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Home My WebLink AboutAdoption of the Street Reconstruction Capital Impr_16.pdf Commission Memorandum REPORT TO: Honorable Mayor and City Commission FROM: Chris Kukulski, City Manager Anna Rosenberry, Finance Director SUBJECT: Adoption of the Street Reconstruction Capital Improvement Plan (CIP) for FY14-18. AGENDA ITEM TYPE: Action MEETING DATE: November 26, 2012 RECOMMENDATION: Adoption of the Street Reconstruction 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. Staff met in November to develop the attached draft schedules. The Street Reconstructions are completed through an assignment of revenues from the Street Maintenance Assessments. We are working our way to 18% of annual assessments being dedicated to Street Reconstructions. Beginning in FY12, we have been increasing assessments and accumulating cash for this purpose. FY14 represents the first year we intend to budget and complete a Street Reconstruction project with cash on hand. Because Reconstruction projects can also be timed with capacity expanding projects, a number of the items on the Reconstruction list are tied to Street Impact Fee Projects. These are: • REC01 – Baxter Lane (19th Ave to Buckrake); 365 • REC03 – Baxter Lane (Buckrake to Davis); and • SIF08 Durston Road (Fowler to Ferguson). They are all listed as “unscheduled”. The Impact Fee Advisory Committee will be working on their recommendations for Street Impact Fee projects on November 29th. Depending on the outcome of those recommendations and ultimate Commission action on the Street Impact Fee CIP, projects on the Reconstruction schedule could change in years FY16-FY18. 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. Report compiled on: November 19, 2012 Attached: Street Reconstruction CIP 366 Street Reconstruction Capital Improvement PlanFinancial Summary Current YearFY13 FY14 FY15 FY16 FY17 FY18UnscheduledProjected Beginning Reserve Balance Dedicated to CIP 159,952$ 491,632$ 464,152$ 111,672$ 614,167$ 1,121,687$ Plus: Street Maintenance Assessments Dedicated 331,680$ 497,520$ 497,520$ 502,495$ 507,520$ 512,595$ Less: Scheduled CIP Project Costs‐$ (525,000)$ (850,000)$ ‐$ ‐$ ‐$ (3,370,000)$ Projected Year‐End Cash Dedicated to CIP 491,632$ 464,152$ 111,672$ 614,167$ 1,121,687$ 1,634,283$ (3,370,000)$ Assumptions Made for Revenue Estimates: Current YearFY13 FY14 FY15 FY16 FY17 FY18Estimated Annual Street Reconstruction Revenue 2,764,000$ 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 Revenues 2,764,000$ 2,764,000$ 2,764,000$ 2,791,640$ 2,819,556$ 2,847,752$ Current Revenues Dedicated to CIP % 6.0% 12.0% 18.0% 18.0% 18.0% 18.0% Plus: Increase Dedicated to Reconstruction 6.0% 6.0% 0.0% 0.0% 0.0% 0.0% Total % Dedicated to CIP 12.0% 18.0% 18.0% 18.0% 18.0% 18.0%ProjectedProjectedTotal Estimated Revenues Dedicated to CIP 331,680$ 497,520$ 497,520$ 502,495$ 507,520$ 512,595$ 4,000,0003,500,0003,000,0002,500,0002,000,0001,500,0001,000,000500,0000FY14 FY15 FY16 FY17 FY18 UnscheduledStreet Reconstruction Projects 367 CIP PROJECT FUNDPROJ.DEPARTMENPROJECT NAMEFY14FY16UnscheduledFY15FY17FY18Street ReconstructionCR03ENG.PURCHASE MICROPAVER ASSET MANAGEMENT SOFTWARE$125,000REC01STREETSBAXTER LANE (19TH TO BUCKRAKE) ‐ A SEGMENT OF THE AREA INCLUDED IN STREET IMPACT FEE ITEM SIF02$350,000REC03STREETSBAXTER LANE (BUCKRAKE LANE TO DAVIS) ‐ A SEGMENT OF THE AREA INCLUDED IN STREET IMPACT FEE ITEM SIF02$520,000REC04STREETSSTORY STREET (CHURCH AVENUE TO TRACY AVENUE)$400,000REC05STREETSGRAND AVENUE (OLIVE STREET TO GARFIELD STREET)$850,000REC06STREETSOLIVE STREET (CHURCH AVENUE TO 8TH AVENUE)$1,000,000REC07STREETSBAXTER LANE (WEST OF 7TH AVENUE)$900,000SIF08STREETSDURSTON ROAD (FOWLER TO FERGUSON)$600,000Summary for Street Reconstruction (8 items)Totals by year:$525,000 $850,000$3,370,000FY14FY15FY16UnscheduledFY18FY17368 CIP Project Fund Street Reconstruction PROJECT NUMBER CR03 DEPARTMENT ENG. PROJECT NAME Purchase Micropaver Asset Management Software FY14 $125,000 FY15 FY16 Unscheduled DESCRIPTION OF PROJECT The City’s current pavement management system is based on the IWorqs software program. This program has shown itself to be deficient in a number of ways. It is inflexible, labor intensive to update, has poor graphic and display capabilities and is poorly supported. The purpose of this project is to purchase and install, in combination with $125,000 of street reconstruction funds the Micropaver software product. MicroPAVER™ provides pavement management capabilities to: (1) develop and organize the pavement inventory; (2) assess the current condition of pavements; (3) develop models to predict future conditions; (4) report on past and future pavement performance; (5) develop scenarios for M&R based on budget or condition requirements; and (6) plan projects. ALTERNATIVES CONSIDERED Continue to use the IWorqs software. ADVANTAGES OF APPROVAL A more robust, flexible and modern pavement management software system will allow staff and commissioners to more efficiently plan projects and allocate resources at the right time to maintain the City’s street network. With over 240 miles of City streets, it is becoming imperative to utilize the most efficient tools available to accomplish that task. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED There is a potential for the need to purchase future software updates. Staff time, both in the Street and Engineering Divisions will be needed on an ongoing basis to update the condition inputs. FUNDING SOURCES Curb Replacements or Street Reconstruction Funds - $150,000 Total New Replacement Equipment Project FY17 FY18 369 CIP Project Fund Street Reconstruction PROJECT NUMBER REC01 DEPARTMENT STREETS PROJECT NAME Baxter Lane (19th to Buckrake) - a segment of the area included in Street Impact Fee item SIF02 FY14 FY15 FY16 Unscheduled $350,000 DESCRIPTION OF PROJECT Roadway has been widened in a piecemeal fashion as adjoining properties developed, and most of the work is needed on the north half. Some sections of original roadway remain, and may require additional structural strengthening prior to a mill and overlay. Project will also include curb, gutter sidewalk and bike lanes. ALTERNATIVES CONSIDERED None. Pavement maintenance activities deemed largely ineffective due to condition. ADVANTAGES OF APPROVAL Maintenance activities, primarily pothole patching and spot repairs, are no longer sufficient to preserve this street and can be considered stop gap. Once the street is rebuilt standard O&M procedures will once again be cost effective in extending the life of the street. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED FUNDING SOURCES Street Maintenance District - Reconstruction Funds New Replacement Equipment Project FY17 FY18 370 CIP Project Fund Street Reconstruction PROJECT NUMBER REC03 DEPARTMENT STREETS PROJECT NAME Baxter Lane (Buckrake Lane to Davis) - a segment of the area included in Street Impact Fee item SIF02 FY14 FY15 FY16 Unscheduled $520,000 DESCRIPTION OF PROJECT This project includes installing curb, gutter, sidewalk and bike lanes on this section of Baxter Lane. ALTERNATIVES CONSIDERED None. Pavement maintenance activities deemed largely ineffective due to condition. ADVANTAGES OF APPROVAL Maintenance activities, primarily pothole patching and spot repairs, are no longer sufficient to preserve this street and can be considered stop gap. Once the street is rebuilt standard O&M procedures will once again be cost effective in extending the life of the street. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED FUNDING SOURCES Street Maintenance District - Reconstruction Funds, Street Impact Fees New Replacement Equipment Project FY17 FY18 371 CIP Project Fund Street Reconstruction PROJECT NUMBER REC04 DEPARTMENT STREETS PROJECT NAME Story Street (Church Avenue To Tracy Avenue) FY14 $400,000 FY15 FY16 Unscheduled DESCRIPTION OF PROJECT Reconstruction of the street, including repairs to sidewalks, curbs, gutters and pedestrian ramps as needed. ALTERNATIVES CONSIDERED None. Pavement maintenance activities deemed largely ineffective due to condition. ADVANTAGES OF APPROVAL Maintenance activities, primarily pothole patching and spot repairs, are no longer sufficient to preserve this street and can be considered stop gap. Once the street is rebuilt standard O&M procedures will once again be cost effective in extending the life of the street. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Should be reduced if consistent maintenance is performed on the rebuilt street. FUNDING SOURCES Street Reconstruction Funds New Replacement Equipment Project FY17 FY18 372 CIP Project Fund Street Reconstruction PROJECT NUMBER REC05 DEPARTMENT STREETS PROJECT NAME Grand Avenue (Olive Street to Garfield Street) FY14 FY15 $850,000 FY16 Unscheduled DESCRIPTION OF PROJECT Reconstruction of the street, including repairs to sidewalks, curbs, gutters and pedestrian ramps as needed. ALTERNATIVES CONSIDERED None. Pavement maintenance activities deemed largely ineffective due to condition. ADVANTAGES OF APPROVAL Maintenance activities, primarily pothole patching and spot repairs, are no longer sufficient to preserve this street and can be considered stop gap. Once the street is rebuilt standard O&M procedures will once again be cost effective in extending the life of the street. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED FUNDING SOURCES Street Reconstruction Funds New Replacement Equipment Project FY17 FY18 373 CIP Project Fund Street Reconstruction PROJECT NUMBER REC06 DEPARTMENT STREETS PROJECT NAME Olive Street (Church Avenue to 8th Avenue) FY14 FY15 FY16 Unscheduled $1,000,000 DESCRIPTION OF PROJECT Reconstruction of the street, including repairs to sidewalks, curbs, gutters and pedestrian ramps as needed. ALTERNATIVES CONSIDERED None. Pavement maintenance activities deemed largely ineffective due to condition. ADVANTAGES OF APPROVAL Maintenance activities, primarily pothole patching and spot repairs, are no longer sufficient to preserve this street and can be considered stop gap. Once the street is rebuilt standard O&M procedures will once again be cost effective in extending the life of the street. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED FUNDING SOURCES Street Reconstruction Funds New Replacement Equipment Project FY17 FY18 374 CIP Project Fund Street Reconstruction PROJECT NUMBER REC07 DEPARTMENT STREETS PROJECT NAME Baxter Lane (West of 7th Avenue) FY14 FY15 FY16 Unscheduled $900,000 DESCRIPTION OF PROJECT Roadway has been widened in a piecemeal fashion as adjoining properties developed. Some sections of original roadway remain, and may require additional structural strengthening prior to a mill and overlay. Project will also include curb, gutter sidewalk and bike lanes. ALTERNATIVES CONSIDERED None. Pavement maintenance activities deemed largely ineffective due to condition. ADVANTAGES OF APPROVAL Maintenance activities, primarily pothole patching and spot repairs, are no longer sufficient to preserve this street and can be considered stop gap. Once the street is rebuilt standard O&M procedures will once again be cost effective in extending the life of the street. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED FUNDING SOURCES Street Reconstruction Funds, Street Impact Fees New Replacement Equipment Project FY17 FY18 375 CIP Project Fund Street Reconstruction PROJECT NUMBER SIF08 DEPARTMENT STREETS PROJECT NAME Durston Road (Fowler to Ferguson) FY14 FY15 FY16 Unscheduled $600,000 DESCRIPTION OF PROJECT TOTAL PROJECT COST: $1,500,000. THIS PROJECT REQUIRES A SUBSTANTIAL AMOUNT OF STREET IMPACT FEE FUNDING = $900,000. Over recent years, Durston Road has been significantly improved, except for this small portion of the road. This ~1/4 mile length of road needs to be improved with completed sidewalks, bike lanes, and additional driving and turn lanes. ALTERNATIVES CONSIDERED none ADVANTAGES OF APPROVAL Maintenance activities, primarily pothole patching and spot repairs, are no longer sufficient to preserve this street and can be considered stop gap. Once the street is rebuilt standard O&M procedures will once again be cost effective in extending the life of the street. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED FUNDING SOURCES Street Maintence Reconstruction Funds, Street Impact Fees New Replacement Equipment Project FY17 FY18 376 CIP Project Fund Tree Maintenance District PROJECT NUMBER FOR06 DEPARTMENT FORESTRY PROJECT NAME CHIPPER FY14 $67,492 FY15 FY16 Unscheduled DESCRIPTION OF PROJECT This a request to replace a 2000 model chipper.This would be a scheduled equipment replacement as this chipper would be over 12 years old. This equipment would be powered by an alternative fuel such as BioDiesel. ALTERNATIVES CONSIDERED Continue to use older, less efficient model. Lease. As directed by Commission. ADVANTAGES OF APPROVAL Replacing the old chipper will provide the division with more reliable equipment, improved safty, use of alternative fuels, lower exhaust emissions, and more production due to improvements in design. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Annual Operating & Maintenance Costs: no increase. A new chipper would be cheaper than the existing repairs required on the older model currently in use. FUNDING SOURCES 100% Tree Maintenance District Fund Revenue New Replacement Equipment Project FY17 FY18 377