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CITY COUNCIL AGENDA REPORT
MEETING DATE: SEPTEMBER 8, 2014
AGENDA#: SE
PREPARED BY: JAKE THEISEN, MAINTENANCE SUPERINTENDENT
PRESENTED BY: JAKE THEISEN
AGENDA ITEM: CONSIDER APPROVAL OF RESOLUTION AUTHORIZING THE MAYOR AND
CITY MANAGER TO EXECUTE THE CITY'S STANDARDIZED CONSTRUCTION
CONTRACT FOR THE OVERLAY OF 176TH STREET
DISCUSSION: Introduction
The purpose of this agenda item is to seek approval from the City Council author-
izing the expenditure of up to $21,512.00 to repair and repave 176th Street.
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
and types of maintenance and repair. The OCI rating on this street is a 10 which is
among the lowest OCI's for city streets..
176th Street was annexed into the City from Spring Lake Township in 2004. The
street is 325' long and 18' wide into a non-standard cul-de-sac and services 4
homes. There is no curb or gutter in this area.
The work to be accomplished amounts to overlaying the street with a two inch lay-
er of bituminous
Current Circumstances
Proposals were received from 3 vendors and are listed in the chart below:
Company Address Total
Prior Lake Blacktop Prior Lake, MN $21,512.00
McNamara Contracting Rosemount, MN $29,255.00
Northwest Asphalt Shakopee, MN $25,331.55
Conclusion
Staff is recommending awarding the construction contract to the lowest bidder,
Prior Lake Blacktop in the amount of$21,512.00. Prior Lake Blacktop has previ-
ously worked for the City of Prior Lake and have completed these projects suc-
cessfully.
ISSUES: The 2014 Street Budget considered $420,000 for pavement management mainte-
nance (overlay, seal coat, crack sealing, striping, and patching). $130,693 will be
utilized for the Street JPA, $173,481 for the overlay project with the remaining
$115,000 for other overlay and patching repairs (including this one).
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 manage-
ment portion of the 2015 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 the
IMPACT: general fund budget, of which $420,000 is identified for the City's street mainte-
nance programs. We have utilized $130,693 for the JPA and $173,482 for the
Overlay projects.
ALTERNATIVES: 1. Motion and a second as a part of the consent agenda to approve the resolution
which authorizes the Mayor and City Manager to execute the City's Standardized
Construction Contract with Prior Lake Blacktop for the overlay of 176th Street at
a cost not to exceed $21,512.00.
2. Table this agenda item for a specific reason.
3. Deny this agenda item for a specific reason and provide staff with direction.
RECOMMENDED Alternative #1
MOTION:
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4646 Dakota Street SE
'trINNESO�P Prior Lake, NIN 55372
RESOLUTION 14-xxx
A RESOLUTION AUTHORIZING THE MAYOR AND CITY MANAGER TO EXECUTE THE CITY'S
STANDARDIZED CONSTRUCTION CONTRACT FOR OVERLAY OF 176TH STREET.
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, Continued maintenance of City streets will reduce the need of costly reconstruction in the near
future; and
WHEREAS, A total of 3 proposals (provided in chart below)were received for the identified improvements,
with the low proposal from Prior Lake Blacktop at a cost of$21,512.00
Com an Address Total
Prior Lake Blacktop Prior Lake, MN $21,512.00
McNamara Contracting Rosemount, MN $29,255.00
Northwest Asphalt Shakopee, MN $25,331.55
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 overlay of 176th Street with the cost not to exceed $21,512.00.
3. Funding for this project shall be drawn from the Street Department portion of the General Fund Account
#101-43100-412.
PASSED AND ADOPTED THIS 8TH DAY OF SEPTEMBER 2014.
VOTE Hedberg Keeney McGuire Morton Soukup
Aye ❑ ❑ ❑ ❑ ❑
Nay ❑ ❑ ❑ ❑ ❑
Absent ❑ ❑ ❑ ❑ ❑
Abstain ❑ ❑ ❑ ❑ ❑
Frank Boyles, City Manager