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Program Category: 08 Project # 09 Project # 10 Project # Community Service CS-17 CS-26 CS-06 Yes No NA X Funding Source Accounting Code FY10 FY11 FY12 FY13 FY14 TBD - Street Maintenance District - 500,000 - - - - 500,000 - Budgeted Funds Accounting Code FY10 FY11 FY12 FY13 FY14 A. Land Cost B. Construction Cost - - C. Contingencies (10% of B) - - - - - D. Design & Engineering (15% of B) - - - - - E. Percent for Art of B) F. Equipment Costs G. Other - 500,000 - - - - 500,000 - Expense Object Accounting Code FY10 FY11 FY12 FY13 FY14 Personnel Supplies Purchased Services Fixed Charges Capital Outlay Debt Service - - - - - - Responsible Person: Responsible Department: Preparer's Initials Total Score Brian Hensel Public Works CJK - Project Title: Street Materials Storage Site: Missoula's Southside Date Submitted to Finance 03/02/2009 Today's Date and Time 05/28/2009 12:29 Description of additional operating budget impact: Spent in Prior Years Funded in Prior Years Is this equipment prioritized on an equipment replacement schedule? Are there any site requirements: How is this project going to be funded: Does this project have any additional impact on the operating budget: How is this project going to be spent: CAPITAL IMPROVEMENT PROGRAM City of Missoula CIP Project Request Form FY 2010-2014 Description and justification of project and funding sources: Purchase bare land on south side of City for Street Maintenance Division use during various operations. Street has historicallylease Pattee Canyon Gravel pit (aproximately 20 years; current lease is $7500/year). The City's lease could be terminated at any time. The Pattee Canyon pit is essential to Street Division activities for work done on the City's south side. It has been a stockpile site for winter sand storage used during snow operations and fordumping sweeping water and solids. Lossof this property will significantly increase snow vehicles' response time for street sanding in the hills south of 39th Street. Increase travel times for dumping sweeperunits decreases productivity. Sanding units will be forced totrael acrosss town to the CentralMaintenanc facility at 1305 Scott Street in order tor refill sandears. Sanding unit response times increase by 85% to the south side of town. A suitable parcel has not been found. Stret Maintenance Division is negotiating withthe Missoula County Fairgrounds and Parks & Recreation may also elect to participate in a site at the Fairgrounds. First year $20,000 for property appraisals. Spent in Prior Years ---PAGE BREAK--- Program Category: 10 Project # Community Service CS-06 Yes No 1. Is the project necessary to meet federal, state, or local legal requirements? This cri- terion includes projects mandated by Court Order to meet requirements of law or other X requirements. Of special concern is that the project be accessible to the handicapped. 2. Is the project necessary to fulfill a con- tractual requirement? This criterion includes Federal or State grants which require local X participation. Indicate the Grant name and number in the comment column. 3. Is this project urgently required? Will de- lay result in curtailment of an essential ser- vice? This statement should be checked "Yes" only if an emergency is clearly indi- X cated; otherwise, answer "No". If "Yes", be sure to give full justification. 4. Does the project provide for and/or im- prove public health and/or public safety? This criterion should be answered "No" un- less public health and/or safety can be X shown to be an urgent or critical factor. Raw Score Total Range Weight Score (0-3) 5. Does the project result in maximum benefit to the community from the 5 - investment dollar? (0-3) 6. Does the project require speedy implementation in order to assure its 4 - maximum effectiveness? (0-3) 7. Does the project conserve energy, cultural or natural resources, or reduce 3 - pollution? (0-2) 8. Does the project improve or expand upon essential City services where such 4 - services are recognized and accepted as being necessary and effective? (0-3) 9. Does the project specifically relate to the City's strategic planning priorities or other 4 - plans? Total Score - CAPITAL IMPROVEMENT PROGRAM (See C.I.P. Instructions For Explanation of Criteria) Qualitative Analysis Comments Project Rating Project Title: Street Materials Storage Site: Missoula's Southside City of Missoula maintains a rigorous sweeping program with the main goal to keep streeets clean as possible. Stret sweeping reduces street contaminants from draining into ground sumps and storm water sytems. Efficient street sweeping has been shown tobe an effective measure for helping to maintain groundwater quality in urban settings. Further, street sweeping is also mandated by EPA and MC-CHD for prevention and reduction of fugitive particulate to maintain air quality in the Missoula valley. Low sweeping productivity would be detrimental to pollution reduction. Street Division has leased Pattee Canyon pit for approximately 20 years. Pattee Canyon pit has been essential for snow operations, street cleaning, and leaf collection by providing an area to stock pile winter sand and to temporarily store street sweeping water, solids, and leaves. The property has also been used tostockpile chips for chipsealing, sand for reclamite, and asphalt millings for grading alleys. Access to property on the southside of City is essential for many Street Division activities and is necessary to maintain current levels of service. The current lease of Pattee Canyon is in jeopardy due to a change in ownership. Productive sweeping helps protect air and water quality for the City of Missoula. Efficient snow removal opertions are essential for providing safe streets during winter. Quantitative Analysis Comments Funding of this CIP request would prevent increased costs caused by longer travel times for Street Division equipment south of Mount Ave. To maintain currrent levels of service on south side of City additional personnel and equipment time would be needed for snow removal, leave collection, and street sweeping. Attached Cost/Benefit analysis shows and appromimate loss of $53,000/year for a 5.7 year pay off. If a suitable parcel is located havinga the funds avalable for purchase would enble the City ot make a prompt offer reducing the potential for another party to acquire property. Loss of a sand stock pile area on south side of city for use with winter snow operations increases snow plow/sander travel time for refilling sander to unacceptablelevels. Longer Travel times forsnow plowunits mean longer time frames for which main streets and bus routes needing sand application will remain in a dangerous slick condition. Icy streets increase changes of accidents for the traveling public. Further, loss of productivity due to increase dumping/travell times for the City summer sweeping program could also have a negative impact on water and air quality. ---PAGE BREAK--- FY10 Project # CS-06 Street Sweeping Half of FY 04 Data with Pattee Canyon leased by City Hours Worked 4357 Labor cost 99,125 $ Equipment cost 69,050 $ TOTAL COST 168,175 $ Apply 21% Increase to FY 04 data Hours worked 5272 Labor cost 119,941 $ Equipment cost 83,551 $ TOTAL COST 203,492 $ EXPECTED COST INC. 35,317 $ Add 6% for inflation and wage increases 2006 Estimated Current Cost Increase 37,436 $ Snow Operations Apply 21% increase to hours and cost Hours worked 223 Labor cost 6,114 $ Equipment cost 2,741 $ TOTAL COST 8,855 $ EXPECTED COST INC. 1,537 $ Leaf Collection 1/2 hours/labor/equipment for 2005/2006 season Hours worked 1721 Labor cost 43,808 $ Equipment cost 23,383 $ Total Cost 67,191 $ Apply 21% to total cost = 81,301 $ EXPECTED COST INC. 14,110 $ TOTAL EXPECTED COST INCREASE FOR CITY PER YEAR 53,083 $ Sander/plow trucks will use Pattee Canyon pit for refilling sanders when working in Farviews and South Hills areas. Based on labor hours and equipment hours (185.5 hrs) for this winter, (October 1, 2006 - January 30, 2006) City of Missoula Street Division has spent $ 5,052.47 for labor and $ 2,265.48 for actual equipment cost to provide sanding/plowing services for Farviews and South Hills. Based on the response time data recorded for sander/plow trucks using Pattee Canyon verses 800 W. Broadway for refilling sanders, round trip travel times increased by 11 - 31 minutes/load, resulting in an average increase of 21 minutes per load. Trucks working in South Hills and Farviews can typically spread four and five loads of sand respectively during an eight hour shift, with an estimated actual sanding/plowing time of seven hours/shift. Therefore, currently in South Hills, output for a plow truck is expected to be 1.75 hours per load of sand placed on streets. Farviews area is expected to be 1.4 hours per load of sand placed in street. If a south side sand storage area is not available and plow trucks must travel to 800 W. Broadway to reload, sander output will be reduced since time to place one load of sand on streets is increased on average to 2.08 hours and 1.73 hours respectively. Average increase in time for sand placement is 21%. To maintain the current level of service for South Hills and Farviews areas the 21% increase shall be applied to Street Division data for sanding/plow operations during 2005/2006 winter as follows: During leaf collection, Street Division tandem axle dump trucks, street sweepers, and leaf machines, will typically dump leaves at Pattee Canyon pit when working south of Mount Avenue, approximately half of City streets. Travel/dump times for equipment used during leaf collection is assumed to be similar to street sweeping equipment. Therefore, the same analysis described for street sweeping shall be applied here for leaf collection using data from the 2005/2006 season. With Pattee Canyon pit available, travel times and stand-by times for all associated equipment and personnel is minimized. To maintain current service level, a 21% increase in hours and costs for all leaf collection activities could be reasonably applied. COST BENEFIT/ ANALYSIS South Side Property Scope: This analysis shall attempt to quantify cost to the City if a south side parcel for Street Division use was not available during street sweeping, snow operations, and leaf collection. Sweepers typically use Pattee Canyon pit for dumping when sweeping south of Mount Avenue, which is approximately half of the total streets within the City. For the sake of this analysis it shall be assumed half of the total sweeping work hours are spent with sweepers dumping at Pattee Canyon pit . Historical Street Division data from FY 04 shall be used and Pattee Canyon pit was available. (Half of actual costs reported in Street Division Narrative). Field tests were conducted to measure travel/dump time with sweepers traveling to Pattee Canyon pit from three central locations in areas south of Mount Avenue. Measured times ranged from 14 - 34 minutes/load, with an average travel/dump time = 25 minutes/load. Sweepers traveling to North side yard from the same three south side locations completed round trips in 28 to 53 minutes. Total estimated average travel time without south property (i.e. dumping at North side) is 43 minutes/load. Depending on location, travel time is increased by 15 to 21 minutes/load, which results in an average increase of 18 minutes/load. See Response & Travel Time sheet with field measurements for further information. During spring, sweepers can pick up a full load in approximately one hour. Sweepers normally get 5-7 loads per/day with Pattee Canyon pit available with an average actual time of sweeping at eight hours per day on a 10 hour shift. Based on above analysis, resulting sweeper output is 1.4 hours/load or 5.7 loads per day dumping at Pattee Canyon. If South side property was not available estimated sweeper output would drop to 1.7 hours/load or 4.7 loads/day. Productivity drops by over 21% on south side of City. To maintain current level of service, the City would have to increase hours worked by 21%, which increases costs as shown below. FY10 Project # CS-06 Date of Analysis: 1/19/06 - 1/20/06 Intersection Time of Day Destination Travel/Load Time for round trip (mins) % Increase High Park & Whitaker 10:40 AM Pattee Canyon Pit 12.5 11:16 AM 800 W. Broadway 23.1 85 23rd & Garland 8:58 AM Pattee Canyon Pit 23 7:29 AM 800 W. Broadway 53 130 Date of Analysis: 1/20/06 Intersection Time of Day Destination Travel/Load Time for round trip (mins) % Increase Sussex & Arthur 7:34 PM Pattee Canyon Pit 13.7 8:00 PM North side yard 28.3 107 23rd & Foothills 4:18 PM Pattee Canyon Pit 27 5:00 PM North side yard 48.2 79 Linda Vista & Jack Drive 5:30 PM Pattee Canyon Pit 33.7 4:36 PM North side yard 52.7 56 Field Measurements for Response Time Snow Plow Unit Scope: Street Division crew made test runs with sanding units from two centrally located intersections on the south side of the City. Each vehicle started at the named intersection with an empty sand spreader where stopwatch timing began. The vehicle then traveled to Pattee Canyon pit, loaded up with sand, and then returned to same starting intersection where elapsed time was recorded. The same process was repeated with the vehicle traveling to the other sand stock pile currently located at 800 West Broadway. Sweepers Scope: Sweeping crew made test runs from centrally located intersections in Areas 2 & 4, which would be primarily affected by a south dump site. Each sweeper started time at the indicated intersections after a full sweeping load had been gathered. Sweepers then made separate timed runs to dump solids and liquid at the North side stock pile yard and Pattee Canyon pit.