Consider Ordering City Improvement Projects #11-01 through 11-06; 2011 Street Maintenance Program

The City Council held the public hearing for the 2011 Street Maintenance Program (SMP) on April 12, 2011.  There were no comments received, and the feasibility study was accepted.  The 60 day waiting period for counter-petitioning the project, consistent with the City Charter, has passed without any such petitions being received and the City may now initiate the project.

The 2011 Street Maintenance Program (SMP) consists of six individual projects addressing the maintenance needs on 13.47 miles of City streets.  Projects 11-01 through 11-04 will cover 11.93 miles of City streets, and receive a seal coat preceded by sealing of cracks having widths that exceed one-quarter inch (1/4”).  Projects 11-05 and 11-06 will address 1.54 miles of City streets, and receive a one and one-half inch (1 ½”) bituminous overlay on top of the existing bituminous pavement.  The goal of seal coating is to restore the imperviousness of the pavement; eliminating water penetration and pavement oxidation retains the flexibility of bituminous pavement.  Unlike seal coats, which only preserve the flexibility of the bituminous, an overlay provides additional strength to the pavement structure.  Streets receive a bituminous overlay when they are no longer able to benefit from a seal coating operation.

The proposed seal coating projects consist primarily of streets that were recently overlaid, a majority of which were done in 2006, and they will be assessed according to the City's revised policy on seal coat assessments (22% of actual total project costs).  The proposed overlay projects consist of streets that have been combined by subdivision or similar lot sizes, and will be assessed per unit.

The attached feasibility study outlines all the streets proposed for maintenance activities, estimated costs, and the preliminary assessment role.  It also contains a general mapping of each project and lists all the parcels receiving benefit; noting the number of shares being assessed.

A public open house was held on March 30, 2011, and 10 property owners attended the meeting to ask questions and provide input on making the project more successful.  Staff has also received a few comments from other residents that were not able to attend the open house.  Each concern identified will be investigated and attempts will be made to incorporate corrective actions into the final design prior to soliciting bids.  Staff will contact each resident that communicated a concern to make sure they understand what will be done to address their issue.

It is staff's intent to have the project ordered this evening, and also receive authorization to prepare plans and specifications, and solicit bids.  It is anticipated that the project will be bid in late June, and a contract awarded in mid-July.  Construction activities will commence thereafter, with a majority of the work taking place in August.  Following project completion in mid-September a final accounting will be conducted on actual project costs and an assessment hearing will be scheduled for early October.

Staff recommends that the City Council order City Improvement Projects #11-01 through 11-06; 2011 Street Maintenance Program, and also authorize staff to prepare plans and specifications, and solicit bids.

The entire 2011 SMP is estimated to cost approximately $578,000.  The City will be paying approximately $346,000, benefiting property owner assessments are estimated at $190,000, and State Aid funding is estimated at $41,000.

Motion to order City Improvement Projects #11-01 through 11-06; 2011 Street Maintenance Program, and also authorize staff to prepare plans and specifications, and solicit bids.