HomeMy WebLinkAboutRoad Implementation Plan (2)
MEMORANDUM
Date: April 16, 2012
To: Board of County Commissioners
From: Chris Doty, PE, Director
RE: Update regarding implementation of the Road Committee Recommendations
On January 4th, 2012 the Board of County Commissioners heard recommendations from the
Road Committee regarding steps to be taken to address long term sustainability of the County
road network.
Attached is the Implementation Plan that has been developed to assist in evaluating and
implementing the recommendations of the Committee.
At the April 16, 2012 BOCC Workshop, a presentation will be conducted which will update the
Commission regarding the status of each implementation item.
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Implementation Plan
Road Committee Recommendations
In the summer of 2011, the Board of County Commissioners convened a Road Committee to
formulate recommendations to address the fiscal conditions in the Road Department resulting
from a continued decline in road maintenance funding.
On January 4th, 2012 the Board of County Commissioners heard recommendations from the
Road Committee regarding steps to be taken to address long term sustainability of the County
road network. Below is a summary of the recommendations as well as a proposed work plan
necessary to achieve their desired outcome.
The committee developed five recommendations – with the 5th recommendation to explore
alternative funding sources. The committee was clear that the first four recommendations,
which are focused on improved asset management efforts, internal efficiencies and regional
partnerships, should be fully explored and exhausted before proceeding with alternative funding
source development.
Recommendation #1: Develop a modernized Pavement Management Program and modeling
tool with the goal of achieving (funding) a sustainable Pavement Condition Index that is
acceptable to the users.
Deliverable: The primary deliverable for Recommendation #1 will be a Budget Options Report
which models various funding scenarios for pavement maintenance of the County Road
Network. At a minimum, the funding scenarios (five and/or 10-year
projections) will include:
a. Optimum Funding Scenario: This scenario models an
investment level necessary to improve the PCI to a mid-80s
level, which is the optimal practical condition which resulting in
the lowest annual sustainable maintenance cost. (Note: The
mid-80s goal produces prescribed maintenance treatments
consisting primarily of low cost surface/chips seals versus
overlay/full-depth reclamation treatments).
b. Sustainable Funding Scenario: This scenario models an
investment level necessary to sustain the existing PCI of 78.
c. Current Funding Scenario: This scenario prescribes the
prioritized maintenance treatments based upon the
existing/project funding available for pavement maintenance.
The PCI deterioration is also projected over a five and/or 10 year
period.
d. Zero Maintenance Scenario: This scenario models the degradation of the PCI over a
five and/or 10 year period with no pavement maintenance investment.
e. Other Funding Scenarios, as necessary.
Timeframe: Complete, June 2012. Staff is currently in discussion with a vendor to assist in the
establishment of the initial Pavement Management Program set-up and preparation of the initial
Budget Options Report.
Recommendation #2: Develop a refined list of maintenance alternatives with known life cycle
costs to serve as inputs to the Pavement Management Program to program and ensure the
most cost effective maintenance treatment.
Deliverable: Staff will internally prepare a Tech
Memo which will identify cost and life cycle
estimates of the various pavement maintenance
treatments utilized within the County road
network. This data will serve as input data to the
Pavement Management Program software for use
in developing the Budget Options Report.
Timeframe: May, 2012
Recommendation #3: Prioritize services to
match existing funding levels.
Deliverable: Staff will develop as follows:
a. A Material/Services Reduction Matrix which identifies non-personnel related areas for
reduction in materials and services and associated outcomes (and savings) resulting
from reductions.
b. A Personnel Attrition Matrix which focuses on long term strategies for delivering cost
efficient service through personnel reductions associated with attrition (retirement, etc).
Hypothetical Example: A loss of one equipment operator will result in the need to fill
specific job duties. The matrix will identify a combination of service reductions, seasonal
workload assignment and/or contract work (and associated savings) that will be utilized
to fill the gap created through the vacancy.
Timeframe: Draft, July 2012
Recommendation #4: Explore shared services and partnerships with other agencies to reduce
overhead and achieve other cost efficiencies.
Deliverables: A report will be assembled which documents the extent of existing partnerships
and the potential for growth and expansion of partnership opportunities with near-term, mid-
term, and long-term objectives and opportunities.
a. The County Administrator and Road Department Director will meet with their equivalent
peers in potential partner agencies to initiate conversations regarding partnership and
efficiency through collaboration. Collaborative topics will then be developed through
individual agency workshops and meetings which will cast a wide net of opportunities
and refine as necessary; nothing will be off-the-table.
b. Collaborative opportunities will be analyzed for cost savings potential and ranked based
upon implementation criteria and other factors. Care will be exercised to not create
administratively complex processes or work components which would otherwise
compete with private sector businesses.
c. The Road Department Director will
convene an ongoing quarterly meeting of area
wide road jurisdiction personnel and other
stakeholders to communicate work plans and
facilitate opportunities for collaborative efforts as
well as provide general discussion and
educational platforms for the transportation
maintenance industry in the region.
Timeframe: Initiation of the conversation will
occur in April/May 2012, with a progress update
on progress in July 2012.
Recommendation #5: Explore new revenue sources for funding of road maintenance.
Deliverable: A matrix of new funding opportunities will be developed, identifying source, amount
of funding potential, implementation process and implementation obstacles. The matrix will
build upon ideas and concepts previously discussed by the Road Committee and introduce new
funding opportunities and strategies.
Timeframe: Draft matrix, July 2012