HomeMy WebLinkAbout05-07-2008 Supplemental Council AgendaMEETING )PATE: May 7, 2008
ORIGINATING DEPT: Public Works
PREPARED BY: John Cherbone
SUBJECT: Capital Improvement Plan (CIP) Study Session
RECOMMENDED ACTION(S):
Accept report regarding the CIP and provide direction to staff.
REPORT SUMMARY:
CIP Process:
SARATOGA CITY COUNCIL
AGENDA ITEM:
CITY MANAGER:
DEPT HEAD: John Cherbone
The scheduling over time of public improvements is an essential task of a CIP and is based on a
series of priorities according to need, desire, importance, and of the City's ability to fund the
various projects.
A comprehensive CIP can provide many benefits to the City. The following are a few examples
of these benefits:
1. Ensures that public facilities and circulation portions of the general plan are carried out.
2. Remedies deficiencies in the City's infrastructure.
3. Ensures projects built when they are needed.
4. Ensures that funds can be provided from a variety of sources in a logical manner over a
multi -year period.
Recommended criteria to consider when making choices on project priorities:
o Importance relative to community needs.
o Resources available.
o Operation and Maintenance Costs.
Some projects may be fully funded over a multi -year period. Other projects may be included but
unfunded, awaiting grants and special funding sources not available at the time of the CIP
development. In other cases Council may wish to fund design and engineering costs only for
projects likely to be submitted for competitive grant applications requiring projects that are pre
approved and for which designs have been Completed.
Once direction from City Council on the draft changes to the CIP is received, staff will schedule
a hearing for public input. The next step in the process will be to submit new projects to the
Planning Commission for review of general plan conformance and environmental approvals. The
process will conclude with public hearings and final adoption of the new CIP projects by City
Council.
CIP Funding:
At the February 1 City Council Retreat, in conjunction with the Mid -Year Budget Report,
Council directed $1.2 million dollars from unallocated end of year savings to be equally allocated
to two types of reserve accounts, namely 1) for Operational Efficiencies and 2) for General
Capital improvements.
Other funding sources include grants, local cost sharing agreements, Park Development Fund,
and existing funding in the adopted CIP.
Operational Efficiency Funded Projects (See Attachment 1):
These projects aim to increase efficiencies in the operation of City which can include money
savings, power savings, staff time savings, and increased level of service to the public at a lower
cost.
Total Funding Available for Operational Efficiency Projects: $600,000
Total Cost of Identified Operational Efficiency Projects: 554,326
Balance of Available Funds: $45,674
General Capital Improvement Funded Projects (See Attachment 2 3):
There are two groups of projects under this category, New CIP Projects and Existing Unfunded
CIP Projects. Unlike Operational Efficiency Projects, the Capital Improvement Project's costs
exceed the $600,000 available funding amount. Therefore, these projects will have to be
prioritized.
Total Funding Available for General CIP Projects: $600,000
Total Cost of Identified New General CIP Projects:
Total Cost of Identified Existing Unfunded Projects:
2 of 3
1,169,800
1,078,000
2,247,800
Park Development Funded Projects (See Attachment 4):
These projects are traditionally funded from Park Development Fees as they are collected.
Currently there are no available funds to allocate towards new projects funding, therefore the
projects will be placed on a waiting list until funding is available.
Total Cost of New Park and Trail Projects:
$239,000
City Council Direction:
City Council will be asked to provide direction regarding staff's recommended funding options
for projects, provide project prioritization, and to add projects which are not currently listed in
the CIP.
FISCAL IMPACTS:
Unknown at this time. Depends on the final CIP project list.
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S):
Not Applicable.
ALTERNATIVE ACTION(S):
None in addition to the above.
'f 1
FOLLOW UP ACTION(S):
Subsequent Public Hearings will be held with both the Planning Commission and City Council.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Nothing additional.
ATTACHMENTS:
1. Operational Efficiency Funded Projects
2. General Capital Improvement Funded Projects (New)
3. General Capital Improvement Funded Projects (Existing Unfunded)
4. Park Development Funded Projects
3 of 3
pit rit
Operational Efficiency Projects
1. City Hall Solar Project:
Attachment 1
This project would provide solar power to the Community Center and
Maintenance Building by constructing a solar array atop a new equipment shelter
structure (See Attachment 2) located in the Corporation Yard.
Project Cost: $532,000 (Solar Panels)
137,674 (Solar Rebate)
50,000 (Electrical Work)
$444,326
Identified Project Funding Source: Operational Efficiency
The project has a potential of an annual electricity cost savings of $15,800 at the
current energy rate. It will take approximately 16 years to recoup the capital
expenditure assuming an average annual energy cost increase of around' 7.5
Additional benefits of the project include all of the "green" benefits of renewable
energy such as reduction in green houses gases in the amount of 161,805 lbs per
year, or equal to planting 163 acres of trees, or removing 116 cars from the road.
Annual maintenance will be approximately $500 to clean the solar panels. The
warranties on the solar equipment range from 10 years for the electric converter
equipment to 25 years for the solar panels.
2. Community Development Document Imaging Project:
This project would transfer paper documents in Community Development to
electronic form. In addition to protecting historic development information for the
public record, it will allow staff to more efficiently search documents for the
public and project review.
Project Cost: $30,000 (Document Imaging 3 Party Contract)
30,000 (Temporary Worker for Micro Fiche Scanning)
$60,000
Identified Project Funding Source: Operational Efficiency
3. City Website Upgrade Project:
This project would upgrade the City Website. Upgrading the City's website will
allow the City to provide better customer service to the public and save staff time
by providing "self service" information to the public traditionally distributed by
staff Costs for upgrading municipal websites generally range from $20,000 to
$50,000. $50,000 has been used for the budget estimate.
Project Cost: $50,000
Identified Project Funding Source: Operational Efficiency
Monthly website maintenance can range from $500 to a few thousand dollars per
month dependent on level of service desired and complexity of the website.
General CIP Projects (New):
Attachment 2
1. North Campus Building Removal Project:
Per direction received at the April 16 City Council Meeting, this project would
remove the front two buildings at the North Campus, namely the Sanctuary
Building and the Education Building. Once the buildings are removed lawn and
irrigation will be installed as well as benches.
Project Cost: $50,000 (Building Demolition)
25,000 (Sod, Irrigation, and Benches)
$75,000
Yearly operational costs will be approximately $5,000 for landscape maintenance
and watering of the new sod area.
2. Corporation Yard Equipment Shelter Structure:
This project is connected to the solar project listed under Operational Efficiencies
and would provide the structure to which the solar panels will be mounted.
Additionally, this project would increase the life expectancy of City equipment,
maintenance vehicles, and rolling stock by better protecting them from adverse
environmental conditions.
Project Cost: $100,000
Identified Project Funding Source: Capital Improvement Fund
3. Highway 9 Safety Improvements Phase 3:
This project would improve the Austin Way intersection, install bicycle detection
loops at all intersections, and perform spot shoulder widening along the Highway
9 corridor. The funding source requires a 20% local match.
Project Cost: $615,000
492,000 (Prop 116 Grant Pending Approval)
53,200 (Local Match Los Gatos ($3,200) County ($50,000))
$69,800
Identified Project Funding Sources: Capital Improvement Fund
4. North Campus Improvements Fund:
The purpose of this fund is to set aside funding each year for capital
improvements at the North Campus such as new public facilities.
Project Cost: Dependent on Council Direction. $50,000 has been used as a
placeholder for budgeting purposes.
Identified Project Funding Source: Capital Improvement Fund
5. Multi- purpose Room Improvements Fund:
The purpose of this fund would be to set aside funding each year for capital
improvements for the purpose of building a City multi purpose room.
Project Cost: Dependent on Council Direction. $50,000 has been used as a
placeholder for budgeting purposes.
Identified Project Funding Source: Capital Improvement Fund
6. City Hall Parking Improvements:
This project would create additional parking at City Hall by removing
landscaping near the corner of Fruitvale and Allendale.
Project Cost: $100,000
Identified Project Funding Source: Capital Improvement Fund
7. Bus Stop Shelter Concrete Pads
This project would fund the concrete pads necessary to install VTA funded bus
stop shelters at 4 select locations along bus routes in the City.
Project Cost: $40,000
Identified Project Funding Source: Capital Improvement Fund
8. Hakone Gardens Upper Moon House Foundation Repair:
This project would repair the foundation of the Upper Moon House at Hakone
Gardens.
Project Cost: $125,000
Identified Project Funding Source: Capital Improvement Fund
9. Hakone Gardens Visitor Center Design:
This project would fund the design work for the Hakone Gardens Visitor Center.
Project Cost: $100,000
Identified Project Funding Source: Capital Improvement Fund
10. Aspesi Drive Traffic Calming:
This project would provide traffic calming by constructing a raised median on
Aspesi Drive. The project was recommended by the TSC at their 4 /12/07 meeting.
Project Cost: $12,000
Identified Project Funding Source: Capital Improvement Fund
11. Brookglen Drive Traffic Calming:
This project would provide traffic calming by constructing a raised median bn
Brookglen Drive. The project was recommended by the TSC at their 10/11/07
meeting.
Project Cost: $25,000
Identified Project Funding Source: Capital Improvement Fund
12. Cox Avenue Traffic Calming:
4
This project would provide traffic calming by constructing a speed bump on Cox
Avenue between Paseo Presada and Quito Road. The project was recommended
by the TSC at their 03/11/08 meeting.
Project Cost: $8,000
Identified Project Funding Source: Capital Improvement Fund
13. Cox Avenue Traffic and Pedestrian Safety Improvements:
This project would restripe Cox Avenue between Saratoga Avenue and Paseo
Presada to a single lane in each direction with a center turn lane and in pavement
lighting for the mid -block crosswalk. This project was recommended by the TSC
at their 03/03/08 meeting.
Project Cost: $75,000
Identified Project Funding Source: Capital Improvement Fund
14. Montalvo Road Traffic Calming:
This project would provide traffic calming by constructing a raised median on
Montalvo Road. The project was recommended by the TSC at their 05/08/08
meeting.
Project Cost: $15,000
Identified Project Funding Source: Capital Improvement Fund
15. Prospect Road Median Project Construction Phase:
This project would implement the Prospect Road Median Master Plan (scheduled
for approval at the June 4 City Council Meeting). The project can be phased if
desired.
Project Cost: $2,340,000 (Total Project Cost)
1,170,000 (City of San Jose 50% share)
$1,170,000
For budget purposes assume splitting the project into phases. Assume first
at $150,000 with Saratoga's portion being $75,000. A phase can range in cost
from $75,000 to $450,000.
Identified Project Funding Source: Capital Improvement Fund
16. Annual Sidewalk Repair Project:
This project would fund annual sidewalk repairs for FY08 /09.
Project Cost: $50,000
Identified Project Funding Source: Capital Improvement Fund
17. Annual Storm Drain Repair Project:
This project would fund annual storm drain repairs for FY08 /09.
Project Cost: $50,000
Identified Project Funding Source: Capital Improvement Fund
18. City Hall Emergency Generator Project:
This project would fund the purchase and installation of an emergency generator
which would power both the Administration Building and Community
Development /Engineering Building with power in the case of an extended power
outage or disaster.
Project Cost: $50,000
Identified Project Funding Source: Capital Improvement Fund
19. 3 Street Parking Lot Improvements:
This project would fund minor improvements to two small contiguous private
parking lots located off of 3 Street in order to gain public parking access. The
idea would be similar in nature to the City's parking lease agreement with West
Hope Church. The estimated cost of the minor improvements is $25,000, which
does not include probable lease payments to the property owners.
Project Cost: $25,000
Identified Project Funding Source: Capital Improvement Fund
Attachment 3
Existing Unfunded CIP Projects:
1. Herriman Avenue Crosswalk Improvements: $75,000
2. Herriman Avenue Sidewalk Improvements Option 1*: $50,000
3. Herriman Avenue Sidewalk Improvements Option 2 $150,000
4. Pedestrian Refuge Area at Quito/McCoy Intersection: $15,000
5. Glen Brae Avenue Median Choker: $15,000
6. Komina Walking Path: $75,000
7. Saratoga Elementary School Driveway and Sidewalk Modification: $70,000
8. El Camino Grande/Monte Vista Storm Drain improvements: $300,000
9. Chester Avenue Storm Drain Improvements: $178,000
10. Quito Road Sidewalk Improvements: $150,000
*Brings the pathway up to grade by filling in the void, between the concrete curb
and new berm, with asphalt.
*Constructs new sidewalk/pathway outside of the street travel way.
Park Development Projects:
1. De Anza Trail Phase II:
Attachment 4
This project would extend the De Anza Trail from Saratoga Sunnyvale Road to
Arroyo De Arguello.
Project Cost: $75,000
Identified Project Funding Source: Probable savings from the current approved
segment of the De Anza Trail Project or Park
Development Fund.
2. Lower Tank Trail (Parker Ranch) Repair Project:
This project would repair erosion and minor slides on the trail link which
connects Parker Ranch Road to Picea Court in the Parker Ranch Subdivision.
Project Cost: $20,000 0
Identified Project Funding Source: Park Development Fund
3. Park Restroom Improvement Work:
This project would provide funding for various improvements and upgrades at'
City Park Restrooms.
Project Cost: $20,000 (CSP: New Roof and Waterless Urinals)
5,000 (Wildwood: Exterior Paint and Waterless Urinals)
9,500 (El Quito: New Roof and Waterless Urinals)
$34,000
Identified Project Funding Source: Park Development Fund
4. Heritage Orchard Monument Sign:
This project would fund the construction of a Heritage Orchard monument sign to
be located at the comer of Fruitvale and Saratoga Avenues. Plans have been
developed by the Heritage Commission.
Project Cost: $35,000
Identified Project Funding Source: Park Development Fund
5. Village Creek Trail:
This project would fund the construction of a trail along Saratoga Creek running
the length of the Village. The City has acquired pedestrian trail easements along
certain portions of the creek, connected to conditions of approval, with the idea of
creating such a trail in the future. The project is estimated to cost in the range of
$75,000- $150,000. $75,000 has been used as an initial budget figure, which can
also act as a local match for grant opportunities. Design work will cost
approximately $10,000.
Project Cost: $75,000
Identified Project Funding Source: Park Development Fund
Priority Exercise Rules
1. Assign M MUST (15 Points), S Should (10 Points), L= Like (5 Points)
2. Max Number of MUSTs 10, Max Number of SHOULDs 10, Min Number of LIKEs 9
2,247,800
PRIORITY EXERCISE GENERAL CIP PROJECTS
Ratings:
1 MUST M 15
2 SHOULD S 10
3 LIKE L 5
Total Funds Available:
$600,000
Project
Proposed
Projects Attachment 2
Existing Unfunded Projects Attachment 3
Project
Waltonsmith
Page
King
Hunter
Kao
Budget S
ROADWAY SAFETY PROJECTS
3
Highway 9 Safety Improvements Phase 3
69,800
i0
Aspesi Drive Traffic Calming
12,000
ii
Brookglen Drive Traffic Calming
25,000
12
Cox Avenue Traffic Calming
8,000
13
Cox Avenue Traffic and Pedestrian Safety Improvements
75,000
14
i
2
3
4
5
6
7
Montalvo Road Traffic Calming
15,000
Herriman Avenue Crosswalk Improvements
75,000
Herriman Avenue Sidewalk Improvements Option 1
50,000
Herriman Avenue Sidewalk Improvements Option 2
150,000
Pedestrian Refuge Area at Quito/McCoy Intersection
15,000
Glen Brae Avenue Median Choker
15,000
Komina Walking Path
75,000
Saratoga Elementary School Driveway and Sidewalk Modification
70,000
STREET LANDSCAPE BEAUTIFICATION PROJECTS
i 5
Prospect Road Median Project Construction Phase
150,000
SIDEWALKS, CURBS STORM DRAINS
Bus Stop Shelter Concrete Pads
40,000
16
Annual Sidewalk Repair Project
50,000
Annual Storm Drain Repair Project
50,000
El Camino Grande/Monte Vista Storm Drain Improvements
300,000
Chester Avenue Storm Drain Improvements
178,000
Quito Road Sidewalk Improvements
150,000
FACILITY IMPROVEMENT PROJECTS
1
North Campus Building Removal Project
75,000
2
Corporation Yard Equipment Shelter Structure
100,000
4
North Campus Improvements Fund
50,000
5
Multi- Purpose Room Improvements Fund
50,000
6
City Hall Parking Improvements
100,000
8
Hakone Gardens Upper Moon House Foundation Repair
125,000
9
Hakone Gardens Visitor Center Design
100,000
18
City Hall Emergency Generator Project
50,000
19
3 Street Parking Lot Improvements
25,000
Priority Exercise Rules
1. Assign M MUST (15 Points), S Should (10 Points), L= Like (5 Points)
2. Max Number of MUSTs 10, Max Number of SHOULDs 10, Min Number of LIKEs 9
2,247,800
Priority Exercise Rules
1. Rate the 5 Projects 1 5 with 1 the Highest Priority and 5 the Lowest Priority.
239,000
PRIORITY EXERCISE PARK TRAIL PROJECTS
Ratings: 1 5 POINTS
2 4 POINTS
3 3 POINTS
4 2 POINTS
5 1 POINT
Project
Projects Attachment 4
(Proposed
Project
Waltonsmith
Page
King
Hunter
Kao
Budget
1
De Anza Trail Phase II
75,000
2
Lower Tank Trail (Parker Ranch) Repair Project
20,000
3
Park Restroom Improvement Work
34,000
4
Heritage Orchard Monument Sign
35,000
5
Village Creek Trail
75,000
Priority Exercise Rules
1. Rate the 5 Projects 1 5 with 1 the Highest Priority and 5 the Lowest Priority.
239,000
Priority Exercise Rules
1. Assign M MUST (15 Points), S Should (10 Points), L= Like (5 Points)
2. Max Number of MUSTs 10, Max Number of SHOULDs 10, Min Number of LIKiEs 9
2,247,800
PRIORITY EXERCISE GENERAL CIP PROJECTS
Ratings:
1 MUST M 15
2 SHOULD S t0
3 LIKE L 5
Total Funds Available:
$600,000
Project
Proposed Projects Attachment 2
Existing Unfunded Projects Attachment 3
Project
Waltonsmith
Page
Hunter
Kao
Budget
ROADWAY SAFETY PROJECTS
3
Highway 9 Safety Improvements Phase 3
4" s A "i
69,
10
Aspesi Drive Traffic Calming
12,000
11
Brookglen Drive Traffic Calming
25,000
12
Cox Avenue Traffic Calming
8,
13
Cox Avenue Traffic and Pedestrian Safety Improvements
75,000
14
Montalvo Road Traffic Calming
«f
15,000
Herriman Avenue Crosswalk Improvements
75,000
2
Herriman Avenue Sidewalk Improvements Option 1
50,000
Herriman Avenue Sidewalk Improvements Option 2
150,000
4
Pedestrian Refuge Area at Quito /McCoy Intersection
15,000
JR
5
Glen Brae Avenue Median Choker
15,000
6
Komina Walking Path
75,000
_:7
Saratoga Elementary School Driveway and Sidewalk Modification
70,000
STREET LANDSCAPE BEAUTIFICATION PROJECTS
15
Prospect Road Median Project Construction Phase
150,000
SIDEWALKS, CURBS STORM DRAINS
7
Bus Stop Shelter Concrete Pads
40,000
i6
Annual Sidewalk Repair Project
50,000
17
Annual Storm Drain Repair Project
r_``•
50,000
s
El Camino Grande/Monte Vista Storm Drain Improvements
300,000
9
Chester Avenue Storm Drain Improvements
178,000
to
Quito Road Sidewalk Improvements
1
150,000
FACILITY IMPROVEMENT PROJECTS
1
North Campus Building Removal Project
1
75,000
2
Corporation Yard Equipment Shelter Structure
Fr;
100,000
4
North Campus Improvements Fund
50,000
5
Multi- Purpose Room Improvements Fund
50,000
6
City Parking P Hall Parkin Improvements
100,000
s
Hakone Gardens Upper Moon House Foundation Repair
125,000
9
Hakone Gardens Visitor Center Design
r
100,000
18
City Hall Emergency Generator Project
50,000
19
3 Street Parking Lot Improvements
25,000
Priority Exercise Rules
1. Assign M MUST (15 Points), S Should (10 Points), L= Like (5 Points)
2. Max Number of MUSTs 10, Max Number of SHOULDs 10, Min Number of LIKiEs 9
2,247,800
PRIORITY EXERCISE PARK TRAIL PROJECTS
Ratings: 1 5 POINTS
2 4 POINTS
3 3 POINTS
4 2 POINTS
5 1 POINT
Project
Proposed Projects Attachment 4
Project
Waltonsmith
page
Hunter
Kao
Budget
t
De Anza Trail Phase II
r
75,000
2
Lower Tank Trail (Parker Ranch) Repair Project
20,000
a
Park Restroom Improvement Work
v
34,000
a
Heritage Orchard Monument Sign
35,000
s
Village Creek Trail
75,000
Priority Exercise Rules
239,000
1. Rate the 5 Projects 1 5 with 1 the Highest Priority and 5 the Lowest Priority.
Solar Carport to power Corporation Yard and
Recreation/ Senior Center
This 76 kW system will
power Corporation Yard
and Recreation/ Senior
Center.
Reduction of the City of
Saratoga's greenhouse
gas emissions by
161,805 lbs per year.
This system spares the
environment from tons
of harmful emissions
such as nitrogen oxides,
sulfur dioxide and
carbon dioxide, which
are major contributors
to smog, acid rain and
global warming. Over
the next 30 years the
solar generated system
will equal planting 163
acres of trees, removing
almost 116 cars or not
driving 1,425,000 miles.
APPENDIX A
PROPOSED MAPPING OF SOLAR OUTPUT TO METER HOOK -UPS
POTENTIAL
SOLAR
OUTPUT
Yard Carports
80 kW main
20kW side
Theater
10 kW— north
7 kW center
7 kW south
Senior Center
15 kW flat gravel
10kW platform
Front Carports
35 kW north
30 kW south
Maintenance Bldg
28 kW
City of Saratoga Solar Assessment
PLAN
100 kW
20 kW
25 kW
242 kW 225 kW
April 28. 2008
ELECTRICITY
DEMAND
41110
254 kW
APPENDIX B:
SITE DRAWING SHOWING LOCATIONS FOR PHOTOVOLTAIC ARRAYS
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In both payment approaches, the incentive payment levels will automatically be reduced over the duration of the CSI
program in 10 steps, based on the MW volume of confirmed reservations issued within each utility service territory. On
average, the CSI incentives are projected to decline at a rate of 7 percent each year following the start of implementation
in 2007.
Expected Performance -Based Buydown (EPBB) Levels
The CSI program will pay incentives to solar projects with system ratings of less than 100 kW through an up -front
incentive known as an EPBB. These EPBB incentives are based on an estimate of the system's future performance.
EPBB incentives combine the benefits of rewarding performance with the administrative simplicity of a one -time incentive
paid at the time of project installation.
Beginning in January 1, 2007, the new payment levels will be set at:
Residential and commercial customers will initially receive incentives of $2.50 per watt and will be eligible for
additional federal tax credits.
Government and non -profit organizations will initially receive $3.25 per watt to compensate for their lack of access
to the federal tax credit as non taxable entities.
The following EPBB schedule illustrates the gradual decrease. For instance, once 70 megawatts of solar energy systems
are installed in Step 2, incentives will drop to those applicable in Step 3. Once another 100 megawatts of solar energy
systems are installed in Step 3, incentives will drop to Step 4. These allocations have been further allocated by utility,
service area and residential versus non residential installations. The incentives will gradually phase out over the 10 steps.
Small System Incentive Schedule
(per CEC -AC watt; initially for systems less than 100kW)
Step Megawatts Residential Commercial Non Taxable
Per Step
1 50
2 70
3 100
4
5
6
7
8
9
10
n/a n/a n/a
$2.50: $2.50 $3.25
$2.20 $2.20 $2.95
130 $1.90 $1.90 $2.65
170 $1.55 i $1.55
230 $1.10 $1.10
300 $0.65 $0.65
$1.10
400 $0.35 $0.35
500: $0.25 $0.25 $0.90
650 $0.20 $0.20 $0.70
The duration of that phase -out will be dependent on: (1) whether the incentive budgets are depleted; (2) when the
Program Administrators reach their MW goal; or (3) by the end of the program or 2016, whichever comes first. Table 8
displays the MW targets by Program Administrator service territory and customer class.
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