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Home My WebLink About5I Accept Bids for 2015 Street Overlay and Concrete 01 mg+ u J 4646 Dakota Street SE Prior Lake,MN 55372 CITY COUNCIL AGENDA REPORT MEETING DATE: JULY 27, 2015 AGENDA#: 51 PREPARED BY: JAKE THEISEN, MAINTENANCE SUPERINTENDENT PRESENTED BY: JAKE THEISEN 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 2015 STREET OVERLAY PROJECT 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 2015 street overlay and concrete repairs as identified in the 2015 Street Department portion of the General Fund Budget. 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 area for maintenance and repair. Over time we have learned that aggressive street maintenance extends the life of roadways saving Prior Lake Taxpayers money. Streets that are generally suitable for an overlay have an OCI between 45 and 65. Roads of this condition are typically not considered for reconstruction or reclamation for at least 10 years which is the approximate lifespan of an overlay. In addition the sub base of the road has to be sound or the overlay is ineffective. It is ideal to consider roads that have modern drainage systems including concrete curb and gutter and storm sewer. These maintenance activities include patching, concrete repairs and resurfacing of road segments necessary to keep the streets usable until they are reconstructed. Streets to be overlaid in 2015 are in the Carriage Hills area. The following streets have been identified by staff. Canter Lane NE Chestnut Lane NE—Coachman Lane NE Trotters Trail NE Chestnut Lane NE—Coachman Lane NE Bridle Ridge Court To Bridle Ridge Trail NE Fox Hunt Court To Surrey Lane NE Phone 952.447.9800 / Fax 952.447.4245/www.cityofpriorlake.com Bridle Ridge Trail NE Brougham Blvd to Bridle Ridge Ct NE Brougham Boulevard NE Carriage Lane NE to Bridle Ridge TrI NE Carriage Lane NE Chestnut Lane NE to Coachman Ct NE Surrey Lane NE Fox Hunt Ct to Chestnut Lane NE Chestnut Lane NE Canter Lane NE to Trotters Trail NE Carriage Lane NE Carriage Hills Parkway NE to Brougham Boulevard NE To Bridle Ridge Trail NE Bridle Ridge Trail NE Bridle Ridge Ct NE to Coachman Lane NE Surrey Lane NE Carriage Hills Pkwy NE to Fox Hunt Ct NE Bridle Ridge Court NE To Bridle Ridge Trail NE Fox Hunt Ct NE To Surrey Lane NE Butterfield Court NE To Rosewood Road NE Hemlock Circle NE To Bluebird Trail NE Beach Street NE To Bluebird Trail NE Bluebird Trail NE Hemlock Circle NE to Beach Street NE Bluebird Trail NE Hemlock Circle NE to Rosewood Road NE Beach Street NE To Chestnut Lane NE—Coachman Lane NE Rosewood Road NE Butterfield Court NE to Beach Street NE Beach Street NE To Bluebird Trail NE Rosewood Road NE Bluebird Trail NE to Butterfield Court NE These roads were originally built in the late 80s to early 90s. There is approximately 2.2 linear miles of street identified in this project. As part of the overlay there will also be 1,650 linear feet of spot curb replacements and 11 concrete pedestrian ramp updates to bring them in compliance with ADA requirements. Current Circumstances Advertisement for bid were published in both.the Prior Lake American and Minnesota Construction eAdvertising with bids due and opened July 13th, 2015 at 11:00 am for the Street Overlay Project. The City received 3 bids for the Street Overlay project which are listed in the chart below Company Address Total McNamara Rosemont MN $302,226.50 Contracting Bituminous Roadways Mendota Heights, MN $319,056.00 Hardrives Rogers, MN $367,743.78 Conclusion Staff is recommending awarding the construction contract to the lowest bidder, McNamara Contracting in the amount of$302,226.50. McNamara Contracting has previously worked for the City of Prior Lake and has completed these projects successfully. ISSUES: The amended 2015 Street Budget set aside $ 553,987.00 for pavement management maintenance (overlay, seal coat, crack sealing, striping and patching). $ 210,707.00 will be utilized for the Street JPA, $302,226.50 for 2 this overlay project with the remaining $41,054 for other overlay and patching repairs during the course of the year. The City's goal is to complete about 3.4 miles of street overlay per year, however there will be about 3 miles completed between the overlay contract and other in-house work. This year the City seal coated 10.37 miles of street which is above the recommended 6.75 miles. We seal coated more area this year to catch up in our seal coating and to adjust our timing to be consistent with new industry recommendations to seal coat roads for the first time within 2-3 years of initial construction. FINANCIAL Funds for this project will be drawn from the Street Department portion of IMPACT: the general fund budget of which $ 553,987.00 is identified for the City's street maintenance programs. We will utilize $ 210,707 for the JPA and $302,226.50 for the Overlay. The remaining funds from the 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 authorized the Mayor and City Manager to execute the City's Standardized Construction Contract with McNamara Contracting for the 2015 Street Overlay Project. 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: 3 O� pRlp, U 4646 Dakota Street SE ' sso`t' Prior Lake,MN 55372 RESOLUTION 15-xxx A RESOLUTION ACCEPTING BIDS AND AUTHORIZING THE MAYOR AND CITY MANAGER TO EXECUTE THE CITY'S STANDARDIZED CONSTRUCTION CONTRACT FOR THE 2015 STREET OVERLAY PROJECT AND CONCRETE REPAIRS Motion By: Second By: WHEREAS, The following streets have been identified by staff for overlay maintenance in 2015: Canter Lane NE Chestnut Lane NE—Coachman Lane NE Trotters Trail NE Chestnut Lane NE—Coachman Lane NE Bridle Ridge Court To Bridle Ridge Trail NE Fox Hunt Court To Surrey Lane NE Bridle Ridge Trail NE Brougham Blvd to Bridle Ridge Ct NE Brougham Boulevard NE Carriage Lane NE to Bridle Ridge Trl NE Carriage Lane NE Chestnut Lane NE to Coachman Ct NE Surrey Lane NE Fox Hunt Ct to Chestnut Lane NE Chestnut Lane NE Canter Lane NE to Trotters Trail NE Carriage Lane NE Carriage Hills Parkway NE to Brougham Boulevard NE To Bridle Ridge Trail NE Bridle Ridge Trail NE Bridle Ridge Ct NE to Coachman Lane NE Surrey Lane NE Carriage Hills Pkwy NE to Fox Hunt Ct NE Bridle Ridge Court NE To Bridle Ridge Trail NE Fox Hunt Ct NE To Surrey Lane NE Butterfield Court NE To Rosewood Road NE Hemlock Circle NE To Bluebird Trail NE Beach Street NE To Bluebird Trail NE Bluebird Trail NE Hemlock Circle NE to Beach Street NE Bluebird Trail NE Hemlock Circle NE to Rosewood Road NE Beach Street NE To Bluebird Trail NE Rosewood Road NE Butterfield Court NE to Beach Street NE Beach Street NE To Bluebird Trail NE Rosewood Road NE Bluebird Trail NE to Butterfield Court NE 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 bids (provided in the chart below) were received for the identified improvements, with the low bid from McNamara Contracting at a cost of$302,226.50. Company Address Total McNamara Contracting Rosemount, MN $302,226.50 Bituminous Roadways Mendota Heights, MN $319,056 Hardrives Rogers, MN $367,743.78 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 an estimated cost of $302,226.50 PASSED AND ADOPTED THIS 27th DAY OF JULY 2015. VOTE Hedberg Keeney McGuire Morton Thompson Aye ❑ ❑ ❑ ❑ ❑ Nay ❑ ❑ ❑ ❑ ❑ Abstain ❑ ❑ ❑ ❑ ❑ Absent ❑ ❑ ❑ ❑ ❑ Frank Boyles, City Manager 2