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Home My WebLink About9A - 2010 Street Resurfacing Project #10-012 0' PR/04> co~ 4646 Dakota Street S.E. U ~ Prior Lake, MN 55372-1714 I't1 I\rlNNESO~~ CITY COUNCIL AGENDA REPORT MEETING DATE: AGENDA #: PREPARED BY: APRIL 5,2010 9A LARRY POPPLER, ASSISTANT CITY ENGINEER AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTION ACCEPTING BIDS AND AUTHORIZING THE MAYOR AND CITY MANAGER TO EXECUTE THE CITY'S STANDARDIZED CONSTRUCTION CONTRACT FOR THE 2010 STREET RESURFACING PROJECT #10-012 DISCUSSION: Introduction The purpose of this agenda item is to accept the bids and authorize the Mayor and City Manager to execute the City's Standardized Construction Contract with McNamara Contracting for the 2010 street resurfacing project. The following streets are scheduled for resurfacing in 2010: 1. Fremont Avenue, 2. Crossandra from Franklin Trail to Bounty Street, 3. Lords Street Neighborhood (Lords Street, Quaker Trail, Fairbanks Trail, and Edgewater Circle), 4. Rustic Road Neighborhood (Rustic Road, Maple Trail, Glendale Avenue, Oakland Beach Avenue, Kneafseys Street, Seven Acres Street, and Cove Avenue), and 5. Shady Beach Neighborhood (Shady Beach Trail and Bayview Circle). Historv In 2009, in an effort to quickly address deteriorating streets, the City Council approved a new program in the Capital Improvement Program (CIP) to keep streets safe and useable until they can be reconstructed. Currently the City has a 10+ year backlog of neighborhood street projects that are worthy of im- mediate reconstruction. The 2009 Transportation Plan, adopted as part of the CIP, proposes the resurfacing of streets in several neighborhoods to extend the useable life a minimum of 10 years to allow the City to catch up with the backlog of deteriorating neighborhood streets. The Council was very clear in directing that only streets where existing watermain and sanitary sewer sys- tems are in adequate condition or can be operated with minor repairs to meet the life of the resurfacing, should be considered for this program. The street resurfacing project involves making spot utility repairs which include replacement of valves and hydrants that are no longer functioning properly, along with any needed drainage repairs. The streets and infrastructure in this year's project area were originally constructed in the 1970s. Once utility re- pairs are made, the existing roadway will be milled and leveled as needed to provide a surface for the new 1 'Y2-inch bituminous overlay surface. Because the subgrade of the road is not being reconstructed, this is a far less expen- sive construction method. However, this resurfacing is not meant to be a long- term repair and the useable life for this type of activity is about 10 years. One of the issues with this method is that within a year or two of the resurfacing, cracks will begin to appear in the new surface where subgrade issues current- www.cityofpriorlake.com R\Council\2010 Agenda Reports\04 05 10BbQfl5tr~J1~.4-~.~Q~'ocFax 952.447.4245 Iy exist. Any cracks that appear will be sealed by the City as part of our an- nual crack sealing program to ensure the resurfaced area remains safe and useable for the 1 O-year design life. In addition to the streets identified for the resurfacing program, staff is recom- mending that Crossandra Street and Fremont Avenue be included as they have been identified for resurfacing as part of the annual street maintenance overlay program. At the February 16, 2010 meeting, the City Council adopted a resolution ap- proving the plans and specifications and authorized the advertisement for bids for this project. Current Circumstances Advertisements for bids were published in both the Prior Lake American and Construction Bulletin with bids due and opened March 15, 2010, at 1 :30 p.m. The City received twelve (12) bids for this project, which are listed in the chart below. I Company I McNamara Contracting I Prior Lake Blacktop ... Northwest Asphalt Astech I Valley Paving I Knife River Corporation I Wm Mueller & Sons I GMH Asphalt I Chard Tiling I Hardrives I Bituminous Roadways, Inc. I Midwest Asphalt Corporation Address Rosemount, MN 55068 Prior Lake, MN 55372 Shakopee, MN 55379 St. Cloud, MN 56302 Shakopee, MN 55379 Sauk Rapids, MN 56379 Hamburg, MN 55339 Chaska, MN 55318 Belle Plaine, MN 56011 Rogers, MN 55374 Shakopee, MN 55379 Minnetonka, MN 55435 Total I $682,126.33 I $721,298.87 I $723,659.18 I $734,272.21 I $740,396.75 1 $751,493.26 I $752,434.46 I $754,445.90 I $769,079.14 I $781,184.79\ $787,490.95 I $841,659.15 I In addition to the above bids for the project the City solicited proposals for construction materials testing from the Professional Services Pool. It is very important to test the bituminous materials used for construction to ensure maximum performance of the overlay. The City does not have staff trained or equipped to provide testing services. The quotes are as follows: I Company I Braun Intertec I American Engineering I Stork Twin City Testing Address Lakeville, MN 55044 St. Paul, MN 55114 St. Paul, MN 55114 Total $7,227.00 $9,630.00 $10,522.00 \ Conclusion Staff recommends awarding the construction contract to the lowest bidder, McNamara Contracting, in the amount of $682,126.33. Previously McNamara Contracting successfully completed the City's 2008 Overlay Project and 2002 Street Reconstruction Project. Staff is recommending awarding the construction testing to Braun Intertec. R\Counci112010 Agenda Reportsl04 05 1012010 street overlay agenda,doc ISSUES: Existina Street Condition Existing streets in the Martinson Island (Lords/Edgewater), Shady Beach Trail and Rustic Road neighborhoods are over 30 years old and failing. These streets have significant degradation that affects the safety of and usability by the public. Based on the current transportation plan and available funding, these streets are not scheduled for full reconstruction until after 2019. The plans and bidding of this project were based on roadway conditions prior to the 2009/2010 winter. Because this project involves rehabilitation of exist- ing roadways there has been additional degradation that occurred over the winter but could not be quantified until snow melt this spring. For that reason Staff anticipates some additional pavement removal which will require contin- gency funding for the project. Existina Utilities The utilities in these streets have been evaluated and staff believes that with replacement of valves, hydrants and minor sanitary and storm sewer repairs, the useable life of the utility infrastructure can be extended until the streets are reconstructed. FINANCIAL IMPACT: The total proposed CIP project budget is $900,000 ($700,000 tax levy, $100,000 Street Budget, $100,000 utility fund). The project cost is: Construction Cost Construction Contingency* Engineering/Bonding (11 %) Total Estimated Project Cost $682,126.33 $35,000.00 $79,000.00 $796,126.33 Due to the mileage and the condition of streets being resurfaced staff believes it is prudent to include a $35,000 construction contingency for unforeseen construction issues. Typical issues on these types of projects include addi- tional drainage work and utility repair. Based on the bids received the proposed funding sources are: Reconstruction Bonds Street Department Water Utility Total Estimated Project Cost $583,066.33 $100,000.00 $113,060.00 $796,126.33 The project is approximately $104,000 less than estimated through the CIP process. The project savings will result in a reduction in the estimated tax levy funding utilizing reconstruction bonds in the amount of $116,933.67. Construction costs for the Fremont Avenue and Crossandra improvements will be recorded in the General Fund Street Department budget, account #101- 43100-412. Construction costs for the Lords neighborhood, Rustic neighbor- hood, and Shady Beach neighborhood will be recorded in the Construction Fund, account #501-48370-501. Bond proceeds will be recorded in the Con- struction Fund. Funding for the utility repair areas will be transferred from the Water Utility to the Construction Fund. R\Council\2010 Agenda Reports\04 05 10\2010 street overlay agenda,doc ALTERNATIVES: 1. Approve a resolution accepting the bids and authorizing the Mayor and City Manager to execute the City's Standardized Construction Contract with McNamara Contracting for the 2010 Street Resurfacing Project #10-012 and accepting the quotes and authorizing the Mayor and City Manager to execute the City's Standard Professional Services Contract with Braun In- tertec for the 2010 Street Resurfacing Project #10-012. 2. Table this agenda item for a specific reason. 3. Deny this agenda item for a specific reason and provide staff with direction. RECOMMENDED Alternatives #1. MOTION: Rev~~ ~ Frank Boyles City'Ma ager - R:\Council\2010 Agenda Reports\04 05 10\2010 street overlay O~ PR104> ~ (" F-.. ';P U ~ I't1 I\rlNNESO~~ 4646 Dakota Street S.E. Prior Lake, MN 55372-1714 RESOLUTION 10-xx A RESOLUTION ACCEPTING BIDS AND AUTHORIZING THE MAYOR AND CITY MANAGER TO EXECUTE THE CITY'S STANDARDIZED CONTRACTS FOR THE 2010 STREET RESURFACING PROJECT #10-012 Motion By: Second By: WHEREAS, The following streets are scheduled for resurfacing in 2010: 1. Fremont Avenue 2. Crossandra from Franklin Trail to Bounty Street 3. Lords Street Neighborhood (Lords Street, Quaker Trail, Fairbanks Trail, and Edgewater Circle) 4. Rustic Road Neighborhood (Rustic Road, Maple Trail, Glendale Avenue, Oakland Beach Avenue, Kneafseys Street, Seven Acres Street, and Cove Avenue) 5. Shady Beach Neighborhood (Shady Beach Trail and Bayview Circle); and WHEREAS, The City of Prior Lake is committed to street maintenance by improving the streets within the City therefore reducing the need of costly reconstruction in the near future; and WHEREAS, A total of twelve (12) bids (provided in the chart below) were received for the identified improvements, with the low bid from McNamara Contracting at a cost of $682,126.33. I Company I McNamara Contractinq I Prior Lake Blacktop I Northwest Asphalt I Astech I Valley Pavinq I Knife River Corporation Wm Mueller & Sons GMH Asphalt I Chard Tilinq Hardrives Bituminous Roadways, Inc. I Midwest Asphalt Corporation ; and Address Rosemount, MN 55068 Prior Lake, MN 55372 Shakopee. MN 55379 St. Cloud, MN 56302 Shakopee, MN 55379 Sauk Rapids, MN 56379 Hamburq, MN 55339 Chaska, MN 55318 Belle Plaine, MN 56011 Roqers, MN 55374 Shakopee, MN 55379 Minnetonka, MN 55435 Total I $682.126.33 I $721,298.87 I $723,659.18 1 $734,272.21 I $740,396.75 I $751,493.26 1 $752,434.46 1 $754,445.90 1 $769,079.14 $781,184.79 $787,490.95 $841,659.15 WHEREAS, City Staff recommends award of a contract to McNamara Contracting for the 2010 Resurfacing Project #10-012; and WHEREAS, Materials testing is required to ensure performance of the materials for this project and the City does not have in-house testing capabilities and the following quotes were solicited for those services: I Company Address Total I Braun Intertec Lakeville, MN 55044 $7,227,00 American Enqineerinq St. Paul, MN 55114 $9,630.00 Stork Twin City Testinq St. Paul, MN 55114 $10,522.00 I with Braun providing the low quote; and R:\Council\2010 Agenda Reports\04 05 10\2010 street o~ .~W!r8trSyr8rPa~~ . com Phone 952.447.9800 / Fax 952.447.4245 WHEREAS, Funds allocated, for the resurfacing of the Lords neighborhood, Rustic neighborhood, and Shady Beach neighborhood will be obtained from bond sales; and WHEREAS, The total project costs are as follows: I Construction Cost I Construction ContinQency I EnQineerinQ/BondinQ (11 %)* I Total Project Cost *Includes Materials Testing $682,126.33 I $35,000.00 I $79,000.00 I $796,126.33 I ;and WHEREAS, The 2010 Street Resurfacing costs shares are allocated as follows: I Funding Source I Street Recon Bonds , Street Department Watermain Repair Work I Total Cost I $583,066.33 I $100,000.00 I $113,060.00 I $796,126.33 I 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 Mayor and City Manager are hereby authorized to execute the City's Standardized Construction Contract for the identified street overlays with McNamara Contracting for a cost not to exceed $682,126.33. 3. The Mayor and City Manager are authorized to execute the City's Standardized Professional Services Contract with Braun Intertec for a not-to-exceed cost of $7,227.00 for materials testing. 4. Construction costs will be recorded in the Construction Fund (#501-48370-501) for the Lord Street, Rustic Road and Shady Beach improvements. 5. Construction costs will be recorded in the General Fund (#101-43100-412) for the Fremont Avenue and Crossandra improvements 6. City Staff is authorized to transfer the following amounts to the Construction Fund #501-39203: . Enterprise Fund Water Utility ($113,060.00) # 601-49303 7. Proceeds from the bond sale will be deposited in the Construction Fund. PASSED AND ADOPTED THIS 5TH DAY OF APRIL 2010. YES NO I Myser I Erickson I Hedberg I Keeney I Millar Myser Erickson Hedberg Keeney Millar Frank Boyles, City Manager R\Council\2010 Agenda Reports\04 05 10\2010 street overlay project reso.DOC