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Fairview City Council Agenda Work Session Regular

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Fairview City Council Agenda Work Session Regular MAYOR BRIAN COOPER COUNCIL PRESIDENT MIKE WEATHERBY COUNCILOR KEITH KUDRNA COUNCILOR CATHI FORSYTHE COUNCILOR BALWANT BHULLAR COUNCILOR STEVE OWEN COUNCILOR DARREN RIORDAN FAIRVIEW CITY COUNCIL AGENDA Fairview City Hall-Council Chambers 1300 NE Village Street, Fairview, Oregon City Hall is closed to the public. See instructions for public testimony below. Contact the City Recorder at 503-674-6224 or [email protected] for options to listen to the work session and view the regular session. WEDNESDAY, OCTOBER 21, 2020 WORK SESSION 1. FAIRVIEW PARKWAY ROUNDABOUT PHASE 1 DESIGN CONTRACT (CP 3-37) 6:00 PM (Allan Berry, Public Works Director) 2. IMPROVMENTS – TRAILS LEADING TO PARK CLEONE (CP 39-43) (Allan Berry, Public Works Director) 3. UPDATE STATUS & PRIORITIES OF GOAL OBJECTIVES & TASK LIST (Nolan Young, City Administrator) REGULAR SESSION 1. CALL TO ORDER 7:00 PM ROLL CALL PLEDGE OF ALLEGIANCE 2. INSTRUCTIONS TO CITIZENS FOR PUBLIC TESTIMONY REGARDING (I) AGENDA AND NON-AGENDA ITEMS Citizens wishing to testify during this meeting are asked to notify the City Recorder, Devree Leymaster at 503-674-6224 or email ([email protected]) at least 24 hours prior to the start of the meeting. The City strongly encourages individuals, who have the ability, to submit their testimony in writing 24-hours in advance to the City Recorder to ensure delivery of the testimony to Council. Persons unable to provide written comments in advance are encouraged to notify the City Recorder 24-hours in advance of the meeting so alternative arrangements may be made. 3. CONSENT (A) a. Minutes of September 16 & October 7, 2020 (CP 45-76) b. Consent to Reappointment of Mark Clark to the Portland International Airport Citizen Noise Advisory Committee: Resolution 52-2020 (CP 77-79) c. Authorize Phase 1 Design Contract for Fairview Parkway Roundabout: Resolution 48-2020 (CP 3-37) 4. PRESENTATION (I) a. Food Cart Court Feasibility Study (Cascadia Partners, LLC) 5. CITY ADMINISTRATOR AND DIRECTOR REPORTS (I) a. MCSO Monthly Reports – September (CP 81-95) CP1 6. MAYOR/COMMITTEE REPORTS AND COUNCIL REPORTS (I) 7. PUBLIC HEARING (A) a. Annexation Request: Ordinance 6-2020 (CP 97-148) 1st and 2nd Reading (Matt Strait, Contract Planner) 8. COUNCIL BUSINESS (A) a. Authorize Property Lease for Construction and Operation of a Fairview Food Cart Court: Resolution 53-2020 (CP 149-168) (Nolan Young, City Administrator) b. Amend Fairview Urban Renewal Plan: Resolution 50-2020 (CP 169-173) (Nolan Young, City Administrator) c. Authorize IGA with the Urban Renewal Agency for Financial Assistance for the Purchase of Tax Lots 100, 200 and 400 on the Southeast Corner of the Intersection of NE Halsey Street and NE Village Street: Resolution 49-2020 (CP 175-179) (Nolan Young, City Administrator) 9. ADJOURNMENT (A) ____________________ Brian Cooper Mayor October 16, 2020 Date (A) Action requested (I) Information only NEXT COUNCIL MEETING IS NOVEMBER 4 2020 COUNCIL EXECUTIVE SESSION – IF NECESSARY – END OF MEETING PARK VIEW CONFERENCE ROOM ORS 192.660(2)(d) - Labor Negotiations, ORS 192.660(2)(e) - Real Property Transactions, ORS 192.660(2)(f) - Exempt Public Record and ORS 192.660(2)(h) - Legal Counsel City Council Regular Sessions are broadcast live on Comcast Cable Channel 30 and Frontier Channel 39. Replays of the meeting are shown the following Saturday at 5:30pm and Sunday at 4:30pm following the original broadcast date. Meetings are also available for viewing via MetroEast Community Media, the week following the meeting, at metroeast.peg.tv. Go to the Playlist tab and select Municipal Meetings or find the link at http://fairvieworegon.gov/AgendaCenter/City-Council-15. The meeting location is wheelchair accessible. A request for an interpreter for the hearing impaired or for other accommodations for person with disabilities should be made at least 48 hours before the meeting to the City Recorder, 503-674-6224. CP2 Agenda Staff Report MEETING DATE AGENDA ITEM # REFERENCE NUMBER October 21, 2020 Work Session #1 & 3.c. 2020-74 TO: Mayor and City Council FROM: Kelly Uhacz, Civil Engineer THRU: Allan Berry, Public Works Director Nolan K. Young, City Administrator DATE: October 15, 2020 ISSUE: Growth in the City of Fairview will cause the intersection for NE Halsey Street and Fairview Parkway to reach capacity soon. The City would like to create a gateway to the City with a roundabout as part of the Halsey Corridor Improvements. RELATED COUNCIL GOALS: • Goal #1: Improve pedestrian and bicycle access and safety. • Goal #4: Maintain and enhance the City’s public infrastructure in a cost-efficient manner. • Goal #5: Enhance & promote economic development activity. • Goal #7: Work with other local, regional and state organizations to enhance the community. PREVIOUS AGENDA STAFF REPORTS: N/A EXHIBITS • Exhibit A: Scope of Work • Exhibit B: Cost Proposal • Exhibit C: Professional Services Contract • Exhibit D: Resolution 48-2020 BACKGROUND: The City of Fairview hired Kittelson & Associates to conduct a traffic study of the intersection of NE Halsey Street and Fairview Parkway in 2019. The study found that the signalized intersection is currently performing at a Level of Service (LOS) D. Constructing a roundabout now, would improve the LOS to C/B and would be at a LOS C in 2040. Construction of a roundabout would also provide safer multi- CP3 modal access through the intersection for pedestrians and bicyclists and provide a gateway feature to the City of Fairview. The City of Fairview plans to design the project to the 30% design stage by early 2021 and add the project to the City’s Transportation System Plan (TSP) and Capital Improvement Plan (CIP) to pursue construction funding. Council will then decide whether to move forward with the final design. The project design is expected to be complete by the end of 2021. Multnomah County will also add the project to its CIP. Phase I of the design (30%) is anticipated to cost $161,088.36 and Phase II of the design is anticipated to cost an additional $215,139.84, for a total design cost of $376,228.20. The City Council approved funding for design of the project in the Fiscal Year 2020-21 budget. The City used a Qualifications Based Selection process to identify the most qualified consultant to perform this work. The result of the solicitation was that Kittelson & Associates was the highest ranked firm and was therefore chosen to enter into negotiations for scope, schedule, and budget for this work. The resulting proposed scope of this work is attached to this staff report as Exhibit “A”. RECOMMENDED ACTION: Staff recommends authorizing the City Administrator to enter into an agreement with Kittelson & Associates to perform 30% design work on the NE Halsey St & Fairview Prkwy Roundabout design project in the amount of $161,088.36. BUDGET IMPLICATIONS: This phase of the project will cost $161,088.36. The detailed cost proposal is included as Exhibit “B”. COUNCIL ALTERNATIVES: 1. Staff Recommendation: Move to adopt Resolution 48-2020. This will authorize the City Administrator to sign a contract with Kittleson and Associates for phase 1 of the Fairview Parkway roundabout design for an amount of $161,089. 2. Choose not to perform this phase of the work and defer the project until a future date. 3. Direct Staff to consider other options. CP4 Exhibit "A" Exhibit C ‐ Scope of Services NE Halsey St & Fairview Prkwy Roundabout Fairview Project Number 20‐140‐2‐37 September 14, 2020 PROJECT BACKGROUND Situated in the western edge of Fairview, the NE Halsey Street/Fairview Parkway intersection is an existing signalized intersection of the east‐west running NE Halsey Street and the north‐south running Fairview Parkway. Both roadways are classified as urban minor arterials, are owned by Multnomah County and must be designed to Multnomah County standards. The intersection is currently signal controlled. During the concept design phase, a traffic analysis was conducted that shows the intersection would operate acceptably under roundabout control. In an effort to slow speeds in the corridor and provide a more comfortable environment for bicyclists and pedestrians, the City, as part of a greater NE Halsey Street corridor plan, wishes to reconstruct the intersection with a multilane roundabout. PROJECT UNDERSTANDING The primary purpose of this professional & related services contract is to obtain the necessary permits and prepare final plans, specifications, and engineer’s cost estimate (PS&E) for the public solicitation of construction bids to construct a multilane roundabout at the intersection. A concept for the roundabout layout including a concept for central landscaping was developed during the concept design phase of this project and is included Exhibit B of the NE Halsey St & Fairview Prkwy Roundabout project Request for Proposals. The design phase of the project will be completed in two phases. Phase 1 will advance the concept design up to a 30% design level including all documentation and reporting tasks to establish the footprint and update the project cost estimate. The 30% design will be submitted and presented to City Council and the Council will decide whether to advance the project in to final design. Phase 2 will be to advance the project to 60%, thru final bid ready plans and will not be started until authorization is provided by the City. The City will lead the bid advertisement efforts. Consultant will provide assistance during the bidding process in order to respond to bidder inquiries and revise PS&E documents as needed (via addenda) to reduce risks during construction. Construction administrative duties, including: construction engineering, construction management, observations, and inspections will be deferred to a separate contract to be approved with the award of the construction contract to the apparent lowest responsive & responsible bidder.
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