Resolution No approving the City's participation in a proposed refinancing by the Alaska Municipal Bond Bank of its general obligation and refunding bonds, 2005 Series One, which provided funds to purchase the City's municipal utility revenue refunding bond, 2005, under a loan agreement, as amended, between the City and the Bond Bank; authorizing the city manager and finance director to approve a revised schedule of principal and interest payments on the City's 2005 bond, as amended, in accordance with the loan agreement, if the Bond Bank successfully refinances its bonds; and establishing an effective date. Motion passed with Coose, Gage, Harris, Sivertsen, Zenge voting yea; Kiffer and Isom absent. Page 8