Item No. 3
Town of Atherton
CITY COUNCIL STAFF REPORT – CONSENT AGENDA
TO: HONORABLE MAYOR AND CITY COUNCIL
GEORGE RODERICKS, CITY MANAGER
THROUGH: ROBERT OVADIA, PUBLIC WORKS DIRECTOR
FROM: TIM AU, ASSOCIATE ENGINEER
DATE: MAY 15, 2024
SUBJECT: COST SHARING AGREEMENT WITH CITY OF MENLO PARK
FOR PAVEMENT REPAIR AND SLURRY SEALING OF
VALPARAISO AVENUE FROM EL CAMINO REAL TO ELENA
AVENUE
RECOMMENDATION
It is recommended that the Council authorize the City Manager to execute a cost sharing agreement with City of Menlo Park for pavement repairs and slurry seal of Valparaiso Avenue.
BACKGROUND
Valparaiso Avenue, a high traffic street, between Elena Avenue and El Camino Real, is jointly owned by the Town of Atherton and the City of Menlo Park. Menlo Park reached out to Town staff regarding their plans to conduct pavement repairs and slurry seal their portion of the road, with the intent to complete the work during the summer of 2024 when nearby schools will be on break. Menlo Park offered the opportunity to partner on a joint project with the Town to concurrently repair and resurface the street, addressing pavement failures, providing a uniform and consistent surface for Valparaiso Avenue, and minimize impacts to the residents, schools, and motoring traffic.
Following outreach from Menlo Park, Town Staff conducted a joint field walk with Menlo Park on Valparaiso Avenue to review pavement conditions, confirm that slurry seal is the appropriate street maintenance treatment for the roadway and to identify failed pavement areas in need of repair in advance of the application of the slurry seal. These failed areas are proposed to be grounded out, roadway base compacted, and pavement restored as the Town does with its street patching projects. The full width of the roadway would then be crack sealed, followed by a slurry seal.
Pavement Repair and Slurry | Valparaiso
MAY 15, 2024
As part of the project, Menlo Park will be restriping their portion of the roadway with narrower vehicular travel lanes to accommodate a striped buffer between the bicycle lane and the parking lane in their side of the street. They offered the Town the opportunity to include striping revisions to reduce travel lane width to provide for either a wider bicycle lane or buffer between the bicycle lane and vehicular travel lane on the Town side of the street (there is no parking along the Town’s side of Valparaiso Avenue within the project limits).
ANALYSIS
Staff solicited feedback from the Transportation, Bicycle and Pedestrian Committee regarding the potential restriping of Valparaiso Avenue within the project limits at their April 23, 2024 Special Meeting. After discussion and deliberation, the Committee concurred with the recommendation to reduce the width of the vehicular through lanes to 10 feet, if a buffered bike lane could be provided.
Staff relayed the recommendation to Menlo Park and Menlo Park is validating that the buffer will fit and intends to update the project plans accordingly.
Staff believes that it is beneficial to collaborate with Menlo Park on the repair and slurry seal Valparaiso Avenue between El Camino Real and Elena Avenue. The project will address existing pavement failures, provide a clean and uniform surface, as well as enhanced bicycle facilities along the length of the project. The partnered work will also streamline costs, expedite delivery, and minimize impacts to area residents, the schools, and motoring traffic as the work would be done at once, rather than multiple phases and during the summer break of the adjacent schools.
Additionally, Menlo Park has taken the responsibility for completing the project design, project bidding, and construction management, with the support of Town staff.
Menlo Park’s Public Works Department has agreed to perform the pavement repairs and slurry seal the full width of Valparaiso, including the Town owned portion of the roadway, if enters into a cooperative agreement where the Town would fund the work within the Town limits. Though Menlo Park’s portion of Valparaiso Avenue is slightly wider than the portion within the Town, Menlo Park has requested a 50/50 cost split for the general contract items including traffic control, slurry seal and striping to compensate for their time and effort to design, bid, inspect and administer the project. Each jurisdiction would be responsible for the street patching work within their limits.
Town staff believes this is a fair and efficient cost sharing opportunity to provide improvements on Valparaiso.
FISCAL IMPACT
The cost estimate for the Town’s portion of work is approximately $220,000, including a 10% contingency. Final costs will be determined based on bid prices received. The funds are available in the Fiscal Year 2023-2024 Roadway Maintenance Program budget to support these costs.
Additionally, via a separate item on the agenda, staff is recommending that the Town allocate its FY 2024-25 allocation of Road Maintenance and Rehabilitation Act of 2017 (SB1) funds towards the project. The use of SB1 funds on this project would assist in streamlining cost accounting and reporting required with the use of SB1 funds.
GOAL ALIGNMENT
Pavement Repair and Slurry | Valparaiso
MAY 15, 2024
This Report and its contents are in alignment with the following Council Policy Goals:
• Goal Area A – Maintain Fiscal Responsibility
• Goal Area B – Preserve Small Town Character and Quality of Life • Goal Area D – Manage Circulation and Improve Safety
• Goal Area F – Be Forward-Thinking, Well-Managed, and Well-Planned
POLICY FOCUS
The Council policy focus should be to desire complete pavement repairs on Valparaiso Avenue in a cost effective and coordinated effort to minimize impacts to area residents, adjacent schools and motoring public by participating in a joint project with the City of Menlo Park.
PUBLIC NOTICE
Public notification was achieved by posting the agenda, with this agenda item being listed, at least 72 hours prior to the meeting in print and electronically. Information about the project is also disseminated via the Town’s electronic News Flash and Atherton Online. There are approximately 1,200 subscribers to the Town’s electronic News Flash publications. Subscribers include residents as well as stakeholders –to include, but be not limited to, media outlets, school districts, Menlo Park Fire Protection District, service provides (water, power, and sewer), and regional elected officials.
COMMISSION/COMMITTEE FEEDBACK/REFERRAL
Transportation, Bicycle and Pedestrian Safety Committee (meets every other month)
ATTACHMENTS
1. Draft Funding Agreement with Menlo Park – Valparaiso Avenue