Staff ReportMEETING DATE: 03/17/15
ITEM NO: J
1p�,GA`os COUNCIL AGENDA REPORT
DATE: MARCH 9, 2015
TO: MAYOR AND TOWN COUNCIL
FROM: GREG LARSON, TOWN MANAGER
SUBJECT: PPW JOB NO. 14- 813 -9921 & 14- 821 -2102 - ANNUAL CURB, GUTTER,
AND SIDEWALK MAINTENANCE PROJECT AND PUBLIC ACCESS
INFRASTRUCTURE PROJECT 813 -9921 & 821 -2102
STAFF RECOMMENDS THAT THE TOWN COUNCIL CONSIDER:
A. APPROVING PLANS AND SPECIFICATIONS FOR THE ANNUAL
CURB, GUTTER, AND SIDEWALK MAINTENANCE PROJECT AND
PUBLIC ACCESS INFRASTRUCTURE PROJECT, AND AUTHORIZING
THE TOWN TO ADVERTISE THE PROJECT FOR BID.
B. AUTHORIZING THE TOWN MANAGER TO AWARD AND EXECUTE A
CONSTRUCTION AGREEMENT IN AN AMOUNT NOT TO EXCEED
$392,969, INCLUDING CONTINGENCIES.
C. AUTHORIZING STAFF TO EXECUTE FUTURE CHANGE ORDERS IN
AN AMOUNT NOT TO EXCEED FIFTEEN PERCENT OF THE
CONTRACT AWARD AMOUNT.
RECOMMENDATION:
Staff recommends that the Town Council consider:
1. Approving plans and specifications for the Annual Curb, Gutter, and Sidewalk
Maintenance Project and Public Access Infrastructure Project, and authorizing the Town
to advertise the project for bid.
2. Authorizing the Town Manager to award and execute a construction agreement in an
amount not to exceed $392,969, including contingencies.
3. Authorizing staff to execute future change orders in an amount not to exceed fifteen
percent of the contract award amount.
BACKGROUND:
The adopted FY 2014/15- 2018/19 Capital Improvement Program (CIP) Budget designates
funding for Curb, Gutter, and Sidewalk Replacement Project and the Public Access
Infrastructure Project. These projects are consistent with the Town's goals to improve public
safety and to improve the quality of Town streets.
PREPARED BY: MATT MORLEY (mil
Director of Parks and Publi W !J/T
Reviewed by: W Assistant Town Manager own Attorney Finance
PAGE 2
MAYOR AND TOWN COUNCIL
SUBJECT: PPW JOB NO. 14- 813 -9921 & 14- 821 -2102 - ANNUAL CURB, GUTTER,
AND SIDEWALK MAINTENANCE PROJECT AND PUBLIC ACCESS
INFRASTRUCTURE PROJECT 813 -9921 & 821 -2102
MARCH 9, 2015
BACKGROUND (cont'd):
One of the primary causes of damage to curbs, gutters, and sidewalks is tree root overgrowth.
The Town has hundreds of mature trees that were planted decades ago, and despite their many
positive attributes, they have outgrown their respective planter areas and their roots continue to
cause damage to the Town's street infrastructure. Their roots have grown under curbs and
sidewalks, causing uplifts and extensive damage, which results in uneven surfaces and the need
for repair.
Additionally, the project has funding from the Community Development Block Grant (CDBG)
program for improvements to mobility for aging or physically impaired residents in the amount
of $66,384. The Town will be installing new accessibility ramps with these funds.
The combined budget for both projects is $392,969. The fiscal table at the end of this report
provides budget details. The engineer's estimate for the combined projects, including
contingencies, is $363,000.
DISCUSSION:
This project will repair and replace damaged curbs, gutters, and sidewalks in various
neighborhoods throughout Town. The need for replacement far outweighs the funds available.
With that in mind, staff prioritizes utilizing the following criteria: 1) citizen concerns filed with
the department; 2) locations identified by staff with high pedestrian traffic; and/or 3) other
locations identified by staff with severe need based on the surface condition or where planned
road asphalt work creates a synergy. New accessibility ramps will be installed around Town in
areas of need based on similar criteria. Attachment 1 lists the locations for this year's project.
In conjunction with the replacement of damaged concrete, the project includes tree root pruning
and root barrier installation to reduce the potential of similar damage to the new curbs, gutters,
and sidewalks.
Plans and Specifications for this project are complete and will be available for review in the
Clerk's Department on the Friday prior to the Town Council meeting.
CONCLUSION:
Staff recommends that the Town Council consider:
1. Approving plans and specifications for the Annual Curb, Gutter, and Sidewalk Maintenance
Project and Public Access Infrastructure Project, and authorizing the Town to advertise the
project for bid.
2. Authorizing the Town Manager to award and execute a construction agreement to the lowest
bidder if the bid is within the allocated budget, including contingencies.
3. Authorizing staff to execute future change orders in an amount not to exceed fifteen percent
of the contract award amount.
PAGE
MAYOR AND TOWN COUNCIL
SUBJECT: PPW JOB NO. 14- 813 -9921 & 14- 821 -2102 - ANNUAL CURB, GUTTER,
AND SIDEWALK MAINTENANCE PROJECT AND PUBLIC ACCESS
INFRASTRUCTURE PROJECT 813 -9921 & 821 -2102
MARCH 9, 2015
ENVIRONMENTAL ASSESSMENT:
This is a project as defined under CEQA and is Categorically Exempt [Section 15301(c) Existing
streets, sidewalks, trails and similar facilities]. A Notice of Exemption has been filed.
FISCAL IMPACT:
There are sufficient funds available for these projects through the Town's adopted FY 2014/15 -
2018/19 Capital Improvement Program Budget.
CURB, GUTTER AND SIDEWALK / PUBLIC ACCESS INFRASTRUCTURE
PROJECT 813 -9921 /PROJECT 821 -2102
Attachment:
1. Plans — Street locations
FY2014/15
Expended/
Proposed
Remaining
Budget
Encumbered
Contract
Budget
FY2014/15 Fiscal Impact
Funding
To Date
Amount
If Approved
411 - 813 -9921
$ 329,585
$ 3,000
$ 326,585
$
421- 821 -2102
66,384
-
66,384
$
TOTALS
$ 395,969
$ 3,000
$ 392,969
$
TOTAL EXPENDITURES BY CATEGORY:
Contract
$ 359,969
Contingency
33,000
TOTALS
$ 392,969
Attachment:
1. Plans — Street locations