Agenda - Council - 05/13/2014 - Laserfiche WebLink

Home

Our Mission: Toworktogethertoresponsilygrow ourcommunity and topnoiriIt quality,cost-effective, and of&cfentgovernmentseivices CC Regular Session Meeting Date: 05/13/2014 By: Bruce Westby, Engineering/Public Works Information Title: Consideration of accepting plans and specifications and authorizing bids for Improvement Project 14-01, 2014 Street Maintenance Program Phase 2. 7. 6. Purpose/Background: Purpose: The purpose of this case is to request Council acceptance of plans and specifications and authorization to advertise bids for Improvement Project 14-01, 2014 Street Maintenance Program Phase 2. Background: On April 29th, the City Council accepted bids and awarded contracts for Division A and B of the 2014 Street Maintenance Program. At that time, it was discussed that the bids were very favorable and that the difference between the engineer's estimate and the low bids was approximately $116,000. Based on recent discussions regarding the importance of maintaining the City's aging street system on a routine basis, and the fact that the City has not been routinely maintaining its streets, Council directed staff to consider some other streets that would be good candidates for another street maintenance project to be let in 2014, and to present the project to Council for approval. Staff reviewed the City streets database and identified approximately 6 miles of streets that would be good candidates for Phase 2 of the 2014 SMP. Attached to this case is a map showing the streets included in the previously approved 2014 Street Maintenance Program, as well as the newly selected streets that are proposed to be bid as Phase 2 of the 2014 Street Maintenance Program. Also attached are three maps (L, M, and N) that show the proposed Phase 2 streets in more detail. These streets are all proposed to be crack -sealed and sealcoated to help protect and preserve the pavement from the negative effects of the sun, stormwater runoff, and other petroleum products that are deposited on the pavement over time by vehicles. The same specifications that were used for the Division A (crack -seal and sealcoat) projects of Improvement Project 14-00 will also be used for Improvement Project 14-01. Notification: No notifications were required for this case. Observations/Alternatives: Observations: The estimated total cost for all improvements identified as Improvement Project 14-01 is $156,736. This amount is significantly more than the $116,000 of excess funds from IP 14-00. If Council only wishes to spend funds closer to the $116,000 that was left from IP 14-00, staff recommends pulling the streets identified on Map L (Riverwood) from the project. The estimated construction cost for the Map L streets is $29,736 which results in a total project cost of 127,000. The estimated costs of the other two project areas are as follows; Map M (Highpoint) = $51,158, and Map N (Golden Eagle) = $75,841. Any combination of these project areas may be bid, depending on the desired project cost. Staff also reviewed options for completing one or more overlay projects in place of more sealcoating projects, but based on the streets database staff believes it will be most cost-effective to sealcoat another 6 miles of City streets than it would be to overlay another half -mile of streets. Alternatives: Alternative #1 - Motion to accept plans and specifications and authorize advertisement for bids for Improvement Project 14-01, 2014 Street Maintenance Program Phase 2. Alternative #2 - Motion denying authorization to advertise for bids at this time. Alternative #3 - Motion of other. Funding Source: The 2014 budget includes $500,000 in the general fund for street maintenance projects. No assessments are proposed to fund any portion of the 2014 Street Maintenance Program. Staff anticipates that bid prices will be less than the estimated costs presented above but if bids are higher than staffs estimated costs, one or more sealcoat segments will be removed to reduce project costs to an amount equal to or less than $500,000. On April 29th it was also discussed that approximately $522,000 of funds that were budgeted for street maintenance projects in 2013 were never spent, and that these funds could be spent on street maintenance projects in 2014. Below is a breakdown of the 2013 General Fund budget, which included $1,327,500 for street maintenance projects. Offsetting revenues identified to support the budgeted expenditures included $275,000 from TIF 4, $244,493 from the Public Improvement Revolving (PIR) Fund, $577,500 from Engineering Revenue generated from in-house engineering design and construction staking and inspection activities on the Riverdale Drive project and other authorized road reconstruction projects estimated at $1.5M (of which only the 2013 Street Maintenance Program was completed). The remaining $230,507 was identified to come from the General Property Tax Levy as shown below.