Consider Recommendation to City Council to Accept Feasibility Report for 2020 Pavement Overlay Improvements, Improvement Project No. 20-02

Purpose:
The purpose of this case is to consider providing a recommendation to the City Council to accept the Feasibility Report for 2020 Pavement Overlay Improvements, Improvement Project No. 20-02.

Background:
As was presented at the January Public Works Committee, the street segments proposed to receive overlay improvements in 2020 per the 2020 – 2029 Capital Improvement Program (CIP) are located in the following residential developments:

• Klemish and Flores
• Sunfish Square
• Sunfish Square 2^nd Addition
• Windemere Woods
• Windemere Woods 2^nd Addition

On December 10, 2019, the City Council ordered Staff to prepare a Feasibility Report to explore numerous aspects of the proposed improvements including whether they are feasible, necessary and cost-effective, whether they should be completed alone or in conjunction with other improvements, and to explore design options, if necessary. Estimated project costs and funding sources were also explored in more detail than was done to develop the Capital Improvement Program (CIP). A preliminary project schedule was also developed within the Feasibility Report.
 
A copy of the draft Feasibility Report is attached.  In summary, the proposed improvements were not found to be feasible and cost-effective from an engineering standpoint, and Staff does not support construction of the 2020 bituminous overlays as identified within the current CIP. These streets would be most cost-effectively maintained by reconstructing them with a full-depth reclamation project after their PASER ratings fall to a rating of 3 or below.  Instead, Staff recommends preparing a new Feasibility Report for proposed 2020 mill and overlay improvements under City Improvement Project No. 20-02 to include mill and overlay improvements on all streets within Business Park 95, and on all streets in Regency Pond 1st, 2nd and 3rd Additions.
 
The streets in Business Park 95 are currently proposed for mill and overlay improvements in 2024 per the 2020 - 2029 CIP, but are exhibiting significant pavement stripping issues and will therefore require extensive patching in 2020 and beyond if mill and overlay improvements are not completed in 2020.  Estimated costs for these improvements total $500,000.  Assuming $250,000 were to be funded with unspent sealcoat funds as discussed in another case this evening, $250,000 would be required to fund the remaining costs.
 
The Regency Pond 1st, 2nd and 3rd Additions are currently proposed for mill and overlay improvements in 2022 per the 2020 - 2029 CIP.  These streets were constructed between 1996 and 1998, have PASER ratings of 6 and 7, and are excellent candidates for mill and overlay improvements.  Estimated costs for these improvements total $525,000.
 
If the Committee approves of Staff’s recommendations, Staff would request Council approval of the draft Feasibility Report, and authorization to prepare a new Feasibility Report including the new streets.  This is necessary to follow the Chapter 429 process allowing for the use of Special Assessments to pay a portion of the costs.

Staff estimates 20 minutes will be needed to present this case and respond to questions.

Observations:
On January 21st, the Public Works Committee directed Staff to bring additional information back to this meeting.  This information is included below.
 
Option 1 – Full-depth mill and 3.5-inches new pavement for 2020 Overlays in CIP 

• 1.5 miles
• Estimated project cost = $835,000
• Anticipated life = 20 – 40 years
• Staff does not recommend this option.

 
Option 2 – Full-depth reclamation for 2020 Overlays in CIP

• 1.5 miles
• Estimated project cost = $811,000
• Anticipated life = 30 – 60 years
• Staff does not recommend this option, but would recommend it over option 1.

 
Option 3 – Mill and Overlay streets in Business Park 95 and Regency Ponds

• 2.8 miles
• Estimated project cost = $1,025,000
• Anticipated life = 20 years
• Staff recommends this option as noted earlier.

Alternatives:
Alternative #1 – Motion to recommend City Council acceptance of the Feasibility Report for the 2020 Pavement Overlay Improvements, Improvement Project No. 20-02, and to recommend that a new Feasibility Report be ordered including the streets in Business Park 95 and Regency Ponds 1^st, 2^nd and 3^rd Additions.

Alternative #2 – Motion of other.

The draft Feasibility Report was prepared in-house as part of Staff’s normal duties, as would the new Feasibility Report.
 
The 2020 pavement mill and overlay improvements are proposed to be funded through the Road Reconstruction/Overlay Fund, which has a current balance of $811,000.  However, the 2019 street reconstruction projects are also utilizing this funding source and have approximately $35,000 in outstanding obligations so the amount available to fund 2020 pavement mill and overlay improvements is approximately $775,000.

Staff recommends alternative #1.

Motion to recommend City Council acceptance of the Feasibility Report for the 2020 Pavement Overlay Improvements, Improvement Project No. 20-02, and to recommend that a new Feasibility Report be ordered including the streets in Business Park 95 and Regency Ponds 1st, 2nd and 3rd Additions.