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4.b) Preliminary Maintenance Report on Pilar, Perkins, Penfield and ParisPilar Road, Perkins Ave, Paris Ave, and Penfield Ave Maintenance Improvements City of Scandia, MN Page 1 PREMILINARY SUMMARY REPORT PILAR ROAD, PERKINS AVE, PARIS AVE, AND PENFIELD AVE – MAINTENANCE IMPROVEMENTS CITY OF SCANDIA, MN JANUARY 2014 Pilar Road, Perkins Ave, Paris Ave, and Penfield Ave Maintenance Improvements City of Scandia, MN Page 2 SUMMARY The following report has been prepared for discussion at the January 2014 City Council Workshop to present information regarding Pilar Road, Perkins Ave, Paris Ave, and Penfield Ave Maintenance Improvements as maintaining these streets as gravel roads. These adjoining roadways are located north of Hwy 97 and in between County Round 3 (Olinda Trail) and Trunk Highway 95. BACKGROUND & EXISTING CONDITIONS The background & exiting conditions were outlined in the July 2013 Preliminary Summary Report identifying Street Improvements for Pilar Road, Perkins Ave, Paris Ave, and Penfield Ave. The purpose of this report is to identify tree trimming & clearing and grubbing areas, ditch excavation, culvert maintenance/replacement, erosion control improvements, gravel road maintenance/rehabilitation, long-term maintenance, and provide an estimated cost of the recommended work. The roadway network that will be discussed within this report consists of approximately 2.41 miles as previously outlined in the July 2013 Report. Pilar Road (CR 3 to TH 95) – 1.6 miles, Paris Ave (gravel portion) - .48 miles, Perkins Avenue - .24 miles, and Penfield Avenue - .09 miles. RECOMMENDED SCOPE OF WORK In order to maintain a gravel road properly, there are three basic items; a crowned driving surface, a shoulder area that slopes directly away from the edge of the driving surface, and a ditch. The shoulder area and the ditch of many gravel roads may be minimal, and particular true within the roadways discussed within this report because of narrow road widths, existing terrain, adjacent wetlands, ditches that have been filled in by property owners, and vegetation/tree over growth. The basic shape of a gravel road cross section must be correct or a gravel road will not perform well, even under very low traffic. Paved roads are usually designed and then constructed with careful consideration given to correct shape of the cross section. Once paving is finished, the roadway keeps its shape for an indefinite period of time, unfortunately gravel roads are quite different. Many gravel roads are not constructed well initially and from the visual inspections of the existing conditions evidence has supported that to be true for the gravel roads as discussed within this report. In addition, gravel roads will rut more easily in wet weather, traffic will displace gravel from the surface to the shoulder area and even to the ditches during dry weather. These circumstances create continual responsibility of keeping the roadway properly shaped. Some areas along the gravel roadways have no ditches making it nearly impossible to provide the adequate drainage within the cross section and prevent wet gravel/standing water which leads to one of the major reasons for distress and failure of gravel roads. Pilar Road, Perkins Ave, Paris Ave, and Penfield Ave Maintenance Improvements City of Scandia, MN Page 3 Tree Trimming & Clear and Grubbing Keeping drainage ditches cleared of trees and brush is important for several reasons. Trees and brush along the ditch or side slopes and debris from fallen trees and limbs into the bottom of the ditch can reduce the flow capacity of the ditch, obstruct sight distances for drivers, obstruct street signs, allows for snow storage area off of the roadway, allows the driver a recovery zone versus colliding with a tree on the edge of the road if the driver loses control, and the longer the delay in removing trees the larger they grow each year. The combination of bigger trees and delaying these costs to later years adds up to ultimately more expense for removal. Recommendation – To clear & grub trees within the roadway right-of-way and within areas ditching needs to be completed. This would consist of removal of trees, stumps, and roots. Exceptions to this work could be made in the field at the time of marking tree removals. Pilar Road, Perkins Ave, Paris Ave, and Penfield Ave Maintenance Improvements City of Scandia, MN Page 4 Ditch Excavation, Culvert Maintenance/Replacement, & Erosion Control Improvements The most important and common drainage structure is the roadside ditch with a gravel roadway. Efforts must be made to maintain a minimal ditch and if existing ditches become obstructed from eroded soil or debris it should be cleaned. Culverts are critical to carry the natural flow of water under the road so that it may continue on its natural course. Small culverts can easily become plugged from eroded soil and debris. Culvert cleaning should become part of the road maintenance and they should be inspected at reasonable intervals. Necessary culvert work is needed in this area to install culvert crossings where they currently don’t exist, to replace damaged culverts, and undersized culverts. In areas where steep slopes exist or severe erosion is occurring it’s recommend to construct pea rock trenches with draintile in the bottom. These trenches will slow the runoff velocity, catch sediment that washes off the gravel roads, and convey water slower into existing wetlands or drainage basins. These should be field fitted and adjustments made during construction. Traditional rain gardens, engineered soils, or precast storm structures are not being recommended because the intent of the roadways are to remain gravel and these improvements would require more maintenance than could be completed with a gravel road alongside them and they would have to be significantly modified in the future if the desire was to improve the streets with pavement. Upon the completion of the ditching, culvert work, and erosion control improvements permanent turf restoration should be established as soon as possible. Areas with steep slopes, close to wetlands or drainage basins should install temporary erosion control devices until turf restoration is established. Recommendation – To complete ditch excavation, culvert work, and installation of erosion control improvements as described above and in locations identified on the figures. Field modifications should be anticipated and should be observed closely to ensure enough ditching is being completed and the intended scope of work is completed. Pilar Road, Perkins Ave, Paris Ave, and Penfield Ave Maintenance Improvements City of Scandia, MN Page 5 Gravel Road Maintenance/Rehabilitation Establishing proper cross slope or more commonly referred to as crown is very important as problems develop quickly when a gravel road has no crown. Water will quickly collect on the road surface during a rain event and will soften the crust. This leads to rutting, creates smaller depressions in the road where water collects, and then eventually develops potholes. Too much crown can lead to unsafe conditions in which the driving public does not feel comfortable and as drivers begin to feel a slight loss of control of the vehicle. During winter months, with the snow and ice on the roadways additional risk exists if roadways have excessive crown and for these reasons drivers tend to drive down the middle of the road regardless of how wide it is. Recommended crown from skilled operators and supervisors across the country suggest approximately 4% is ideal for a gravel roadway. The ideal shape is a straight line from the shoulder up to the centerline of the road. However this shape sometimes becomes rounded, which is referred to as a parabolic crown and proposing its own issues. The middle portion of the road will have considerably less crown than the outer edges and water will not drain from the middle. It’s important that the shoulder should be no higher or no lower than the edge of the roadway. By maintaining this shape the low shoulder or drop-off is eliminated which is a safety hazard and also reduces roadway edge support. If high shoulder exists, secondary ditches start to form within the driving lanes of the gravel road as shown below in the pictures. When a gravel road develops a high shoulder it destroys the drainage of water directly from the surface to the real ditch. To provide for access for maintenance vehicles or emergency vehicles if necessary, turnarounds at the end of the Perkins Ave and Penfield Ave would be beneficial to be installed with other maintenance work outlined in this report. Removal of topsoil material and approximately 12 inches of existing material should be replaced with 12 inches of gravel material that meets approved gradations. Recommendation – Passes with a motor grader shall be completed to recover as much material within the reachable shoulder area and then an additional 4 inches of gravel material shall be placed on the existing roadways to obtain the desired crown as described above. Turnarounds shall be constructed at the end of Perkins Ave and Penfield Ave. Pilar Road, Perkins Ave, Paris Ave, and Penfield Ave Maintenance Improvements City of Scandia, MN Page 6 Long-term Maintenance – Dust Control As long as the roadways remain gravel they will continue to give off dust under traffic, and a dusty road is often considered a slow deteriorating road. The amount of dust will vary on weather and maintenance the City chooses to complete. Once the fine material is lost, the load-bearing aggregate will soon follow. Whether to provide dust control most often is directly related to the budget. Virtually all methods of dust control require annual treatment. There are several types of stabilizers used to control dust that include; chlorides, resins, natural clays, asphalts, soybean oil, and other commercial binders. Chlorides are the most commonly used products and fall into three categories, calcium chloride in flake or liquid form, magnesium chloride generally in liquid form, and sodium chloride (road salt). Sodium is seldom used and is the least effective, but calcium and magnesium chloride can be very effective if used properly. Calcium and Magnesium chloride attract moisture from the air, keeping the road damp even under hot, dry conditions. The moisture film provides a cohesive force that binds aggregate particulars together, resulting in a hard and compact surface. Application of products do have some preparation work that should be completed prior to any chloride application to ensure the best results are achieved. Gravel roads require much more frequent maintenance than paved roads, especially after wet periods. Routine grading needs to be completed to avoid material being loss at faster rate than normal into the ditches. Depending on the equipment and the timing of the maintenance that is completed, variable results will be achieved. Speed of grader and angle of blade are very important when the maintenance work is performed Minnesota LTAP offers a series of gravel road maintenance training courses. These courses help supervisory personnel and operators better understand the materials, techniques, and equipment needed for maintaining gravel roads. They also review new techniques and ideas in gravel road maintenance Pilar Road, Perkins Ave, Paris Ave, and Penfield Ave Maintenance Improvements City of Scandia, MN Page 7 OPINION OF PROBABLE COSTS The following opinion of probable project costs have been estimated as shown below. These estimates include: maintenance cost for clearing & grubbing, tree trimming, ditch excavation, erosion control improvements, culvert work, placement of approximately 4 inches of gravel material, turnaround construction, and restoration along with 15% contingencies. Pilar Road N $240,000 Paris Avenue N $73,500 Perkins Avenue N $36,500 Penfield Avenue N $16,500 Total Estimated Maintenance Costs $366,500 CONCLUSIONS • Review and discuss this report at the January 2014 City Council Workshop ATTACHMENTS • Figures 1 – 4 identifying approximate location of maintenance work • Cost Estimates for Pilar Road, Paris Ave, Perkins Ave, and Penfield Ave NO. ITEM UNITS QTY ESTIMATED UNIT PRICE TOTAL PRICE PILAR ROAD N: 1 MOBILIZATION LS 1 $6,000.00 $6,000.00 2 TRAFFIC CONTROL LS 1 $2,000.00 $2,000.00 3 SALVAGE AND REINSTALL SIGN EA 6 $50.00 $300.00 4 SALVAGE AND REINSTALL MAILBOX EA 7 $100.00 $700.00 5 CLEARING AND GRUBBING LS 1 $17,500.00 $17,500.00 6 TREE TRIMMING HR 28 $200.00 $5,600.00 7 COMMON EXCAVATION - DITCHING CY 6,700 $10.00 $67,000.00 8 COMMON EXCAVATION - TURNAROUNDS CY 0 $12.00 $0.00 9 RCP CULVERT INSTALLATION LF 30 $38.00 $1,140.00 10 CMP DRIVEWAY CULVERT INSTALLATION LF 75 $25.00 $1,875.00 11 RCP CULVERT END SECTIONS EA 2 $300.00 $600.00 12 CMP CULVERT END SECTIONS EA 6 $125.00 $750.00 13 PEA ROCK TRENCHES CY 120 $25.00 $3,000.00 14 4" HDPE DRAINTILE WITH SOCK WRAP LF 240 $8.00 $1,920.00 PROJECT NO. N15.106565 JANUARY 2014 ESTIMATED MAINTENANCE COSTS PILAR ROAD, PERKINS AVE, PARIS AVE, PENFIELD AVE MAINTENANCE IMPROVEMENTS © 2014 Bolton Menk, Inc., All Rights Reserved COST ESTIMATES 15 ROAD GRADING, INCL. RESHAPING CROWN AND COMPACTION OF AGGREGATE LF 8,475 $0.65 $5,508.75 16 4" AGGREGATE BASE, GRAVEL MATERIAL TN 4,972 $9.75 $48,477.00 17 CLEAN EXISTING CULVERT CROSSING LF 30 $10.00 $300.00 18 STREET SWEEPER WITH OPERATOR HR 5 $125.00 $625.00 19 TOPSOIL BORROW (LV)CY 1,400 $18.00 $25,200.00 20 SEED AND EROSION CONTROL BLANKET SY 6,000 $2.50 $15,000.00 21 TEMPORARY EROSION CONTROL DEVICES LS 1 $5,000.00 $5,000.00 ESTIMATED MAINTENANCE - PILAR ROAD N:$208,495.75 TOTAL WITH, 15% CONTINEGENCES $239,770.11 PARIS AVE N: 22 MOBILIZATION LS 1 $1,800.00 $1,800.00 23 TRAFFIC CONTROL LS 1 $600.00 $600.00 24 SALVAGE AND REINSTALL SIGN EA 2 $50.00 $100.00 25 SALVAGE AND REINSTALL MAILBOX EA 7 $100.00 $700.00 26 CLEARING AND GRUBBING LS 1 $5,000.00 $5,000.00 27 TREE TRIMMING HR 10 $200.00 $2,000.00 28 COMMON EXCAVATION - DITCHING CY 1,600 $10.00 $16,000.00 29 COMMON EXCAVATION - TURNAROUNDS CY 0 $12.00 $0.00 30 RCP CULVERT INSTALLATION LF 60 $38.00 $2,280.00 © 2014 Bolton Menk, Inc., All Rights Reserved COST ESTIMATES 31 CMP DRIVEWAY CULVERT INSTALLATION LF 25 $25.00 $625.00 32 RCP CULVERT END SECTIONS EA 4 $300.00 $1,200.00 33 CMP CULVERT END SECTIONS EA 2 $125.00 $250.00 34 PEA ROCK TRENCHES CY 30 $25.00 $750.00 35 4" HDPE DRAINTILE WITH SOCK WRAP LF 60 $8.00 $480.00 36 ROAD GRADING, INCL. RESHAPING CROWN AND COMPACTION OF AGGREGATE LF 2,560 $0.65 $1,664.00 37 4" AGGREGATE BASE, GRAVEL MATERIAL TN 1,502 $9.75 $14,643.20 38 CLEAN EXISTING CULVERT CROSSING LF 30 $10.00 $300.00 39 STREET SWEEPER WITH OPERATOR HR 2 $125.00 $250.00 40 TOPSOIL BORROW (LV)CY 400 $18.00 $7,200.00 41 SEED AND EROSION CONTROL BLANKET SY 2,200 $2.50 $5,500.00 42 TEMPORARY EROSION CONTROL DEVICES LS 1 $2,500.00 $2,500.00 ESTIMATED MAINTENANCE - PARIS AVE N:$63,842.20 TOTAL WITH, 15% CONTINEGENCES $73,418.53 PERKINS AVE N: 43 MOBILIZATION LS 1 $1,000.00 $1,000.00 44 TRAFFIC CONTROL LS 1 $500.00 $500.00 45 SALVAGE AND REINSTALL SIGN EA 2 $50.00 $100.00 46 SALVAGE AND REINSTALL MAILBOX EA 8 $100.00 $800.00 © 2014 Bolton Menk, Inc., All Rights Reserved COST ESTIMATES 47 CLEARING AND GRUBBING LS 1 $2,000.00 $2,000.00 48 TREE TRIMMING HR 8 $200.00 $1,600.00 49 COMMON EXCAVATION - DITCHING CY 500 $10.00 $5,000.00 50 COMMON EXCAVATION - TURNAROUNDS CY 100 $12.00 $1,200.00 51 RCP CULVERT INSTALLATION LF 50 $38.00 $1,900.00 52 CMP DRIVEWAY CULVERT INSTALLATION LF 0 $25.00 $0.00 53 RCP CULVERT END SECTIONS EA 2 $300.00 $600.00 54 CMP CULVERT END SECTIONS EA 0 $125.00 $0.00 55 PEA ROCK TRENCHES CY 15 $25.00 $375.00 56 4" HDPE DRAINTILE WITH SOCK WRAP LF 30 $8.00 $240.00 57 ROAD GRADING, INCL. RESHAPING CROWN AND COMPACTION OF AGGREGATE LF 1,270 $0.65 $825.50 58 4" AGGREGATE BASE, GRAVEL MATERIAL TN 745 $9.75 $7,264.40 59 CLEAN EXISTING CULVERT CROSSING LF 0 $10.00 $0.00 60 STREET SWEEPER WITH OPERATOR HR 2 $125.00 $250.00 61 TOPSOIL BORROW (LV)CY 200 $18.00 $3,600.00 62 SEED AND EROSION CONTROL BLANKET SY 1,100 $2.50 $2,750.00 63 TEMPORARY EROSION CONTROL DEVICES LS 1 $1,500.00 $1,500.00 ESTIMATED MAINTENANCE - PERKINS AVE N:$31,504.90 TOTAL WITH, 15% CONTINEGENCES $36,230.64 © 2014 Bolton Menk, Inc., All Rights Reserved COST ESTIMATES PENFIELD AVE N: 64 MOBILIZATION LS 1 $400.00 $400.00 65 TRAFFIC CONTROL LS 1 $150.00 $150.00 66 SALVAGE AND REINSTALL SIGN EA 1 $50.00 $50.00 67 SALVAGE AND REINSTALL MAILBOX EA 3 $100.00 $300.00 68 CLEARING AND GRUBBING LS 1 $900.00 $900.00 69 TREE TRIMMING HR 2 $200.00 $400.00 70 COMMON EXCAVATION - DITCHING CY 400 $10.00 $4,000.00 71 COMMON EXCAVATION - TURNAROUNDS CY 75 $12.00 $900.00 72 RCP CULVERT INSTALLATION LF 0 $38.00 $0.00 73 CMP DRIVEWAY CULVERT INSTALLATION LF 50 $25.00 $1,250.00 74 RCP CULVERT END SECTIONS EA 0 $300.00 $0.00 75 CMP CULVERT END SECTIONS EA 2 $125.00 $250.00 76 PEA ROCK TRENCHES CY 30 $25.00 $750.00 77 4" HDPE DRAINTILE WITH SOCK WRAP LF 60 $8.00 $480.00 78 ROAD GRADING, INCL. RESHAPING CROWN AND COMPACTION OF AGGREGATE LF 450 $0.65 $292.50 79 4" AGGREGATE BASE, GRAVEL MATERIAL TN 220 $9.75 $2,145.00 80 CLEAN EXISTING CULVERT CROSSING LF 0 $10.00 $0.00 81 STREET SWEEPER WITH OPERATOR HR 2 $125.00 $250.00 © 2014 Bolton Menk, Inc., All Rights Reserved COST ESTIMATES 82 TOPSOIL BORROW (LV)CY 35 $18.00 $630.00 83 SEED AND EROSION CONTROL BLANKET SY 235 $2.50 $587.50 84 TEMPORARY EROSION CONTROL DEVICES LS 1 $500.00 $500.00 ESTIMATED MAINTENANCE - PENFIELD AVE N:$14,235.00 TOTAL WITH, 15% CONTINEGENCES $16,370.25 ESTIMATED MAINTENANCE W/ 15% CONTINGENCY - PILAR ROAD N:$239,770.11 ESTIMATED MAINTENANCE W/ 15% CONTINGENCY - PARIS AVE N:$73,418.53 ESTIMATED MAINTENANCE W/ 15% CONTINGENCY - PERKINS AVE N:$36,230.64 ESTIMATED MAINTENANCE W/ 15% CONTINGENCY - PENFIELD AVE N:$16,370.25 TOTAL ESTIMATED MAINTENANCE W/ 15% CONTINGENCY:$365,789.53 © 2014 Bolton Menk, Inc., All Rights Reserved COST ESTIMATES