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Home My WebLink About5F - 2009 Street Overlay Project Bids MEETING DATE: AGENDA #: PREPARED BY: AGENDA ITEM: DISCUSSION: MARCH 16, 2009 SF CRAIG ELDRED, STREET AND UTILITIES SUPERVISOR CONSIDER APPROVAL OF A RESOLUTION REJECTING THE BIDS FOR THE 2009 STREET OVERLAY PROJECT; MODIFYING THE SCOPE OF THE PROJECT; AND AUTHORIZING STAFF TO RE-ADVERTISE Introduction The purpose of this agenda item is to seek City Council approval of resolution rejecting the 2009 overlay bids opened February 24, 2009, and authorization for staff to re-advertise the 2009 Overlay project at a reduced project scope of services. Historv On January 5, 2009, City Council authorized staff to advertise for overlay of the following areas identified below: 1. Full length road overlay. I Route I Wilds Parkway I Fremont Ave Description Wilds Maintenance Garage to CSAH 82 15531 Fremont to Northwood Road 2. Utility (water main/sewer) repair area paving. I Route I Glynwater Trail I Lemley Circle I Wildwood Trail intersections Description 28' x 300' 28' x 200' 32' x 50' and 32' x 140' 3. Neighborhood maintenance resurfacing directed as part of Resolu- tion 08-099 accepting Brooksville Hills Preliminary Engineering Report. I Route I 150m Street Prior South Description TH 13 to 6366 150m Street Blind Lake, Cedar Circle, Dublin Road, Hillcrest Street, Lyons Avenue and Tacoma Circle Current Circumstances The low bid received for the project was $324,202.72 from Astech Corporation. This bid was $29,000 more that the available funding of $290,000. The City received 12 bids, four of which were within $4,000 of he low bid. We believe this is an indication that the low bid received is reflective of the current industry R:\Council\2009 Agenda Reports\03 16 09\street overlays agenda 2g09.DOC www.cityopriorlake.com Phone 952.447.9800 / Fax 952.447.4245 prices. In analyzing the bids the primary reasons for the higher than estimated bid price was increases of 15% and 30% respectively for bituminous and pav- ing fabric. ISSUES: The City does not have the available budget to complete the project as bid. Because the City received 12 bids the low bid price is unlikely to be reduced by re-bidding unless the scope of the project is reduced. For that reason staff recommends completing the Freemont portion of the project next year. This segment of roadway is in the best condition of the areas included in the project. Staff will make interim repairs to Freemont to allow safe and functional use for another year. Approval of this agenda item will allow staff to still meet the project schedule for completion by early June, and still provide for competitive pricing by contrac- tor's as they are still looking for street maintenance work. FINANCIAL: IMPACT: Funds for these projects are budgeted and will be drawn from the Street De- partment portion of the General Fund budget. Repairs in category 1 are to be funded from the street budget. Those in category 2 will be funded from the util- ity fund as they are part of the restoration required due to water main repairs. Category 3, 150th and Prior South will be included in the City's 2009 429 Bond- ing for the street reconstruction project. ALTERNATIVES: 1. Approve a resolution rejecting the 2009 overlay bids; authorizing a reduc- tion in the scope of the 2009 improvements; and authorize staff to re- advertise a reduced 2009 overlay project. 2. Table this agenda item for a specific reason. 3. Deny this agenda item for a specific reason and provide staff with direction. RECOMMENDED MOTION: Alternative # 1. ReVi~jJrL F~nk BOYlel1t R:\Council\2009 Agenda Reports\03 16 09\street overlays agenda 2009.DOC 4646 Dakota Street S.E. Prior Lake, MN 55372-1714 RESOLUTION 09-xxx A RESOLUTION AUTHORIZING THE REJECTION OF THE 2009 OVERLAY BIDS; REDUCING THE SCOPE OF THE 2009 STREET OVERLAY PROJECT; AND AUTHORIZING STAFF TO RE- ADVERTISE A REDUCED 2009 OVERLAY PROJECT Motion By: Second By: WHEREAS, The City of Prior Lake is committed to improving the streets within the City by providing continued maintenance; and WHEREAS, The City received 12 competitive bids for the 2009 Overlay project; and WHEREAS, The low bid received in the amount of $324,202.72 from Astech Corp. was $29,000 more than the budgeted funding; and Contractor Bid Amount Astech Corp $324,202.72 Prior Lake Blacktop $326,856.68 McNamara Contracting $328,304.00 GMH Asphalt $328,391.70 Wm Mueller & Sons $328,777.80 Northwest Asphalt $330,740.60 Valley Paving $334,217.76 Bituminous Roadways $358,544.00 Aslakson Blacktop $365,488.28 Hardrives, Inc. $366,840.00 Midwest Asphalt $389,424.30 Chard Tiling $391,310.30 WHEREAS, Competitive bidders will be notified in writing of the City's intent to reject the February 24, 2009, bids. R\Council\2009 Agenda Reports\03 16 09\street overlays resolu~ion 200.9DOkC www.C1tyotpnorlae.com Phone 952.447.9800 / Fax 952.447.4245 NOW THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA as follows: 1. The recitals set forth above are incorporated herein. 2. The City Council approves a resolution rejecting the 2009 Overlay Project 3. An approved 2009 Overlay project with a reduced scope of services is approved as follows: I Full length road overlay -Wilds Parkway (Wilds Maintenance Garage to CSAH 82 Utility (watermain/sewer) repair area paving -Glynwater Trail -Lemley Circle -Wildwood Trail intersections Maintenance Resurfacing per Resolution 08-099 _150th Street (TH 13 Intersection) - Blind Lake, Cedar Circle, Dublin Road, Hillcrest Street, Lyons Ave and Tacoma Circle 4. Staff is authorized to re-advertise the 2009 Overlay Project with the reduced scope. 5. The funding for the street overlays shall come from the Street Department portion of the 2009 General Fund budget. Specific funding authorization will be established by the resolution awarding bids. PASSED AND ADOPTED THIS 16TH DAY OF MARCH 2009. YES NO I Haugen I Erickson I Hedberg I LeMair I Millar Haugen Erickson Hedberg LeMair Millar Frank Boyles, City Manager R:\Council\2009 Agenda Reports\03 16 09\street overlays resolution 2009.DOC