CC 2019-08-27_08h 2019 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 2019
STREET REPAIRS PROJECT, PW 2019-01
DATE: AUGUST 27, 2019
SUMMARY OF ACTION:
Take action to solicit bids for street repairs within the City. Bids are due by September 26,
2019, with construction anticipated to be scheduled around other City projects in the area,
the holiday shopping season, and winter weather conditions.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
It is proposed that the project be funded as follows:
FY 2018-19
Carryover
FY 2019-20
Budget Total
Local Sales Tax $449,810 $825,000 $1,274,810
Urban State Highway Account (USHA) 0 70,000 70,000
Senate Bill 1 (SB1) 0 294,300 294,300
Total Revenue $449,810 $1,189,300 $1,639,110
Less design, testing, const mgt & advertising - 0 - 59,925 - 59,925
Available for construction & contingencies $449,810 $1,129,375 $1,579,185
RECOMMENDATION:
It is recommended the City Council:
1. Approve the construction plans & specifications for the 2019 Street Repairs
Project, PW 2019-01;
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 8.h. - Page 1
CITY COUNCIL
CONSIDERATION TO APPROVE CONSTRUCTION PLANS AND SPECIFICATIONS
AND ENVIRONMENTAL EXEMPTION FOR THE 2019 STREET REPAIRS PROJECT,
PW 2019-01
AUGUST 27, 2019
PAGE 2
BACKGROUND:
On April 10, 2018, the City Council reviewed treatment options for the 2018 Street Repairs
project (James Way) and selected digouts and an overlay as the preferred alternative.
The fiscal impact estimated that 2-1/2 years of the City’s Pavement Management
Program budget would be dedicated to James Way. As follow-up to Council’s action, the
digouts were completed in Summer 2018 and the curb ramps and overlay were scheduled
to be performed in the subsequent years (e.g., 2019 and 2020).
However, the winter rains of 2019 were more significant than prior years which caused
an arterial roadway, West Branch Street, to move into a critical point of deterioration that
would most likely move the roadway into a reconstruction category if immediate repairs
are not performed. Another arterial identified as moving into a reconstruction category
was Traffic Way. As a result, on June 11, 2019, the Council approved immediate
improvements on West Branch Street and Traffic Way, and to delay the curb ramps and
overlay on James Way based on the fact that the digouts previously completed are
effective and could hold up another year or two without deteriorating while awaiting an
overlay. In addition, the Council approved the striping be refreshed on James Way while
it awaits an overlay.
ANALYSIS OF ISSUES:
As follow up to Council’s June 11, 2019, action, staff and the City’s design consultant
have developed construction documents for digouts on West Branch Street and Traffic
Way. It is being proposed that the striping refresh on James Way be accomplished in-
house by Public Works crews utilizing its recently purchased medium capacity striper.
Savings realized on James Way can be used to perform pavement improvements on the
small section of East Cherry Avenue directly off of Traffic Way. This section of East Cherry
Avenue has deteriorated to a point where reconstruction could be considered. However,
because the existing pavement is at an ample depth (seven inches), a lower cost mill and
fill process can be used to repair the roadway. A mill and fill entails removing the existing
surface layer with a milling machine and then new asphalt is used to replace the milled
location.
At the time of Council’s June 11, 2019, action, a planning level estimate for the digouts
on West Branch Street was $1.4M which was the total estimated amount available for the
2019 Street Repairs project. Therefore, the digouts on Traffic Way and striping on James
Way were proposed as bid alternatives. Following the preparation of final construction
documents, the final engineer’s estimate for West Branch Street, Traffic Way and East
Cherry Avenue is $1.3M which is within the available budget.
The proposed contract time is 40 working days. However, should successful bids be
received and a construction contract awarded, the 40 working days of construction will be
scheduled around other City projects in the area (Lift Station No. 1 Force Main
Item 8.h. - Page 2
CITY COUNCIL
CONSIDERATION TO APPROVE CONSTRUCTION PLANS AND SPECIFICATIONS
AND ENVIRONMENTAL EXEMPTION FOR THE 2019 STREET REPAIRS PROJECT,
PW 2019-01
AUGUST 27, 2019
PAGE 3
Replacement project), the holiday shopping season (at Five Cities Center and The Village
areas), and winter weather conditions (rainy season). 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 dig-outs will provide permanent repairs where the pavement is failing helping to
extend the pavement life. 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 8.h. - Page 3
ATTACHMENT 1Item 8.h. - Page 4Notice of Exemption To: Office of Planning and Research P. 0. Box 3044, Room 113 Sacramento, CA 95812-3044 County Clerk County of: San Luis Obispo 1055 Monterey Street San Luis Obispo, CA 93408 Project TTtle and Number: 2019 Street Repairs, PW 2019-01 Appendix E From: City of Arroyo Grande 300 East Branch Street Arroyo Grande, CA 93420 (805) 473-5400 Project Applicant: Jill McPeek, CIP Manager Name 300 East Branch Street, Arroyo Grande, CA 93420 Address Email: jmcpeek@arroyogrande.org Phone: (805) 473-5444 Proiect Location -Soecific: West Branch Street between Oak Park Boulevard and East Grand Avenue; Traffic Way between West Branch Street and South Traffic Way; and East Cherry Avenue West ofTraffic Way in the City of Arroyo Grande, California. Project Location -City: Arroyo Grande Project Location -County: San Luis Obispo Descriotion of Nature Puroose and Beneficiaries of Proiect: Remove and replace asphalt paving, cold planing, driveway and sidewalk repair, striping, traffic control, and related items of work. Name of Public Agency Approving Project: _C_ity~o_f _,.A,...rr_o~yo_G.,..ra_n_d_e ________________ _ Name of Person or Agency Carrying Out Project: _J_ill_M_cP_e_e_k_, C_I_P_M_an_a_g_e_r _____________ _ 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)); IZI Categorical Exemption, State type and section number: _1_5_30_1_(_c) ______________ _ □ Statutory Exemptions. State code number: ______________________ _ Reasons why project is exempt: 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. Lead Agency Contact Person: Matt Downing, Planning Mgr Area Code/Telephone/Extension: (805) 473-5424 Email: mdowning@arroyogrande.org Address: 300 East Branch Street, Arroyo Grande, CA 93420 lfflled by applicant: 1. Attach certified document of exemption finding. 2. H :,n;;Mni~ ed by the public agency approving the project?IZ)vesONo Date: [ • 13'• 2tJt1 Title: M4."""' 7Y'~ Signature: [{] Signed by Lead Agency Signed by Applicant Authority cited: Sections 21083 and 21110, Public Resources Code. Reference: Sections 21108, 21152, and 21152.1, Public Resources Code. Date Received for filing at OPR: ______ _