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HomeMy WebLinkAboutAdoption of the Street Maintenance Capital Improvement Plan for FY 2015-2019 Commission Memorandum REPORT TO: Honorable Mayor and City Commission FROM: Chris Kukulski, City Manager Anna Rosenberry, Administrative Services Director SUBJECT: Adoption of the Street Maintenance Capital Improvement Plan (CIP) for FY15-19. AGENDA ITEM TYPE: Action MEETING DATE: December 16, 2013 RECOMMENDATION: Adopt the Street Maintenance Capital Improvement Plan (CIP) for FY15-19. 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. Public Works and other city staff met in October to develop the attached Capital Plan for the equipment and capital needs of our Street Maintenance crews. The Street Maintenance CIP encompasses the projects and equipment purchases that are not Curb Replacements or Street Reconstructions in the Street Maintenance Fund. New items on this schedule are: • STR41 – City Wide Striping Design Plan • STR42 – Asphalt Hot Box • STR43 – Self Propelled, Self Loading Asphalt Milling Machine with Trailer. 226 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 FY15. Report compiled on: December 6, 2013 Attached: Draft - Street Maintenance Fund CIP 227 Street Maintenance DistrictCapital Improvement PlanFinancial Summary Current YearFY14 FY15 FY16 FY17 FY18 FY19UnscheduledProjected Beginning Reserve Balance Dedicated to CIP 268,000$         268,000$             225,138$         279,698$     243,713$      126,397$       Plus:  Street Mtc Revenues Dedicated to CIP 370,383$         342,138$             345,559$         349,015$     377,684$      406,892$     ‐$                    Less:  Scheduled CIP Project Costs (370,383)$        (385,000)$           (291,000)$        (385,000)$   (495,000)$    (225,000)$    (525,000)$       Projected Year‐End Cash Dedicated to CIP 268,000$         225,138$             279,698$         243,713$     126,397$      308,288$     Assumptions Made for Revenue Estimates: Current YearFY14 FY15 FY16 FY17 FY18 FY19Estimated Undesignated Annual Street Mtc Revenues 2,419,647$        2,419,647$            2,443,843$       2,468,282$    2,492,965$     2,517,894$      Estimated Annual Increase ‐ Attributed to Annexations‐                       1% 1% 1% 1% 1%Total Estimated Revenues 2,419,647$        2,443,843$            2,468,282$       2,492,965$    2,517,894$     2,543,073$    Current Revenues Dedicated to CIP % 14.0% 14.0% 14.0% 14.0% 14.0% 15.0%  Plus:  Increase Dedicated to CIP 0.0% 0.0% 0.0% 0.0% 1.0% 1.0%  Total % Dedicated to CIP 14.0% 14.0% 14.0% 14.0% 15.0% 16.0%ProjectedProjectedTotal Estimated Revenues Dedicated to CIP 338,751$            342,138$               345,559$           349,015$       377,684$        406,892$        600,000500,000400,000300,000200,000100,0000FY15 FY16 FY17 FY18 FY19 UnscheduledStreet Maintenance Projects & Equipment 228 CIP PROJECT FUPROJ.DEPARTMENTPROJECT NAMEFY16UnscheduledFY15FY17FY18FY19Street Maintenance DistrictPW01STREETSSHOPS FACILITY EXPANSION PLAN$10,000STR01STREETSSTREET SERVICE TRUCKS$66,000$40,000STR11STREETSMEDIAN AND BOULEVARD MAINTENANCE$25,000$25,000$25,000$25,000$25,000STR20STREETSBIKE 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$50,000$50,000STR33STREETSASPHALT PATCH TRUCK$150,000STR34STREETSSWEEPERS$75,000$75,000$75,000$75,000$75,000STR35STREETSREGENERATIVE AIR SWEEPER$250,000STR38STREETSMINI LOADER$70,000STR39STREETSTRAILER MOUNTED SPRAY PATCHER$75,000STR40STREETSSINGLE AXLE DUMP TRUCK W/PLOW AND SANDER$160,000STR41STREETSCITY‐WIDE STRIPING DESIGN PLAN$50,000STR42STREETSASPHALT HOT BOX$35,000STR43STREETSSELF PROPELLED, SELF LOADING ASPHALT MILLING MACHINE WITH TRAILER$275,000Summary for  Street Maintenance District (15 items)Totals by year:$385,000 $291,000 $385,000$525,000FY15FY16FY17UnscheduledFY19$225,000$495,000FY18229 CIP Project Fund Street Maintenance District PROJECT NUMBER PW01 DEPARTMENT STREETS PROJECT NAME SHOPS FACILITY EXPANSION PLAN FY15 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 $10,000 FY18 FY19 230 CIP Project Fund Street Maintenance District PROJECT NUMBER STR01 DEPARTMENT STREETS PROJECT NAME STREET SERVICE TRUCKS 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 FY19 231 Street Service TrucksAsset #Current Make/FeaturesModel YrCurrent MileageReplacement Make/FeaturesFY15FY16FY17UnscheduledFY18FY191134 1 TON, CHEVY C‐3500 1988 115,245 3/4 TON, FLEX FUEL $26,0001096 CHEVY 1 TON FLAT BED 1986 100,881 1 TON, FLEX FUEL $40,0003081 SIGN & SIGNAL:  1 TON, 2W DRIVE, MANUAL, FORD F‐3501992 78,375 1 TON, FLEX FUEL $40,0001539 COMPACT TRUCK, 2WD FORD RANGER1990 67,976 3/4 TON, FLEX FUEL$26,000.00$26,000$66,000 $40,000Totals232 CIP Project Fund Street Maintenance District PROJECT NUMBER STR11 DEPARTMENT STREETS PROJECT NAME MEDIAN AND BOULEVARD MAINTENANCE 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 FY19 $25,000 233 CIP Project Fund Street Maintenance District PROJECT NUMBER STR20 DEPARTMENT STREETS PROJECT NAME BIKE PATH IMPROVEMENTS 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 FY19 $25,000 234 CIP Project Fund Street Maintenance District PROJECT NUMBER STR22 DEPARTMENT STREETS PROJECT NAME GRADER LEASE 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 FY19 $50,000 235 CIP Project Fund Street Maintenance District PROJECT NUMBER STR30 DEPARTMENT STREETS PROJECT NAME CONCRETE REPAIR PROGRAM 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 FY19 $50,000 236 CIP Project Fund Street Maintenance District PROJECT NUMBER STR33 DEPARTMENT STREETS PROJECT NAME Asphalt Patch Truck 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 FY19 237 CIP Project Fund Street Maintenance District PROJECT NUMBER STR34 DEPARTMENT STREETS PROJECT NAME SWEEPERS 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 FY19 $75,000 238 CIP Project Fund Street Maintenance District PROJECT NUMBER STR35 DEPARTMENT STREETS PROJECT NAME REGENERATIVE AIR SWEEPER 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 FY19 239 CIP Project Fund Street Maintenance District PROJECT NUMBER STR38 DEPARTMENT STREETS PROJECT NAME Mini Loader 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 FY19 240 CIP Project Fund Street Maintenance District PROJECT NUMBER STR39 DEPARTMENT STREETS PROJECT NAME Trailer Mounted Spray Patcher FY15 $75,000 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 FY19 241 CIP Project Fund Street Maintenance District PROJECT NUMBER STR40 DEPARTMENT STREETS PROJECT NAME SINGLE AXLE DUMP TRUCK W/PLOW AND SANDER 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 FY19 242 CIP Project Fund Street Maintenance District PROJECT NUMBER STR41 DEPARTMENT STREETS PROJECT NAME City-wide Striping Design Plan FY15 $50,000 FY16 Unscheduled DESCRIPTION OF PROJECT This project would create a comprehensive striping plan for streets, bike lanes, etc. around the entire City. ALTERNATIVES CONSIDERED Do not develop the plan. ADVANTAGES OF APPROVAL We have a tool for staff to rely on to plan our street striping activities. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED None. FUNDING SOURCES 100% Street Maintenance Funds New Replacement Equipment Project FY17 FY18 FY19 243 CIP Project Fund Street Maintenance District PROJECT NUMBER STR42 DEPARTMENT Streets PROJECT NAME Asphalt Hot Box FY15 $35,000 FY16 Unscheduled DESCRIPTION OF PROJECT The asphalt hot box would allow crews to continue patching in the winter. We have the ability to make recycled hot asphalt just no way to transport it and keep it warm. This would also give us the tools needed to patch any utility cuts made in the winter rather than repairing the cut on a daily basis through the winter. ALTERNATIVES CONSIDERED Continue with current operations with the ability to only patch street when the weather is warm. Only make temporary patches that must be redone until the asphalt plant opens ADVANTAGES OF APPROVAL Better for traveling public year round. Less damage to snow plows when they hit a failed repair under the snow. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Minimal. Propane for heating the box. FUNDING SOURCES 100% Street Maintenance Funds New Replacement Equipment Project FY17 FY18 FY19 244 CIP Project Fund Street Maintenance District PROJECT NUMBER STR43 DEPARTMENT Streets PROJECT NAME Self Propelled, Self Loading Asphalt Milling Machine with Trailer FY15 FY16 Unscheduled $275,000 DESCRIPTION OF PROJECT This will be a milling machine to do projects larger than patching. This machine grinds off the top 2; of asphalt so that a new layer can be replaced. We would be able to pave larger areas of streets and alleys. Repairs of streets with multiple utility cuts could be done without waiting to contract it out or just let it deteriorate. ALTERNATIVES CONSIDERED Contract out or wait until street needs to be reconstructed. ADVANTAGES OF APPROVAL Savings to street budget from doing large repairs before street falls apart. Repave a single block when only the one block needs to be repaved. Mill intersections so pavement crossings can be replaced with hot tape. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Operating costs plus the additional asphalt that will be used in our expanded street repair programs. FUNDING SOURCES 100% Street Maintenance Funds New Replacement Equipment Project FY17 FY18 FY19 245