SE Pioneer Way Improvements Project - available for bids!

The City of Oak Harbor is pleased to announce that bidding for the SE Pioneer Way Improvements Project is now open. Qualified teams are invited to submit bid proposals to construct the project, which will include undergrounding of utilities, a new streetscape and revitalization of SE Pioneer Way.

The teams will submit technical design and construction proposals for the project based on the plans and specifications set forth by the City of Oak Harbor. Those plans and specifications together with the list of registered bidders can be found here:

http://www.bxwa.com/bxwa_toc/pub/2495/61_se_pioneer_way_reconstructi_67107/info.php

Final proposals are due at 2:00 p.m. on January 20, 2011. For more information, please contact Eric Johnston at (360) 279-4522 or ejohnston@oakharbor.org or Joe Stowell at (360) 279-4520 or jstowell@oakharbor.org .

What's new with SE Pioneer Way

The SE Pioneer Way Improvements Project continues to move ahead and toward construction. Here are some of our recent announcements:

Horse ring on SE Pioneer Way to be preserved

We have heard from many of you concerning the importance of preserving the horse ring mounted in the sidewalk at SE Pioneer Way near SE Hathaway Street when construction begins on SE Pioneer Way next year. The City is committed to saving the horse ring and will ensure that it is safely removed from the construction area prior to the start of work and reinstalled in its current location once the new sidewalks are placed. See the project plans for preserving the horse ring on the project to the left. You can also read the 11/30/10 article in the Whidbey News Times about the plans for the horse ring. In addition to the horse ring, the memorial plaque located near the intersection of SE Ely Street and SE Pioneer will also be preserved and reinstalled with the project. Questions and comments can be sent to Eric Johnston: (360) 279-4522 or ejohnston@oakharbor.org.

Looking ahead: Design is nearing 100% and the project will go out to bid by mid-to late-December
On December 7, 2010, City Council authorized the project to be advertised for bid. At this time, it is anticipated that the project will be advertised on December 15 with a public bid opening scheduled for January 20, 2011 at 2:00 at City Hall. A contract award will likely be considered by the City Council on February 1, 2011 at the regular city council meeting. Construction is planned to begin mid to late February and be complete by early September 2011. The bid documents will include incentives for early project completion. Once the contractor has been selected, more details will be shared with the construction schedule and specific sequencing of construction activities. Additional information for properties affected by utility improvements will also be part of discussions, likely in January.

Readying for construction outreach and during-construction marketing

On December 7, 2010, City Council considered budgets for construction outreach for the SE Pioneer Way Improvements Project. The topic is currently tabled for additional consideration in January. On marketing, the Harborside Merchants Association is currently developing ideas for marketing during construction to help keep business vibrant. If you have an idea for Pioneer Way marketing or for marketing of the greater Oak Harbor area, please contact Eric Johnston: (360) 279-4522 or ejohnston@oakharbor.org.

Please join us on Tuesday evening, November 30th, to share your thoughts on marketing efforts for downtown businesses during construction

View the draft recommended construction outreach plan and economic development and marketing plan

On October 27, 2010, the Oak Harbor City Council attended a workshop for the SE Pioneer Street Improvements Project. At the workshop, project staff presented a recommended construction outreach plan and an economic development and marketing plan. Following the presentation, there was time allotted for questions about the various proposed activities and estimated costs. This interactive session with the council did not include formal actions. It is anticipated that the council will approve a construction outreach plan and economic development and marketing plan later this fall. View the Council packet and PowerPoint_Presentation to learn more!

Council Workshop Slated for SE Pioneer Way - Wednesday, October 27th

On Wednesday, October 27, staff will provide a project update and workshop with the Oak Harbor City Council regarding the SE Pioneer Street Improvements. The workshop will cover a general project update, budget and cost status, upcoming schedule, and initial draft construction outreach and marketing plan. This interactive session with the council will not include formal actions; topics disussed will be a precursor to anticipated council actions on the project this fall.

Want to attend?
Location: City Council Chambers, 865 SE Barrington Drive
Time: 7:15 p.m. – 9:15 p.m.

Recorded video of the workshop will be aired on Channel 10.
All materials from the workshop will be available on our project blog after the meeting.

Proposed Loading/Unloading Zone Locations

The design team has proposed four different locations for permanent loading/unloading zones along the future SE Pioneer Way on the north and south sides of the street (see map below). Delivery trucks will be able to temporarily park in these locations between 6:00 a.m. and 10:30 a.m. each weekday, marked by signs in the corridor. These locations and the proposed loading zone times were shared with the Public Works Committee on October 7, 2010 and will be presented to the Government Services Committee on October 12, 2010. Have a question or thought about the loading/unloading zone locations? Send your feedback to Eric Johnston at (360) 279-4522 or ejohnston@oakharbor.org. Input will be collected through Friday, October 22, 2010.

Planning Commission moves to approve shoreline permit for SE Pioneer Way Improvements Project

The Planning Commission has recommended that City Council approve the shoreline permit for the SE Pioneer Way Improvements Project. A hearing before the City Council is scheduled for Tuesday, October 19. In September, the Planning Commission reviewed the SE Pioneer Way Improvements Project against relevant criteria for the City’s Shoreline Master Plan and conducted a public hearing. Even though this project is not a shoreline project, the City’s Shoreline Master Plan was developed to protect the shoreline environment – in particular, respecting property rights and preserving or enhance public access to the shoreline. Projects, such as the SE Pioneer Way Improvements Project, are required to go through this permit process if they are within 200 feet of the shoreline. As a roadway enhancement project with stormwater upgrades, is not anticipated that the SE Pioneer Way Improvements Project will impact the shoreline environment. The State environmental process (SEPA) that addresses this permit named this project a “mitigated determination of non-significance,” and was completed on August 6, 2010.

Did you know? We’re planning ahead for Holland Happening 2011

The City of Oak Harbor is working to keep the Holland Happening celebration a time-honored tradition in 2011. In consultation with the Greater Oak Harbor Chamber of Commerce, our goal is to keep the carnival at the same location and keep vendor booths and events on Pioneer Way during construction. As the event nears, the City will work with the selected contractor to establish conditions and guidelines to make it possible for Holland Happening activities to occur in the Downtown Pioneer Way area. The Chamber will continue to plan and operate the event, in consultation with the City. Questions? Contact Eric Johnston, at 360-279-4522.

Greenroads and Sustainability

Presented on Tuesday, September 14, 2010, to the Whidbey Island Sustainability Coalition. Appoximately 15 people were in attendance.

View our updated design plans for SE Pioneer Way! If you want to talk to project staff in-person and hear more about project design and plans for construction, come to our drop-in session on Saturday, 8/14.


Take a look at the updated street and paving plan:

What are the aesthetic elements that have been selected for the corridor?

Take a look at the current (60%) design plan:

Construction planning is underway. View the prelimininary construction plans and learn about the our ideas for outreach and marketing during construction:



Want to see the street renderings for SE Pioneer Way as of August 2010? Take a look:

Want to be added to the mailing list? Contact Eric Johnston, City Engineer, at (360) 279-4522 or ejohnston@oakharbor.org.

Join us at a drop-in session for the SE Pioneer Way Improvements Project

Design is progressing for the SE Pioneer Way Improvements Project. You are invited to attend an upcoming community drop-in session to view our most recent design plans for the corridor aesthetic decisions that have been made following the June 23 design workshop and subsequent comment period and provide your input on construction planning and sequencing. Stop by anytime during the session and have a cup of coffee with the project team. No formal presentation will be given. We welcome your feedback about the project and will be available to answer questions that you may have.

Join us at a community drop-in session!

When:

Wednesday, August 11
9:00 a.m. - 11:00 a.m.

or

Saturday, August 14
10:00 a.m. - 12:00 p.m.

Where:

Angelo's Cafe'
670 SE Pioneer Way
Oak Harbor, WA 98277

Check back soon to view the most recent design plans for the project!

For questions, please contact Russ Pabarcus: (360) 279-4520 or rpabarcus@oakharbor.org

Planning for Overhead Utility Line Relocation

As part of the SE Pioneer Way Improvements Project, the City will relocate all overhead utility lines, including power, telephone and cable to underground structures. This improvement will help create a more pedestrian-friendly corridor along SE Pioneer Way.

Recently, Puget Sound Energy assessed existing service connections to each property within the project area and identified the properties that will be affected by the underground conversion work. Not all properties on SE Pioneer Way will be affected by this work because some properties are serviced by overhead lines located off the corridor.

Affected property owners are financially responsible for reconnections to the underground utilities. To assist property owners, the City has contracted K-Engineers, an electrical engineering firm, to evaluate service connections and provide recommendations and cost estimates at each affected property. Evaluations will be conducted in early to mid-August. K-Engineers will coordinate with affected property owners in advance to schedule a time for the assessment. Once the evaluations are complete, the City will contact affected property owners and share K-Engineers' recommendations and cost estimates.

For questions regarding these evaluations and overhead utility line relocation work, please contact Russ Pabarcus: (360) 279-4520 or rpabarcus@oakharbor.org .

Comment Summary of Potential Aesthetic Elements for SE Pioneer Way

On June 23, 2010, the City of Oak Harbor held a design workshop to present potential corridor aesthetic improvements along SE Pioneer Way. This workshop served as an opportunity for the Oak Harbor community to provide feedback on proposed aesthetic elements under consideration for the corridor. Meeting attendees were asked to comment on preliminary design plans and on different aesthetic features including benches, sidewalk surface patterns, tree locations, planters and street light accessories.

The workshop was organized as a participatory event, intended to be an informative session for both the community and the City. A total of 27 community members attended the design workshop. The workshop began with a presentation to provide an update on the project, design plans and the aesthetic improvements under consideration. Following the presentation, the City welcomed questions from the public. Once all questions had been addressed, the community was invited to view the displays set up around the room and provide feedback on the aesthetic options under consideration. They were asked to write down their thoughts on Post-it notes and attach them directly to the relevant display. Members of the project team were available throughout the design workshop to answer questions about the aesthetic options for the corridor.

This report includes a summary of all comments received through both the workshop and subsequent week-long comment period.

Questions recorded during the Q and A session

Below is the list of questions and comments from the design workshop attendees. The City’s response to each question/comment is also included.

1. Question: Will storm drains be installed on only one side of the new SE Pioneer Way?
Response: Yes, due to natural water flow in the corridor.

2. Question: How long will it take to dig a new sewer system along the corridor? How long will the new system be designed to last?
Response: We expect installation of a new sewer system to occur simultaneously while any given segment of the project is being constructed. The entirety of project construction is expected to last approximately eight to nine months. Once installed, sewer pipes are not replaced frequently. Typical, new sewer systems are designed to last over 50 years.

3. Question: Will the new line be “slip-lined”? How much of the existing line will be replaced?
Response: About 500 feet of sewer line will be new and approximately 1,500 will be slip-lined.

4. Question: Is there a way to install police cameras or at least install the cable for future police cameras on street lights as part of this project? Why not put the lines in now?
Response: City would be happy to talk about this request one-on-one.

5. Question: Have costs been associated with each of the options shown tonight?
Response: Cost is not a factor for any of the options under consideration; in fact, most aspects of the project being shown are “cost neutral.” Community members are to provide comment based on personal preference and do not need to take cost into account.

6. Question: Is there a time that the trees will need to be replaced?
Response: It is not anticipated that the trees will require additional maintenance beyond minimized seasonal trimming and/or leaf removal.

7. Question: Is the tree species compatible with the region’s climate? Are the trees disease resistant? Where are they originally from?
Response: Yes, the selected street tree will grow well in this climate and is disease-resistant. We will have to get back to you on the tree’s native origin.

8. Question: What is the height of the trees compared to the height of light poles?
Response: The trees will not grow to overwhelming heights. They will be similar in height to the street poles.

9. Question: How high would the trees grow?
Response: When fully mature, the trees may grow up to 45 feet in height.

10. Comment: Roots grow a long way. All underground infrastructure will be vulnerable to the tree roots.
Response: Comment has been noted, relative to tree placement.

11. Question: Can trees be planted in large pots and then moved around when needed?
Response: Yes, this is an option, but the selected tree may not be used if the City went with potted trees and the trees would not grow as large. Also, trees in pots are generally quite heavy, and a crane would be needed to move the size of pot required for trees.

12. Question: Is the project projected to start in January 2011? Can the design process be wrapped up earlier so that construction can begin before January 2011?
Response: Design is not expected to be complete until December 2010. The City plans for the project to go to bid in January 2011 and for construction to start in February. Construction is assumed to last eight to nine months.

13. Question: Has this project been discussed with Frontier and Verizon? Are all utility providers informed about this project?
Response: Yes, all utility and service providers have been involved in preliminary discussions. The City will coordinate with these providers as design progresses.

14. Question: After construction and the utilities have been moved, what will be done with the old poles?
Response: Utility poles located on SE Pioneer Way will be removed once utilities have been placed underground. Poles located off the corridor may remain once construction is complete.

15. Question: Is there any underlying theme for all aesthetic treatments shown here?
Response: No. There could be a theme that comes out of the input provided, but it isn’t necessary.

Community Comments
Below is a summary of the comments submitted, organized by aesthetic feature. Comments were gathered at the design workshop and were also accepted via email/mail between June 24 and July 1, 2010.

Paving and Landscape Plan along SE Pioneer Way
A total of 5 comments were made about the Paving and Landscape Plan. Comments did not strongly support or oppose the proposed plan. While not reflected as submitted written comments, a number of design workshop attendees had questions and concerns regarding tree shape, growth and height and the potential of trees to block storefronts. The written comments that were submitted requested a bike lane on Pioneer Way, painted parking lines on the side streets and an improved drainage system. Verbatim comments are included below:


Selected Street Tree, Tree Furnishings and Street Light
A total of 17 comments were submitted in reference to the selected street tree. The comments received did not specifically give preference for or against the selected tree. Most comments were related to the number of trees in the corridor, and fell into one of three categories: generally in favor of having trees on the corridor, generally in favor of having some trees on the corridor and generally concerned about having planted trees on the corridor. Most commenters supported at least “some trees” to be planted on SE Pioneer Way. Verbatim comments are included below:


No comments were submitted on the selected street light. A comment received about the selected tree furnishings requested the City maintain a traditional look. Another comment expressed dislike for the selected tree furnishing because of the caged and “prison-like” appearance. The verbatim comment is included below:


Potential Street Light Accessories
A total of 17 comments were submitted in reference to the potential street light accessories. By and large, the comments were in support of the selected street light pole option that could accommodate either hanging baskets or banners. A few comments gave specific preference to hanging baskets over banners, but the vast majority of comments received encouraged the City to select a light pole option that would allow for either flower baskets or banners. The community liked the idea of having either option and changing from baskets to banners depending on the season. Verbatim comments are included below:



Potential Sidewalk Pattern on Street Corners
A total of 19 comments were submitted about the potential sidewalk pattern for street corners. Many comments were neutral in preference of sidewalk pattern and several did not like either option. In general, the comments received did not like the modern feel of the Mondrian Option (Option B) and the Dutch-Plaid Option (Option A) was described as “too busy.” Verbatim comments are included below:


Potential Bench and Litter Receptacles
A total of 17 comments were submitted in reference to the potential bench and litter receptacles. Most of the comments submitted preferred Option B over Option A and Option C because of the more “classic” style. Verbatim comments are included below:


Potential Landscape Planters
A total of 14 comments were submitted in reference to the potential landscape planters. Most of the comments submitted preferred Option A over Option B. A few comments submitted did not like either option. Verbatim comments are included below:


General Project Comments
A few general comments were submitted that did not relate specifically to any potential aesthetic faeture. Of these comments, one was in reference to the last bullet listed under project benefits that states “increased business potential”. The comment said “hopefully ‘potential’ will be removed soon”. Another comment was submitted in reference to the project schedule. This comment was in favor of moving forward with the project and starting the work as soon as possible. Verbatim comments are included below:


Next Step
Comments that were received at the design workshop and via email, phone and/or mail in the week following the workshop will be considered in the future design plans for the SE Pioneer Way Improvements Project. The City of Oak Harbor will have more information about project design and planned corridor aesthetics in August 2010.

Tell us what you think about potential aesthetic features for SE Pioneer Way

On June 23, a design workshop was held to gather community input on proposed aesthetic features along SE Pioneer Way. Meeting attendees were shown the street light, street trees and tree furnishings that had been selected for the project and had the opportunity to comment on the corridor landscape and paving plan and provide input on options for various elements including benches, sidewalk surface patterns, tree locations and planters and signage.

All of the proposed aesthetic features are shown below and we’d like YOUR input before we make final decisions. Tell us what you think!

You can mail your comments to:

City of Oak Harbor
Attn: Russ Pabarcus, P.E.
865 SE Barrington Drive
Oak Harbor, WA 98277

Or send an email to: rpabarcus@oakharbor.org.

Comments must be submited by Thursday, July 1, 2010.

The street light, street tree and furnishings have been selected for the corridor:



The Paving and Landscape Plan identifies proposed areas where trees and special sidewalk patterns could be placed on the corridor:

For each of the following corridor aesthetics, which option do you prefer? Why?