Template for agenda items that include requests for action on project bids:

Memorandum

City of Lawrence

Public Works Department

TO:	Charles F. Soules P.E., Public Works Director
FROM:	Mark Thiel, Assistant Public Works Director
CC:	David Cronin, Steve Lashley, Scott McCullough
DATE:	September 10, 2015
RE:	Eldridge Hotel Expansion Project Right of Way permit - (705 Massachusetts Street)

The Eldridge Hotel, LLC has requested a temporary use of right of way permit for the construction of the Eldridge Hotel expansion project from October 2015 to December 2016.

Request Details

City staff, Paul Warner Architects, Eldridge Hotel staff and Thomas Fritzel have meet several times to discuss the construction activities related to this project and how they will impact the public right of way. They have submitted a package that outlines what they believe to be the relevant issues. (See attached package).

Impact to traffic

Traffic will be maintained through an MUTCD compliant traffic control plan (see attached plan). Two-way traffic on Massachusetts Street will be maintained throughout the duration of the project. The applicant has agreed to move the project fence back during special city events, such as the Old Fashion Christmas Parade or at other necessary times at the direction of the City. The alley in the 700 block of Massachusetts Street between 8^th and 7^th Street will be closed to through traffic directly behind 701 to 705 Massachusetts Street but will be accessible for emergency access if necessary. Additionally, alley access for business will also be coordinated by the Eldridge Hotel project contractor. There will also be no left turns for north bound Massachusetts Street traffic onto 7^th Street.

Impact to pedestrians

Pedestrian access / detours will be maintained by an MUTCD compliant pedestrian detour plan (see attached plan). The Eldridge staff has agreed to construct / allow pedestrian access along the west side of Massachusetts Street through the construction zone at a time when both they and the city agree pedestrian safety can be maintained.

Impact to parking

Parking on the west side of Massachusetts Street from 701 to 705 will be restricted during the project for site access, crane access and staging. The city parking lot #12 on the SE corner of 7^th and Vermont Streets will be closed to the public for the duration of the project. The contractor has requested that this lot be allowed to be used as a staging and material storage location. One space on the south side of the west 100 block of 7^th Street will also be restricted. (See attached site layout plan).

The alternative location for public parking will be on street parking, other city lots in the area or the Vermont Street Parking garage. In exchange for the use of this city lot the Eldridge Hotel, LLC has agreed to enter into a lease agreement with the city for the use of this parking lot during construction at a lease rate of $8,000.00 per month with a maximum lease payment amount of $120,000.00. The lease agreement will allow a maximum payment back to the Eldridge of $15,000.00 upon restoration of the parking lot to its condition prior to the commencement of the lease.

Staff will monitor the handicap parking in the area and add an additional handicap space in the close proximity, if needed. Staff believes that there are an adequate number of handicap stalls in the adjacent vicinity to accommodate any need.

Restoration of Pavement

At the conclusion of this project the contractor will restore the parking lot #12 to the same or better condition as it was given to them. Additionally, as part of their project they will rebuild a portion of the alley from 7^th Street south. The remaining portion of the alley will be restored to the condition or better that existed prior to the project starting. City staff has surveyed both the alley and the lot #12 and documented its current condition with a pavement evaluation and video.

Adjacent Property Coordination and Notice

The Eldridge Hotel has contacted all adjacent property owners and occupants on Massachusetts Street and Vermont Street from 6^th Street to 8^th Street (see attached Eldridge notice packet). Additionally, the city has sent notice of the Commission action on this item to the owners and occupants from 6^th Street to 9^th Street on Massachusetts and Vermont Streets (see attached City notice) and to the Lawrence Association of Neighborhoods.

It is also our understanding that direct adjacent properties have been coordinated with for deliveries and access.

In addition, Police, Parks and Recreation, Public Works, Fire / Medical, Lawrence Transit, Downtown Lawrence, Inc., and the Chamber all have reviewed this permit with no issues.

Project Schedule

The applicant has requested the permit for the time frame of October 2015 through December 2016. With a work schedule that could include work seven days per week from sunrise to sunset.

Action Requested

If appropriate, pending commission discussion and consideration authorize staff to approve a temporary use of right of way permit for the Eldridge Hotel Expansion Project from October 1, 2015 to December 31, 2016 that will allow the closure of city parking lot #12, one on street parking stall on the south side of the 100 block of west 7^th Street and the on street parking on the west side of Massachusetts Street in front of 701 and 705.

Authorize the City Manager to enter into a lease agreement with the Eldridge Hotel, LLC for the lease of parking lot #12 (SE corner of Vermont and 7^th Streets) for a term of October 2015 to December 2016 at a monthly rate of $8,000.00 with a maximum lease payment amount of $120,000.00 and for the maximum payment of $15,000.00 back to the Eldridge Hotel, LLC at the conclusion of the project once they have restored parking lot #12 to its condition prior to the lease beginning.

Direct staff as appropriate to work with the Eldridge Hotel, LLC to provide for a pedestrian crossing through the work zone at a time in the future when both the city and the Eldridge Hotel, LLC believe pedestrian safety can be maintained.