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Home My WebLink About5J - 2014 Street Overlay Project (r.ci PRI0 Lt u 4646 Dakota Street SE Prior Lake.MN 55372 4INNEsolP CITY COUNCIL AGENDA REPORT MEETING DATE: June 23, 2014 AGENDA#: 5J PREPARED BY: Jake Theisen, Maintenance Superintendent PRESENTED BY: Jake Theisen AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTION ACCEPTING BIDS AND AUTHROIZING THE MAYOR AND CITY MANAGER TO EXECUTE THE CITY'S STANDARDIZED CONSTRUCTION CONTRACT FOR THE 2014 STREET OVERLAY PROJECT 14-500 AND CONCRETE REPAIRS 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, Inc. for the 2014 street overlays and concrete repairs as identified in the 2014 Street Department portion of the General Fund Budget. Streets to be overlaid are in the Coachman & Brooksville Hills area. History Staff utilizes a pavement management system for rating the condition of streets throughout the City. Staff then uses this system as a tool when identifying areas for maintenance and repair. To be eligible for an overlay the street must have concrete curb and gutter, storm sewer, and a sound sub base. The City also includes maintenance resurfacing of existing streets in the overlay project area that do not have concrete curb and gutter and will not be reconstructed in the next ten years. These maintenance activities include patching, concrete repairs. And resurfacing of road segments necessary to keep the streets usable until they are reconstructed. The following street overlays and maintenance resurfacings have be identified by staff for construction in 2014: 1. Full length road overlay Route Description _ Bounty Street Franklin-Crossandra Fillmore Av Bounty- Crossandra Itasca Av Crossandra - Bounty Coachman Lane 21 — Carriage Hill Parkway Cherry Ct Coachman — End Phone 952.447.9800 / Fax 952.447.4245/www.cityofpriorlake.com Carriage Ct Coachman — End Coachman Ct Coachman — End Landau Chestnut Coachman — End This is approximately 1 linear mile of street. 2. Concrete Repairs Mountable Curb B618 Curb Concrete Pedestrian Ramps LF 602 LF 84 20 Current Circumstances Advertisement for bid were published in both the Prior Lake American and Minnesota Construction eAdvertising with bids due and opened on June 13, 2014 at 11:00 am for the Street Overlay project. The City received 6 bids for the Street Overlay project, which are listed in the chart below Company Address Total McNamara Rosemount, MN $173,481.05 Contracting Hardrives Rogers, MN $186,689.93 Bituminous Roadways Mendota Heights, MN $186,834.54 Northwest Asphalt Shakopee, MN $202,377.99 Prior Lake Blacktop Prior Lake, MN $207,624.71 Valley Paving Prior Lake, MN $221,604.50 Conclusion Staff is recommending awarding the construction contract to the lowest bidder, McNamara Contracting, in the amount of$173,481.05. McNamara Contracting has previously worked for the City of Prior Lake and have completed these projects successfully. ISSUES: The 2014 Street Budget considered $420,000 for pavement management maintenance (overlay, seal coat, crack sealing, striping, and patching). $130,0693 will be utilized for the Street JPA, $173,481 for the overlay project with the remaining $115,000 for other overlay and patching repairs. The City's goal is to complete about 3.4 miles of street overlay per year, however there will be about 2 miles completed between the overlay contract and other in-house work. Considering the historical price of petroleum based products, we have seen significant increases in costs to complete these projects not allowing us to meet our pavement management goals. Increases in the pavement management portion of the budget should be considered to most cost effectively manage street conditions. FINANCIAL Funds for this project will be drawn from the Street Department portion of IMPACT: the general fund budget, of which $420,000 is identified for the City's street maintenance programs. We will utilize $130,693 for the JPA and $173,481.05 for the Overlay. The remaining funds from this balance will be used for other pavement maintenance throughout the City. ALTERNATIVES: 1. Motion and a second as part of the consent agenda to approve the resolution which accepts the bids and authorizes the Mayor and City Manager to execute the City's Standardized Construction Contract with McNamara Contracting for the 2014 Street Overlay Project 14-500. 2. Table this item for a specific reason and provide staff with direction 3. Direct staff not to proceed with the project. RECOMMENDED Alternative # 1 MOTION: Oi PRIO4, N U � 4646 Dakota Street SE tso'ct' Prior Lake,MN 55372 RESOLUTION 14-xxx A RESOLUTION ACCEPTING BIDS AND AUTHORIZING THE MAYOR AND CITY MANAGER TO EXECUTE THE CITY'S STANDARDIZED CONSTRUCTION CONTRACT FOR THE 2014 STREET OVERLAY PROJECT 14-500 AND CONCRETE REPAIRS Motion By: Second By: WHEREAS, The following streets have been identified by staff for overlay maintenance in 2014: Route Description Bounty Street Franklin-Crossandra Fillmore Av Bounty- Crossandra Itasca Av Crossandra - Bounty Coachman Lane 21 —Carriage Hill Parkway Cherry Ct Coachman — End Carriage Ct Coachman — End Coachman Ct Coachman — End Landau Coachman — End Chestnut Coachman — End WHEREAS, The City of Prior Lake is committed to improving the streets within the City by providing continued maintenance; and WHEREAS, Continued maintenance of City streets will reduce the need of costly reconstruction in the near future; and WHEREAS, A total of 6 bids (provided in the chart below)were received for the identified improvements, with the low bid from McNamara Contracting at a cost of$173,481.05. Company Address Total McNamara Contracting Rosemount, MN $173,481.05 Hardrives Rogers, MN $186,689.93 Bituminous Roadways Mendota Heights, MN $186,834.54 Northwest Asphalt Shakopee, MN $202,377.99 Prior Lake Blacktop Prior Lake, MN $207,624.71 Valley Paving Prior Lake, MN $221,604.50 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 $173,481.05 3. Funding for the project shall be drawn from the Street Department portion of the General Fund Account #101-43100-412 PASSED AND ADOPTED THIS 23th DAY OF JUNE 2014. VOTE Hedberg Keeney McGuire Morton Soukup Aye ❑ ❑ ❑ ❑ 0 Nay 0 0 0 0 D Absent 0 0 0 0 ❑ Abstain 0 0 0 0 0 Frank Boyles, City Manager http:/(splash/teams/am/October 4 2010/06 23 2014/Overlay Resolution.docx 2