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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 FOCA11011 4W 0C I 1• 1 30 3* &KU: bid *MON (*,13:03 01*1 RAO O 11.31.5EZ. Lot C3.0 30 11IP 433 num to EiR 4 v4. 14 If 24. *gif 2- •ve sek I IMO 10.0 k <an ••■■4•■••• 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 $0.70 The duration of that phase -out will be dependent on: (1) whether the incentive budgets are depleted; (2) when the Program Administrators reach their MW goal; or (3) by the end of the program or 2016, whichever comes first. Table 8 displays the MW targets by Program Administrator service territory and customer class. C aldomia Energy,Commssion New Solar Nomes Partnership 1516Nmth$tceet, 5-45 }Sacramento; CA 95814 �CabfomiasPubhc Militias Commission C Solar �mhatrveiPro rain 505 =V an essAvenue S an Francisco CA 9410 olarCalifornla:ca go,��