Okaloosa County BOCC — May 5, 2015 — Consideration of a Dirt-To-Pave Roadway Matrix — agenda request — reading text

BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: May 5, 2015 TO: Honorable Chairman and Members of the Board FROM: Jason Autrey SUBJECT: Consideration of a Dirt-To-Pave Roadway Matrix DEPARTMENT: Public Works BCC DISTRICT: 1&3 STATEMENT OF ISSUE: On an annual basis Public Works prepares an improvement plan that includes dirt-to-pave improvement projects. In years past the suggested improvement list was based on input from maintenance staff, citizens and commissioners. During the recent visioning session with the Board of County Commissioners it was requested that staff provide a matrix that could be utilized in the development of future project lists. A sample matrix has been developed for consideration. BACKGROUND: In order to prioritize dirt-to-pave improvement projects staff has developed a proposed matrix that will assist in ranking roadways. Multiple categories have been developed that generally describe certain criteria for any given roadway and an assumed weighted value has been identified for each of those categories. As shown on the attached sample matrix, the proposed categories are: Cost: 10% of the overall score: Points are assigned based on an inverse of the cost in relation to the maximum allowable value the County can perform in house. More expensive projects don't score as well as less expensive projects because of the impact they would have on the overall CIP. Number of Residences: 10% of the overall score: The higher the number of residents that live directly on the roadway the higher the score for this category. Traffic Count: 10% of the overall score: The higher the traffic count along the roadway, the higher the score for this category. This will help rankings for popular cut-through or connecting roadways. Economic Development: 5% of the overall score: Roadways that will encourage economic development will score higher than those that serve non-business related areas. Right-of-Way Availability: 40% of the overall score: Roadways where right-of-way is available (through plat, deed or dedication) will score higher than those where inadequate right-of-way exists. Variations in this value will come from the level of cooperation expressed by the effected property owners. Environmental Impact: 10% of the overall score: Sites with greater discharge to natural water bodies or excessive historical erosion will receive greater consideration. Constructability: 15% of the overall score: Projects that require less of a construction effort (such as less earthwork or material transport) or those that are fundamental from a construction standpoint will score higher in this category. All categories total up to a maximum point value of 100. It is expected that once enough data is incorporated into the matrix that there will be multiple roadway segments that end up with identical scores. To separate those projects the higher scoring right of way, constructability and cost categories will be utilized in that order. Values for each category presented on the sample matrix attached can be adjusted over time based on experiences in using the system. Input of roadway data will occur over time, but utilization of the matrix can occur immediately based on the existing 5 year Capital Improvement Plan and known road conditions. Staff is seeking input/direction regarding the categories and weighted values included on the Dirt-to-Pave Matrix. OPTIONS: No formal Board action is required at this time. Staff requests input/direction regarding the identified categories and the assigned weighted values. Should the provided matrix be deemed appropriate, staff will immediately begin to populate the spreadsheet to assist with project rankings for the upcoming budget cycle. RECOMMENDATIONS: No formal Board action is required at this time. It is recommended that input/direction be provided on the categories and weighted values depicted on the attached matrix and with a consensus of the Board staff be directed to use this matrix as policy for future dirt-to-pave prioritization. RECOMMENDED BY: APPROVED BY: John Hofstad, County Administrator