Public Works Dept.

Memo

To:                 Mike Wildgen

cc:                David Corliss, Debbie Van Saun, Terese Gorman, David Woosley

From:            Chuck Soules

Date:  March 26, 2004

Re: Harvard Street Traffic Calming – Project No. 03-TC1-104(C)

Staff has been working with the Harvard Neighborhood Association for the last three years to develop a traffic-calming plan between Wakarusa and Monterey Way.  Temporary traffic calming circles were approved at the intersections of Goldfield, Mulberry, and Moundridge Drive in July 2001 and installed as a pilot program in November 2001.  After more than a year the temporary devices were removed.  The neighborhood immediately noticed that speeds increased when the temporary devices were removed, and requested that they be reinstalled pending the construction of the permanent traffic calming circles.  The Traffic Safety Committee recommended on August 4, 2003 (minutes and comments attached) that permanent devices be installed.  The City Commission approved this recommendation on August 12, 2003.

During the discussions about the development of Folks Road, the neighborhood actively expressed their concerns over speeds and cut through traffic.  At the November 25, 2003 City Commission meeting, Staff was directed to proceed with the design and construction of the Harvard Road Traffic Calming Plan.  The plan was presented to both Police and Fire Departments.  The plan contains three traffic calming circles and three speed cushions.

Requests for qualifications were sent to several engineering firms.  A selection committee was formed including:  Brenda Jackson (resident), Mark Dessitti (neighborhood association president), David Woosley, Terese Gorman, and myself.  The Qualification Statements were evaluated and two firms were interviewed on February 12, 2004.

The Selection Committee evaluated the following criteria:  commitment of staff, ability to perform within time frame, past performance, previous experience with similar work, work commitment, accessibility of firm’s office, familiarity with project, knowledge of project procedures, thoroughness of presentation, communication, ability to work with the public, professionalism, and overhead.

The Selection Committee is recommending the firm of Bucher, Willis & Ratliff.  The scope of services will include survey, design, and public involvement.  After many meetings with the neighborhood to develop this plan, the public involvement will mostly be directed to those properties at the intersections and where the speed cushions will be located.  Individual meetings will be held with each owner adjacent to a traffic-calming device to explain all the details.  A preliminary plan will be presented to the City Commission.

Bucher, Willis & Ratliff has provided an agreement and cost for these services in an amount of:

Survey                         $15,875.00

Design                         $29,801.07

Public Involvement      $  7,470.00

                                    $53,146.07

The construction cost is estimated roughly at $300,000.

Additionally, at the October 6, 2003 Traffic Safety Commission meeting, the neighbors requested traffic control/calming be installed at Goldfield and Eldridge.  Residents believe that traffic is avoiding these temporary calming devices on Harvard by using Goldfield as a cut through.  The Traffic Safety Commission recommended a temporary traffic calming circle to be installed.  On March 3, 2004 Staff again met with the Goldfield/Eldridge neighbors and they have requested a permanent installation.  This request will be placed on the April 5, 2004 Traffic Safety Commission agenda and the recommendation forwarded to the City Commission on April 13, 2004.  In anticipation of this, I asked Bucher, Willis & Ratliff to include an option for this traffic circle as well.  This would be an additional cost of $6,000 for survey, design, and public involvement.

At this time we need to identify how the City will pay for the project.  There are not any budgeted funds for this project.  The City’s Speed Hump / Speed Cushion Policy, Resolution No. 6469, adopted May 13, 2003 (attached) indicates that the City Commission may require 0% - 100% of the costs of these traffic calming devices be paid for by the group or neighborhood making the request.  However, neighborhood participation in the costs has not been indicated in previous Commission discussions about this project.  Therefore, the City will need to designate Harvard Road between Wakarusa and Monterey Way as a main trafficway in order to issue bonds for this project, if that is the chosen method for funding.

The process includes the adoption of an ordinance, and the publication and approval of a resolution authorizing the issuance of bonds for the project.  This process could take up to 30 days.  We would like to proceed with the engineering.  The intersection at Harvard and Goldfield is one of the main intersections to the Quail Run School.  Our current schedule bids this project in July, and school begins August 11.  Although there are not any guarantees, we would like this intersection completed by the time school starts.  Thus, if the Commission is agreeable, the engineering could begin with funds (to be reimbursed with approval of bonding) from the Capital Improvement Reserve Fund.

Please feel free to call should you have any questions.

Action Requested: 

1. If desired by the City Commission, approve Ordinance No. 7775 designating Harvard Road between Wakarusa and Monterey Way as a main trafficway.

2. Authorize the City Manager to enter into an agreement with Bucher, Willis & Ratliff for engineering services for the Harvard Road Traffic Calming Improvements in an amount not to exceed $53,146.07, to be initially paid for from the Capital Improvement Reserve Fund. 

Respectfully submitted,

Charles F. Soules, P.E.

Director of Public Works

CFS/je

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