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HomeMy WebLinkAboutAdoption of the Street Maintenance Capital Improve_15.pdf Commission Memorandum REPORT TO: Honorable Mayor and City Commission FROM: Chris Kukulski, City Manager Anna Rosenberry, Finance Director SUBJECT: Adoption of the Street Maintenance Capital Improvement Plan (CIP) for FY14-18. AGENDA ITEM TYPE: Action MEETING DATE: November 26, 2012 RECOMMENDATION: Adoption of the Street Maintenance Capital Improvement Plan (CIP) for FY14-18. BACKGROUND: Each year, the City Manager is required to prepare a 5 Year Capital Improvements Plan and submit it to the Commission by December 15th. The Street Maintenance CIP encompasses the projects and equipment purchases that are not Curb Replacements or Street Reconstructions in the Street Maintenance Fund. UNRESOLVED ISSUES: None. ALTERNATIVES: As suggested by the City Commission. If the Commission is does not wish to adopt this schedule tonight, it can be scheduled for approval on a later agenda. FISCAL EFFECTS: This step in the process has no fiscal effect. Once adopted, the Capital Improvements Plan becomes the basis of the City Manager’s Recommended Budget for FY14. 346 Report compiled on: November 19, 2012 Attached: Street Maintenance CIP 347 Street Maintenance DistrictCapital Improvement PlanFinancial SummaryCurrent YearFY13FY14FY15 FY16 FY17 FY18UnscheduledProjected Beginning Reserve Balance Dedicated to CIP237,000$         63,317$               (13,746)$          165,854$     293,600$      341,533$       Plus:  Street Mtc Revenues Dedicated to CIP304,040$         359,320$             414,600$         418,746$     422,933$      427,163$     ‐$                    Less:  Scheduled CIP Project Costs(477,723)$        (436,383)$           (235,000)$        (291,000)$   (375,000)$    (570,000)$    ‐$                  Projected Year‐End Cash Dedicated to CIP63,317$           (13,746)$              165,854$         293,600$     341,533$      198,696$     Assumptions Made for Revenue Estimates:Current YearFY13FY14FY15 FY16 FY17 FY18Estimated Annual Street Mtc Revenues2,764,000$        2,764,000$            2,764,000$       2,764,000$    2,791,640$     2,819,556$      Estimated Annual Increase ‐ Attributed to Annexations‐                       0%0%1%1%1%Total Estimated Revenues2,764,000$        2,764,000$            2,764,000$       2,791,640$    2,819,556$     2,847,752$    Current Revenues Dedicated to CIP %11.0%11.0% 13.0% 15.0% 15.0% 15.0%  Plus:  Increase Dedicated to CIP0.0%2.0%2.0% 0.0% 0.0% 0.0%  Total % Dedicated to CIP11.0%13.0% 15.0% 15.0% 15.0% 15.0%ProjectedProjectedTotal Estimated Revenues Dedicated to CIP304,040$            359,320$               414,600$           418,746$       422,933$        427,163$        600,000500,000400,000300,000200,000100,0000FY14 FY15 FY16 FY17 FY18 UnscheduledStreet Maintenance Projects & Equipment 348 CIP PROJECT FUNDPROJ.DEPARTMENPROJECT NAMEFY14FY16UnscheduledFY15FY17FY18Street Maintenance DistrictPW01STREETSSHOPS FACILITY EXPANSION PLAN$10,000STR01STREETSSTREET SERVICE TRUCKS$66,000$66,000$40,000STR11STREETSMEDIAN AND BOULEVARD MAINTENANCE$45,000$25,000$25,000$25,000$25,000STR17STREETSSINGLE AXEL DUMP TRUCK W/PLOW AND SANDER$140,383STR20STREETSBIKE PATH IMPROVEMENTS$25,000$25,000$25,000$25,000$25,000STR22STREETSGRADER LEASE$50,000$50,000$50,000$50,000$50,000STR30STREETSCONCRETE REPAIR PROGRAM$50,000$50,000$50,000$50,000STR33STREETSASPHALT PATCH TRUCK$150,000STR34STREETSSWEEPERS$75,000$75,000$75,000$75,000$75,000STR35STREETSREGENERATIVE AIR SWEEPER$250,000STR37STREETSTANDEM DRUM VIBRATORY ASPHALT COMPACTOR$35,000STR38STREETSMINI LOADER$70,000STR39STREETSTRAILER MOUNTED SPRAY PATCHER$75,000STR40STREETSSINGLE AXLE DUMP TRUCK W/PLOW AND SANDER$160,000Summary for  Street Maintenance District (14 items)Totals by year:$436,383 $235,000$291,000$250,000FY14FY15FY16UnscheduledFY18$570,000$375,000FY17349 CIP Project Fund Street Maintenance District PROJECT NUMBER PW01 DEPARTMENT STREETS PROJECT NAME SHOPS FACILITY EXPANSION PLAN FY14 FY15 $10,000 FY16 Unscheduled DESCRIPTION OF PROJECT The construction of the new Vehicle Maintenance Shop at the Lower Yards on Rouse Avenue in FY10/FY11 was Phase I in expanding and improving our ability to service equipment, store vehicles, and provide work space for Public Works, Parks, and Facilitiy services. Questions remain about the long-term plan for construction, location, and expansion for: Streets, Sign & Signal, Forestry, Water/Sewer Operations, Solid Waste Collection & Recycling, Facilities, and Parks & Cemetery departments. This project would develop a master plan. In scheduling this project, we are recommending waiting until after the Vehicle Maintenance Division is relocated to its new shop and the interior improvements are made to the Shop at Rouse and Tamarack Street for the remaining divisions. ALTERNATIVES CONSIDERED ADVANTAGES OF APPROVAL ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED FUNDING SOURCES From related divisions: General Fund 20% ($10,000), Water Fund 20% ($10,000), Wastewater Fund 20% ($10,000), Street Maintenance Fund 20% ($10,000), Solid Waste Fund 20% ($10,000). New Replacement Equipment Project FY17 FY18 350 CIP Project Fund Street Maintenance District PROJECT NUMBER STR01 DEPARTMENT STREETS PROJECT NAME STREET SERVICE TRUCKS FY14 $66,000 FY15 FY16 $66,000 Unscheduled DESCRIPTION OF PROJECT This item is for the scheduled replacement of service trucks within the Street Maintenance Division, including those used for Sign and Signal work. These trucks are generally used in the day-to-day operation fo the Street Maintenane Division, and will be replced with trucks that can use alternative fuels, such as Ethanol or BioDiesel. ALTERNATIVES CONSIDERED Alternatives to truck purchases include continuing to maintain and repair aging vehicles; retiring the truck without replacement; or leasing vehicles rather than purchase. ADVANTAGES OF APPROVAL New vehicles will be more reliable, fuel efficient. We would not need to budget money for major repairs. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Minimal, compared with existing vehicles. FUNDING SOURCES 100% Street Maintenance District Revenue New Replacement Equipment Project FY17 FY18 $40,000 351 Street Service TrucksAsset #Current Make/FeaturesModel YrCurrent MileageReplacement Make/FeaturesFY14FY15FY16FY17UnscheduledFY181096 CHEVY 1 TON FLAT BED 1986 100,881 1 TON, FLEX FUEL$40,000.001134 1 TON, CHEVY C‐3500 1988 115,245 3/4 TON, FLEX FUEL $26,0001539 COMPACT TRUCK, 2WD FORD RANGER1990 67,976 3/4 TON, FLEX FUEL $26,0003081 SIGN & SIGNAL:  1 TON, 2W DRIVE, MANUAL, FORD F‐3501992 78,375 1 TON, FLEX FUEL $40,0001456 1 TON, 2 WHEEL DRIVE, MANUAL, FORD F‐3501992 76,698 1 TON, FLEX FUEL $40,000$40,000$66,000 $66,000Totals352 CIP Project Fund Street Maintenance District PROJECT NUMBER STR11 DEPARTMENT STREETS PROJECT NAME MEDIAN AND BOULEVARD MAINTENANCE FY14 $45,000 FY15 $25,000 FY16 $25,000 Unscheduled DESCRIPTION OF PROJECT This money would be used to repair and maintain the City’s boulevards and medians. Projects might include irrigation, seeding, planting and curbing. Money would be added to this fund yearly so as to continue to bring our medians and boulevards up to the standards our citizens expect. Increase in FY14 is for a design we can use on all our future median and boulevard improvements that would incorporate the use of water efficient natural native landscaping. Kagy Median from Willson to Highland is the next to be improved. Others include N 27th south of Baxter Lane, N 7th and S 27th in Meadow Creed subdivision area. ALTERNATIVES CONSIDERED Continue to do minimal repairs to the medians and boulevards using Street Depts. operational funds. Do nothing. Recruit volunteers, this would be used any time it is possible with the proposed funding. Take out the medians and pave them ADVANTAGES OF APPROVAL Keeping boulevards and medians maintained help keep our street edges intact. Many of our medians are in entryway corridors and are in dire need of repair. Well maintained boulevards and medians help with storm water runoff thus keeping it out of our streams. Not having to water by hand and budget for the manpower to do so. Street edges bordered by medians not having to be repaired yearly because of the curb edges breaking off. Well designed medians have been proven to help calm traffic. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED As Scheduled. FUNDING SOURCES 100% Street Maintenance District Revenue New Replacement Equipment Project FY17 $25,000 FY18 $25,000 353 CIP Project Fund Street Maintenance District PROJECT NUMBER STR17 DEPARTMENT STREETS PROJECT NAME SINGLE AXEL DUMP TRUCK W/PLOW AND SANDER FY14 $140,383 FY15 FY16 Unscheduled DESCRIPTION OF PROJECT This is a request for a single axle dump truck with 4 yard box. A plow and sander would also be included. This would replace a 1986 dump truck that will be 28 years old at time of replacement and will be sold or traded in. The backup 1978 dump truck will be auctioned. The 1986 truck is underpowered with a gas engine that averages 2-3 MPG. This truck could be fueled with alternative fuels such as Biodiesel. Emission standards for this old of gasoline powered heavy duty truck are not available but it is safe to say that the decrease would be significant with the new diesel powered unit. Improved safety devices such as air brakes, shoulder belts and radial tires would be standard on a new truck. The sander would be equipped with pre wet to aid in winter sanding operations. ALTERNATIVES CONSIDERED Continue to use 1986 model. Rent. Lease. ADVANTAGES OF APPROVAL More productivity, current model can’t make it up Highland Blvd. fully loaded. Better fuel economy and fewer emissions. Use of alternative fuels. Reliability. Safer. Save on maintenance and repair costs. Less fuel consumed. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED No additional operating costs. FUNDING SOURCES 100% Street Maintenance District Revenue New Replacement Equipment Project FY17 FY18 354 CIP Project Fund Street Maintenance District PROJECT NUMBER STR20 DEPARTMENT STREETS PROJECT NAME BIKE PATH IMPROVEMENTS FY14 $25,000 FY15 $25,000 FY16 $25,000 Unscheduled DESCRIPTION OF PROJECT This item would provide for bike-related infrastructure including (but, not limited to) racks, signs, striping, curb-cuts, and separated pathways. The Greater Bozeman Area Transportation Plan (2007 Update) Section 5.4 Recommended Bicycle Facility Improvements outlines many imrpovements. In February 2012 the Bozeman Area Bicycle Advisory Board (BABAB) gave the City their top 3 priorities: They are listed with City Engineering cost estimates: 23rd Ave - College to Main, $15,500; North 11th Ave - Mendenhall to Durston, $14,500; Willson Ave - Main Street to Kagy Blvd, $54,300. ALTERNATIVES CONSIDERED Continue with existing infrastructure. ADVANTAGES OF APPROVAL Safety will likely be improved. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED No additional operating costs. FUNDING SOURCES 100% Street Maintenance Fund New Replacement Equipment Project FY17 $25,000 FY18 $25,000 355 CIP Project Fund Street Maintenance District PROJECT NUMBER STR22 DEPARTMENT STREETS PROJECT NAME GRADER LEASE FY14 $50,000 FY15 $50,000 FY16 $50,000 Unscheduled DESCRIPTION OF PROJECT This is a request to establish a 25 year replacement schedule for our graders. Currently our fleet is comprised of a 1981, 1994, 1998, 2003 and a 2007. The '81 will be replaced in FY13 and the '94 will be replaced in FY19. Although the industry standard schedules a 15 year replacement we believe with our extensive preventative maintenance schedule will allow us to get 20 to 25 years out of a grader. The old grader would be traded in. ALTERNATIVES CONSIDERED Budget 250k every 5 years to purchase. Cut back on our use of graders in the residential areas. Continue to use what we have and replace when we have complete failure. ADVANTAGES OF APPROVAL Much more reliable equipment. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Decrease in costs due to newer equipment. FUNDING SOURCES 100% Street Maintenance Revenue New Replacement Equipment Project FY17 $50,000 FY18 $50,000 356 CIP Project Fund Street Maintenance District PROJECT NUMBER STR30 DEPARTMENT STREETS PROJECT NAME CONCRETE REPAIR PROGRAM FY14 FY15 $50,000 FY16 $50,000 Unscheduled DESCRIPTION OF PROJECT This is a request for money to use for concrete repairs and replacements. Repairs such as valley gutters, drainage facilities, wing walls, bridge faces, and sidewalk panels. Any unused money would go to supplement the curb replacement program. ALTERNATIVES CONSIDERED Continue to do small pieces of needed repairs with money from operations. ADVANTAGES OF APPROVAL We would have money budgeted for other concrete repairs. We would tag onto the curb bids to get the most for our money. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED FUNDING SOURCES 100% Street Maintenance District Revenue New Replacement Equipment Project FY17 $50,000 FY18 $50,000 357 CIP Project Fund Street Maintenance District PROJECT NUMBER STR33 DEPARTMENT STREETS PROJECT NAME Asphalt Patch Truck FY14 FY15 FY16 Unscheduled DESCRIPTION OF PROJECT This is a request to replace our 1991 patch truck. At the time of replacement it will be 26 years old. Before we decide on a particular model we will demo several different types to decide which is best for our operations. With advancements in emission reduction this new truck will emit less than ½ the emissions that the truck it replaces. ALTERNATIVES CONSIDERED Contract out patching. Continue to use this truck. Increase response time to pothole requests. ADVANTAGES OF APPROVAL Less emissions. More efficient operations. Decrease response time to pothole requests. Better safety systems on new unit. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED No increase in costs. Decrease in costs expected, FUNDING SOURCES 100% Street Maintenance District Revenue New Replacement Equipment Project FY17 $150,000 FY18 358 CIP Project Fund Street Maintenance District PROJECT NUMBER STR34 DEPARTMENT STREETS PROJECT NAME SWEEPERS FY14 $75,000 FY15 $75,000 FY16 $75,000 Unscheduled DESCRIPTION OF PROJECT This is a request to replace a sweeper every 5 years. In the past we depended on the State for funds through the MACI program to purchase a sweeper every five years if funding was available. Funding is very sporadic. Industry standards recommend replacing municipal street sweepers every 4-5 years. We will always pursue a sweeper through the MACI program when it becomes available. Our current fleet of sweepers include a 1991, 1999, 2005 and a 2009 model. The 1991 and 1999 models will be replaced in 2012. One is through the MACI program and one will be leased. The 2005 will be replaced in 2017 if no MACI funds become available. ALTERNATIVES CONSIDERED Budget 200k every year until all sweepers are replaced. Cut back on our sweeping There are no local contractors at this time. Continue to use what we have. ADVANTAGES OF APPROVAL Much improved operations. Better air quality. Improved storm water discharge. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED None. FUNDING SOURCES 100% Street Mtc Fund. New Replacement Equipment Project FY17 $75,000 FY18 $75,000 359 CIP Project Fund Street Maintenance District PROJECT NUMBER STR35 DEPARTMENT STREETS PROJECT NAME REGENERATIVE AIR SWEEPER FY14 FY15 FY16 Unscheduled $250,000 DESCRIPTION OF PROJECT This is a request for a new regenerative air (RA) sweeper. This would an addition to our sweeper fleet. RA sweepers use a blast of air to dislodge the street debris and suck it into the hopper. It reuses the air so no polluted or particulate air is released into the atmosphere. These type of sweepers help us to comply with air quality requirements (particulate matter of 2.5 microns or less) and storm water Best Management Practices. ALTERNATIVES CONSIDERED Only use mechanical sweepers which discharge dust when sweeping. ADVANTAGES OF APPROVAL We could improve our discharge into the storm water system. Spring sweeping of the winter sand would generate less dust therefore eliminating complaints from citizens and DEQ. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Normal sweeper maintenance costs. FUNDING SOURCES 100% Street Maintenance District New Replacement Equipment Project FY17 FY18 360 CIP Project Fund Street Maintenance District PROJECT NUMBER STR37 DEPARTMENT STREETS PROJECT NAME Tandem Drum Vibratory Asphalt Compactor FY14 $35,000 FY15 FY16 Unscheduled DESCRIPTION OF PROJECT This is a request to replace our 1993 single drum vibratory soil compactor.Last century when we were still building road bases and gravel roads we used the single drum roller extensively. We do very little of this type of work anymore. We now do significantly more and larger asphalt repairs that require a roller made for compacting asphalt. &nbsp;The single drum does not do an adequate job of compaction causing less than satisfactory results. &nbsp;This past season we rented a roller when it was available and spent over $5000 in rental fees. &nbsp;We could have used one the entire summer if we had one. &nbsp;We would trade or auction the 1993 roller. &nbsp;Equipment Trader® estimates show that the value of these two pieces of equipment should net $10,000. &nbsp;Estimated Purchase Price = $45,000 less trade in of $10,000.</div> ALTERNATIVES CONSIDERED Continue renting. ADVANTAGES OF APPROVAL Better quality of patches and repairs. Cost savings vs. renting. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED None. FUNDING SOURCES 100% Street Maintenance District Revenue New Replacement Equipment Project FY17 FY18 361 CIP Project Fund Street Maintenance District PROJECT NUMBER STR38 DEPARTMENT STREETS PROJECT NAME Mini Loader FY14 FY15 FY16 Unscheduled DESCRIPTION OF PROJECT This request is for a mini loader that would mainly be used for sidewalk maintenance including plowing, removal and repairs. Currently we are using 30+ year old CJ5 Jeeps to plow the sidewalks because they fit on the 5 foot wide sidewalks. Replacing these is getting tougher because of availability. This loader would accept many attachments that we already have such as brooms, sweepers and plows. This loader would be available for use in other departments. It would be useful in tight situations where a full size loader wouldn’t fit such as when the mini excavator is being used and material needs to be moved off site. ALTERNATIVES CONSIDERED No comparable equipment is available for rent. ADVANTAGES OF APPROVAL If we are going to continue to maintain city owned sidewalks in the manner we require businesses and residents to then we need to find some sort replacement of the Jeeps for the over 2 miles of sidewalks we plow. This does not include what the Parks Department plows. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Less than what is spent on the Jeeps. FUNDING SOURCES 100% Street Maintenance District Revenue New Replacement Equipment Project FY17 FY18 $70,000 362 CIP Project Fund Street Maintenance District PROJECT NUMBER STR39 DEPARTMENT STREETS PROJECT NAME Trailer Mounted Spray Patcher FY14 FY15 FY16 Unscheduled DESCRIPTION OF PROJECT This is a request for a oil/aggregate trailer mounted spray patcher. This would be a worthwhile addition to our pavement preservation program. Catching minor pavement imperfections before they have to be dug out and patched is very cost effective. Alligator cracking, small indentations (birdbaths), broken radii and wide cracks could be repaired with a spray patcher. This machine can be used in colder weather when hot mix asphalt is not available. When a utility cut is made in a newly chip sealed street the repair leaves a low spot that collects water and can rapidly deteriorate into a pothole. This machine would be able to reinstall the chip seal on the repair. Premature delaminating of a chip seal can repaired before in turns into a mill and overlay saving thousand in repair costs. We have demonstrated several models and rented one this summer for one month. Both the State and Gallatin County each have one and highly recommend them for pavement repairs. ALTERNATIVES CONSIDERED Continue to dig out minor pavement failures and patch with hot mix. ADVANTAGES OF APPROVAL Prolong the need for major repairs. Save time on minor repairs. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Additional aggregate (chips) and emulsion oil. Approx. $5,000.00 per season. FUNDING SOURCES 100% Street Maintenance District Revenue New Replacement Equipment Project FY17 FY18 $75,000 363 CIP Project Fund Street Maintenance District PROJECT NUMBER STR40 DEPARTMENT STREETS PROJECT NAME SINGLE AXLE DUMP TRUCK W/PLOW AND SANDER FY14 FY15 FY16 Unscheduled DESCRIPTION OF PROJECT This request is for a single axle dump truck with a 4 yard box. A plow and sander would also be included. This will replace a 1990 underpowered gasoline engine dump truck that averages about 3 MPG when used for plowing operations. The new truck could be fueled with alternative fuels such as Biodiesel. Estimates shows that the 1990 spews over 30 tons of CO2 into the air per year and by removing this from our fleet will help us in our goal of reducing municipal greenhouse emissions 15% below 2000 levels by 2020. ALTERNATIVES CONSIDERED Continue with 1990 model. ADVANTAGES OF APPROVAL Efficiency, less emissions, safety, fuel savings and more reliable equipment. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Less than current model. FUNDING SOURCES 100% Street Maintenance District Revenue New Replacement Equipment Project FY17 FY18 $160,000 364