City of Lawrence

Public Works Department

MEMORANDUM

TO:              David L. Corliss

          City Manager

FROM:          Steven M. Lashley, P.E.

                   Project Engineer – Infrastructure Management

DATE:           May 19, 2009

RE:               Project No. PW0906 – W 9^th St, Tennessee St to Iowa St, Rehabilitation Project

(Sales Tax Infrastructure Improvement Program) – City Bid No. B09032

                   Public and General Notifications

Project Description/Details.  The project includes the removal and replacement of curb and gutter sections, milling existing pavement, patching deteriorated areas, and placing a 2-inch asphalt overlay to restore structural capacity, proper drainage, and ride quality to the pavement.  Also, traffic safety improvements to the intersection at Avalon Rd to add a left turn lane are also included in this project.  Single lane and street closures with detours are expected to occur on this project.  This is the first project to use sales tax funds.

Project Notifications.  The following lists various means by which public and internal awareness and notification has been and will be provided:

-Prior to setting bid date:

-The project was reviewed and approved by City Commission with the City’s annual pavement maintenance program on January 27, 2009.  The comprehensive plan was sent to several departments to provide awareness of planned projects.

-The intersection safety improvements at 9^th & Avalon have been discussed with adjacent property owners that are directly impacted. They will be coordinated with again prior to beginning any work in this location.

-Correspondence with Utilities Dept. has developed into coordinated work efforts at 9^th & Avalon to occur during construction to minimize overall impact.

-Lisa Patterson, Communications Coordinator, is providing assistance with the development of a sign to place at the construction limits to provide awareness that the project is utilizing sales tax revenue.

-Bid date is planned to be set May 19, 2009 at City Commission.

-Anticipated Award date upon Commission approval of June 2^nd, 2009.

-Project will be completed prior to KU resuming classes in August 2009.

-Post-bid communication:

-Public Notification to impacted adjacent properties along the W 9^th St corridor is provided by means of a post card, from Public Works, that includes basic project information such as project time frame, contact numbers similar to other mill and overlay projects in the past. In addition a door hanger will be provided by the contractor 48 hours prior to work beginning each phase advising when vehicles need to be moved.  It also includes general notification that traffic may be interrupted by street closures and access restrictions to driveways. Detour information will be provided by several methods. Adjacent property owners will be communicated with directly, while the general public will be kept abreast of phasing and detour by media communications, such as channel 6, our web site and any other media available to us.

-The contractor will be responsible to acquire a City Right of Way Permit from the City Clerk’s Office and that information is forwarded to Fire/Medical, Police, and Transit.  The contractor will be providing traffic control plans to be reviewed. It is at that time that a more detailed plan for phasing will be developed. Keeping in mind a minimization to local residents and the general traveling public.  As significant changes occur in traffic control, such as street closures, the contractor will be responsible to update the City Clerk’s Office with project closure updates so that an update can then be forwarded. We will also keep our media contacts current with project status and changes as necessary.

- We will also be sending a notification by email to several internal departments that may be directly impacted by the proposed work which includes Contractor and Public Works contact phone numbers.

-Lisa Patterson provides weekly updates, construction bulletin, concerning the current status of traffic impacts associated with all projects to various media and email subscribers.

Traffic control plans shall be submitted by the Contractor for review and approval.  Our expectations are that the phasing of work will be planned such that through traffic can be maintained as much as possible.  Most likely curb and gutter and driveway access work will be performed first along 9^th from Tennessee St to Emery Rd and two-way traffic will be maintained.  At the same time, street or lane closures at 9^th and Avalon could be occurring with possible detours.  Once the curb and gutter and driveway access is reestablished and 9^th and Avalon is complete, milling of the entire pavement segment will most likely occur and can be performed under traffic with temporary single lane closures.  Patching will follow the milling operation in preparation for the overlay surface course.  Again, two-way traffic shall be maintained from Tennessee towards Emery and single lane closures (one-way traffic) will occur west of Emery.  This type of timing or phasing will be provided by the Contractor and reviewed by City staff.  If desired or needed, City staff will meet with neighborhood associations to discuss traffic control concerns. As with any project, as unforeseen issues arise we anticipate dealing with them immediately to again minimize and disruptions. Also with the change in media contact with Lisa Patterson’s departure we will work closely with her prior to her leaving as to alleviate any issues and making this transition as seamlessly as possible.

This project is expected to have the same level of success as similar projects in the past, such as the Massachusetts Street water line project and other mill and overlays.  We will continue to monitor and work closely with property owners and the general public in minimizing inconveniences as much as possible.  We are committed to public awareness.

cc:      Cynthia Boecker       

Diane Stoddard

Chuck Soules           

Mark Thiel

Tammy Bennett

Alan Landis    

Bobbie Walthall

Frank Reeb