Agenda Item - 2021-04-06 - Number 6.1 - Boones Ferry Road Project Update 6.1
COUNCIL REPORT
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Subject: Status and Update on the Boones Ferry Road — Phase 1 Construction Project
Meeting Date: April 6, 2021 Staff Member: Crystal M Shum, PE, Project Manager
Erica Rooney, PE, City Engineer
Department: Engineering
Action Required Advisory Board/Commission Recommendation
❑ Motion ❑ Approval
❑ Public Hearing ❑ Denial
❑ Ordinance ❑ None Forwarded
❑ Resolution ❑X Not Applicable
❑X Information Only Comments:
❑ Council Direction
❑ Consent Agenda
Staff Recommendation: n/a
Recommended Language for Motion: n/a
Project/ Issue Relates To:
❑X Council Goals/Priorities ❑Adopted Master Plan(s) ❑Not Applicable
ISSUE BEFORE COUNCIL
Staff presentation regarding the status of the Boones Ferry Road -Phase 1 Construction Project.
CONSTRUCTION ACTIVITY
It has been almost two years since Council awarded a contract to Wildish Standard Paving Co.
for the construction of this major project. In that time, a great deal of work has occurred
throughout the corridor. Staff provided an update to the City Council on May 4, 2020, since
then, so much more has happened, and is more visible.
503.635.0215 380 A Avenue PO BOX 369 Lake Oswego, OR 97034 www.lakeoswego.city
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The Boones Ferry Road (BFR) Project Team (City Staff, Consultants and Contractor) is excited
about reaching some major milestones on this project.
South End of Project from Bryant Road/Firwood Road to Madrona Street
The south end of the project is nearing completion and those who have recently driven or
walked through the construction site have noticed that.
All of the concrete work (sidewalk and curbs) in this area has been completed including the
landscaped median. The streetscape elements (benches, drinking fountain, bike racks, trash
cans, etc.) have been installed. The street lights have also been installed. You will notice that
they light both the roadway and the sidewalk.
The new traffic signal light at Madrona Street has been installed. It is awaiting final inspection
and is scheduled to be turned on early April. Once the signal is operational, vehicles will be
allowed to make legal U-turns from the southbound lanes. This will allow traffic on the
southbound side (Shell side) to return to the businesses on the northbound side, e.g., Round
Table Pizza. As was originally planned, left turns are not possible due to the installation of the
new landscaped medians. Also, pedestrians will now have a new Boones Ferry Road crossing at
this signal light location.
A new mid-block pedestrian crossing has been installed between Keller Williams and the Lake
Grove Shopping Center. This crossing will allow pedestrians to cross without having to walk to
either the Bryant Road/Firwood Road intersection or the Madrona Street intersection. This
crossing will have flashing beacons that pedestrians will trigger by push button. These beacons
will alert drivers to the presence of pedestrians. The crosswalk is directed through the
landscaped median where a medallion (artistic element) has been installed. This piece of art
was designed and chosen with input from the Project Advisory Committee's (PAC) Art
Subcommittee. It pays homage to Lake Grove's agricultural era.
The project landscapers have been busy installing irrigation, plants and trees for the planters.
Of special note is the installation of a larger 6" White Oak tree planted at the Lake Grove
Shopping Center wayside. The PAC had asked to have a couple of larger "specimen" trees
added to the landscaping; this White Oak is one of those trees.
Undergrounding of Overhead Utilities
All of the overhead utilities, which consisted of utilities lines of PGE and up to eight different
communications companies, have been moved underground into the joint utility duct bank.
This duct bank lies under the sidewalk on the westerly side of the roadway and takes up the
entire width of the sidewalk area, plus a little more.
This work was complicated by the discovery of many unknown items, including old abandoned
water lines, abandoned gas lines, buried concrete structures, etc. Even with extensive research
during the design phase, not all records contain the full history of previous facilities. All of the
undergrounding work came to an end when PGE removed the last pole at the end of October.
503.635.0215 380 A Avenue PO BOX 369 Lake Oswego, OR 97034 www.lakeoswego.city
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The undergrounding work was able to be completed slightly ahead of schedule due to the
coordination efforts of the BFR Project Team spending hundreds of hours over the first year of
the project working with the different franchise utility representatives, in order to install the
new infrastructure and to get it operating with as little interruption to service as possible.
Other Improvements
Stormwater
Most of the stormwater infrastructure - including the stormwater planters- has been installed.
There were many challenges to installing these facilities because the new piping had to be
worked around existing natural gas and water pipelines, while ensuring proper gravity flow for
the stormwater system.
Sidewalks, Walls, and Waysides
Sidewalks are almost complete on the east side of the roadway (McDonald's side) from the
south end to Reese Road. Work is also being done on the west side of the roadway. Almost all
of the curbs on this side of the roadway have been constructed and sidewalks are being formed
and poured.
All of the retaining walls on the project have been completed. The BFR Project Team has
received a lot of positive feedback regarding the retaining walls, as the stone cladding has really
enhanced the aesthetic look of the area.
Now that a lot of the sidewalk has been installed, the wayside areas are becoming more
noticeable. Waysides are widened sidewalk areas that private property owners have agreed to
allow public use through an easement. These waysides are meant to be spaces that the general
public can use, and perhaps sit and enjoy the artistic elements or other new surroundings. They
include features like benches, bike racks, and different sidewalk textures (pavers and colored
concrete). In front of 16325 Boones Ferry Road (previously the "O'Leary property, opposite the
Lake Grove Shopping Center) the wayside features a log bench that was created using a
Douglas-fir tree that was removed from within the project limits. The log bench was procured
by the adjacent neighborhood associations using a Neighborhood Enhancement Grant.
At McDonald's the wayside includes basalt "seating" rocks that add a unique look to the
roadway. At the Gubanc's wayside, a fire pit was installed to add ambiance to the area. A
doghouse sculpture, also procured through a Neighborhood Enhancement Grant, has also been
installed at this location. The doghouse represents the theme of "home" that the PAC was
envisioning. Also, the Riccardo's wayside will include a fountain that pedestrians may find
soothing as they walk to or by the restaurant.
503.635.0215 380 A Avenue PO BOX 369 Lake Oswego, OR 97034 www.lakeoswego.city
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Lanewood Street Signal
The new Lanewood Street traffic signal has been installed but will not be functional until the
intersection work has been completed. This new signal will include a left turn lane into
Lanewood Street as well as a legal U-turn for northbound movements. It will also provide a
much-needed pedestrian crossing for the elementary school.
PROJECT SCHEDULE
The project has been moving a little ahead of schedule. It is now anticipated that the final
roadway paving will take place late summer. Final completion of the project is now anticipated
for later this fall, instead of the end of December as originally planned.
This project was originally envisioned to be completed in three sections: Firwood Road/Bryant
Road to just south of Madrona, Firwood Road/Bryant Road to Oakridge Road/Reese Road, and
Oakridge Road/Reese Road to the north end. However, due to conflicts and discoveries, it was
necessary to change the work sequencing. Examples of why the sequencing changed:
• Better alternatives for construction phasing
• Unanticipated conflicts underground led to changes
• Collaboration with multiple Franchise Utilities and their different schedules
• Long lead times for signal poles
• Changes in our society—COVID-19
Although our contractor was required to alter some operations to include COVID-19 safety
protocols, they have been able to take the opportunity of limited traffic and temporarily closed
businesses to finish some areas of work.
The changes listed above have all contributed to the potential for an earlier completion date,
barring any remaining unknown issues.
PUBLIC OUTREACH AND INTERACTION
Our public information project team member continues to implement the robust
communications and outreach plan that was developed for construction. The goal has been to
proactively keep the public, businesses and stakeholders informed and notified about
construction related to the project, traffic impacts, or providing advanced notice of work. It has
paid dividends to develop relationships early on with each of the property owners and
businesses in the project area. We've also been able to ensure our contractor is on board with
communicating impacts to businesses and keeping the traveling public informed. Some of the
communication tools used include:
• Face-to-face visits and meetings
• Dedicated project website (boonesferryproject.org) and project-themed branding
503.635.0215 380 A Avenue PO BOX 369 Lake Oswego, OR 97034 www.lakeoswego.city
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• A large e-listsery for construction update newsletters (1,365 subscribers as of March
2021)
• Social media (Facebook, Nextdoor, Twitter and Instagram)
• Project specific hashtags (#BoonesFerryProject, #FollowTheBlueCones,
#ShopLakeGrove)
• Videos
• Dedicated project phone line (503-697-6573) and email address
info@boonesferryproject.org
• Regularly attending Lake Grove Business Association meetings
• Providing regular updates in the Chamber of Commerce newsletters
• Updates in the City's LODown e-newsletter, Hello LO and on the website
Highlights, efforts and feedback of note:
• Many business owners in the project limits have appreciated the ongoing dialogue,
communication efforts, and responsiveness of the project team and contractor.
• Recent feedback from attending the pilot Lake Grove Farmers' Market with a project
information booth was overwhelmingly positive. A lot of people were interested in
different aspects of the project and if it is on schedule. They shared their enthusiasm
and excitement for the progress they have seen to date, the new signals and sidewalks,
and the anticipated completion of construction.
• The most common complaint the project team has received so far has been the ongoing
"rough road" with the trenches and poor road conditions in the project limits.
• Videos have been a fantastic tool to share messages, educate the public about what to
expect, and get the word out in advance about upcoming traffic changes.
• March 7-13 was National Women in Construction Week, and March 8 was International
Women's Day. The City celebrated our women-lead project team by:
o Creating and publishing "A Better Boones Ferry Road for All" video featuring
team members Stacy Bluhm and Crystal Shum
o Sharing a photo of our project team members, Crystal Shum, Stacy Bluhm
and Katy Kerklaan on social media
• Implementing the#ShopLakeGrove campaign was put on hold during the pandemic, but
at the start of 2021, we revamped it and went virtual to continue supporting businesses
and encouraging the community to shop local.
o 30 businesses are participating in the program
o Resumed the monthly featured business video and article (nine businesses
featured to date)
o #ShopLakeGrove Monthly Raffle—two winners each month. Entrants
participate by sending a photo via email or posting on their social media
accounts
503.635.0215 380 A Avenue PO BOX 369 Lake Oswego, OR 97034 www.lakeoswego.city
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PROJECT COSTS
The Boones Ferry Road Project has been underway since 2013. During that time, several years
were spent on developing a plan with the PAC, acquiring a grant from ODOT, and successfully
obtaining a locally approved bond measure.
Design consultants were hired in 2015, and right-of-way acquisitions for more than 50
properties began during this phase. Final plans specifications and estimates were completed in
late 2018.
In early 2019, the project was advertised for bid using a special procurement process known as
Competitive Proposal Selection Method, and Wildish Standard Paving Co. was awarded a
$21,442,761.08 construction contract. Notice to proceed was issued on May 29, 2019.
At this point, the total costs to date and final anticipated costs are as follows:
Estimated Future
Costs to Date (as of Costs (as of
3/26/2021) 3/26/2021)
Design, Engineering, and
Environmental* $ 4,692,000.00 i $ 192,000.00
Property/ROW Acquisition* $ 4,811,000.00 $ -
Staging Area $ 2,251,000.00 $ 10,000.00
Construction Management $ 1,560,000.00 $ 1,840,000.00
Project Management and
Administration $ 2,570,000.00 $ 500,000.00
Construction $ 17,000,000.00 , $ 5,500,000.00
Subtotal $ 32,884,000.00 $ 8,042,000.00
Estimated Final Costs (w/o staging
area) $ 38,676,000.00
* The design work and right-of-way costs for this project were partially funded by a $4 million
Oregon Department of Transportation (ODOT) Federal Grant. This grant funding is included in
the costs to date for these items.
Some of the issues that effected the cost are as follows:
PGE Changes
The full extent of the PGE undergrounding requirements was not given to the design team.
Once in construction PGE notified the project team of the additional requirements including the
change of vaults, construction of splice pits, and the use of specific contractors that were
approved by PGE. These changes led to an increased cost of approximately$28,000.
503.635.0215 380 A Avenue PO BOX 369 Lake Oswego, OR 97034 www.lakeoswego.city
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Unknown Underground Conflicts
Boones Ferry Road was originally a market road with a history of about 100 years. During those
years, many different things were buried in the roadway. Throughout the length of the project,
the contractor's excavations found the ghosts of the past. These "ghosts" included things such
as abandoned dry wells, unmarked utilities, abandoned utilities, and various concrete
structures. All of these findings have led to an increased cost of approximately$39,000.
Metal Edging Design Change
The project design called for the use of metal edging on all planters, both landscaped and
stormwater. Once the metal edging was installed along some of the landscaped planters, it was
determined that they may pose a safety risk. The contractor was then directed to remove the
metal edging. However, the metal edging was still needed along the stormwater planters, and
this led to a redesign and welding of a different metal edging. The cost of removal and
redesigning has led to an increased cost of approximately $30,000.
Item Overruns
Other cost increases have been incurred due to increases in bid item quantities. During a
construction project it is normal to have changes due to underestimating quantities and
changes in conditions.
Much of the overruns have occurred within the traffic control items, including vehicle and
pedestrian channelizing devices and flaggers. These quantities are hard to estimate at the
beginning of the project and have led to a significant increase in the cost of the project of
approximately $910,000.
Stormwater changes led to another significant increase. During the course of construction, it
was determined that the stormwater pipeline that is located along the Lake Grove Elementary
School frontage would need to be replaced because it was completely impacted by tree roots.
Other stormwater changes were required because unknown conflicts were found during
excavation. Changes to the stormwater design have led to an additional cost of approximately
$115,000.
In addition to these major changes, there have been slight increases in other bid items.
Although by themselves the increases are minor, added together they can become sizeable
increases.
It should also be noted that the goal of"proactively keeping the public, businesses and
stakeholders informed and notified about construction related to the project, traffic impacts, or
providing advanced notice of work" also means increased costs due to the large amount of time
that is required of the entire project team, both city staff and contractors, to meet this goal.
The team believes this cost is worth the expense because of the good relationships that are
built, and the continual conversation and effort to mitigate construction impacts.
503.635.0215 380 A Avenue PO BOX 369 Lake Oswego, OR 97034 www.lakeoswego.city
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CONCLUSION
At almost two years into construction, the project has made significant progress, and continues
to do so. Overhead utilities were moved to new underground systems. Curbs are being
relocated, and sidewalks installed. New decorative walls are showing up along the alignment.
Temporary traffic signals are keeping traffic moving while infrastructure is being moved around
them. New traffic signals and crosswalks have been installed, and some will be activated soon.
Most importantly, maintaining access to businesses, maintaining pedestrian access, and
keeping the traffic flowing remain our top priorities.
Now that a lot of the improvements are in and things are really taking shape, people have let
the project team know how excited they are to see the improvements. They are looking
forward to being able to use the new and improved pedestrian facilities. And of course,
everyone is looking forward to the end of construction.
Staff strongly believes that the competitive proposal method used in selecting a contractor
based not only on price, but other personnel-based qualifications, has resulted in an
unprecedented collaborative working relationship. Wildish, City consultants and staff all have
the same goal and are dedicated to finding solutions to every challenge that comes our way.
This open and cooperative relationship has enabled adaptive changes to occur, with little
impact to the public.
In closing, the project is making progress every day, even during the global pandemic. Every
indication is that it will be completed on time, if not slightly early.
503.635.0215 380 A Avenue PO BOX 369 Lake Oswego, OR 97034 www.lakeoswego.city