Staff ReportgpW N R.
!ps GAMS
DATE:
TO:
FROM:
SUBJECT
MEETING DATE: 06/16/15
ITEM NO: 13
COUNCIL AGENDA REPORT
JUNE 10, 2015
MAYOR AND TOWN COUNCIL
LES WHITE, INTERIM TOWN MANAGE
PPW JOB NO. 13 -27 – FY 2014/15 ANNUAL STREET REPAIR AND
RESURFACING PROJECT AND PAVEMENT REHABILITATION - CRACK
SEAL 811 -9901 AND 811 -9903
STAFF RECOMMENDS THAT THE TOWN COUNCIL:
A. APPROVE PLANS AND SPECIFICATIONS FOR THE ANNUAL
STREET REPAIR AND RESURFACING & PAVEMENT
REHABILITATION – CRACK SEAL PROJECT AND AUTHORIZING
THE TOWN TO ADVERTISE THE PROJECT FOR BID.
B. AUTHORIZE THE TOWN MANAGER TO AWARD AND EXECUTE A
CONSTRUCTION AGREEMENT IN AN AMOUNT NOT TO EXCEED
THE AVAILABLE BUDGETED AMOUNT OF $1,879,967, INCLUDING
CONTINGENCIES.
C. AUTHORIZE 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:
1. Approve plans and specifications for the Annual Street Repair and Resurfacing & Pavement
Rehabilitation – Crack Seal Project and authorizing the Town to advertise the project for bid.
2. Authorize the Town Manager to award and execute a construction agreement in an amount
not to exceed the available budgeted amount of $1,879,967, including contingencies.
3. Authorize staff to execute future change orders in an amount not to exceed fifteen percent of
the contract award amount.
BACKGROUND:
This report addresses the issues that were raised at the June 2, 2015 Town Council meeting.
PREPARED BY: MATT MORLEY /-
Director of Parks and Public Works
Reviewed by Assistant Town Manager Town Attorney . Finance
PAGE
MAYOR AND TOWN COUNCIL
SUBJECT: PPW JOB NO. 13 -27 — FY 2014/15 ANNUAL STREET REPAIR AND
RESURFACING PROJECT AND PAVEMENT REHABILITATION - CRACK
SEAL 811 -9901 AND 811 -9903
JUNE 10, 2015
DISCUSSION:
The Metropolitan Transportation Commission (MTC) database shows the Town of Los Gatos
overall Pavement Condition Index (PCI) score for 2014 is 70, which is considered in the "Good"
category. The Town of Los Gatos uses a program designed and developed by MTC called
StreetSaver to manage the maintenance of the Town's road system at a macro level. Although
the overall condition of the Town streets are considered good, the Town's StreetSaver program
has identified 20% of the Town's overall street network to be in "Poor" to "Very Poor"
condition. Of these, 3% are in the Almond Grove and Broadway Historic District.
MTC and pavement management experts strongly recommend preventing streets from dropping
down into the poor and very poor condition categories as maintenance costs associated with
repairing these streets increase substantially when compared to maintaining streets in better
condition. The Town has recently relied on two types of preventive maintenance solutions,
slurry seals and rubber cape seals for meeting this recommendation (treatment descriptions for
these seals as well as a description of the StreetSaver program are included later in this report).
Goals for street maintenance are to apply preventative maintenance treatments to streets while
they are still in the good category before structural cracking begins to occur. Below is a table
that shows pavement condition and associated cost of maintenance treatments:
CONDITON
PCI
TREATMENT TYPE
COST
CATEGORY
Very Good to
Above 70
Slurry Seals /Rubber Cape Seals
$2 /SY to $6 /SY
Good
Fair
50 to 70
Rubber Cape Seal w/ Additional Road Work,
$6 /SY to
AC Overlay
$12 /SY
Poor to Very Poor
Below 50
Limited Life Rubber Cape Seal w /Increased
$12 /SY to
Additional Road Work, AC Overlay w /Road
70 /SY
Work, Reconstruction
Staff is recommending approval of the Annual Street Repair and Resurfacing & Pavement
Rehabilitation — Crack Seal Project to complete the Street Resurfacing List (Attachment 1) as
originally provided to Council in the June 2, 2015 Town Council staff report. However, the
"Alternatives" section of this report also provides the Council with a revised street list with a
scaled back Street Resurfacing Project. The original project resurfaces approximately 11 miles
of roadway; the revised project resurfaces approximately 4 miles of roadway.
Attached are the maps for the original proposed street list (Attachment 2) and a revised proposed
street list with associated maps (Attachment 3) that are recommended for treatment with the
reduced maintenance dollars developed through the StreetSaver program.
PAGE 3
MAYOR AND TOWN COUNCIL
SUBJECT: PPW JOB NO. 13 -27 — FY 2014/15 ANNUAL STREET REPAIR AND
RESURFACING PROJECT AND PAVEMENT REHABILITATION - CRACK
SEAL 811 -9901 AND 811 -9903
JUNE 10, 2015
DISCUSSION (cont'd):
About MTC's StreetSaver Svstem
In 1984, MTC started its pavement management software system, StreetSaver. The system was
meant to provide information to jurisdictions on where street maintenance funds could be best
spent to provide the most overall benefit to the road network. In 1990, due to the backlog of
unfunded transportation improvement projects, the California legislature enacted the
Transportation Blueprint for the 21" Century. This required that cities and counties seeking
funding for projects through state and federal funds implement and maintain a pavement
management system. The Town of Los Gatos uses MTC's StreetSaver system to meet this
requirement and to manage the Town's road system at a macro level.
StreetSaver tracks the condition of streets through a system called Pavement Condition Index
(PCI). This provides each street with a rating from 0 to 100, with 100 representing a new street.
Street conditions are set through inspections on a two year cycle for larger arterial streets and a
four year cycle for residential streets. The four year inspection in Los Gatos is in progress now.
StreetSaver uses this inspection data and multiple variables, including the five year capital
maintenance investment plan and expected deterioration rates of street surfaces to provide a high
level list of streets for maintenance. This second point is an important part of the program in that
streets that are at risk of dropping to the next investment category get prioritized while those that
can survive additional years get less priority. For this reason, streets that are at the bottom level
and need reconstruction can carry on for several years without treatment.
The program can also provide information on the expected fixture Pavement Condition Index
(PCI) based on these factors. In turn, engineering staff reviews the list of streets to ensure they
make sense geographically — that streets in one area are addressed to take advantage of
efficiencies that save money. Additionally, engineering staff validates that the streets that make
the list are actually in need. This is most important at the end of an inspection cycle as different
streets may degrade at a faster or slower rate than expected.
Currently, the Town maintains 104 center lane miles of road. The concrete roads in the Almond
Grove District represent 3% of these roads. For 2015, StreetSaver shows that 60% of the Town
streets are considered to be in good to very good condition, 20% in fair condition and 20% in
poor to very poor condition. The Town's backlog of unfunded street maintenance needs is $14
million dollars.
Seal Treatments Used by the Town
The Town has recently relied on two types of preventive maintenance solutions, slurry seals and
rubber cape seals. A slurry seal can be applied to streets that are in the good category. Slurry
seals are a liquid asphalt product combined with coarse sand that is applied across the entire
surface of the roadway. The goal for a slurry seal is to keep water out of the small cracks that
occur in the asphalt and provide a reinvigorated wearing surface for the road. Water is
PAGE
MAYOR AND TOWN COUNCIL
SUBJECT: PPW JOB NO. 13 -27 — FY 2014/15 ANNUAL STREET REPAIR AND
RESURFACING PROJECT AND PAVEMENT REHABILITATION - CRACK
SEAL 811-9901 AND 811 -9903
JUNE 10, 2015
DISCUSSION (cont'd):
ultimately the enemy of a street surface and what causes the street to break down. This is
because water gets between the base and asphalt and into the base material, weakening those
portions. This leads to faster deterioration. Slurry seals are very affordable and effective when
applied early on in the maintenance life of a street. Slurry seals are not effective in more cracked
surfaces as these cracks will quickly reflect back up to the surface of the street.
The second solution the Town has relied upon is a rubber cape seal. This solution uses ground
rubber in a thin asphalt product covered with rock and followed up with a slurry seal on top. The
addition of the rubber asphalt provides a flexible and resilient surface to span larger cracks in the
asphalt and prevent the cracking from coming back to the surface. This solution has been very
successful and the Town has seen good longevity from this application. Rubber cape seals can
be applied to even lower condition streets, although the longevity decreases substantially and the
spots that are in the worst condition have to be patched. Placing a rubber cape seal on a low
condition category street will cause the seal to have a limited life. For example, a rubber cape
seal on a street with a PCI of 70 might last 14 years. A rubber cape seal on a street with a PCI of
30 might last less than 7 years and may require substantial patching (called dig outs) or a thin
overlay on top. Seals on streets in this condition are considered "Band- Aids" to keep the streets
from falling into the most expensive repair category of reconstruction.
CONCLUSION:
Staff recommends that the Town Council:
1. Approve plans and specifications for the Annual Street Repair and Resurfacing & Pavement
Rehabilitation — Crack Seal Project and authorizing the Town to advertise the project for bid.
2. Authorize the Town Manager to award and execute a construction agreement in an amount
not to exceed the available budgeted amount of $1,879,967, including contingencies.
3. Authorize staff to execute future change orders in an amount not to exceed fifteen percent of
the contract award amount.
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.
COORDINATION:
This project has been coordinated with the Finance Department.
PAGES
MAYOR AND TOWN COUNCIL
SUBJECT: PPW JOB NO. 13 -27 — FY 2014/15 ANNUAL STREET REPAIR AND
RESURFACING PROJECT AND PAVEMENT REHABILITATION - CRACK
SEAL 811 -9901 AND 811 -9903
JUNE 10, 2015
ALTERNATIVE•
The below funding alternatives for this year's Annual Street Maintenance Project and the effect
of these funding modifications were derived from Town's StreetSaver Program. The effects of
these alternatives assume maintaining the current $1.25 million dollars in annual spending on
street maintenance in future years. Removing future funding would significantly change the
effects noted below.
Alternative 1: Authorize the Town Manager to Award a revised Street Resurfacing Project up to
$900,000 including 15% construction contingency for streets shown in Attachment 3:
Effects of Alternative 1:
a. Town's overall PCI will drop to 66 in 5 years
b. Town's deferred maintenance will increase by approx. $1,000,000 in first year
c. Some Town streets may drop into the reconstruction category
Attachment 3 provides for the revised Proposed Street List that is recommended for treatment
with these reduced maintenance dollars. This list includes streets grouped within the same
location to achieve better project cost efficiencies by allowing the contractor to easily move
traffic control and operations within a smaller area and allow for more effective resident
noticing. Some of the road sections from the original list have remained due to concerns from
the Town's street maintenance staff that, if no work occurs this year, the roads may not be
salvageable.
Alternative 2: Do not award a project this year
Effects of Alternative 2:
a. Town's overall PCI will drop to 65 in 5 years
b. Town's deferred maintenance will increase by approx. $2,000,000 in first year
e. Town streets will drop into the reconstruction category
This alternative is not recommended as Town streets will drop into the reconstruction
category.
PAGE 6
MAYOR AND TOWN COUNCIL
SUBJECT: PPW JOB NO. 13 -27 — FY 2014/15 ANNUAL STREET REPAIR AND
RESURFACING PROJECT AND PAVEMENT REHABILITATION - CRACK
SEAL 811 -9901 AND 811 -9903
JUNE 10, 2015
FISCAL IMPACT:
There are sufficient funds available for these projects through the Town's adopted FY 2014/15 —
2018/19 Capital Improvement Program Budget as demonstrated in the fiscal table below.
STREEFRFYA R & RESORFACINCPR94WT &kl ' -9901
EAR'IDWENTRERABILITATION- CKSEAJ, IS ROJECr811- 991P3,
Attachment (Previously received with Staff Report on May 22, 2015):
1. FY14 -15 Street Resurfacing List.
Attachments received with this Staff report:
2. Maps for the original Proposed Street List.
3. Revised Proposed Street List with associated maps.
Available
Expended)
Proposed
Proposed
Budget
Encumbered
Budget
Contract
Arailalifp
FV2014/15 Fiscal Imps t
Funding
To Dow
Adjustment
Amount
411 - 811- 9901GFAR Street Repair
$ 774,603
$ 12,928
$ -
S
761,675
139x806
481- 811 -9901 Gas Tax Street Repair
789,214
-
-
789,214
`
411 - 811 -9903 GFAR Crack S al
329,078
329,078
TOTALS
$ 1,892,895
$ 12,928
$ -
$
1,879,967
$ -
Construction
$
1,597.972
Contingency -15 %
281,995
TOTALS
S
1,879,967.
Attachment (Previously received with Staff Report on May 22, 2015):
1. FY14 -15 Street Resurfacing List.
Attachments received with this Staff report:
2. Maps for the original Proposed Street List.
3. Revised Proposed Street List with associated maps.
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