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MEETING DATE: 06/16/15
ITEM NO: 13
DESK ITEM
COUNCIL AGENDA REPORT
JUNE 16, 2015
MAYOR AND TOWN COUNCIL
LES WHITE, INTERIM TOWN MAN2t�
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.
After the initial Staff Report was distributed, staff received the attached public comment.
Attachment I (Previously received with Staff Report on May 22 2015):
1. FYI 4-15 Street Resurfacing List.
Attachments 2 -3 (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 4 (Previously received with Addendum on June 15 2015):
4. StreetSaver List of streets in poor or very poor condition ( <50 PCI).
PREPARED BY: MATT MORLEY
Director of Parks and PuWorks
Reviewed by:
Town Manager ILMXfiown 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 16, 2015
REMARKS (cont'd):
Attachment received with this Desk Item:
5. Public Comment received from 11:01 a.m. Monday, June 15, 2015 through 11:00 a.m.
Tuesday, June 16, 2015.
From: Angelia Doerner <saveourhood @yahoo.com>
Sent: Tuesday, June 16, 2015 3:59 AM
To: Council; Marcia Jensen; BSpector; Steven Leonardis; Marico Sayoc; Rob Rennie
Subject: 061615 Council Meeting - Item 12 and Item 20
The following is included in the Addendum to this Staff Report:
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.
The amount included in the schedule in Agenda Item 20 relating to Unfunded Deferred Street
Maintenance is only $10.5 mil. As presented in recent Staff Reports, the deferred maintenance on
"Almond Grove" streets (all included in Attachment 4 to the Addendum) ranges from $13 +M - $15 +M.
Of such amounts $3.7 of funds have been budgeted (not including the $300k wasted on designs
dictated by "whoever - no one seems to know "). Might one assume that the $14M referred to above is
only for the Almond Grove ($14M - $3.7M funded = $10.3M shown in Item 20)? Or might it be more
reasonable to assume that the $14M referred to above is exclusive of the Almond Grove, so that
actual street backlog is at least twice that amount?
Also, since you know that the Almond Grove only represents 3% of Town streets based on length,
can't you 1) ask your PMS /SS to give you the total length of the streets included in Attachment 4, 2)
back out the Almond Grove street lengths, then calculate a range of probable costs using the $ /SY
provided in Staff Report for Item 12?
Here's another thought - can you have the PMS /SS print the list in Attachment 4 along with its PCI,
such list sorted from highest to lowest PCI? It might provide a little more insight to the state of
our streets versus an alphabetical list. Just a thought.
Angelia
Live Simply, Laugh Often
ATTACHMENTS
From: Angelia Doerner <saveourhood @yahoo.com>
Sent: Tuesday, June 16, 2015 3:17 AM
To: Council; Marcia Jensen; BSpector; Steven Leonardis; Marico Sayoc; Rob Rennie
Subject: 061615 Council Meeting - Item 12
The following is included in the Addendum to this Staff Report:
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.
Referring to the detail included in the Staff Report referenced above, the curb ramps approved at that
time were: Towne Terrace (4), Johnson (2), Loma Alta (1), Garden Hill (1), Las Miradas (2),
Wedgewood (3), Blackwell (1), Fisher (2), Nino (4) - for a total of 20. Also, as stated in my 3mins, the
only work included in the detail for any of the streets in the subject area was to remove and replace
50LF of Valley Gutter in front of 470 San Benito. Also, in addition to the "4" ramps shown in the
picture during my 3mins, there are a number of other curb ramps in the same state of "replacement"
throughout the subject neighborhood.
Angelia
Live Simply, Laugh Often
From: Angelia Doerner <saveourhood @yahoo.com>
Sent: Tuesday, June 16, 2015 2:52 AM
To: Council; Marcia Jensen; BSpector; Steven Leonardis; Marico Sayoc; Rob Rennie
Subject: 061615 Council Meeting - Item 12 and 13
As stated in the Draft Minutes of the 060215 Meeting, the following relates to the Annual Street
Repair and Resurfacing Project:
MOTION: Motion by Vice Mayor Barbara Spector to defer consideration and
decision on this item until a review of the CIP Budget for FY
2015/ 16. Seconded by Council Member Steve Leonardis.
VOTE: Motion passed unanimously.
Shouldn't the order of Item 12 and 13 be reversed?
Also, I do not find that the Draft Minutes adequately conveys the fact that I questioned why curb ramp
work was being performed in the San Benito area prior to Council's authorization - nor the fact
that adjacent to the unauthorized work was a huge magnolia tree with roots protruding through the
curb and sidewalk and which undoubtedly could impair the long -term effectiveness of the requested
cape seal treatment.- let alone posing a significant risk reg ADA as there is no barrier between the
sidewalk and the large area of exposed overgrown roots - with no work to rectify the situation
included in the bid package.
However, in the interest of efficient use of Council time, I choose not to pull the item from the Consent
calendar.
Angelia
Live Simply, Laugh Often