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HomeMy WebLinkAbout09/06/2005, C8 - MONTEREY STREET PAVING PROJECT SPECIFICATION NO. 90596 f council Mfi°eD� 09/06/2005 agenda Report 'mN g CITY OF SAN LUIS O B I S P O FROM: Jay D. Walter,Public Works Director PREPARED BY: Daniel Van Beveren, Associate Engin _ r SUBJECT: MONTEREY STREET PAVING PROJECT SPECIFICATION NO. 90596 RECOMMENDATIONS: 1) Approve plans and specifications for the Monterey Street Paving Project, Specification No. 90596; 2) Authorize staff to advertise for bids in tithe for April 2006 construction and authorize the CAO to award the contract if the lowest responsible bid is within the Engineer's Estimate of $150,000 including $15,000 for water system improvements and$7,000 for collection system improvements. 3) Appropriate $16,500 and $7,700 from the water and sewer fund working capital, respectively, to fund this project. DISCUSSION:• The City's Pavement Maintenance Plan (PMP) was adopted by the City Council on April 14, 1998. One key element of the PMP is the improvement of the condition of street pavement located in the downtown area. This particular project includes the repaving of Monterey Street from Chorro to Santa Rosa.. Because of the fiscal crisis that the City is facing, the Pavement Management Plan was suspended for the next two years. While the focus has been shifted to provide arterial street. repair citywide, staff identified an urgent need to complete some pavement repair work in the downtown area. As a result, two projects were budgeted and included in the 2005-07 Financial Plan. Monterey Street last received major pavement rehabilitation approximately 30 years ago. During that time, many of the downtown streets which had been or constructed out of concrete in the early 1900's were being overlaid with asphalt as a means of smoothing out the aging concrete street surface. That previously applied asphalt concrete pavement surface has now wom to the extent where it is in need of replacement. This project will include the removal of the existing asphalt concrete pavement, and the installation of a new asphalt concrete wearing surface. This new surface is expected to extend the service life of the existing street another 20 to 30 years.. This project will also include a localized repair to the curb, gutter and sidewalk on the north side of Monterey Street adjacent to the County courthouse parking lot at Santa Rosa Street. An existing tree in this location has caused uplifting of the concrete resulting in poor street drainage and an uneven walking surface for pedestrians. The tree which has caused this damage is in poor health and was recommended by the City Arborist to be replaced. At the tree committee meeting on August 22, 2005, the committee approved the City Arborist's recommendation to replace this tree. This construction contract includes the removal of the existing tree and the localized repair to the curb, gutter and sidewalk.. The replanting of the Monterey Street Paving Project,Specification No.90596 Page 2 new tree will be performed by the City tree crew once this paving project is complete. Due to the downtown location of this project, there will be some level of public inconvenience. To minimize this impact, staff has worked with the Downtown Association to determine the least disruptive approach to completing this project. One construction approach which was considered during project planning was to limit the contractor's work hours to before 11:00 am. This option received support by the local merchants for the majority of the work items included in the project. One key exception to this restriction will be for those work activities such as grinding and paving, which will require complete closure of the street. The contractor will be allowed to work full days so that the total duration of this intense type of work activity can be as short as possible. This approach is what has been recommended by the Downtown Association's Economic Activity Committee and these provisions have been written into the project specifications. Also discussed with the Downtown Association was the timing of the project. After considering all factors involved and to minimize the impacts to the downtown merchants and to avoid the time of year with the greatest likelihood for rain, the project has been scheduled to begin in April 2006, instead of this fall as originally planned. Because plans and specifications are already completed, staff is asking for Council approval now, with the bid process initiated when we get closer to April 2006. CONCURRENCES: 1) The Community Development Department has issued a Notice of Exemption to satisfy the environmental review requirement, and a Noise Variance which will allow the contractor to begin limited work activity at 6:00 am. 2) The Downtown Association's Economic Activity Committee has recommended that start of construction be scheduled for April of 2006 and that the hours of work be limited as discuss in this report. 3) The Tree Committee has approved the application for the replacement of the tree adjacent to the County courthouse. FISCAL IMPACT: This project is identified in the 2005-07 Financial Plan, Appendix B, page 121. The project identifies $1,025,000 for street paving. Council authorized the use of$150,000 of the budget at their May 17, 2005 meeting to fund the current street repair project leaving $875,000. The budget identifies $75,000 of that to be used for the downtown. This paving is part of the Major City Goal for the Downtown. The current estimated cost for the paving of Monterey Street is $145,800 which is $70,800 more than the amount identified in the budget. The new estimate is based on the bids recently received which reflected the very high increase in asphalt costs. The additional funds will come from the remaining street reconstruction budget. While this will reduce the amount of funding available for other arterial street repairs, we believe that this is a high priority location, and that allocating our limited paving funds for this purpose is consistent with the Council's Major City Goal for the Downtown. C �- a Monterey Street Paving Project,Specification No.90596 Page 3 Water Collection General Fund Distribution Systems Total Project Engineer's Estimate: 128,000 15,000 7,000 150,000 10% Contingencies: 12,800 1,500 700 15,000 Total for Construction: $140,800 $16,500 $7;700 $165,000 Miscellaneous (printing): 500 500 Materials Testing: 4,500 4,500 Total Cost: $145,800 $16,500 $7,700 $17000 .Funds Available: $875,000 $1,157,000 $865,000 ALTERNATIVES: Following are alternatives to approving the project in its present form: 1) Schedule construction for late October and early November. This alternative is not recommended. Based on feedback from the business owners and the downtown association, November is a busier month for business and is a less desirable time for a construction project to occur. Additionally, an October/November project could potentially be delayed into the holiday shopping season by weather or other factors and result in even greater impact on merchants as well as the public. 2) Schedule construction immediately following the holiday season. With the high risk of weather delays associated with attempting construction during the winter, this alternative could result in a project which might take two to three times longer to complete. With the efforts being made to minimize the inconvenience associated with this project, this alternative is not recommended. 3)Deny the project altogether or postpone the project indefinitely. Monterey Street has been identified as the best candidate for resurfacing of all the downtown streets. Canceling or postponing the project is not recommended. As the condition of the street continues to decline, the eventual costs for pavement rehabilitation would.increase, thus, postponing this project would result in higher future construction costs and the continued gradual decline of the condition of the existing_ street. ATTACIEIMENTS: The project Special Provisions are available in the Council Reading File. is\\COUNCIL AGENDA REPORTs\2oo5\ENG\CAPrrAL PROJECTS DESIGN\90596 CAR-adv.doc C