04-07-2020 - AGENDA ITEM 13 FISCAL YEAR 2019-20 CAPITAL IMPROVEMENT PROGRAM STATUS UPDATE PRESENTATIONAGENDA ITEM NO. 13
Xft
AGENDA STAFF REPORT
City of West Covina I Office of the City Manager
DATE: April 7, 2020
TO: Mayor and City Council
FROM: David Carmany
City Manager
SUBJECT: FISCAL YEAR 2019-20 CAPITAL IMPROVEMENT PROGRAM STATUS UPDATE
PRESENTATION
RECOMMENDATION:
It is recommended that the City Council take the following actions:
1. Provide Input and Direction to staff; and
2. Receive and File the Fiscal Year 2019-20 Capital Improvement Program (CIP) Projects Status Update
BACKGROUND:
A capital improvement program (CIP) is a plan, usually four to ten years, which identifies capital projects and
equipment purchases, provides a planning schedule and identifies options for financing the plan. The plan provides
a link to the annual budget. State planning law requires that the City Planning Commission review the CIP to
ensure that it is consistent with the General Plan.
Project delivery is the key. As part of the process, the majority of the CIP projects that are fully funded require to
go through complex and often lengthy steps leading into their implementation and construction phase. The steps
include: project planning, scope of improvements, preliminary cost estimating, design phase which often requires
issuing Request for Proposals (RFPs) for design consultant selection, preparation of bid documents which
comprises construction plans, specifications and cost estimates, authorization to bid, bidding, bid evaluation,
recommendation for award of construction contract, and finally construction.
On August 20, 2019, the City Council approved a Professional Services Agreement with Transtech Engineers, Inc.
to provide City and Traffic Engineering Services. The CIP projects management component was amended to their
agreement and approved by the Council on February 4, 2020. Transtech Engineers have been focused on
prioritizing CIP projects as directed by City staff, and have made excellent progress toward their implementation.
DISCUSSION:
The purpose of this report to City Council is:
a) to provide an overview of the progress made on CIP projects up to current date;
b) highlight projects staff anticipates completing before the end of the current fiscal year;
c) to introduce new information sheet for each CIP project; and
d) schedule a date in June 2020 to review and approve the proposed trued -up five-year CIP budget document
In conjunction with the staff report, the City Council will receive a PowerPoint presentation by Transtech
Engineers and City staff to review and provide input and direction on the progress of the following high priority
CIP projects. The projects have been categorized into:
a) Projects currently in progress and have been worked on since Transtech Engineers were brought on board; and
b) Upcoming projects that are anticipated to meet major milestones by the end of the current fiscal year.
Projects Currently in Progress:
1. Major Street Rehabilitation — Cameron Avenue, from Azusa Avenue to Barranca Street - Construction is
completed, currently in close-out phase, final reimbursement request submitted to Caltrans in February 2020.
2. Upgrades for 2700 Azusa Avenue Sewer Lift Station - Construction anticipated to commence May 2020 and
complete Fall of 2020.
3. Pavement Management Program (PMP) Update - Professional Services Agreement was approved and
awarded by City Council in February 2020, work is currently in progress with an anticipated completion in
Summer of 2020
4. Assessment Engineering Services - Professional Services Agreement was approved and awarded by City
Council in February 2020 as annual contract, work is currently in progress
5. FY 2017-18 Residential Streets Rehabilitation - Construction started March 2020, anticipated completion
June 2020
6. Cortez Parking Lot Rehabilitation - Construction started March 2020, anticipated completion in May 2020
7. Restroom Renovation at Senior Center - Construction contract was awarded by the City Council in February
2020, project is anticipated to be under construction this month and be completed in Summer of 2020
Upcoming Projects:
8. Fiscal Year 2019-20 Residential Streets Rehabilitation - Recommendation to award the construction contract
is on tonight's Council agenda and if approved, anticipated completion is by June 2020
9. Pedestrian Improvements at Orange Avenue and Durness Street - Recommendation to award the construction
contract is on tonight's Council agenda and if approved, anticipated completion is Summer of 2020
10. National Pollutant Discharge Elimination System Permit Compliance - RFPs were issued early part of March
2020 and proposals were received on March 26, 2020 and currently being reviewed. Recommendation for
consultant selection and award of Professional Services Agreement in May 2020
11. Tree Trimming Service - The City maintains its urban forest through a contractual tree maintenance service.
This fiscal year, 2019-20, trees in the city right-of-way are on a five-year trim cycle. As costs have escalated,
this service will be put out for RFP. A Maintenance Services Agreement will be recommended for City
Council approval in Summer of 2020.
12. Fiscal Year 2020-21 Residential Streets Rehabilitation - Project design phase is anticipated to commence in
Summer of 2020 with the construction phase by early 2021
13. Major Street Rehabilitation — Azusa Avenue within the City limits - Project design phase is anticipated to
commence in Summer of 2020 with the construction phase by early 2021
Prepared by: Okan Demirci, PE, CIP Manager
Fiscal Impact
FISCAL IMPACT:
None.
Attachments
Attachment - CIP Presentation
CITY COUNCIL GOALS & OBJECTIVES: Enhance the City Image and Effectiveness
Protect Public Safety
Respond to the Global COVID-19 Pandemic
Project Name: Assessment Engineering Services
Project Description: Assessment Engineering Services to update
the tax rolls for the City's existing Citywide Sewer Services Charges
and City's existing Special Assessment Districts including Coastal
Sage and Scrub, CFD 2009-1, and CFD 1989-1, Landscape
Maintenance District Nos. 1, 2, 4, 6, 7, and Citywide Lighting and
Maintenance District.
Total Project Estimate: $140k
Project Status: Professional services contract was awarded in
February 2020. Work is in progress. Annual services contract.
AFiscal Year 2019-20 Capital Improvements Program (CIP) Status Update Presentation - April 7, 2020
Proiect Name: FY 2017-18 Residential Streets
Rehabilitation
Proiect No: 18032
Proiect Description: Pavement rehabilitation at
various residential streets. Rehab improvements
include asphalt overlay, slurry seal, cape seal,
concrete curb ramps, sidewalk, curb and gutter
and striping. Total rehabilitation area is 1.2 million
square feet.
Total Project Estimate: $1.3m
Proiect Status: Construction started in April 2020
Anticipated Completion: June 2020
=jL �f
�� a= 0
a000❑ �
�s QQ� _ �.wa�:• a
�l Fiscal Year 2019-20 Capital Improvements Program (CIP) Status Update Presentation - April 7, 2020
Project Name: Cortez Parking Lot Rehabilitation
Project No: 19007
Project Description: Pavement rehabilitation at Cortez Park
parking lot (thru Citrus Street). Rehab improvements include
asphalt overlay, pothole repairs, concrete sidewalk, gutter, signing
and striping. Total rehabilitated area is 45k square feet.
Total Proiect Estimate: $0.2m
Project Status: Construction started in April 2020
Anticipated Completion: May 2020
AFiscal Year 2019-20 Capital Improvements Program (CIP) Status Update Presentation - April 7, 2020
Protect Name: Restroom Renovation at Senior Center
Protect No: 19003
Project Description:
Restroom renovation at men's and women's restroom at
the Senior Center Facility located at 2501 Cortez St.
Total Project Estimate: $0.3m
Project Status: Construction contract was awarded in
March 17, 2020 City Council meeting. Preconstruction
coordination is in progress.
Anticipated Completion: Summer 2020
AFiscal Year 2019-20 Capital Improvements Program (CIP) Status Update Presentation - April 7, 2020
✓Status of CIP Projects Currently in
Progress
✓Upcoming CIP Projects Update
✓CIP Projects Timeline
�I Fiscal Year 2019-20 Capital Improvements Program (CIP) Status Update Presentation - April 7, 2020
Project Name: FY 2019-20 Residential Streets Rehabilitation
Project No: 20011
Project Description: Pavement rehabilitation at various
residential streets. Rehab improvements include asphalt
overlay, microsurfacing, slurry seal and striping. Total
rehabilitation area is 1.7 million square feet.
Total Project Estimate: $1.2m
Project Status: Construction contract award is scheduled in
April 7, 2020 City Council meeting
Anticipated Completion: June 2020
Fiscal Year 2019-20 Capital Improvements Program (CIP) Status Update Presentation - April 7, 2020
Project Name: Pedestrian Improvements at Orange Avenue and
Durness St
Project No: 19027
Project Description: Work includes pedestrian safety and roadway
drainage improvements including new concrete storm drain catch basin,
concrete curb ramp, crosswalk and striping by Orangewood Elementary
School.
Total Project Estimate: $0.1m
Project Status: Construction contract award is scheduled in April 7,
2020 City Council meeting
Anticipated Completion: Summer 2020
Fiscal Year 2019-20 Capital Improvements Program (CIP) Status Update Presentation - April 7, 2020
Project Name: National Pollutant Discharge Elimination System
Permit Compliance
Project Description: NPDES permit compliance services including
MS4 and General Industrial permit compliance services
Project Status: Proposals were received in March 26, 2020.
Anticipated contract award is Spring 2020. Annual services contract.
Protecting
Water Quality
NPDES
State Water Resources Control Board
�l Fiscal Year 2019-20 Capital Improvements Program (CIP) Status Update Presentation - April 7, 2020
Project Name: Tree Trimming Services
Project Description: Tree Trimming services maintenance contract
including maintenance districts and parks.
Project Status: Anticipated contract award is Spring 2020. Annual
services contract.
'- — Fiscal Year 2019-20 Capital Improvements Program (CIP) Status Update Presentation - April 7, 2020
Proiect Name: FY 2020-21 Residential Streets Rehabilitation
Proiect No: New Project (to be assigned)
Proiect Description: Pavement rehabilitation at various residential streets
as recommended by City Pavement Management Program.
Proiect Status: Project design phase will commence by new fiscal year.
Anticipated Completion: Early 2021
ROAD
WORK
AHEAD
r -•
7 i
�1� Fiscal Year 2019-20 Capital Improvements Program (CIP) Status Update Presentation - April 7, 2020
Project Name: Major Street Rehabilitation — Azusa Avenue (Design Phase)
Project No: 19006/18005
Project Description: Pavement rehabilitation at Azusa Avenue within City
limits as recommended by City Pavement Management Program.
Project Status: Project design phase will commence by new fiscal year, and
is anticipated to be completed in 2021.
Anticipated Completion: 2021
Fiscal Year 2019-20 Capital Improvements Program (CIP) Status Update Presentation - April 7, 2020
✓Status of CIP Projects Currently in
Progress
-'Upcoming CIP Projects Update
✓CIP Projects Estimated Timeline
�I Fiscal Year 2019-20 Capital Improvements Program (CIP) Status Update Presentation - April 7, 2020
CITY OF WEST COVINA
Capital Improvement Projects (CIP) Schedule
Engineering Department
Design BidAdvertisement'AnaIysi5'Award- Construction Misc Coordination
Revised on 3r29/2020
Project No Project
Apr 20
May-20
Jun-20
Jul-20
Aug-20
Sep-20
Oct-20
Nov-20
Dec-20
1an-21
r6-21
Mar-21
Apr-21
May-21
1un-21
17022
Upgrades for 2700 Azusa Swr Lift Station
Preconstruction/Material Procurement
Construction (including maintenance)
18032
Residential Street Rehab - Annual Prgm
Construction
19003
Restroom Renovation at Senior Center
Construction Bid Advertisement / Award
Construction
19007
Cortez Park Parking Lot -Citrus Entrance
Construction
19027
Pedestrian Imp. at Orange Ave and Durness St
Construction Bid Advertisement / Award
Construction
20003
Pavement Management Plan Update
Preparation of Pavement Management Program
20008
Curb Access Ramp Program
Design / Preparation of PS&E (Bid Package)
Construction Bid Advertisement / Award
Construction
0 Fiscal Year 2019-20 Capital Improvements Program (CIP) Status Update Presentation - April 7, 2020
CITY OF WEST COVINA
Capital Improvement Projects (CIP) Schedule
Engineering Department
Design Bid Advertisement/Analysis/Award Construction Misc Coordination
Revised on 3'2912020
Project No Project
Apr-20
May-20
Jun-20
Jul-20
Aug-20
sep20
1 Oct-20
1 14ov-20
Dec-20
Jan-21
Feb-21
Mar-21
Apr-21
May-21
Jun-21
20009
Replace Sliding Doors at Senior Center
Design / Preparation of PS&E (Bid Package)
Construction Bid Advertisement / Award
Construction
20011
Residential treet Rehabilitation Annual Program
Construction Bid Advertisement / Award
Construction
19006/18005
Major Street Rehab - Azusa Ave
Design I Preparation of PS&E (Bid Package)
Construction Bid Advertisement / Award
ons ruc ion
NIA
Citywide Assessment Engineering Services
Advertisement war
N/A
NPDES Permit Compliance
RFP Advertisement war
N/A
Tree Trimming Services
RFP Advertisement / Award
'- — Fiscal Year 2019-20 Capital Improvements Program (CIP) Status Update Presentation - April 7, 2020
Presented To
IX
f
, The City Council of West Covina
ME April 7, 2020
1. IN
Fiscal Year 2019-20
Capital Improvements Program (CIP)
Status Update Presentation
✓Status of CIP Projects Currently in
Progress
-'Upcoming CIP Projects Update
✓CIP Projects Estimated Timeline
�I Fiscal Year 2019-20 Capital Improvements Program (CIP) Status Update Presentation - April 7, 2020
As part of the CIP program management, below are the major steps:
✓ Project planning
✓ Scope of improvements
✓ Preliminary cost estimating
✓ Design phase (RFPs for design consultant selection)
✓ Preparation of bid package documents (plans, specifications, estimates)
✓ Authorization to bid, bidding, bid evaluation, recommendation for award of
construction contract
✓ Construction
✓ Construction management & administration
✓ Project closeout
✓ Funding administration
�l Fiscal Year 2019-20 Capital Improvements Program (CIP) Status Update Presentation - April 7, 2020
The Capital Improvement Program is divided into eight categories representing
different project types:
1. Buildings
2. Parks
3. Streets
4. Traffic Signals
5. Sewer
6. Vehicles
7. IT Infrastructure
8. Regional Projects
'- — Fiscal Year 2019-20 Capital Improvements Program (CIP) Status Update Presentation - April 7, 2020
Proiect Name: Major Street Rehabilitation —
Cameron Avenue
(Federal Project Closeout)
Proiect No: 17003
Project Description: Pavement rehabilitation at
Cameron Avenue between Azusa Avenue and
Barranca Street.
Total Project Cost: $1.Om
Proiect Status: Federal project closeout and final
reimbursement request to Caltrans was
submitted in February 2020. Project closed out.
11mwoltl $1 ^ E' -W Ctr D,
!C �j
IJf� EN U JJ WJJ I E3 lniaA a
Il l ""
EFyyy "w cn a..tlYwin Ct
�bl u��� kPf`kwY S�9 � � ❑ � '� � s -` � L-�
n ECgtlei^3 E1�n\ ,,
I ELa wlool� '�'yy"
eni,la Ay§ 21
n.nin asp \if'E-S nn,nin ,-s d
�E Came Ava
nP���,,.'(�„ a ram: � ♦ 's q
nn EbSt E
u ; TM1xkary St /� � E
171 2n7f nn lrlUEr PFIF�:]
�l Fiscal Year 2019-20 Capital Improvements Program (CIP) Status Update Presentation - April 7, 2020
Proiect Name: Upgrades for 2700 Azusa Avenue Sewer Lift
Station
Proiect No: 17022
Proiect Description: Work includes construction of a sewer lift
station at 2700 Azusa Avenue.
Total Project Estimate: $2.8m
Project Status: Construction is scheduled to commence in May
2020.
Anticipated Completion: Fall 2020
�l Fiscal Year 2019-20 Capital Improvements Program (CIP) Status Update Presentation - April 7, 2020
Project Name: Pavement Management Program (PMP) Update
Project No: 20003
Project Description: Update of City's Pavement Management
Program (PMP). PMP is a planning tool to review and determine
street segments to include in street pavement rehab projects on an
annual basis cost effectively.
Total Project Estimate: $75k
Project Status: Professional services contract was awarded in
February 2020. Work is in progress.
Anticipated Completion: Summer 2020
Executive Dashboard
Fiscal Year 2019-20 Capital Improvements Program (CIP) Status Update Presentation - April 7, 2020