HomeMy WebLinkAbout16 Asphalt Maintenance AGENDA ITEM #16
Public Utility District m
MEETING DATE: June 7, 2023
TO: Board of Directors
FROM: Brian Yohn, General Services Manager
SUBJECT: Consideration of Approving Additional Funds for Asphalt
Maintenance for FY23
APPROVED BY:
Brian C. Wright, General Manager
RECOMMENDATION:
Approve additional funds in the amount of $12,000 for annual facility paving
maintenance.
BACKGROUND:
Code section 3.08.080 — Change Orders
Asphalt crack filling, pothole repair, and sealcoating are the primary elements of a
proper pavement maintenance program. Effective pavement maintenance helps renew
and preserve asphalt surfaces and extend its useful life by preventing water intrusion
and offering an additional layer of protection from weather and temperature variances.
Water facilities are divided into smaller groups where a select group is scheduled each
year on a three-year rotation to allow for best management and facilitation, as well as,
to moderate the annual financial commitment that would be incurred if performed at
every location within the same fiscal year. For FY23, facilities staff included asphalt
maintenance at the four electrical substations.
Staff identified approximately $18,500 of unanticipated additional work necessary to
maintain, repair, and preserve the asphalt at nearly all locations as a result of the harsh
winter conditions. Staff identified approximately $6,500 of available contingency and
scope change funds available, resulting in $12,000 net additional funds needed.
Investment in pavement maintenance helps renew and preserve asphalt surfaces and
extend its useful life.
ANALYSIS AND BODY:
During the FY23 Annual Procurement process in the fall season of 2022, staff solicited
competitive bids for asphalt maintenance at twenty locations with an approximate total
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area of 112,165 square feet. At the December 2022 Board of Directors meeting, the
FY23 asphalt maintenance budget of $43,200 was approved. The asphalt maintenance
contract was awarded to Lakeside Paving and Sealing, the lowest bid received for a
contract total of $39,258.
$ 18,460.00 Estimated unanticipated additional funds needed
$ <6,496.00> Contingency and other funds available
$ 11,964.00 Estimated Total change order funds
This item is in support of the following objectives and goals identified by the District.
GOALS AND OBJECTIVES:
District Code 1 .05.020 Objectives:
1. Responsibly serve the public.
6. Manage the District in an effective, efficient and fiscally responsible manner.
District Code 1 .05.030 Goals:
1. Manage for Financial Stability and Resiliency
4. Take the best of private sector thinking to modernize the utility and add value to our
communities.
FISCAL IMPACT:
Staff is requesting approval of additional funds of $12,000 for previously unanticipated
additional facility paving maintenance work due to harsh winter conditions.
The $12,000 will decrease the Water Department Operating Reserve of$7.7 Million
(March 2023) by 0.1%. The identified asphalt replacements for Hirschdale Well and
portion of Prosser Annex Water Sites will be included in the Water Departments Capital
Improvement Plan Update for consideration in the FY24/25 Budget Cycle.
ATTACHMENTS:
None
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