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CC 2018-04-24_09g 2018 Street Repairs Project MEMORANDUM TO: CITY COUNCIL FROM: BILL ROBESON, PUBLIC WORKS DIRECTOR BY: JILL MCPEEK, CAPITAL IMPROVEMENT PROJECT MANAGER SUBJECT: CONSIDERATION TO APPROVE CONSTRUCTION PLANS AND SPECIFICATIONS AND ENVIRONMENTAL EXEMPTION FOR THE 2018 STREET REPAIRS PROJECT, PW 2018-04 DATE: APRIL 24, 2018 SUMMARY OF ACTION: Take action to solicit bids for street repairs within the City. Bids are due by May 22, 2018, with work anticipated for July and August 2018. IMPACT ON FINANCIAL AND PERSONNEL RESOURCES: It is proposed that the project be funded as follows: FY 2017-18 Carryover FY 2018-19 Budget Total Local Sales Tax $39,400 $700,000 $739,400 Urban State Highway Account (USHA) 0 70,000 70,000 Transportation Fund 0 100,000 100,000 Senate Bill 1 (SB1) 0 294,500 294,500 Total Revenue $39,400 $1,164,500 $1,203,900 Less design, testing & construction mgt - 0 - 112,700 - 112,700 Available for construction & contingencies $39,400 $1,051,800 $1,091,200 RECOMMENDATION: It is recommended the City Council: 1. Approve the construction plans & specifications for the 2018 Street Repairs Project, PW 2018-04; 2. Authorize the City Clerk to advertise for construction bids; 3. Find that the project is categorically exempt from the California Environmental Quality Act (CEQA) pursuant to Guidelines Section 15301(c); and 4. Direct the City Clerk to file a Notice of Exemption. Item 9.g. - Page 1 CITY COUNCIL CONSIDERATION TO APPROVE CONSTRUCTION PLANS AND SPECIFICATIONS AND ENVIRONMENTAL EXEMPTION FOR THE 2018 STREET REPAIRS PROJECT, PW 2018-04 APRIL 24, 2018 PAGE 2 BACKGROUND: On April 10, 2018, the Council reviewed treatment options for the 2018 Street Repairs project and selected Alternative 1: digouts and overlay as the preferred alternative for James Way at an approximate cost of $2M. Because pavement overlays are considered an alteration of a street under the Americans with Disabilities Act (ADA), the work triggers the City’s obligation to provide ADA compliant curb ramps where pedestrian walkways intersect the resurfaced street. Therefore, a total of twenty-four (24) curb ramps, at approximately 7% of the total construction costs, will be upgraded as part of the overlay work on James Way due to this Federal requirement. Additionally, the project includes the overlay of Garden Street south of East Branch Street. ANALYSIS OF ISSUES: It is anticipated that the work on James Way will be accomplished over 2 to 3 years based on available budget. The following assumes the same amount ($1,091,200) will be available for construction and contingencies over the next three fiscal years: Fiscal Year Street Limits Proposed Improvement 2018/19 Garden Street South of East Branch Street Pavement overlay James Way Oak Park to Tally Ho Road Digouts and repair of isolated pavement failures 2019/20 James Way Equestrian Way to Village Glen Drive ADA compliant curb ramps and pavement overlay 2020/21 James Way Village Glen Drive to Tally Ho Road ADA compliant curb ramps and pavement overlay For this first year, the proposed contract time is 30 working days. Should successful bids be received and a construction contract awarded, work is expected to be performed during July and August 2018. Plans and specifications are available for review at the Public Works Department. ALTERNATIVES: The following alternatives are provided for the Council’s consideration: 1. Approve staff’s recommendations; 2. Do not approve staff’s recommendations and request further information; 3. Modify staff’s recommendation and approve; or 4. Provide direction to staff. ADVANTAGES: The street repairs will provide a stable surface to facilitate the application of an overlay in the future fiscal years on James Way, a major collector street which has been identified as one of the worst streets in the City. The ADA compliant curb ramps will Item 9.g. - Page 2 CITY COUNCIL CONSIDERATION TO APPROVE CONSTRUCTION PLANS AND SPECIFICATIONS AND ENVIRONMENTAL EXEMPTION FOR THE 2018 STREET REPAIRS PROJECT, PW 2018-04 APRIL 24, 2018 PAGE 3 eliminate current barriers to pedestrian access. The project meets the City Council’s goal of supporting City infrastructure. DISADVANTAGES: There will be traffic inconveniences to the travelling public during construction. Staff will monitor the traffic control to conform to the requirements of the Municipal Uniform Traffic Control Devices manual (MUTCD) to mitigate any negative effects. City inspectors will be at the site during all phases of the operations to make adjustments for isolated instances (driveway access, etc.). ENVIRONMENTAL REVIEW: The project is categorically exempt from the California Environmental Quality Act (CEQA) pursuant to CEQA Guideline Section 15301(c) covering the repair and maintenance of existing highways, streets and sidewalks. PUBLIC NOTIFICATION AND COMMENTS: The Agenda was posted at City Hall and on the City’s website in accordance with Government Code Section 54954.2. Attachment: 1. Notice of Exemption Item 9.g. - Page 3 Notice of Exemption Appendix E To: Office of Planning and Research From: City of Arroyo Grande P. O. Box 3044, Room 113 300 East Branch Street Sacramento, CA 95812-3044 Arroyo Grande, CA 93420 (805) 473-5400 County Clerk County of: San Luis Obispo 1055 Monterey Street San Luis Obispo, CA 93408 Project Title and Number: Project Applicant: Name ĚĚƌĞƐƐ Wroject Location – Specific: Project Location – City: Arroyo Grande Project Location – County: San Luis Obispo Name of Public Agency Approving Project: Name of Person or Agency Carrying Out Project: Exempt Status: Ministerial (Sec. 21080(b)(1); 15268); Declared Emergency (Sec. 21080(b)(3); 15269(a)); Emergency Project (Sec. 21080(b)(4); 15269(b)(c)); Categorical Exemption, State type and section number: Statutory Exemptions. State code number: Reasons why project is exempt: Lead Agency Contact Person: Area Code/Telephone/Extension: Email: If filed by applicant: 1. Attach certified document of exemption finding. 2. Has a Notice of Exemption been filed by the public agency approving the project? Yes No Signature: Date: Title: Signed by Lead Agency Signed by Applicant Authority cited: Sections 21083 and 21110, Public Resources Code. Date Received for filing at OPR: Reference: Sections 21108, 21152, and 21152.1, Public Resources Code. ĞƐĐƌŝƉƚŝŽŶŽĨEĂƚƵƌĞ͕WƵƌƉŽƐĞĂŶĚĞŶĞĨŝĐŝĂƌŝĞƐŽĨWƌŽũĞĐƚ͗ ŵĂŝů͗WŚŽŶĞ͗ ĚĚƌĞƐƐ͗ 2018 Street Repairs, PW 2018-04 Jill McPeek, CIP Manager 300 East Branch Street, Arroyo Grande, CA 93420 jmcpeek@arroyogrande.org (805) 473-5444 On Garden Street and James Way in the City of Arroyo Grande, CA Asphalt repairs including cold planing and digouts, paving, striping, traffic control, and related items of work. City of Arroyo Grande Jill McPeek, CIP Manager ✔15301(c) Section 15301(c) of the CEQA guidelines indicates that repair and maintenance of existing streets, sidewalks, gutters, and similar facilities are exempt from CEQA review. Matt Downing, Planning Mgr (805) 473-5424 mdowning@arroyogrande.org 300 East Branch Street, Arroyo Grande, CA 93420 ✔ ✔ ATTACHMENT 1 Item 9.g. - Page 4