HomeMy WebLinkAbout10-28-2024 - Study Session Agenda Packet SPECIAL STUDY SESSION AGENDA
CITY COUNCIL
CITY OF WHEAT RIDGE, COLORADO 7500 W. 29th Ave. Wheat Ridge CO October 28, 2024
To start at the conclusion of the regular business meeting which starts at 6:30 p.m.
This meeting will be conducted as a virtual meeting, and in person, at 7500 West 29th
Avenue, Municipal Building. City Council members and City staff members will be physically present at the Municipal building for this meeting. The public may participate in these ways: 1. Attend the meeting in person at City Hall. Use the appropriate roster to sign up to speak upon arrival.
2. Provide comment in advance at www.wheatridgespeaks.org (comment by noon on
October 28, 2024) 3. Virtually attend and participate in the meeting through a device or phone:
• Click here to pre-register and provide public comment by Zoom (You must
preregister before 6:00 p.m. on October 28, 2024)
4. View the meeting live or later at www.wheatridgespeaks.org, Channel 8, or YouTube Live at https://www.ci.wheatridge.co.us/view
Individuals with disabilities are encouraged to participate in all public meetings sponsored by the City of Wheat Ridge. Contact the Public Information Officer at 303-235-2877 or wrpio@ci.wheatridge.co.us with as much notice as possible if you are interested in
participating in a meeting and need inclusion assistance.
Public Comment on Agenda Items
1. City Snow and Ice Control Program Overview
2. Wadsworth Improvement Project Construction Update
3. Staff Report(s)
4. Elected Officials’ Report(s)
ITEM NO 1
Memorandum
TO: Mayor and City Council THROUGH: Patrick Goff, City Manager
FROM: Maria D’Andrea, Director of Public Works
Mike Ivancich, Public Works Operations Supervisor DATE: October 28, 2024
SUBJECT: City Snow and Ice Control Program Overview
ISSUE This memo provides an overview of the city’s response to snow events including priorities, storm classifications, public communication, and the city’s available resources for addressing this critical function. BACKGROUND The city provides snow and ice control on city streets to achieve the following:
• Safety: To reduce the risk of crashes caused by a buildup of snow and ice.
• Emergency Services: To allow emergency vehicles to navigate safely and quickly.
• Accessibility: To ensure that public transportation and essential services remain accessible for citizens.
• Economic Impact: To allow businesses to remain open and operational thus minimizing
economic disruptions.
The city provides these services in a safe and cost-effective manner while balancing environmental impacts and resource limitations. The goal for the department is to keep streets within the City passable during adverse weather conditions and in a reasonably safe condition. The city’s Snow
Response Plan is designed to efficiently utilize available resources – including staff time,
materials, and equipment – to respond effectively to snow events. This does not mean bare, dry pavement should be expected after every snowstorm. The aim of snow and ice control operations is to return most road surfaces to safe winter driving conditions
as soon as feasible within the limitations of the city’s available resources and weather conditions.
Flexibility is needed to adapt to the variety of conditions experienced during different types and durations of snow events. The city’s funds are limited, and it’s imperative that they be spent cost-effectively. It is not possible
to address all snow and ice issues simultaneously and completely. It is also not practical to maintain
equipment and personnel availability at a level that is sufficient for all possible situations.
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Therefore, priorities and levels of service have been established in line with the allocated resources. Providing a higher level of service or engaging in additional activities would require more funding
and/or re-prioritization of existing resources to cover these additional items.
During storm events, the city focuses on plowing primary streets that carry the highest volumes of traffic. As snow subsides, the primary streets continue to be plowed while staff also addresses the secondary streets and hilly areas. Under extreme conditions, the city will consider plowing in
residential/low volume streets.
Priority Street Designations
• Priority 1 Streets: Higher-volume roadways that connect hospitals, fire stations, the police
station, and other critical care facilities.
• Priority 2 Streets: Lower-volume roadways that allow for neighborhood access to Priority 1 streets as well as schools and the I-70 frontage roads.
• Priority 3 Streets: Hilly, residential streets where pavement traction may be required for
vehicles to access properties. Other low volume and residential streets (not designated as a priority on the Snowplow Map) will not be plowed unless accumulations of snow greater than 10 inches occur between the dates of
December 1 and March 1 of each year. Outside of these dates, the sun will assist in melting the
snow and city-wide plowing will likely not be required. If plows are deployed into these low-volume streets, the crews will plow such that one passable lane is available in the center of the street, i.e. plows will not plow from curb-to-curb. This is to prevent significant accumulations of snow being deposited in driveways, on sidewalks, and adjacent to parked vehicles.
Storm Classifications Depending on the storm’s severity, the city has established three levels of response to snow and ice removal. The following classifications are intended to serve as a guide to establishing effective snow removal strategies for different types of winter storms:
• Class 1 Storm - A storm predicted to last for less than 12 hours with anticipated snow accumulations of 4 inches or less. Under this storm classification, crews will plow and treat all Priority 1 and Priority 2 streets. The effort and resources expended will vary depending
on accumulation and drifting conditions. Once a storm event has ended, Priority 3 streets
may be plowed.
• Class 2 Storm - A storm with anticipated snow accumulations between 4 and 8 inches. Under this storm classification, crews will concentrate on removing snow and ice from
Priority 1 streets. The effort and resources expended will vary depending on accumulation,
drifting conditions, and the length of the storm event. Generally, for an event lasting less than 12 hours, Priority 3 streets will be plowed when sufficient clearing of Priority 1 & 2 streets has been completed. For storms lasting more than 12 hours, Priority 3 streets will be plowed once the storm event has subsided.
• Class 3 Storm - A storm predicted to be extreme with snow accumulations on road surfaces at depths greater than 8 inches, accompanied by strong or gusting winds that create drifting
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or is expected to last 24 hours or more. Under this storm classification, snowfall may be so heavy that only Priority 1 streets can be maintained in a serviceable condition until the
storm subsides. After sufficient clearing of Priority 1 and Priority 2 streets, crews will plow
and de-ice Priority 3 streets within 24 to 48 hours. Crews will only be deployed to Priority 3 streets after Priority 1 and Priority 2 streets are in reasonably good condition. Personnel
The Operations Division of the Public Works Department is the group primarily responsible for
snow and ice control on city streets. Thirteen (13) Maintenance Technicians and the Public Works Operations Supervisor are utilized to address each storm event. Typically, three teams of four technicians work 8-hour shifts until the storm event is complete and snow has been plowed from primary and secondary streets. When a storm lasts a long period of time, this can result in
extremely long hours for staff with limited time for rest.
Since twelve staff persons are needed to fully staff the shifts, this allows for only one person to be on vacation or call out sick at any given time. Unfortunately, it has been difficult to hire for these positions due to the need for a Commercial Driver’s License (CDL) and other agencies’ efforts to
recruit for similar positions. The city has had at least two vacant positions for more than two years,
on a consistent basis. If these positions are not filled, staff is not allowed to take vacation during winter months and, if someone gets sick, the Public Works Operations Supervisor may be required to fill a plow shift. The Fleet Division staff is primarily responsible for maintaining the equipment used to respond to snow and ice operations. Fleet staff may also assist with snow plowing efforts,
as necessary.
Equipment The city utilizes five plow trucks with metal blades to push snow to either side of the street. Distributors on the rear of the plow trucks dispense salt and chemical de-icing materials. The trucks
hold approximately 10 tons of material each. Two heavy duty (1 ½ -2 Ton) trucks are outfitted
with plows and can be used in tight areas or locations where specific clearing is required. A motor grader and front-end loader are also available, if needed, to assist with ice removal or snow hauling. The distributors are calibrated to ensure consistent application of material. Technicians have the ability to apply additional materials, as needed, in specific locations.
Materials The amount of salt that is utilized in each storm event and each snow season varies due to a variety of factors including the ambient temperature and pavement temperature, the amount of snow deposited, the time of year (angle of the sun), and the forecasted weather. The following chart
shows the amount of salt applied over the last five seasons:
4
Other Agency’s Roadways
Some sections of streets within city limits and on the boundaries of the city are maintained by other
jurisdictions. These agencies are responsible for snow and ice removal within their specific rights-of-way. Written agreements with the cities of Lakewood and Arvada are in place that address snow removal on specific boundary street segments.
Portions of three state roadways (Kipling Street, Wadsworth Boulevard, and Sheridan Boulevard)
and two interstate freeways (I-70 and I-76) pass through the city. These roadways are owned and maintained by the Colorado Department of Transportation (CDOT) including snow removal. City crews may be assigned to assist CDOT in plowing these streets in the event of heavy accumulations and/or if an emergency has been declared. For the purposes of the city’s policy, these roads are
considered Priority 2 streets.
Public Communication & Education The city has established a map showing the various Priority streets by color. This map is located on the city’s website for reference by the public and was recently updated to show all newly
constructed roadways.
In 2023, a new tool was launched to communicate more timely information to the public regarding city snow operations. A web application, called PlowOps, allows users to access real-time information on plowed roads during and after a snow event. This tool keeps people current on
snowplow driver progress, allowing them to see a map of the nearby plow routes which have been
recently cleared or not. It will also allow citizens to input a specific address using a Google Maps interface to see the work done in that specific area. Best of all, they can access the map from either a desktop or a smartphone which is essential for those who are already traveling. City staff will be able to respond to snow events more efficiently through in-cab digital maps and be able to deploy
resources more quickly to problem areas.
Sidewalk Clearing Failure to remove snow on sidewalks can result in public safety and liability issues and reduce
100.2 91.9
66.6 57.7
79.3
165
128 119 115 124
0
20
40
60
80
100
120
140
160
180
2019-2020 2020-2021 2021-2022 2022-2023 2023-2024
Salt Usage vs Total Snowfall Accumulation
Snowfall (inches)Salt Applied (Tons)
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mobility options, including access to transit and other destinations. In 2016, in response to numerous complaints regarding lack of snow removal on sidewalks, the city approved a
modification to the municipal code to require that property owners remove snow and ice within 24
hours after each snowfall of two inches or more. The code also states that the definition of "Snowfall" shall not include any accumulation of snow, ice, or sleet as a result of street or sidewalk clearing or plowing activities undertaken by the City of Wheat Ridge or the Colorado Department of Transportation.
Unfortunately, many areas in the city have sidewalks installed directly adjacent to the edge of the street/back of the curb and gutter thus providing no space for snow storage between the paved travel lanes and the sidewalk. In these locations, where no snow storage is available, the plow drivers do their best to keep plowed snow in the street to the extent possible.
Community Service Officers (CSO) in the Police Department respond to calls from the public when sidewalks are not plowed. CSO staff gives a warning to the property owner initially. This can escalate to a ticket if the property owner does not address it in a timely manner or continues to not clear the walk, in subsequent storms. There are circumstances where a citation may be given
immediately if the issue is a major hazard or safety concern.
The city (through the Parks & Recreation Department) provides snow removal on city streets adjacent to city facilities such as the Recreation Center, various parks, and the Clear Creek Trail as well as the parking lots and trails within parks. Also, the city provides snow removal on
sidewalks along 38th Avenue between Harlan St. and Sheridan Blvd., as these sidewalks are a part
of streetscape improvements constructed by the city. DISCUSSION This item is informational only. Staff will provide a presentation and then be available for
questions and discussion.
ATTACHMENTS: 1. Snowplow Map 2. FAQs Document
3. Presentation
Frequently Asked Questions
Who is responsible for clearing sidewalks?
Residents are responsible for clearing their driveways as well as sidewalks adjacent to
their property. It is recommended that snow from driveways and sidewalks be placed in
their front yards and not in the street. It is illegal to push snow from parking lots or
driveways into the city’s streets.
After the storm, the plow came through and plowed my driveway shut again.
Depending on the severity of the storm, cleanup/widening operations often take place
within one to four days following the storm. It is necessary to widen an available
roadway to ensure the ice and snow melts off the driven surface as quickly as possible.
Failure to do so will result in ice/snow packed roads too narrow to accommodate storage
of snow from subsequent storms, and will prevent proper drainage, resulting in
increased ice problems.
What if I have an emergency and my street isn't plowed?
If an emergency situation occurs, call 911. Equipment will be diverted for emergencies
ONLY WHEN REQUESTED BY AN EMERGENCY SERVICE AGENCY. Police/Fire dispatch
has constant communications with city staff during storm conditions. It is a crime to make
a false emergency request.
How do I know if my street will be plowed?
Please go to the city’s interactive city map to see where the plows are working. You can
also type in your address to determine if your street will be plowed and how quickly the
plows might be there.
Snow Plow Tracking Map | Wheat Ridge, CO - Official Website
How can citizens help?
•Drive with caution and anticipate delays. Don't drive unless you must.
•Be patient, it is impossible to clear all roads immediately.
•Do not attempt to stop a snowplow or obstruct its path. Plows must maintain
speed for maximum efficiency.
•Equipment operators often work long hours under trying conditions. They
anticipate courteous and friendly drivers. Please help them to help you.
•DO NOT push or shovel snow into the street. It is illegal to place snow from
private drives or parking lots onto the public right-of-way.
•Drivers do their best to not cover sidewalks with snow, but sometimes it is
impossible to avoid.
ATTACHMENT 2
Snow & Ice Control Program
Overview
Mike Ivancich, Public Works Operations Supervisor
Maria D’Andrea, Director of Public Works
ATTACHMENT 3
Policy
Street Priorities
Storm Classifications
Resources
Staff Training
Public Communication
Sidewalk Clearing
Snow & Ice Policy
Goal: maintain streets within the city passable during adverse
weather conditions and in a reasonably safe condition
We achieve this Goal by focusing on:
Access for Emergency Vehicles
Safety for the Traveling Public
Proactive Communication to Citizens
Efficient Use of Resources
Flexibility in Response
Street Priorities
Street Priorities
Red = Priority 1
Yellow = Priority 2
Green = Priority 3
Blue = Snow Routes
Storm Classifications
Class Accumulation Storm Length Priority Streets
1 Less than 4 inches Less than 12 Hours 1 & 2
2 4 – 8 inches Less than 12 Hours 1, 2 & 3
2 4 – 8 inches More than 12 Hours 1 & 2 – during storm
3 – after 2’s cleared
3 More than 8 inches More than 24 Hours
1 – during storm
2 – after 1’s cleared
3 – within 24-48 hrs. after snow ends
In extreme snowfall events, typically when snow exceeds 10” in depth between
December 1 and March 1, all city streets may be plowed to allow for one passable lane
Historic Storm Data
100.2
91.9
66.6
57.7
79.3
119.8
104.6 109.8
134.9
113.25
22 20 16
25 19
2019-2020 2020-2021 2021-2022 2022-2023 2023-2024
Snowfall, Miles Plowed, & # of Snow Events
Inches of Snowfall Total Miles Plowed (1,000's)# of Events
Resources
Personnel:
13 Public Works staff respond to storm events
Three, four-person, 8-hour shifts allow for 24 hour coverage
Each storm event is overseen by the Public Works Operations Supervisor
Equipment:
5 plow trucks
1 Front-end loader
1 Motor Grader
Materials:
Average salt use = 1,400 Tons/year
Mag-chloride
Staff
Training
Public Communication & Education
Sidewalk Clearing
Sidewalk Clearing
The Community Services Division of the Police
Department cites property owners for uncleared
walks in response to complaints
Some walks, adjacent to parks and city property,
are cleared by the city’s Parks Division
Bus stops are cleared by a city contractor
Sec. 16-68. Removal of snow and ice from sidewalks.
(a) The owner, occupant or tenant of any building, property
or lot within the city shall remove snow and ice from all
sidewalks adjacent to such building, property or lot and
running parallel to any street within twenty-four (24) hours
after each snowfall of two (2) inches or more.
Questions
ITEM NO. 2
Memorandum
TO: Mayor and City Council THROUGH: Patrick Goff, City Manager FROM: Maria D’Andrea, Director of Public Works
DATE: October 28, 2024 SUBJECT: Wadsworth Improvement Project Construction Update
ISSUE:
The Wadsworth Improvement Project remains on schedule, with completion expected by spring
of 2026 and active construction finishing by late 2025. Additional work was added, such as permanent improvements at the 38th Avenue intersection and extending the work to the original southern limits at 35th Avenue. This was announced in the fall of 2023 and will ensure long-term cost savings and benefits.
Today, over 75% of the project is complete, including all northbound traffic lanes on concrete pavement. Completion of the concrete paving for the southbound lanes, may finish ahead of schedule. In addition, the following items are or are nearly complete:
• Underground private utilities (Xcel, Century Link, etc.) relocated
• All wet utilities (storm water, water, and sanitary sewer)
• Eastbound and westbound dual turn lanes at 44th Avenue
• Sidewalk (west side of street) and bike/ped trail (east side) The purpose of this item is to provide the City Council with a brief update on project status and
remaining steps to reach completion. No action is requested.
BACKGROUND: This project includes modernizing and improving Wadsworth Boulevard from 35th Avenue to I-70 with efficient and safe intersection designs, safer entrances and exits for vehicles accessing
businesses, a continuous sidewalk on the west, and a bike/pedestrian path on the east side of
Wadsworth from 35th Avenue to the Clear Creek Trail. The project will construct efficient intersections at 44th Avenue and 38th Avenue called a continuous flow intersection (CFI). The CFI makes the best use of land for maximum traffic flow,
while prioritizing safety.
A construction contract was awarded to Concrete Works of Colorado, Inc. in August 2021 which covered work between approximately I-70, south to 41st Avenue. It was necessary to scale back the original limits of the project (I-70 to 35th Avenue) due to a lack of funding. Work began in
Wadsworth Improvements Project Update October 28, 2024
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October 2021. In late-2022, the city was notified that an additional $4M in congressionally directed spending would be received for the project. In February 2023, the City Council approved a contract amendment to CWC’s contract to include work from 41st Avenue, south to 35th Avenue including
the CFI at 38th Avenue.
Both the Wheat Ridge Water District and the Wheat Ridge Sanitation District wished to replace their infrastructure within the project limits. The city worked with both entities to incorporate their plans into the work and oversaw construction as a part of the larger project. An Intergovernmental
Agreement (IGA) with both entities was approved and then amended to include additional work
due to the city’s added work/scope to 35th Avenue. Reimbursements from both districts have been submitted periodically. Within the next month or so, staff expects to receive final costs for the water and sanitary sewer work from the contractor and will submit a final reimbursement request to each district.
Construction has progressed relatively well however a variety of unknown or unexpected items have led to cost overruns, including costs to address:
• Removal & disposal of materials from an unidentified dump site at the north end of the
project
• Groundwater remediation
• Asbestos abatement
• Irrigation repairs at various sites
• Sanitary sewer bypass pumping
• Additional underground utility potholing
• Modifications to the underground storm sewer due to unknown, conflicting utilities
• Shear anchors for the retaining wall at the north end of the project
• Additional traffic control These items, as well as added quantities due to plan errors, have added approximately $3.8M in
costs to the overall construction contract. Financial Implications A summary of anticipated costs and expenditures to date is provided below.
08/2021 Contract Construction (Base Bid & Alternates) $31,761,695
Contingency $1,500,000
WR Water District $1,766,118
WR Sanitation District $1,443,655
Sub-Total $36,471,468
02/2023 Contract Amendment
Construction $14,484,675
Contingency $1,250,000
Pricing Modifications $199,600
WR Water District 964,415
Wadsworth Improvements Project Update October 28, 2024
Page 3
Sub-Total $16,898.690
Total $53,370,158 Since the February 2023 contract amendment, some additional work has also been identified for both the Water and Sanitation Districts.
The current contract with CWC is:
Current CWC Contract
City Contract (to date) * $49,295,779
WR Water District $2,823,323 WR Sanitation District $1,443,655
Sub-Total $53,562,757
Work Completed to Date $41,609,915
Net $11.952,842 *Additional change orders are anticipated Construction Schedule
As mentioned above, CWC is planning to complete all concrete pavement work yet this year. This
will allow for the temporary concrete batch plant, located in the southwest quadrant of I-70 & Wadsworth Boulevard, to be removed. Once paving is generally complete, the following, significant items remain to be completed:
• Sound Wall panel installation
• Median construction
• Traffic signal installation
• Landscaping & irrigation The current, advertised completion time is spring of 2026. A better understanding of the
completion time frame will be known in the spring of 2025 as the winter weather will play a factor
in the overall schedule. Next Steps Due to CWC’s pace, it may be necessary to complete a budget amendment prior to the end of the
year to account for the increased pace of construction.
\Construction management services have been provided since the start of the project by the engineering firm AECOM. An annual contract amendment is considered each year by the City Council for the subsequent year of construction. It may be necessary to amend AECOM’s contract
for 2024 to account for increased inspection requirements. Also, a contract amendment for the
2025 construction year is being developed for approval later this year. Design services, during construction, have been provided by the engineer-of-record, HDR, Inc. Their current contract is adequate for the remainder of 2024, but a budget amendment will likely
be needed in 2025 for assistance through the remainder of the project. have been required
Wadsworth Improvements Project Update October 28, 2024
Page 4
DISCUSSION: This item is informational only. Staff will provide a presentation and then be available for questions and discussion.
Attachments: 1. Presentation