4B Board (Street Improvement Economic Development Corporation)

AGENDA Street Improvement Economic Development Corporation Tuesday, May 1, 2018 Bedford City Hall Building A 2000 Forest Ridge Drive Bedford, Texas 76021 REGULAR SESSION 6:00 P.M. CALL TO ORDER APPROVAL OF MINUTES 1. Approval of the January 16, 2018 regular meeting minutes. NEW BUSINESS 2. Discussion and consideration of an item authorizing the Public Works Director to proceed with the installation of bike lanes along Cummings Drive from SH121 to Forest Ridge Drive and approving funding for the project. 3. Discussion and possible action on the street assessment and guidance on the Street Improvement Economic Development Corporation (SIEDC) board members’ expectations for street rehabilitation. 4. Discussion on potential funding options for future street rehabilitation upon completion of the street assessment. 5. Discussion and consideration of an item authorizing the Public Works Director to proceed with submitting Requests for Qualifications to engineering firms to complete a Traffic Signal System and Intelligent Transportation System (ITS) for the City of Bedford and, when completed, applying for various grant opportunities. ADJOURNMENT CERTIFICATION I, the undersigned authority, do hereby certify that this Notice of Meeting was posted on the outside window in a display cabinet at the City Hall of the City of Bedford, Texas, a place convenience and readily accessible to the general public at all times, and said Notice was posted by the following date and time: Friday, April 27, 2018., and remained so posted at least 72 hours before said meeting convened. Michael Wells, City Secretary Date Notice Removed (Auxiliary aids and services are available to a person when necessary to afford an equal opportunity to participate in City functions and activities. Auxiliary aids and services or accommodations must be requested in writing to the City Secretary’s Office a minimum of seventy-two hours (72) hours prior to the scheduled starting time of the posted meeting. Requests can be delivered in person or mailed to the City Secretary’s Office at 2000 Forest Ridge Drive, Bedford, TX 76021, or emailed to citysecretary@bedfordtx.gov. Some requests may take longer due to the nature, extent and/or availability of such auxiliary aids, services or accommodations.)  AGENDA PRESENTER: Amanda Jacobs, Assistant City Secretary DATE: 05/01/18 Minutes ITEM: Consider approval of the following 4B Street Improvement Economic Development Corporation minutes: a) January 16, 2018 DISCUSSION: N/A ATTACHMENTS: January 16, 2018  AGENDA STATE OF TEXAS § COUNTY OF TARRANT § CITY OF BEDFORD § The Board of Directors of the City of Bedford Street Improvement Economic Development Corporation, Bedford, Texas, met at 6:00 p.m. at Bedford City Hall, 2000 Forest Ridge Drive, Bedford, on the 16th day of January 2018 with the following members present: Roy W. Turner President Tina Penny Roy Savage Rusty Sartor Michael Boyter Roger Fisher Mitchell Epstein arrived at 6:50 p.m. Constituting a quorum. Also present were: Brian Bosshardt City Manager/Executive Director Clifford Blackwell Assistant City Manager/Treasurer Kenny Overstreet Public Works Director Jackie Hancock Administrative Manager Dean Yanagi Senior Staff Engineer Amanda Jacobs Assistant City Secretary/Assistant Secretary CALL TO ORDER President Turner called the meeting to order at 6:00 p.m. APPROVAL OF MINUTES 1. Approval of the minutes of the October 17, 2017 regular meeting. Motioned by Director Boyter, seconded by Director Sartor, to approve the minutes of the October 17, 2017 regular meeting. Motion passed 6-0-0. President Turner declared the motion carried. NEW BUSINESS 2. Consider and act upon appointment of a President, Vice President, Treasurer and Secretary to the Street Improvement Economic Development Corporation. Motioned by Director Fisher and Seconded by Director Sartor to nominate Roy Turner as President, Roger Fisher as Vice President and Michael Boyter as Secretary to the Street Improvement Economic Development Corporation for a two-year term. Motion passed 6-0-0. President Turner declared the motion carried. 3. Receive financial status report.  AGENDA Treasurer Clifford Blackwell gave the financial status report. Mr. Blackwell stated that there will be a principal and interest payment of $1,389,675 for Debt Service made on February 1, 2018 and that sales tax receipts through December 2017 are currently running 0.75%, or $5,816 above year-to-date sales tax receipts for this fiscal year and that as of January 2018 sales tax revenues are $85,000 above last year. For Fiscal Year 2016-17, $2.732M sales tax revenue was budgeted, $2,776,931 was collected. A significant amount of cash was available to invest in the CD market, $31,000 was collected in interest earnings. A $19,000 insurance payback, for a repaired traffic cabinet, was put back into the 4B fund. The total revenue for Fiscal Year 2016-17 was $2,827,745 giving a $177,298 surplus to increase the fund balance. Moving forward to Fiscal Year 2017-18 4B has a fund balance of $3.8M. The revenue balance for Fiscal Year 2017-18 is slightly lower than the previous year at $2.6M, but staff expects to exceed budgetary expectations. 4. Staff report on Fiscal Year 2017-18 projects. Kenny Overstreet, Public Works Director gave an update on Fiscal Year 2017-18 projects. • Bedford Court East reconstruction – Construction began January 8, 2018. Estimated completion date in June 2018. • Rankin Drive reconstruction from Forest Ridge Drive to Brook Hollow Park – Design is in progress. Estimated bid date on March 29, 2018. • Bedford Road asphalt mill and overlay from Somerset Terrace to Brown Trail – Estimated start date in April 2018. • Harwood Road design from west city limit to east city limit – Additional project design is on hold. • Martin Drive asphalt mill and overlay from Cummings Drive to Cheeksparger Road – Estimated start date in April 2018. • Bobwhite Drive, Blue Jay Court, Eagle Drive, Hawk Lane, Warbler Drive and Wren Court asphalt mill and overlay – Estimated bid date in April 2018. Estimated project start date in June 2018. • Loma Alta Addition asphalt mill and overlay – Estimated bid date in April 2018. Estimated project start date in June 2018. • Shady Lane asphalt mill and overlay from Shady Brook Drive to Shady Grove Drive – Estimated bid date in April 2018. Estimated project start date in June 2018. • Briarhaven Drive asphalt mill and overlay from Forest Ridge Drive to McLain Road – Estimated bid date in April 2018. Estimated project start date in June 2018. • Spargercrest Drive asphalt mill and overlay from Forest Ridge Drive to McLain Road – Estimated bid date in April 2018. Estimated project start date in June 2018. • Shady Turf asphalt mill and overlay from Schumac Lane to Hialeah Path – Estimated bid date in April 2018. Estimated project start date in June 2018. • Hialeah Path mill and overlay from Schumac Lane to Shady Turf Drive – Estimated bid date in April 2018. Estimated project start date in June 2018. • Concrete panel repair/replacement at various locations – Project bid date is March 1, 2018. • Crack routing and sealing at various locations – Estimated start date in April 2018.  AGENDA • Sidewalk and handicap ramp repairs at various locations – Project bid date is March 1, 2018. • Street light rehabilitation and installation at various locations – Estimated start date in the spring of 2018. • Striping and traffic markings at various locations – Estimated start date in May 2018. • Pedestrian crossing warning system installation at the 3300 block of Martin Drive, Brown Trail at Carolyn Drive and the update of the pedestrian crossing warning system in the 3400 block of Central Drive with in-lane lighting – Estimated start date in the summer of 2018. 5. Consider authorizing the Public Works Director to submit a request to the City Council to enter into a contract with Fugro Roadware, Inc. to complete a street rating system, utilizing the North Central Texas Council of Governments (NCTCOG) Interlocal Share Program. Kenny Overstreet, Public Works Director, presented on this item, which is to authorize the Public Works Director to submit a request to Council to enter into a contract with Fugro Roadware, Inc. to complete a street rating system. The scope of work will include pavement data collection, sidewalk and ADA ramp data collection, pavement management analysis and report and deliver data in a Geographic Informational Services (GIS) format. In response to questions from the Board, all bidders were given the same bid specs; that it is typical to utilize interlocal agreements; and that project completion is dependent upon funding and Council approval. Motioned by Director Fisher, seconded by Director Boyter to authorize the Public Works Director to submit a request to the City Council to enter into a contract with Fugro Roadware, Inc. to complete a street rating system, utilizing the North Central Texas Council of Governments (NCTCOG) Interlocal Share Program. Motion passed 7-0-0. President Turner declared the motion carried. 6. Consider authorizing the Public Works Director to submit a request to the City Council to enter into a contract with Ace Asphalt to complete repairs on Harwood Road, utilizing the interlocal Purchasing System (TIPS/TAPS) contract. Kenny Overstreet, Public Works Director presented on this item, which is to authorize the Public Works Director to submit a request to Council to enter into a contract with Ace Asphalt to complete repairs on Harwood Road, utilizing TIPS/TAPS. It has been determined that there are 12 locations with subgrade failures on Harwood Road. Ace Asphalt will address the failures by milling, doing a 10-inch compaction, cover with new subgrade and new asphalt. The majority of Harwood Road is structurally solid, however the micro-seal is flaking. The Board was of the consensus to direct staff to include Harwood Road from SH 121 to FM 157, in the amount of $193,000 utilizing the 4B fund balance. Motioned by Director Fisher, seconded by Director Epstein to authorize the Public Works Director to submit a request to the City Council to enter into a contract with Ace Asphalt to complete repairs on Harwood Road, utilizing the interlocal Purchasing System (TIPS/TAPS) contract. Motion passed 7-0-0. President Turner declared the motion carried. 7. Discussion and possible action regarding Harwood Road restoration options. Tarrant County is willing to assist with an overlay on the roadway, which provides a significant savings. Staff recommends beginning this year with the east and west bound lanes between Central Drive and Forest Ridge and over the next three years complete the remainder of Harwood. There are infrastructure issues to be repaired/renewed, curb and gutter repairs to be made, ADA ramp and  AGENDA sidewalks to be installed. Funding will come from the $750,000 set aside previously for the Harwood Road Project. NCTCOG notified staff that they are no longer interested in having conversations about Harwood Road, but are interested in assisting with traffic signalization. ADJOURNMENT President Turner adjourned the meeting at 7:08 p.m. ____________________________ Roy Turner, President ATTEST: ________________________________ Amanda Jacobs Assistant City Secretary  AGENDA PRESENTER: Kenneth Overstreet, Public Works Director DATE: 05/01/18 ITEM: Discussion and consideration of an item authorizing the Public Works Director to proceed with the installation of bike lanes along Cummings Drive from SH121 to Forest Ridge Drive and approving funding for the project. DISCUSSION: Staff has received multiple requests for bike lanes along various roadways that include Harwood Road and Cummings Drive. At the time, staff planned on installing bike lanes along Harwood Road during the reconstruction of the roadway, but after grant funding was denied for the project, the reconstruction was delayed. During a meeting with Tarrant County Commissioner Precinct 3 Gary Fickes, regarding Harwood Road, the idea of moving the bike lanes to Cummings Drive was discussed. Commissioner Fickes offered assistance in the cost of installation. Staff began looking at the feasibility of the installation of bike lanes along this section of the roadway. It was determined that bike lanes would be possible with various sections being designated bike lanes and some areas with signage added to share the road. The shared bike lanes would be needed at all major intersections, except Murphy Drive. This location would retain the full bike lane through the intersection. Staff requests authorization to install the bike lanes on Cummings Drive from SH121 to Forest Ridge Drive and request authorization for funding for the pavement marking installation. The estimated cost for the pavement marking installation and signage is $100,000, which would be paid out of the contract labor line item in the SIEDC budget. A financial analysis concludes that the fund balance will accommodate the funding for bike lane installation on Cummings Drive from SH121 to Forest Ridge Drive. FISCAL IMPACT: ATTACHMENTS: $100,000 to be paid out of the contract labor line Map item in the SIEDC budget. Proposed revenue and expenditures  DEDICATED LANES SHARED LANES DEDICATED LANES FOREST RIDGE DR. MATCH LINE MURPHY DR. CUMMINGS DR. CUMMINGS DR. R. CEN TRA LD DEDICATED LANES SHARED LANES DEDICATED LANES 21 MATCH LINE S.H .1 CUMMINGS DR. MARTIN DR. DR. I NGS U MM C SOLID 4" WIDE WITH REFLECTOR SOLID 8" WIDE TILES WITH REFLECTOR TILES FACE OF CURB R3-17 R3-17bP 8'-0" R8-3 SOLID ARROW DEDICATED LANE SYMBOL D OA DRIVEWAY AG ER NT 200 100 0 200 400 600 RO R3-17bP R3-17 SCALE IN FEET 21 F DRAWING NAME: L:\PublicWorks\PWAutoCad\2018 STRIPING\2018 BIKE LANE STRIPING.dwg 8'-0" S. .1 CONCEPTUAL DRAWING B CUMMINGS DRIVE FACE OF CURB BIKE LANES LAYOUT OF DEDICATED LANES TYPICAL DEDICATED LANES APRIL 2018  AGENDA City of Bedford Street Improvement Economic Development Corporation Proposed Revenue and Expenditures Fiscal Year Ending September 30, 2017 Projected Fund Balance October 1, 2017 $ 3,219,107 Revenue: Sales Tax $ 2,637,500 Special Sales Tax - Interest Income $ 8,000 Total Revenue $ 2,645,500 Required Reserve $ 40,800 Available Funds $ 5,823,807 Expenditures Supplies 14,000 Sign Maintenance 30,000 Sidewalk Maintenance 16,000 Street Maintenance 433,000 Equipment Maintenance 28,000 Vehicle Maintenance 12,900 Traffic Signal Maintenance 35,000 Equipment Rental 6,000 Contract Maintenance 1,490,600 Debt Service 1,390,475 Paying Agent Fees 300 Debt Principal, Lease Payment 13,431 GIS Development - Contingency 35,000 Capital Design / Construction 752,200 Capital Vehicles / Equipment 50,000 Total Expenditures $ 4,306,906 Available Funds Less Expenditures $ 1,516,901 Projected Fund Balance, September 30, 2018 $ 1,557,701  AGENDA PRESENTER: Kenneth Overstreet, Public Works Director DATE: 05/01/18 ITEM: Discussion and possible action on the street assessment and guidance on the Street Improvement Economic Development Corporation (SIEDC) board members’ expectations for street rehabilitation. DISCUSSION: Staff presented an item to the SIEDC during the January 16, 2018 meeting, for approval to submit a request to City Council to enter into a contract with Fugro Roadware, Inc. to complete a street assessment. The item was approved by the SIEDC on January 16, 2018 and by City Council at the February 13, 2018 meeting. The street assessment results require input from the City to complete the analysis. The items include type of maintenance allowed, what the long term goals regarding desired pavement condition levels will be and if the City would like a five or ten year rehabilitation plan. One type of street maintenance used in the past is micro seal. This process, which consists of a thin layer of material coating the existing asphalt street, was completed on Harwood Road, Forest Ridge Drive and Bedford Road. The preventive maintenance has an approximate life span of seven years on less traveled roads before additional preventative maintenance is required. Micro seal can be completed three times before the road will require a mill and asphalt overlay or reconstruction. Another option for preventive maintenance is completing a slurry seal. A slurry seal is the application of a mixture of water, asphalt emulsion, aggregate (very small crushed rock), and additives to an existing asphalt pavement surface. This procedure was completed in various parking lots at the Boys Ranch Park. The cost to micro seal a road is less than the cost for a mill and asphalt overlay. During the presentation at the January 16, 2018 meeting on the street assessment, staff informed the SIEDC that the cost variation between micro seal and mill and asphalt overlay, on streets over 40 years old, was $1,443,000. Staff is requesting guidance on whether the SIEDC will permit micro sealing to be used on City streets, slurry seal or if mill and asphalt overlay is the preference. In order for the rehabilitation plan to be completed, staff will need to inform Fugro Roadware, Inc. on the long term goals regarding desired pavement condition levels and if it will be a five or ten year rehabilitation plan. The desired pavement condition level is the percentage of the City’s street network that is in good to excellent condition. For example, if 70% is the desired result, this will mean that 70% of the street network is in good to excellent condition. The higher the pavement condition level and the length of the plan will determine the annual cost to complete the street rehabilitation. Staff is requesting guidance from the SIEDC to determine the expectation for these items. FISCAL IMPACT: ATTACHMENTS: N/A Micro Seal Photo Slurry Seal Photo and Information Cost Summary from January 16, 2018  AGENDA Slurry Seals What? A slurry seal is the application of a mixture of water, asphalt emulsion, aggregate (very small crushed rock), and additives to an existing asphalt pavement surface. A slurry seal is similar to a fog seal except the slurry seal has aggregates as part of the mixture. This combined mixture of the emulsion and aggregates represents “slurry.” Polymer is commonly added to the asphalt emulsion to provide better mixture properties. The placement of this mixture on existing pavement is the “seal” as it is intended to seal the pavement surface. Slurry seals are generally used on residential streets. Why? Slurry seal is applied in order to help preserve and protect the underlying pavement structure and provide a new driving surface. Roads chosen for slurry seal applications generally have low to moderate distress and narrow crack width. Slurry seal applications serve to seal the cracks, restore lost flexibility to the pavement surface, provide a deep, rich black pavement surface color, and help preserve the underlying pavement structure. When? Slurry seal is typically applied on either an intermittent or cyclical basis. Location, weather, traffic loading, and pavement conditions are factors used to determine if a slurry seal application is appropriate. Roadways selected for slurry seal treatment are commonly those which have slight to moderate distress, no rutting, and generally narrow crack widths, and where a slurry seal treatment would help extend the pavement life until resurfacing becomes necessary. Roadways chosen for cyclical slurry seal applications would typically be treated every five to seven years. How? The asphalt emulsion and the aggregates are mixed in, and applied using, a purposely built truck, generally referred to as a “slurry truck.” Yes, I know, that’s rather obvious, but I didn’t make it up! Slurry trucks contain various compartments which hold the aggregate (fine crushed rock), water, polymer modified emulsion, and other additives, which are mixed in the on-board mixer. The slurry mixture flows out of the rear of the truck and onto the pavement within the confines of a box attached to the rear of the truck. The box serves to distribute the slurry mixture over the pavement. Workers with squeegees follow behind and assist in spreading the mixture, correcting areas not properly covered, and keeping the mixture off of concrete improvements such as gutters.  AGENDA A piece of burlap is often dragged behind the slurry truck with the goal of producing a smooth texture while spreading the slurry seal. The texture of a slurry seal is different than that of asphalt pavement. The texture may have faint lines and be somewhat coarse. In addition, when the slurry is first placed the surface is tender and can be marked up by sudden turning movements. These impressions on the pavement are temporary as seasonal weather and traffic smooth out these imperfections over time.  AGENDA Once placed slurry seals need 4 to 6 hours to set or harden before the road is open for traffic. AGENDA  AGENDA Microsurfacing What? Microsurfacing is similar to slurry seal. It consists of the application of a mixture of water, asphalt emulsion, aggregate (very small crushed rock), and chemical additives to an existing asphalt concrete pavement surface. Polymer is commonly added to the asphalt emulsion to provide better mixture properties. The major difference between slurry seal and microsurfacing is in how they “break” or harden. Slurry relies on evaporation of the water in the asphalt emulsion. The asphalt emulsion used in microsurfacing contains chemical additives which allow it to break without relying on the sun or heat for evaporation to occur. Thus, microsurfacing is an application that hardens quicker than slurry seals and can be used when conditions would not allow slurry seal to be successfully placed. Streets that have a lot of shade and streets that have a lot of traffic are good candidates for microsurfacing. Why? Microsurfacing is applied in order to help preserve and protect the underlying pavement structure and provide a new driving surface. Roads chosen for microsurfacing application generally have low to moderate distress and narrow crack width. When? Microsurfacing is typically applied on an intermittent, project-specific basis. Location, weather, traffic loading, and pavement conditions are factors used to determine if a microsurfacing application is appropriate. Roadways selected for microsurfacing treatment are commonly those which have slight to moderate distress, no rutting, and generally narrow crack widths, and in which a microsurfacing treatment would help extend the pavement life until resurfacing becomes necessary. Roadways chosen for cyclical microsurfacing applications would typically be treated every five to seven years.  AGENDA How? Microsurfacing is commonly mixed in, and applied using, a purposely built truck, generally referred to as a “slurry truck.” If the roadway segments to be microsurfaced are long and don’t contain sharp curves, a “continuous machine” is sometimes used. This machine is capable of constant or continuous mixing and application of microsurfacing due to its large storage compartments and capability to attach to aggregate delivery trucks and tankers containing microsurfacing emulsion. This continuous operation provides the benefit of having few if any seams in the roadway which occur when operation stops. Slurry trucks and continuous machines contain various compartments which hold the aggregate (fine crushed rock), water, polymer modified emulsion, and other additives, which are mixed in the on- board mixer. The microsurfacing mixture flows out of the rear and onto the pavement within the confines of a rear-mounted box referred to as a “micro box.” This box contains an auger which turns to uniformly distribute the mixture across the width. Workers with squeegees follow behind and assist in spreading the mixture, correcting areas not properly covered, and keeping the mixture off of concrete improvements such as gutters. A piece of burlap is often dragged behind with the goal of producing a smooth texture while applying the microsurfacing material. The texture of microsurfacing is different than that of asphalt pavement. The texture may have faint lines and be somewhat coarse. In addition, when the microsurfacing is first placed the surface is tender and can be marked up by sudden turning movements. These impressions on the pavement are temporary as seasonal weather and traffic smooth out these imperfections over time. Once placed microsurfacing needs 1 to 2 hours to set or harden before the road is open for traffic.  AGENDA Recommendations for High Priority Streets in excess of 40 years old Scoring Recommendation w/ Micro Seal Option Estimated Cost 9 to 10 No action taken $ 0 7 to 8 Crack Seal $ 202,000 5 to 6 Micro Seal $ 361,000 3 to 4 Mill and Overlay $ 3,610,000 1 to 2 Rebuild $ 277,000 Estimated Cost $ 4,450,000 Scoring Recommendation w/o Micro Seal Option Estimated Cost 9 to 10 No action taken $ 0 7 to 8 Crack Seal $ 202,000 5 to 6 Mill and Overlay $ 1,804,000 3 to 4 Mill and Overlay $ 3,610,000 1 to 2 Rebuild $ 277,000 Estimated Cost $ 5,893,000 *This cost only represents approximately 10% of the City streets  AGENDA PRESENTER: Clifford Blackwell, Assistant City Manager DATE: 05/01/18 ITEM: Discussion on potential funding options for future street rehabilitation upon completion of the street assessment. DISCUSSION: During the January 16, 2018 meeting, the Street Improvement Economic Development Board approved a street assessment with Fugro Roadware, Inc. The street assessment will be completed in June 2018. Staff is requesting guidance on funding options for future street rehabilitation work. Staff is prepared to present options for the Board’s consideration. FISCAL IMPACT: ATTACHMENTS: N/A N/A  AGENDA PRESENTER: Kenneth Overstreet, Public Works Director DATE: 05/01/18 ITEM: Discussion and consideration of an item authorizing the Public Works Director to proceed with submitting Requests for Qualifications to engineering firms to complete a Traffic Signal System and Intelligent Transportation System (ITS) for the City of Bedford and, when completed, applying for various grant opportunities. DISCUSSION: In 2011, the City completed a State Energy Conservation Office (SECO) grant funded project to upgrade and synchronize the City maintained traffic signals. As with other types of electronics, the traffic signal equipment is at its end of life, requiring additional maintenance or replacement with upgraded technology. Staff is requesting approval to submit Requests for Qualifications to engineering firms to complete a Traffic Signal System and Intelligent Transportation System for the City of Bedford and, when completed, applying for various grant opportunities. The Traffic Signal System and Intelligent Transportation System scope of services will include inventory and assessment of existing signal systems, inventory and assessment of existing system communications, facilities and system computer control facilities, needs assessment and goals, and an Intelligent Transportation System master plan and assistance with grant funding. FISCAL IMPACT: ATTACHMENTS: N/A N/A