Addendum�p PF
DATE:
TO:
FROM:
SUBJECT:
REMARKS:
MEETING DATE: 06/16/15
ITEM NO: 13
ADDENDUM
COUNCIL AGENDA REPORT
JUNE 15, 2015
MAYOR AND TOWN COUNCIL
LES WHITE, INTERIM TOWN MAN
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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.
After the Staff Report was prepared for distribution, staff received the following questions from
the Council.
Q. Which of our Town streets are in poor to very poor condition?
A: Those streets are provided in Attachment 4.
Q. Which of those streets are contained in Attachment 3, revised list?
A. All of the revised street sections except two are shown on StreetSaver list (Attachment 4) as
in poor to very poor condition. Mojonera Court has a PCI of 71 and is included because it is part
of the Oka area and as it makes sense to treat all sections at the same time in this location as
there is a cost benefit to including roads in close proximity to one another. This section of
PREPARED BY: MATT MORLEY ,
Director of Parks and Public Work a
Reviewed by: Assistant Town Manager bown Attorney
PAGE 2
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 15, 2015
REMARKS (cont'd):
roadway is beginning to show signs of distress through cracking, but because the PCI is higher
the seal coal will last the maximum extent, from 10 to 14 years. The goal of preventive
maintenance is to treat streets while they are in good condition due to the cost benefits of
applying preventive maintenance treatments at this time. Los Gatos - Saratoga Road is not part of
the StreetSaver system, but staff will have this section added during the Town StreetSaver update
scheduled for this summer. This section was included on the list as Town maintenance staff has
identified this stretch as in poor condition and a high priority maintenance need.
Q. What is the cost of resurfacing those streets?
A. The Engineers Estimate for resurfacing all of the streets in poor to very poor condition listed
in Attachment 3 is approximately $850,000. Staff does not have an estimate for resurfacing the
entire list of Town streets in poor to very poor condition, however the estimated overall backlog
for street maintenance is approximately $14M.
Q. Has work already begun on San Benito area (Attachment 2)?
A. There is concrete replacement work (curb, gutter, and sidewalk) in this area that is associated
with the Town's Annual Curb, Gutter and Sidewalk project that was approved by Council on
March 17`h of this year. There is no work associated with the Annual Street Maintenance project
occurring in this area.
Q: Have we dedicated streams of revenue for the different categories of streets. For example,
this year you are requesting $1.8M for preventive work - is the preventive work for the very
good to good category at $2 to $6 /SY or is this work for the fair in the $6- $12 /SY? Or is it for
both?
A: The Town uses GFAR and Gas Tax revenue for street maintenance. As you are aware,
GFAR is the unspent balance from the previous fiscal year. The Council has allocated $525,000
annually to the street resurface program as one of the base maintenance programs. This means
this program gets funding before we do other more discretionary capital projects. Gas Tax is a
declining source of funds (due to increased vehicle fuel efficiency and uses of alternative fuel
vehicles), and we cant' that at an estimated $600,000 annually (it was previously forecast at
$700,000 annually).
This year we have grouped a couple of projects and carried forward some unspent funds from
last fiscal year to get to the $1.8M project. In the street list we address streets across all
conditions with the goal of keeping them from falling to the next level of maintenance. So, if we
can plan a street for a slurry seal (which is relatively inexpensive) to keep it from falling to the
next level of maintenance we would try to do that. Likewise, if we can capture a street with a
larger maintenance project (rubber cape seal) to keep it from falling to an asphalt overlay or
complete reconstruct project, we would likely do that as well.
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 15, 2015
REMARKS (cont'd):
The sometimes confusing part is that, once we miss a maintenance level for a street, we would
then leave it for some time before coming back to it. For example, once we miss the
opportunity to do a slurry seal, that street can then go for a couple years before it gets
maintenance. This is because we continually look for opportunities to keep streets from falling
that incremental amount to put it into the next category - so our focus would go to streets now on
that bubble. The same goes for the lower end. Once a street hits reconstruction, it can last some
time at that level before cracking to the point of being rubble.
Q: Your alternatives highlight that some streets will drop into the reconstruction category, which
I assume will fall into the $12 - $70 /SY. If those streets fall into the reconstruction category, do
you know what the total costs for those streets will be for all future reconstruction?
A: We use the StreetSaver program to help forecast the condition of streets over time.
StreetSaver tells us that, reducing our funding this year from $1.8M to $900,000 will drop the
Town's overall Pavement Condition Index (PCI) more quickly, increase our backlog by $1 M,
and increase the per street cost per mile in that smaller project by 40% because we are mainly
addressing streets in the poor and very poor condition category. This cost increase highlights
why the goal of pavement maintenance is to treat streets before they hit this condition category.
Likewise, decreasing by the full $1.8M will also accelerate the drop in the Town's overall PCI,
increase our backlog by $2M and push some streets into the reconstruction category. The
backlog is the amount of maintenance we need to do to get our streets to the good category and
as stated in the staff report, we currently sit with a backlog of $14M.
Attachment (Previously received with Staff Report on May 22, 2015):
1. FYI 4-15 Street Resurfacing List.
Attachments (Previously received with Staff report on June 11, 2015):
2. Maps for the original Proposed Street List.
3. Revised Proposed Street List with associated maps.
Attachment received with this Addendum:
4. StreetSaver List of streets in poor or very poor condition ( <50 PCI).
The StreetSaver program shows the following streets to be in poor or very poor condition (< 50 PCI):
Streets
Massol Avenue*
Street Sections < 50 PCI
Adonis Way
Milbrae Lane
Blossom Hill Road (Belgatos
Albert Court
Mireval Road
to Harwood)
Albert Drive
Mitchell Avenue
Blossom Hill Road
Alberto Way
Montegomery Street
(Westchester to City Limits)
Amanda Lane
Mojonera Court
Escobar Avenue (Camino Del
Ann Arbor Court
Mozart Avenue*
Cerro to #321)
Ann Arbor Drive
Mozart Way
Kimble Avenue (Prospect to
Ashler Avenue
Mullen Avenue
#24)
Auzerais Court
National Avenue
Monterey Avenue (Andrews to
Avery Lane
New York Avenue
Thurston)
Bachman Avenue
Newville Road
More Avenue ( #557 to
Bayview
Nino Avenue*
Roxbury Lane)
Bean Avenue
Nino Way
Nicholson ( Massol to Santa
Bella Vista Avenue*
Oak Park Drive
Cruz)
Bonnie Lane
Oakwood Way
San Benito Avenue (Ashler to
Broadway
Oakdale Drive
Mariposa)
Brook Acres Court
Oka Lane
Santa Rosa Drive (Madera
Brooklyn Avenue
Oka Road*
Court to Colorado Court)
Bruce Avenue
Old Blossom Hill Road
University Avenue ( Shelburn
Burton Road
Olive Street
to Farley)
Calthill Court
Pageant Way*
W. Main (Broadway to
Camino Del Cerro
Park Avenue
Bayview)
Cerro Vista Drive*
Pasco Laura
Wedgewood Avenue ( Newville
Clifton
Pennsylvania Avenue
to Lora)
Colorado Court
Peralta Avenue
Westchester Dr (Blossom
Cross Way
Pleasant Street
Valley to Town limits)
Del Carlo Court
Roberts Road*
Wooded View (Hill Top to
Dover Court
Rogers Road
End)
Dover Street
Roasalie Court
El Gato Lane
Roxbury Lane
Sections Not in StreetSaver
Englewood Avenue
Rushmore Lane
<50 PCI
Euclid Avenue*
S. Quarry Road
Eugenia Way
Fiesta Way
Shady View Lane
Los Gatos - Saratoga Road
Fisher Avenue
Shannon Road*
Forrester Road*
Shelburne Way
Foster Road*
Short Road*
Glen Ridge Avenue*
Sund Avenue
Granada Way
Tait Avenue*
Griffith Place
Terrace Court
High School Court
Thurston Street
High Street*
Villa Avenue
Highland Oaks Way*
Village Lane
Hilow Court
Wilder Avenue
Hilow Road*
Wollin Way
Hubbel Way
Industrial Way*
Kennedy Road
La Croix Court
La Rinconada Drive*
Leotar Court
Lu Ray Drive*
Madera Court*
Marchmont Court
Maria Teresa Court
Mary Way
*Multiple Sections with combined section average < 50 PCI
ATTACHMENT