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Home My WebLink About04-02-2019 Item 09 - South Broad St Improvements Department Name: Public Works Cost Center: 5006 For Agenda of: April 2, 2019 Placement: Consent Estimated Time: N/A FROM: Daryl Grigsby, Public Works Director Prepared By: Hai Nguyen, Engineer III SUBJECT: ADVERTISE SOUTH BROAD STREET IMPROVEMENTS, SPECIFICATION NO. 1000023 RECOMMENDATION 1. Approve the project plans (Attachment A) and specifications (Attachment B) for the South Broad Street Improvements, Specification Number 1000023; and 2. Authorize staff to advertise for bids; and 3. Appropriate $1,175,000 in State gas tax SB1 funds to the project; and 4. Authorize the City Manager to award the construction contract for the bid total if the lowest responsible bid is within the publicly disclosed funding amount of $2,400,000 and the funding amount is consistent with the adopted 2019-21 budget allocation for this project. DISCUSSION Background The City’s Pavement Maintenance Plan (Pavement Plan) was adopted by the City Council on April 14, 1998. In 2009, the Pavement Maintenance Plan was updated to provide additional emphasis on arterial streets. A key element of the Pavement Plan is a rotating and methodical approach to ensuring all areas of the City receive regular preventative and/or corrective maintenance. The City implements this rotation by performing maintenance in two neighborhood Pavement Areas (Attachment C) in one year, then in the second year, focus on arterial street work, thereby alternating between neighborhood areas and arterials annually. Last summer, available streets maintenance funding was used for slurry seal pavement in Pavement Areas 2 & 3 and the implementation of “complete streets” upgrades to Laurel Lane. This calendar year, 2019, funding is planned to be used for arterial street rehabilitation for South Broad Street between Tank Farm Road and the City Limit, just north of Farmhouse Lane (Attachment D). A pavement investigation for this stretch of roadway was completed in 2018, resulting in a determination that the pavement section was structurally deficient to carry the current traffic loading on this heavily used regional connection. This pavement has moderate to severe cracking, rutting in wheel-paths, and potholes. Accelerated degradation of the pavement along with pavement failures will likely occur in the near future if a maintenance project is not implemented. Packet Pg. 79 Item 9 To prevent future costlier repairs, this maintenance is recommended to extend the roadway life and return it to a near new condition. As a result, this project includes removal of the old deteriorated and failing asphalt and replacement with a new asphalt section structurally sufficient for the traffic loading conditions. This method of reconstruction was determined to be the most cost effective, with an expected service life of 15-20 years. Removal and replacement are generally less impactful to the traveling public due to a faster construction timeframe. The old pavement removed from this roadway will be recycled by the receiving aggregate plants for future recycled asphalt pavement (RAP) in other pavement projects. In addition to the roadway improvements, the project also includes the installation of six new curb ramps and substantial roadway striping changes to improve safety for bicycle users. Specific bicycle improvements include: installation of buffered bike lanes as well as the narrowing of vehicle travel lanes to increase bike lane widths. Completion of the South Broad Street Improvements further allow the City to make progress towards the Council’s established goal to maintain at least 90% of arterial streets in good condition and no arterial streets in bad condition. This project also helps implement multimodal improvements, a Major City Goal for 2017-19. Previous Council or Advisory Body Action Funding for this project is proposed in the 2019-21 Finance Plan. Policy Context Per the October 2018 Financial Management Manual, Council approval is required for Public Projects that cost over $175,000. Public Engagement Annual maintenance for public roadways, including streets reconstruction and resurfacing, was identified and included in the 2019-21 Financial Plan and identified as a Major City Goal. CONCURRENCE This project has concurrence from the Transportation and Street Maintenance Divisions. ENVIRONMENTAL REVIEW This project is categorically exempt from environmental review pursuant to section 15301 of the CEQA Guidelines (Existing Facilities) since it is a maintenance and replacement project. A Notice of Exemption will be filed through the Community Development Department. Packet Pg. 80 Item 9 FISCAL IMPACT Budgeted: Tentatively Budget Year: 2019-21 Funding Identified: Yes Fiscal Analysis: Approval to Bid with Final Project Funding Dependent on Budget Adoption for 2019-21 This proposed project is recommended to be awarded prior to the new fiscal year, July 1, 2019, with the contract working days to not start until the 2019-21 Financial Plan is adopted by Council and additional funding is made available. If the additional funding is not approved of in the 2019-21 Financial Plan or if funding is approved but not sufficient to support all of this project’s needs, the contract would be modified to reflect the work that can be completed with the new funding amounts or if necessary be terminated. In order to allow for project implementation during the summer months, to lessen impacts to the traveling public. staff is recommending this project be approved for advertising in advance of the final budget adoption. Funding Sources Current FY Cost Annualized On-going Cost Total Project Cost General Fund $1,441,585 State Gas Tax SB1 $1,175,000 Federal Fees Other: $110,000 Total $2,726,585 Estimated Project Cost by Funding Sources Water Fund Sewer Fund Construction Estimate $1,052,600 $1,175,000 $44,400 $18,000 $10,000 $2,300,000 Contingencies (12%):$268,512 $5,328 $2,160 $276,000 Material Testing:$20,000 $0 $0 $20,000 Printing:$500 $0 $0 $500 Total for Project $1,341,612 $1,175,000 $49,728 $20,160 $10,000 $2,596,500 Current Fund Balance:$41,585 $0 $25,000 $0 $142,867 $209,452Additional Proposed 2019-21 Financial Plan Funding (Available after July 1, 2019):$1,400,000 $1,175,000 $50,000 $25,000 $100,000 $2,750,000 Total funding available for project after July 1, 2019 $1,441,585 $1,175,000 $75,000 $25,000 $10,000 $2,726,585 Total Contingencies, Construction Management, Material Testing, Printing Costs $326,585 Publically Disclosed Funding Amount $2,400,000 South Broad Street Improvements Raise Valve Covers (91149) Street R& R Master Account (90346) Total Bicyle Facility Improvements (90572) State Gas Tax SB1 Packet Pg. 81 Item 9 There is currently a balance of $41,585 in the Street Reconstruction and Resurfacing Annual Asset Maintenance Account (Specification Number 90346). Additional funding of $2,575,000, comprised of $1,400,000 of Local Revenue Measure Funds and $1,175,000 of Road Maintenance and Rehabilitation Account (RMRA-SB1) will be proposed in the 2019-21 Financial Plan. If the budget is approved as proposed, the funding would be available July 1, 2019, bringing the funding balance in the Street Reconstruction and Resurfacing Master Account to $2,616,585. While the construction estimate is $2,300,000, staff is requesting authorization to award a contract up to the Publicly Disclosed Funding amount of $2,400,000 in compliance Public Contract Code Section 20103.8C. Other sources of funding include Raise Valve Account (Specification Number 91149) to support adjustment of water and sewer facilities to the new pavement elevations. There is currently a balance of $25,000 in the account. Additional funding of $55,000 is proposed in the 2019-21 Financial Plan Capital Request to provide adequate funding. The Bicycle Facility Improvements Account (90572) which has a current balance of $142,867 will also contribute funding for the installation of the buffered bike lanes. ALTERNATIVES Deny Authorization to advertise. The City Council may choose not to authorize project advertisement prior to consideration of the 2019-21 budget review and approval. Staff has recommended this unique timing, with final contract work scope limitations, to try and get the project completed over the summer which is the ideal time to pave streets. Attachments: a - Council Reading File - 91631 Plans b - Council Reading File - 91631 Specifications c - Pavement Area Map d - Project Vicinity Map Packet Pg. 82 Item 9 ATTACHMENT C Packet Pg. 83 Item 9 PROJECT LOCATION SOUTH BROAD STREET IMPROVEMENTS 1 OF 1 0 SCALE IN FEET 1000 Packet Pg. 84 Item 9