Study Session - 2005/06 Capital Improvement Program Status ReportMEETING DATE: 12/19/05
°w N STUDY SESSION
COUNCIL/AGENCY AGENDA REPORT
~s GAZO
DATE: DECEMBER 9, 2005
TO: MAYOR AND TOWN COUNCIL/
CHAIR AND MEMBERS OF THE REDS ELOPMENT AGENCY
FROM: DEBRA J. FIGONE, TOWN MANAGER/EXEC DIRECTOR
SUBJECT: ACCEPT 2005/06 CAPITAL IMPROVEMENT PROGRAM STATUS
REPORT
RECOMMENDATION:
Accept 2005/06 Capital Improvement Program status report.
BACKGROUND:
This report summarizes the status of the projects in the Capital Improvement Program (CIP) for the
first six months of FY 2005/06 and focuses on some of the major projects the Town will be
undertaking during this fiscal year. In addition to presenting a general update on CIP projects, the
purpose of the study session is to provide an opportunity for the Council to discuss and offer input
into the major projects as they evolve.
DISCUSSION:
The Town's Capital Improvement Program improves the infrastructure of the Town's parks, streets
and public facilities, and is funded by the Town's General Fund Appropriated Reserve (GFAR),
Redevelopment Agency funds, and, in certain cases, by grant funds. Current projects are at various
stages of implementation, with several of the projects reaching completion during the first six
months of FY 2005/06. Attachment 1 presents the status of all the FY 2005/06 CIP projects. This
report focuses on six of this year's projects which are particularly complex and/or involve significant
community outreach and communication. In addition, the report discusses an additional project to
be included in the FY 2005/06 CIP.
PREPARED BY: firector CURTIS
of Parks and Public Works
Reviewed by: S, Assistant Town Manager Town Attorney Clerk Administrator
Mz .Finance Community Development Revised: 12/15/05 11:20 am
Reformatted: 5/30/02 N:\B&E\COUNCIL REPORTS\cip.report.2005-06.first.quarter.12505.REVISED.wpd
PAGE 2
MAYOR AND TOWN COUNCIL/
CHAIR AND MEMBERS OF THE REDEVELOPMENT AGENCY
SUBJECT: 2005/06 CAPITAL IMPROVEMENT PROGRAM STATUS REPORT
DECEMBER 9; 2005
FY 2005/06 Current Major Projects
Main Street Resurfacing and Streetscape
This project is the final phase of the downtown improvement project which began 3 years
ago. To date, Town Plaza has been renovated and the streetscape and resurfacing of Santa
Cruz Avenue has been successfully completed. In summer 2006, the streetscape and
resurfacing on Main Street is scheduled for construction. A proposed resolution authorizing
the Town Manager to execute a professional services agreement with BKF Engineers to
provide engineering design services for this project is included on the December 19`x' Council
agenda as a consent item.
The scope of the work on Main Street includes removal and replacement of damaged and
sub-standard sidewalks from Santa Cruz Avenue to College Avenue. The new sidewalks will
be the Villa Hermosa style to match the rest of the sidewalks in the downtown area. There
are some existing Villa Hermosa sidewalks along Main Street which will not be replaced,
as they are functional and in good condition.
The original downtown streetscape design includes the installation of a bulb-out across fi om
University Ave. Upon further analysis, it appears that the bulb-out would impair parking and
traffic circulation. Staff is recommending that a bulb-out not be included in the final design
for this project.
The existing traffic signal at University Avenue and Main Street is an outdated signal system
that will be replaced with a new signal system. As a part of the this new traffic signal systein,
a new aesthetically pleasing signal controller cabinet will be installed to replace the cabinet
in front of Los Gatos Coffee Roasting Company and Blendz. Existing street lights that are
in poor condition will also be replaced with new lights, similar to the lights on Santa Cruz
Avenue. The trees along this section of Main Street are all mature trees and will stay in place.
There are existing planters and landscaped areas along this section of Main Street and no new
planters are currently included in the design. As part of the design process, staff will explore
the feasibility and cost associated with the installation of planters on both ends of the Main
St. bridge (both sides) to enhance this key feature of the downtown.
The resurfacing of Main Street will include some localized base repairs and grinding of the
edge of asphalt pavement along curb lines prior to the overlay of Main Street. Staff is
exploring the possibility and cost of installing electrical conduit in conjunction with this
project to enable the installation of lights in the street trees. It is expected that the trenching
for the electrical conduit will be funded by the Smart Cities project, through which conduit
for fiber along Main St. would be installed.
It is anticipated that the final overlay work would be done at night and not require the closing
of Main Street during the day. Although the impacts of this project will be less intense than
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MAYOR AND TOWN COUNCIL/
CHAIR AND MEMBERS OF THE REDEVELOPMENT AGENCY
SUBJECT: 2005/06 CAPITAL IMPROVEMENT PROGRAM STATUS REPORT
DECEMBER 9, 2005
the previous work on Santa Cruz Avenue, staff will work with the merchants, residents and
other stakeholders, such as the high school, over the next few months to explain project
details, receive input and address any issues they may have. Issues are likely to include
access to businesses, pedestrian traffic flow, temporary loss of parking spaces, traffic flow
during the street light changeover, noise and dust from sidewalk replacement, and general
timing of the project. Staff is currently developing a work plan and timeline for the project,
which will be shared with the Council and other stakeholders prior to project
implementation. In addition, ongoing communication will occur throughout the duration of
the project, and window washing and a general clean up will recur at the end.
The basic elements of this project will be funded from the remaining RDA bond proceeds.
Project enhancements may require supplemental funding from the GFAR.
2. Parking Lot 5 Improvements
The project will repair and reconstruct Parking Lot 5 located between Elm Avenue and Main
Street in advance of the Main Street paving project. If the project is not completed prior to
the Main St. project, it is likely it would need to be postponed to spring of 2007. Upgrading
this parking lot will complete improvements for the parking lots located between University
and Santa Cruz Avenue.
This parking lot is in the worst condition among the nearly dozen public parking lots in Los
Gatos. The surface and base of this lot have deteriorated due to neglect resulting in surface
failures and depressions throughout the lot. This condition has been aggravated by poor
drainage with water ponding at various spots, causing additional failures.
This project will remove the existing asphalt surfacing, repair base failures, and place an
asphalt overlay on the surface of the lot. The curbs and sidewalks around the parking lot will
be reconstructed to match proper grades for drainage, add drainage. catch basins and meet
current design standards and codes.
This project could be designed this winter and constructed in spring 2006, and be in frill
service before summer 2006. It is estimated that the project will take approximately one
month, with complete closure of the lot occurring some of this time. Staff will work with
merchants in scheduling the project and addressing impacts on parking, including the
possible use of valet parking.
The Downtown Parking Improvements Project has a fund balance of approximately
$115,000, which will cover the cost of engineering reviews, including soils and civil
engineering studies, estimated at $19,550. These engineering reviews will determine the full
extent of the improvements needed. Staff will report back to Council in early 2006 following
the engineering reviews with the estimated cost and source of funds for this project.
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MAYOR AND TOWN COUNCIL/
CHAIR AND MEMBERS OF THE REDEVELOPMENT AGENCY
SUBJECT: 2005/06 CAPITAL IMPROVEMENT PROGRAM STATUS REPORT
DECEMBER 9, 2005
Wedgewood Avenue Storm Drain Improvements
This project involves the installation of a storm drain system along Wedgewood Avenue
from Mulberry Drive to Wimbledon Drive. Currently, the area along the frontage of La
Rinconada Golf Course experiences flooding during the heavy rains, with the water flowing
down and through Wedgewood Avenue and the adjacent streets. The installation of curbs,
gutters, and sidewalks is also included in this project.
After the field survey and preliminary design work was performed, it was determined that
the natural grades and storm run-off flows go towards La Rinconada Drive. As a result, the
project design has evolved to include installation of an underground storm drain pipe along
La Rinconada Drive. This storm drain pipe will discharge into a drainage ditch along railroad
tracks and ultimately into a drainage channel under Highway 85. The design is underway.
and construction is anticipated by summer/fall 2006.
In addition, the improvements include re-alignment of Wedgewood Avenue from Mulberry
Drive to Granada Way. This section of Wedgewood Avenue has wide and deep drainage
ditches on both sides. In addition to these ditches, the road alignment has sharp reverse
curves, making for less than ideal driving conditions. These ditches are serviced by Santa
Clara Valley Water District (SCVWD). The Town will work jointly with SCVWD on
designing improvements which will realign this section of Wedgewood Avenue and
eliminate the large ditches and place storm drain pipes in their place to be able to provide
sidewalks on Wedgewood Avenue. The Wedgewood Project is funded by a combination of
Storm Drain funds, contributions from La Rinconada Country Club and VTA grant fields.
For this project, staff will provide outreach to the neighborhood in advance of construction
to ensure residents are clear on the scope. of the project and to communicate about any
expected traffic disruptions and parking limitations.
4. Roberts Road Bridge Project
At the December 5, 2005 Council Meeting, Council directed staff to seek funding to replace
the Roberts Road bridge. Staff submitted a grant application to Caltrans on December 9,
2005, and expect to receive a response by April, 2006. If funding is approved, staff will
return to Council with a work plan for implementing this project. Components of the work
plan will include amendments to related PD ordinances (including Planning Commission and
Historic Preservation Committee review), bridge design (including any specific architectural
features to reflect the bridge's history), environmental review, demolition, construction, and
a traffic circulation plan. A communication plan will be included, as well. It is estimated that
the work plan for construction of the bridge will cover a two-year period.
PAGE 5
MAYOR AND TOWN COUNCIL/
CHAIR AND MEMBERS OF THE REDEVELOPMENT AGENCY
SUBJECT: 2005/06 CAPITAL IMPROVEMENT PROGRAM STATUS REPORT
DECEMBER 9, 2005
5. Street Repair and Resurfacing
The Town's street maintenance and improvement program remains one of the highest
priorities in the Town's CIP. Attachment 2 describes the Town's street improvement
program, including progress to-date, Pavement Condition Index (PCI) rating system and
current rating, approach to setting annual priorities for street improvements, and projected
costs for maintaining acceptable PCI ratings over time
Cumulatively over the past three years, the Town has expended or encumbered funds totaling
approximately $11.4 million for street improvements, with an approximate $5.1 million
programmed for additional street improvements in the FY 2005-2010 CIP. The key funding
source for this work has been the General Fund Appropriated Reserve (GFAR) from one-
time funds set aside for this purpose. Other funding sources include the Gas Tax and the
Redevelopment Agency (for work occurring in the redevelopment project area only). The
majority of the 5-year allocation ($2.4 million) will be expended this fiscal year, with more
than half allocated to the improvements to Santa Cruz Ave. (July 2005) and Main St. from
one-time RDA bond financing.
As noted in the attachment, maintaining a PCI of 75 (the bottom rating in the "Very Good"
classification) will require an investment of $1.5 million annually. Funding of less than this
amount may require higher costs in the future to reconstruct streets that have deteriorated
below the level that may have been maintained with a less costly overlay treatment. An
investment of $1 million annually will result in the PCI falling to 73 by 2009/10. Begimling
in FY 2006/07, the CIP allocates approximately $550,000 annually (from the Gas Tax) for
street repair and resurfacing. This level of funding will result in an overall PCI rating of 70
by 2009/10. In both of the latter cases, the PCI is projected to fall if the level of investment
does not increase (to 70 by 2020 in the first case and to 60 by 2020 in the second).
Options for achieving the estimated funding gap for street repair include: reducing operating
costs by this amount and allocating it on an annual basis to the street program; allocating
unexpended operating costs from year to year, although this amount can vary greatly and may
not be sufficient; or exploring the feasibility of voter-approved debt financing that could be
dedicated for street improvements (although some street maintenance treatments such as
slurry seal do not qualify for certain bond alternatives).
The Town has enjoyed the benefits of one-time funds set aside to bring streets up to their
current PCI rating of 75; however, these one-time funds will be spent as of this fiscal year.
To prevent deterioration resulting in lower PCI ratings and higher costs in the fixture, the
Town needs to identify an ongoing funding source for street maintenance. Council's
thoughts on the alternatives would be helpful as staff works to develop the FY 2006-11 CIP
and the FY 2006/07 operating budget. Until a more predictable and reliable source of funds
is identified, street resurfacing will be a funding priority through year-end operating fund
balances.
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MAYOR AND TOWN COUNCIL/
CHAIR AND MEMBERS OF THE REDEVELOPMENT AGENCY
SUBJECT: 2005/06 CAPITAL IMPROVEMENT PROGRAM STATUS REPORT
DECEMBER 9, 2005
6. Sidewalk Repair and Replacement Program
The Town has historically been performing all repair and replacement of sidewalks at no cost
to the property owners, although the California Streets and Highway Code requires adj oining
property owners to maintain in a safe condition the public sidewalks along their property
frontage. A number of other cities in Santa Clara County either require the homeowner to
pay 100% of the cost or to share the cost according to a 50/50 formula.
Staff presented a report to the Council in December, 2004 regarding a possible 50/50 cost
sharing program for repair and replacement of sidewalks in Town due to the limited fielding
available for this work on an ongoing basis. At present, $50,000 per year is allocated to this
program beginning in FY 2006/07.
At the December meeting, Council asked for additional information about the potential
program and also asked that a public hearing be conducted if the Town were to seriously
consider pursuing such a program. Due to other priorities, staff has not yet taken the steps
required to address the questions and prepare for a public hearing. Staff is seeking Council
thoughts regarding proceeding before staff spends additional time on this effort.
FY 2005/06 New Project
Staff is recommending that the following project be added to the FY 2005/06 CIP.
1. Highway 9 Pedestrian and Bicycle Safety Improvements
This project is a result of a collaborative effort between the Town of Los Gatos, cities of
Monte Sereno and Saratoga, and Caltrans. The project is an effort to improve bicycle and
pedestrian traffic safety by developing dedicated bike lanes and walking pathways along
Highway 9 over a 4.4 mile stretch from Saratoga through Monte Sereno to Los Gatos . The
improvements will offer adequate separation between vehicular and bicycle traffic and close
a gap in the County's bicycle network. In addition to a bicycle safety component, this proj ect
will improve and enhance pedestrian pathways along Highway 9 by widening the existing
pathways and constructing new pathways.
This project is funded with an MTC grant in the amount of $1,565,000 with a $204,000
match to be shared by the three local jurisdictions. An agreement is being finalized between
the three agencies, including each agency's match share, and will be brought forward to
Council in January, 2006. A source of funds for Los Gatos' share of the matching funds will
be identified at that time.
The City of Monte Sereno prepared the original grant application a year ago. However, since
the Town of Los Gatos is the only agency among the three municipalities that has a
Disadvantage Business Enterprise (DBE) program, Los Gatos will be the lead agency on the
project, managing the project and funding components. The DBE program is to ensure that
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MAYOR AND TOWN COUNCIL/
CHAIR AND MEMBERS OF THE REDEVELOPMENT AGENCY
SUBJECT: 2005/06 CAPITAL IMPROVEMENT PROGRAM STATUS REPORT
DECEMBER 9, 2005
a certain portion of Federally funded projects are performed by minority and women owned
businesses, and is required for receipt of these funds. Preliminary engineering and
environmental documentation will occur during 2006. The final design will get underway
in early 2007 with construction anticipated during fall, 2007.
ENVIRONMENTAL ASSESSMENT:
This CIP report is not a project defined under CEQA, and no further action is required.
FISCAL IMPACT:
6
The majority of current proj ects discussed in this report have a budgeted source of funds which was
approved by Council in May, 2005 in the FY 2005 - 2010 Capital Improvement Program. In some
cases, staff is seeking grant funding for the proj ects. Tthe current projects, Main St. resurfacing and
Parking Lot 5 Improvements, and the new project, Highway 9 Safety Improvements, may require
additional appropriation of funds. Staff will bring forward to Council considerations for
appropriation of funds for these projects early next year.
Attaclunent:
1. Status of FY 2005/06 Projects
2. Report on Street Improvement Program
CAPITAL IMPROVEMENT PROGRAM (CIP)
STATUS OF 2005/06 CIP PROJECTS
The following is a summary of the approved FY 2005/06 CIP projects that are have been completed,
are underway or are ongoing.
Completed Projects:
Neighborhood Center Fresh Air Exchange
La Rinconada Park Trail Reconstruction
West Valley Cities Dog Park - Town Contribution
Fire Bell Temporary Pad
FY 2004-05 Street Repair and Resurfacing
Alley Improvements
Santa Cruz Avenue Resurfacing
Ongoing-Underway Projects:
Civic Center/Library Master Plan
The Service Assessment, representing the first phase of the Master Plan process, was completed in
October, 2002. The review of Phase II, comprised of the Operational Plan and Space Program, and
Phase III, which includes site options, cost models, financing and funding strategies, and a phasing .
plan, were put on hold in 2003 to focus on budget issues. This work is being completed and any
future work on this project will be based on Council direction and funding allocations.
Civic Center HVAC System Renovation
This project will replace the Civic Center air conditioning chiller cooling tower and repair/upgrade
various air handling equipment. These essential components comprise the "heart" of the system used
to provide heated, conditioned and fresh air to the entire Civic Center. All of these components are
well beyond their useful life span. The installation of a new boiler in FY 2002-03 has greatly
improved the heating capacity. However, the older components are working below capacity, and are
not in sync with the new boiler. These proposed upgrades will bring the HVAC system into efficient
working order and will reduce ongoing operations energy costs.
CDBG-ADA Improvements
This project has provided ADA improvements to various crosswalks on Los Gatos Blvd and Main
Street. Additionally, it will construct improvements to the sidewalks and ramps to increase access to
Town property, located at the corner of Fiesta Way and Villa, which is being renovated for office use.
N:\B&E\COUNCIL REPORTSUp.report.2005-06.first. quarter. 121905.ATTACHMENT.wpd ATTACHMENT I
Oak Hill Playlot Pathway Replacement
This project will replace the concrete pathways that have been damaged and uplifted by tree roots and
usage. Construction and completion anticipated during spring 2006.
Shannon Road Trail Construction
The Town's trail and bikeway plan reflect placement of a trail along Shannon Road connecting Hicks
Road to Santa Rosa Drive. Staff have worked with several parties in that area to secure proper
easements to construct this trail. This trail would continue the trails which are being built by the
Greenbriar Subdivision project and with an anticipated completion date of summer 2006.
Propositions 12 & 40 Grant Funded Park Improvements
Two Acts were enacted by the voters of California to provide funds for specific parks and trails
facilities projects: Proposition 12, the California Safe Neighborhood Parks, Clean Water Clean Air,
Coastal Protection Act of 2000, Proposition 40, and the California Clean Water, Clean Air, Safe
Neighborhood Parks and Protection Act of 2002.
Both Propositions have designated funding under Per Capita and Roberti Z-Berg Harris Grant
Programs, of which the Town has secured its portion. These are not "competitive grants," but are
secured, allocated amounts based upon population size. Funds are to be used to improve facilities and
increase access, and are for capital'not maintenance activities. Projects must be approved by the State
Parks Program prior to construction. The total allocation is $812,154, (including $149,103 in
allocations from the City of Monte Sereno). Of this total allocation, $560,000 has been designated by
Council for five projects, leaving a balance of $252,154 un-designated. Following are the five
projects approved by Council to date and their status:
1. Skateboard Park
A site for the proposed Los Gatos skate park has been selected by the Council. This location
is the parking lot along Miles Avenue adjacent to Balzer Field. A preliminary plan for the new
skate park has been developed through a collaborative efforts of many individuals _and
interested parties. The estimated cost for this skate park is $1,000,000.
The Town of Los Gatos has allocated $125,000 of Proposition 12 Per Capita State Grant or
the Robert Z. Berg-Harris Grant for this project, and the City of Monte Sereno has allocated
$100,000 from their share of Proposition 40 Per Capita funding, bringing the total funding
allocated to date to $225,000. A competitive grant from Proposition. 40 Healthy Communities
and Safe Parks funds to cover the remaining project costs was not awarded. A conimunity
fund raising committee is seeking public and private funding for the skate board park.
2. Oak Meadow Park Trellis Construction
This project will build a trellis at the old bandstand location in Oak Meadow Park. This
project also includes installing park benches, picnic tables and a BBQ and a sidewalk to
access the site (a requirement of Proposition 12/40 funding). The design was conducted pro
bono by a local design firm. A portion of the Proposition 12 Roberti Z Berg-Harris matching
grant will be utilized, and the balance of expenditures will be from Proposition 12 Per Capita.
Once the project is approved by the State, it is anticipated this project will be completed this
spring, 2006.
3. Bachman Park Irrigation Upgrades
This project will upgrade the landscape irrigation system at Bachman Park. A water use audit
and landscape system review is underway, with results anticipated by February, 2006. The
results of the review will provide information to redesign the irrigation system, and potential
rebates. Design completion is anticipated this spring, 2006.
4. Balzar Field Restroom Upgrade
Planning and design to be completed prior to submitting and obtaining State Parks approval.
5. Oak Meadow Park Pathway Expansion
Planning and design to be completed prior to submitting and obtaining State Parks approval.
Highway 9/Los Gatos Creek Trail Connector
This project will provide a safe connection and crossing for pedestrians, and bicyclists to/from
Highway 9 and the Los Gatos Creek Trail. Staff is researching funding opportunities.
STP Street Resurfacing
This project will provide funding for an asphalt overlay for Los Gatos Almaden Road, Camino del
Cerro, National Avenue and Lester Lane. The proj ect is funded primarily fr om a STP grant which can
only be used for resurfacing of arterials and collector roads. These roadways were determined as best
use of these funds given their condition and grant requirements.
Retaining Wall Repair and Replacements
This project will repair and reconstruct failed retaining wall along Oak Hill Way near the intersection
of Grove Street. At this location we will also repair a failed roadway section and improve the drainage
system at this wall.
FY 05-06 Curb, Gutter, and Sidewalk Replacement
This is ongoing work necessitated by the over growth of tree roots under curbs, gutters and sidewalks,
which causes uplift of concrete, potential tripping hazards and prevents storm water from flowing
properly in the gutters. Over the past three years, the Town has spent over $1 million dollars on
replacement of damaged concrete. For FY 05/06, the sidewalk replacement list is being developed,
and is based upon prioritizing sidewalks which are in the worst condition for replacement, Town-
wide.
Santa Cruz Avenue / Wood Road Gateway
j This project will construct a gateway at the intersection of Santa Cruz Avenue and Wood Road. The
concept plan for this project was approved by the Council last year and funding authorized for the
design of the project. The design will get underway in late 2005. The construction costs will be
programmed in upcoming years if funding is available. Grant funding for construction was applied
for from MTC in their Transportation for Livable Communities (TLC) program, but was denied
although the Town is one of five agencies on their funding waiting list, the likelihood of obtaining
that funding is extremely low, per MTC. Staff is researching other funding opportunities for this
proj ect.
Neighborhood Traffic Calming
There are three active projects at various stages
Longridge Road - This project is at the end stage. Permanent devices were installed during FY04/05.
Staff plans to collect traffic data and then conduct a neighborhood vote, both of which will help
determine next steps.
MassolAvenue - This project is at the beginning stage. Staff will hold additional meetings this fiscal
year to develop a plan to present to the neighborhood via a neighborhood vote and ultimately to
Council for project approval.
WraightAvenue -This project is also at the end stage, but on hold until the Woodland Park homes are
completed. After the homes are completely inhabited, staff will continue the project by reviewing the
effectiveness of preventing northbound traffic and whether or not safety is jeopardized.
One other project area under consideration is the Kennedy Road neighborhood (from Los Gatos Blvd
to Shady Lane), who submitted a traffic calming petition. This area has been referred to the County,
due to jurisdiction of most of the roadway in that area. Staff are awaiting the results of the County's
traffic review. There is no waiting list at this time.
Safe Routes to School Speed Radar Boards
This project is to install eight radar speed display boards in the vicinity of schools. These radar boards
would inform oncoming traffic of their speed as well as post the speed limit. These visual aids have
proved effective in slowing traffic and creating a safer environment for school children. The Town
did not make the final list to receive the Safe Routes to Schools Grant for all eight radar boards,
however, OTS grant was awarded for two boards through a regional grant awarded to the County. Staff
will continue to pursue grant funding for this effective safety device.
Quito Road Bridge Replacement
This project funds the replacement of two functionally obsolete bridges that span San Tomas Aquino
Creek along Quito Road. The project is a joint effort between the Town of Los Gatos, the City of
Saratoga, and the Santa Clara Valley Water District with the City of Saratoga serving as the lead
agency for the project. 80% of the funding for the project is provided through the Federal Highway
Bridge Replacement and Rehabilitation (HBRR) Program, with the remaining 20% shared equally
between the three participating local agencies.
The City of Saratoga is the lead agency on this project and has informed the Town that the project is
currently going through its design and environmental review by Caltrans. There are also right-of-way
acquisitions that need to be secured for the project. At present, the project is on hold pending the
resolution of the above issues.
Town-Wide Infrastructure Needs Assessment
The project is to inventory Town assets and to provide a system for managing the assets, including
providing information needed to prioritize future capital expenditures. Initial work on this project is
also intended to meet the obligation of the Town to satisfy new Federal financial reporting
requirements contained in GASB34. The new system has been in service for the past four months with
the implementation of Work Order, Citizen Call Center, Sign and Traffic Signal Maintenance, and
Fleet Maintenance program. In the coming months, other modules of this program will be purchased
and brought on line as staff gets more familiar with the new system.
LG Creek Trail Bridge Lumber Replacement
This project will repair the wooden deck of the Los Gatos. Creek Trail bridge and elevated pathway
behind the Old Town Center. The deck has deteriorated due to aging and heavy bicycle usage. Of two
grants applied for this project, one grant has been approved for $10,000, but another grant application
for $63,750 was not. Staff is researching potential funding to fill the gap.
College Avenue Pathway Replacement
This project will replace the walkway and fencing along College that have deteriorated over decades.
By replacing the asphalt path and fencing, this project will make the pathway safe for pedestrian use.
Staff has been researching funding opportunities for this project. One grant has been approved for
$10,000, but another grant application for $63,750 was not, and is still needed to complete this
project. Staff is researching potential funding. If additional grant funding is not available, PP W crews
would repair the sidewalks that are in the worst condition. However, the remaining sidewalks and the
fencing/railing component would need additional funding.
Town Beautification Improvements
This fiend is supporting the banner program, funded by Redevelopment Agency fiords. Other
beautification projects, including a Gateway Project, are being considered. As these projects are
readied for discussion, they will be brought to the Council for recommended action.
REPORT ON STREET IMPROVEMENT PROGRAM
This report is an update on the Street Improvement Program report presented to the Town Council
on May 19, 2003.
The key driver of the Street Improvement program is the Pavement Management System, which is
a process used to identify candidate streets for treatments; and develop the fiinding goals for street
maintenance.
As a part of the requirements of GASB 34, a Federal mandate to inventory Town assets, Los Gatos
is called upon to identify by quantity and condition all of the Town-owned streets. Staff uses a rating
system called the Pavement Management System (PMS), which is based on software provided by
the Metropolitan Transportation Commission (MTC), to track the condition of he approximately
104 miles of streets in Town. Most cities in the bay area use this system. The purpose of any system
used is to assign a value representing the current condition of the street segment, known as the
Pavement Condition Index (PCI), to each segment so that street maintenance and reconstruction can
be prioritized. For asset management purposes, it is a method to value streets at any given time. The
Town uses a software program that enables staff to update the PCI of its streets as any change or new
construction occurs.
The MTC StreetSaver PMS assigns a Pavement Condition Index (PCI) value to each street in the
Town. These values are derived either from visual inspection or, if that is not available, an
extrapolation from the last rehabilitation or construction done to the street, using a standard
deterioration curve.
A brand new street would have a PCI of 100. The PCI values are broken down into three categories:
■ Classification I - Very Good (PCI 70 to 100) have little or no distress, with the
possible exception of utility patching in good condition, or signs of light cracking
that may be slightly weathered.
■ Classification II and III - Good (PCI 50 to 69) have severe weathering, moderate
levels of distress, limited patching, and non-load-related cracking.
■ Classification IV - Poor (PCI 26 to 49) have moderate to severe levels of distress
including load related types, such as alligator cracking.
■ Classification V - Very Poor (PCI 0 to 25) have severe levels of distress, large
quantities of distortion or alligator cracking; pavement failures past possible
rehabilitation activities.
In the prioritization process, the PCI of a given street becomes a key to estimating the cost of
maintenance/reconstruction. This can be noted in the table below, which relates steps in life cycle
of pavement to the cost of preventative maintenance.
ATTACHMENT 2
Page 2
Street Improvement Program
December 19, 2005
Step in the
Life Cycle
PCI
PCI Range
Pavement
Quality
Reduction
Remaining
Life
Maintenance
Cost Factor
100
0
100
0
Very Good
70-100
70
10
70
0.50
Good
50-69
50
50
25
1.00
Poor
26-49
25
90
12
4:00
Very Poor
0-25
0
100
0
?
The more aggressive a pavement maintenance program, the greater the ability to extend a street's
life cycle. The higher an overall pavement condition index can be maintained for the Town, the
lower the unit cost is for pavement maintenance.
One way to understand the meaning of the PCI values is to know that value for certain streets. The
following table gives the PCI for selected streets both currently and at the last review. University
Avenue was overlayed in 2001. Therefore, its PCI in 2001 was 100. Its PCI has dropped to 85 in
three years, the result of normal wear and the fact that initial wear in a "new" street is higher than
the continuing normal wear after that first year.
Street
Segment
Previous
Year
Current
PCI
PCI 2004
University Avenue
Main/Mullen
100
2001
85
Lark Avenue
Garden
81
2002
77
Hill/LG Blvd
Blossom Hill Road
Old Blossom
70
2002
65
Hill/Linda
Oka Road
Highway
64
2000
58
85/Mozart
Main Street
Highway
56
2001
47
9/Fiesta
North Santa Cruz Avenue
Main/Bean
41
2002
34
Page 3
Street Improvement Program
December 19, 2005
Deciding which streets to maintain and what materials to use is a complex process and it is only
partly technical. The factors that weigh in the engineers' decision as they develop a street
maintenance budget are described below. The first of the drivers of the Street Maintenance Prograin
is the amount of the funding that is available on an annual basis for street projects. Once that is
determined, these factors are considered in order to craft the program. Factors include:
The PCI of the street section being considered. There is a record of the current PCI for every
street in the Town.
2. The portion of the total available funding that should be used for slurries, overlays, or
reconstruction. Slurry cannot be paid for from certain types of funding sources, as it is a
maintenance project. Overlays and reconstruction projects can be funded from improvement
bonds. Slurry applications can stretch the available funding over more miles of streets,
however, because of its lower unit cost.
3. The type of street being considered. Is it an arterial, a collector, or a residential street?
Arterials may be eligible for other available grant funds and that may add to the total fiinding
available for street projects.
4. The location of streets being considered for a type of work. If slurry seals are being
considered for an area of the Town, for example, it may be prudent to include other adj acent
streets in the project rather than exclude them for a few more years. This aids in lowering the
unit cost of the work by reducing the contractors mobilization costs.
The breakdown of project types over this four-year period is as shown below:
Contract Value
Centerlane Miles
Percentage of $
Spent/Percentage of.
Total Streets
Resurfaced
Slurry
$1,808,612
24.67
21% 24%
Overlay
$5,698,447
18.22
65% 18%
Reconstruction
$1,195,977
3.56
14% 3%
Total
$8,703,036
46.45
100 45
To date, the Town has treated 46 centerline miles of street out of 102 centerline miles, which is
approximately 45%. This work has been accomplished over a four year period (2001-2004). As of
November 2005, the Town's overall PCI is 75.
Page 4
Street Improvement Program
December 19, 2005
Staff will continue to use the parameters described above to plan the street treatment program. The
percentages of slurry, overlay, and reconstruction will continue to be approximately as shown above.
The PCI is the significant technical parameter, but the other considerations are important as they
ultimately impact the unit cost of the work on the streets.
Relationship of Investment to PCI
A practical way to consider funding scenarios is to use the MTC Program for relating program costs
to expected PCI for each future year. It becomes a formulaic way to start with the funding available
and derive the resultant PCI for the Town's streets overall. It also becomes a way to estimate the
funding needed to achieve a desired PCI.
The following exhibits present possible scenarios reflecting the relationship between investment and
PCI. The first exhibit (Exhibit A), shows the expected PCI if the Town invests only its gas tax
(approximately $550,000) in the street program each year. The PCI decreases each year. By
2009/10, the PCI will fall to 70 and is projected to be 60 by 2020.
Exhibit B depicts the relationship between an annual investment of $1 million and the PCI. In this
scenario, the PCI would fall to 73 by FY 2009/10 and is projected to decrease to 70 by 2020.
Exhibit C illustrates the outcome of a $1.5 million annual investment in street resurfacing. In this
scenario, the PCI remains at a level of 75 on an ongoing basis.
Given the current level of investment programmed in the CIP is approximately $550,000 annually,
the Town can expect a decrease in the PCI as reflected in Exhibit A. To achieve the more gradual
decline in the PCI reflected in Exhibit B; an additional $500,000 per year would need to be allocated.
An additional $1 million would be needed to maintain the PCI at the current level, as reflected in
Exhibit C.
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