04 Staff Report - Fascial Year 2007-08 Annual Street RepairX14 N o
!s G ASKS
DATE:
TO:
FROM:
COUNCIL AGENDA REPORT
DECEMBER 11, 2007
MAYOR AND TOWN COUNCIL
MEETING DATE: 12117/07
ITEM NO:
PAMELA JACOBS, INTERIM TOWN MANAGER
SUBJECT: PPW JOB NO. 07-04 - FISCAL YEAR 2007-08_ ANNUAL STREET REPAIR
AND RESURFACING PROJECT 0 352
ADOPT RESOLUTION APPROVING PLANS AND SPECIFICATIONS FOR
THE ANNUAL STREET REPAIR AND RESURFACING PROJECT AND
AUTHORIZE STAFF TO ADVERTISE THE PROJECT FOR BID
RECOMMENDATION:
Adopt resolution approving plans and specifications for the Annual Street Repair and
Resurfacing project and authorize staff to advertise the project for bid.
BACKGROUND:
In Fiscal Year 2001/02 the Town Council acknowledged the importance of improving the
condition of Town streets and approved allocation of resources to achieve this objective. The
adopted Capital Improvement Program designates funding for the Street Repair and Resurfacing
Program and is consistent with the Town's goals to improve public safety and to improve the
quality of Town streets.
DISCUSSION:
The Town of Los Gatos maintains 102 lane miles of streets and alleys. Although most of the
streets are built to last for over 25 years, they begin to deteriorate from the moment they are
constructed. Streets with a lot of traffic, particularly heavy truck traffic, deteriorate more rapidly
than streets in residential neighborhoods. Every year, paving priorities are established to best
utilize the available limited funding for the greatest long-term value. With limited resources for
staff-conducted preventive maintenance work, the demand for road repair and resurfacing is
increasing.
fF,F .
PREPARED BY: KEVIN ROHANI
Interim Director of Parks and Public Works
N:AENGINEERING\COUNCIL REPORTS\07-04. FY07-08.annual. street, repair.resurfp&s.doe
1
Reviewed by: Assistant Town Manager own Attorney
Clerk Administrator ` - Finance 40-M31munity Development
PAGE 2
MAYOR AND TOWN COUNCIL
SUBJECT: PPW JOB NO. 07-04 - FISCAL YEAR 2007-08 ANNUAL STREET REP
AND RESURFACING PROJECT 0352
DECEMBER 11, 2007
To facilitate this process, the Town has a computerized Pavement Management System (PMS)
which assists staff in tracking and prioritizing the maintenance needs of all Town streets. The
PMS is based upon the proven concept that it is far less costly to proactively maintain streets
rather than allow them to deteriorate to the point of needing costly reconstructions. The program
produces a list of streets and treatments that will optimize results within a given budget.
The list of streets the program generates is then visually inspected for pavement condition based
upon a number of factors including cracking, rutting and wear. The appropriate pavement repair
method is then determined and a cost estimate for that repair method is calculated. This repair
cost is factored into the traffic load carried by the street to determine a cost/benefit ratio for the
pavement repairs. This results in the most efficient use of available funding rather than relying
on a simplistic "worst-first" method. All streets are therefore scheduled for repairs using an
objective method of prioritization. A final street maintenance program is then put together for
the year that optimizes the given budget.
As a result of this process, staff has developed the following list of streets to receive treatment:
Chip seal (Almond Blossom Court, Almond Blossom Lane, Capri Drive, Castlewood Drive,
Dardanelli Lane, Harwood Court, Teakwood Avenue, Teakwood Court, Weldwood Avenue,
Weldwood Court) Asphalt Overlay (Central Avenue, Central Court, Grove Street, Jackson
Street, Lester Lane, Oak Hill Way, Orchard Street, Vasona Avenue, W. Central Avenue).
Since overlay and chip seal can be done during the spring while slurry seal work has to be done
in the summer, the current program splits the work into two phases. The construction documents
presented to the Council with this report is for the asphalt overlay and chip seal phase. In spring
2008, staff will bring the slurry seal construction phase to the Council for approval and
authorization to bid.
Plans and Specifications for this project are complete and will be available for review in the
Clerk Department on the Friday before the Council meeting. If Council approves this project, it
will be advertised, a construction contract will be presented for Council for award on February 4
2008, and construction is anticipated to begin in April 2008.
CONCLUSION:
It is recommended that the Council adopt the attached Resolution approving plans and
specifications for the Annual Street Repair and Resurfacing project and authorize staff to
advertise the project for bids.
ENVIRONMENTAL ASSESSMENT:
This is a project as defined under CEQA but is Categorically Exempt (Section 15301c). A Notice
of Exemption will not be filed.
PAGE 3
MAYOR AND TOWN COUNCIL
SUBJECT: PPW JOB NO. 07-04 - FISCAL YEAR 2007-08 ANNUAL STREET REPAIR
AND RESURFACING PROJECT 0352
DECEMBER 11, 2007
FISCAL IMPACT:
The construction cost estimate for the chip seal and asphalt overlay phase of this project is
$950,000. The FY 2007-08 Capital Improvement Program approved $1,444,200 for Annual
Street Repair and Resurfacing. Expenditures and encumbrances to date for engineering design
total $41,589. There is sufficient funding for this phase of the project, with a remaining balance
of $152,611 for phase two. The following chart describes the project's funding and estimated
expenditures:
FY 2007/08 Fiscal Impact
Project: 400-0352 (GFAR)
Project: 4400-45305 (Prop 113)
Project: 480-0352 (Gas Tax)
TOTALS
FY 07/08 STREET REPAIR AND RESURFACING
PPW Job # 07-04
Expended/ Phase One
Budget Encumbered Estimated
Funding To Date Expenditures
4601000 - 307 389
184,200 -
500,000 41,589
1,144,200 41,589
184,200
458,411
950,000
Remaining
Balance
152,611
152,611
TOTAL EXPENDITURES BY CATEGORY:
Staff Labor -
Materials - -
Engineering Design 41,589 -
Construction - 950,000
Construction Contingency - -
TOTALS 41,589 950,000
Attachments:
Resolution approving plans and specifications for the Annual Street Repair and Resurfacing
project.
RESOLUTION
RESOLUTION OF THE TOWN COUNCIL
OF THE TOWN OF LOS GATOS
APPROVING THE PLANS AND SPECIFICATIONS FOR
PPW JOB NO. 07-04 - FISCAL YEAR 2007-08
ANNUAL STREET REPAIR AND RESURFACING PROJECT
AND AUTHORIZE STAFF TO ADVERTISE THE PROJECT FOR BIDS
WHEREAS, plans and specifications for the Annual Street Repair and Resurfacing
project have been prepared by the Town Engineer and duly filed with the Clerk Administrator;
and
WHEREAS, the Town Council of the Town of Los Gatos has reviewed said plans and
specifications.
NOW, THEREFORE, BE IT RESOLVED THAT the Town Council hereby approves
the plans and specifications for the Annual Street Repair and Resurfacing project.
BE IT FURTHER RESOLVED THAT the Clerk Administrator is hereby authorized
and directed to advertise the Annual Street Repair and Resurfacing project for bids in the manner
prescribed by the Town Municipal Code.
PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of
Los Gatos held on the 17th day of December, 2007 by the following vote:
AYES:
NAYS:
ABSENT:
ABSTAIN:
SIGNED: MAYOR OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
ATTEST:
CLERK ADMINISTRATOR OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA