TO: City Council DATE: May 12, 2025 DEPARTMENT: Public Works Department
PREPARED BY: Chantell O’Neal, Assistant Director, Engineering PRESENTER: Chantell O’Neal, Assistant Director, Engineering AGENDA TITLE: Patch Paving – Pothole Stop Gap Project
RECOMMENDATION
Receive staff presentation and provide direction regarding:
Approval of a limited-scope patch paving project targeting the worst pothole condition streets using stop-gap strategies; Authorization to solicit competitive bids for construction; and Confirmation of street locations for inclusion in the bid package.
BACKGROUND
During the Mid-Year Budget meeting of March 20, 2025, the City Council discussed the urgent need to improve the drivability of streets in poor condition throughout the City. At that time, staff recommended the use of unassigned reserves for targeted street maintenance to address the most critical locations.
In response, staff is proposing a limited-scope “stop-gap” project to perform patch paving repairs at the most deteriorated locations that are appropriate for this treatment and not otherwise scheduled for repair in the 5-year Capital Improvement Plan. This project will be developed by the City’s On-Call Engineers using minimal funds for design with a limited scope of tasks.
PROJECT DESCRIPTION
The Patch Paving – Pothole Stop-Gap Project will focus exclusively on two techniques:
Linear Wheel Path Cracking Repair
Standard Pothole Patching
These strategies are intended to significantly improve drivability without the need for extensive engineering design or utility coordination, as would be required in a full roadway reconstruction or rehabilitation project.
The City has retained Lumos Engineers under its On-Call Services Contract to prepare technical specifications for the project. The Lumos contract amendment 1, authorized on April 28, 2025, included $8,500 for the design services of the Stop-Gap Project.
Staff proposes to use up to $350,000 of unassigned reserves to fund the construction of the patch paving work. Alternately, Local Streets and Roads (LSR) money could fund a portion of this project.
A competitive bid solicitation process will be used in accordance with City procurement requirements. Staff will ensure that the advertisement for bids is published for a minimum of 15 days prior to bid opening.
DISCUSSION
The key distinctions between this proposed stop-gap patch paving project and a full reconstruction project include:
Design Requirements: Stop-gap patching requires minimal design and can be addressed using general specifications prepared by the City’s On-Call Engineer. Reconstruction typically requires detailed civil engineering plans and review of subsurface utilities and drainage.
Cost and Scope: Stop-gap projects are limited in scope and cost, allowing the City to stretch funds across a wider area. Reconstruction efforts would target fewer streets and cost significantly more per location.
Timeline: With minimal design and no utility work, patch paving can be completed quickly, offering more immediate improvement to drivability.
NEXT STEPS & COUNCIL DIRECTION NEEDED
Staff seeks Council direction on the following:
Confirm Locations and Priority: A draft list of streets for inclusion in the patch paving project is below. Council direction is requested to finalize the list for bidding in the order of priority in the event that the funding allocated does not allow for all identified locations.
Roadway
Beginning
End
South Street
Main Street
End of City-Owned Pavement
Cypress Street
Main Street
2025 Project Limit
Pine Street
N McPherson
N Harold
Cedar Street
Alley East of Harold
Speed hump east of Otis Johnson Park
North Harold Street
Oak Street
Alder Street
Taubold Court
Beginning
End
Specify Amount and Fund Source: Staff seeks confirmation that the $350,000 is the appropriate amount for us on this project and requests clarification if this project is to be funded by the unassigned reserves earmarked at mid-year budget.
Authorize Bid Advertisement: Staff recommends that the Council authorize release of the bid solicitation as soon as possible to allow work to occur during the upcoming construction season.
Award of Contract: Following bid opening, staff will return to Council with a recommendation for contract award.
FISCAL IMPACT
The project will be funded using up to $350,000 from unassigned reserves, as previously discussed and recommended at the Mid-Year Budget Review. Specifications development is funded through the On-Call Engineering contract with Lumos Engineers.
CITY COUNCIL STAFF REPORT