TO:
Honorable Mayor and Members of the City Council
THROUGH:
Mark Danaj, City Manager
FROM:
Tony Olmos, Public Works Director
Joe Parco, City Engineer
Anna Luke-Jones, Public Works Senior Management Analyst
SUBJECT:Title
Quarterly Capital Improvement Plan Update (Public Works Director Olmos).
RECEIVE AND FILE
Line
_________________________________________________________
Recommended Action
RECOMMENDATION:
Staff recommends that City Council receive the City’s Quarterly Capital Improvement Plan Update.
Body
FISCAL IMPLICATIONS:
There are no fiscal implications. This is a review of the previously approved Capital Improvement Plan projects.
BACKGROUND:
Infrastructure is everywhere and is comprised of roads, water and sewer pipes, civic facilities, and parking. Just like a home, the City’s infrastructure requires maintenance and improvements over time. Because of the volume of infrastructure necessary to help a city function and excel, the City creates a Capital Improvement Plan (CIP) each year. It prioritizes ideas and needs, essential projects and funding for projects within a five-year span. Although City Council only approves funding for the first year of the five-year plan, it is important to utilize the CIP as a planning tool. The process to develop, review and adopt the City’s CIP every fiscal year takes 7-8 months. The tentative CIP timeline in the Discussion section outlines this timeframe.
The City’s current CIP, covers five fiscal years, FY15-16 through FY19-20, and was adopted by the City Council on July 7, 2015. The approved CIP included new funding for projects assigned to FY15-16. The current CIP contains 80 active projects, which include projects from prior years (carryover) and new projects in FY15-16. The current CIP contains approximately $47 million dollars of carryover funds and $11 million dollars of new funding. The total five year CIP is $110 million dollars.
DISCUSSION:
The Engineering Division of the Public Works Department oversees the City’s CIP. A capital improvement project’s status is defined by the following terms:
-Planning: Initial stages
-Request for Proposal (RFP): Selection process to choose a consultant
-Bid Process: Selection process to choose a contractor
-Design: Creation of project plans and specifications
-Construction: Active construction
-Completed: Construction completed, project close-out
The following represents the total number of projects within each individual project status category. A comprehensive list showing the specific projects is found in Attachment 1.
-Completed: 12 projects
-Construction: 4 projects
-Design: 35 projects
-Bid Process: 2 projects
-RFP: 5 projects
-Planning: 22 projects
The City’s current CIP primarily includes projects that were identified in infrastructure master plans or condition assessments to improve the condition of the existing infrastructure to acceptable levels. However, the CIP does not contain facility replacement projects to address the life cycle and/or functional use of facilities.
If the City Council wants to pursue the implementation of facility replacement projects, staff recommends that City Council discuss and provide staff with direction to develop an implementation strategy for each project. The implementation strategy could include soliciting proposals from qualified consultants to assist staff in defining the scope-of-work, calculating rough order-of-magnitude cost estimates, developing implementation phasing, and exploring funding or revenue-generating options. If the City Council is interested in pursuing facility replacement projects, staff recommends for City Council to identify three priority projects given the limited time and resources available.
FY17-21 CIP Timeline
The CIP is created and refined by a thorough review process each year. The tentative timeline for FY17-21 Capital Improvement Plan is as follows:
-November 2015: “Call for Projects” to Department Heads
-December 2015: CIP Committee review of draft project requests (Dept. Heads)
-February 2016: City Council Mid-Year CIP update and FY17-21 draft project list
-April 2016: City Council review of FY17-21 draft project list
-April 2016: Planning Commission review for General Plan conformance
-April 2016: Parking and Public Improvements Commission review/comments
-May 2016: CIP Review during City Council study session
-June 2016: City Council CIP adoption
-July 1, 2016: Effective date of adopted CIP
PUBLIC OUTREACH/INTEREST:
Staff intends to utilize the Open City Hall tool during the CIP process. Staff welcomes input from the public at any time, especially at City Council and Commission meetings.
CONCLUSION:
The Public Works Department will continue to serve the community through the advancement of its Capital Improvement Plan and recommends that City Council receive this Quarterly Capital Improvement Plan Update.
Attachments:
1. FY15-16 CIP Project Status List