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Home My WebLink About5K Street Overlay Project and Concrete Repairs Contract 4646 Dakota Street SE Prior Lake, MN 55372 CITY COUNCIL AGENDA REPORT MEETING DATE: JULY 25, 2016 AGENDA #: 5K 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 2016 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 2016 Overlay Project. History Streets are considered a community asset in the 2040 Vision and Strategic Plan. Our transportation system is a large investment and needs to be maintained to ensure longevity and safety. The Council selected “maintaining city streets at an average OCI of 70” as one of its long term goals in the 2016 priority elements update. Over time we have learned that aggressively pursuing the right preventative method at the right time can extend the life of roadways significantly. Preventative methods are cost effective procedures that prolong the life of a street and postpone a full street reconstruction. These methods fall into two main categories, crack sealing/seal coating and overlays. Pavement management projects are primarily completed through two main projects. The first is in collaboration with other south metro cities through a Joint Powers Agreement that is administered by Burnsville. This work includes the crack sealing, seal coating and long-line striping. Separate from this agreement the City annually completes an overlay project. Current Circumstances The City of Prior Lake utilizes a pavement management system to rate street conditions which are then used to determine the appropriate pavement management activity. This rating is called the Overall Condition Index (OCI) which ranges from 100 for a new pavement to 0 for a pavement that has completely failed. Streets that are generally suitable for an overlay have an OCI between 45 and 65. Roads of this condition are typically not ready for reconstruction or 2 reclamation for at least 10 years. In addition, the sub base of the road has to be sound or the overlay is ineffective. An overlay is an asphalt structural improvement that entails the placement of 1.5-2.5 inches of new bituminous over the existing pavement surface. Typically the edge of the pavement and sometimes the full pavement width is milled down to allow the crown of the road to be reestablished ensuring proper drainage. The improvements also include spot subgrade repairs, concreate repairs, and upgrade of all pedestrian ramps to comply with the ADA standards. Streets to be overlaid IN 2016 have been identified by staff. Fish Point Road 250’ South of Victoria Curve to 160th St SE Willow Lane SW 170th St SW to Pershing St SW These roads were originally built in the late 80s to early 90s. There is approximately 1 linear mile of street identified on the project. As part of the overlay there will also be 1,150 linear feet of spot curb replacements and 25 concrete pedestrian ramp updates. Mountable Curb B618 Curb Concrete Pedestrian Ramps 600 feet 550 feet 25 An advertisement for bid was published in both the Prior Lake American and Minnesota Construction eAdvertising with bids due and opened July 18th, 2016 at 11:00 am. The City received 4 bids which are listed in the chart below. Company Address Total McNamara Rosemount $210,085.00 Prior Lake Black Top Prior Lake $257,548.50 HardDrives Rosemount $254,587.75 Midwest Asphalt Hopkins $248,060.00 Conclusion Staff is recommending awarding the construction contract to the lowest responsible bidder, McNamara Contracting in the amount of $210,085. McNamara Contracting has previously worked for the City of Prior Lake and has completed these projects successfully. ISSUES: The amended 2016 Street Budget considered $ 490,436.00 for pavement management (overlay, seal coat, crack sealing, striping and patching). $190,000 was utilized for the Street JPA, $210,085 for the overlay project with the remaining $ 90,351 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 1 mile completed between the overlay contract and other in-house work. This reduction allowed the City to complete 8.7 miles of seal coating that is 2.0 miles above the goal of 6.75. The increase in seal coating allowed us to catch up on the mileage for this maintenance type and to adjust our timing to allow seal coating within the 3 first 2-3 years of initial construction of streets to be in line with new industry recommendations. FINANCIAL IMPACT: Funds for this project will be drawn from the Street Department portion of the general fund budget of which $ 490,436.00 is identified for the City’s street maintenance programs. We utilized $ 190,000 for the JPA and have identified $210,085 for the Overlay. The remaining funds from the balance will be used for other pavement maintenance throughout the City. Beginning in 2017, a portion of such projects will be paid through special assessment. 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 2016 Street Overlay Project. 2. Remove this item from the consent agenda for additional discussion. RECOMMENDED MOTION: Alternative #1 4646 Dakota Street SE Prior Lake, MN 55372 RESOLUTION 16-xxx A RESOLUTION ACCEPTING BIDS AND AUTHORIZING THE MAYOR AND CITY MANAGER TO EXECUTE THE CITY’S STANDARDIZED CONSTRUCTION CONTRACT FOR THE 2016 STREET OVERLAY PROJECT AND CONCRETE REPAIRS Motion By: Second By: WHEREAS, The following streets have been identified by staff for overlay maintenance in 2016: Willow Ln SW 170th Street SW – Pershing Street SW Fish Point Road SE 250’ South of Victoria Curve SE – 160th St SE 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 4 bids were received for the identified improvements as follows: Company Address Total McNamara Contracting Rosemount, MN $210,085.00 Prior Lake Black Top Prior Lake, MN $257,548.50 Hardrives Rosemount, MN $254,587.75 Midwest Asphalt Rogers, MN $248,060.00 ;and WHEREAS, McNamara Contracting is the lowest responsible bidder with a bid amount of $210,085. 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 $210,085.00 PASSED AND ADOPTED THIS 25th DAY OF JULY 2016. VOTE Hedberg Keeney McGuire Morton Thompson Aye ☐ ☐ ☐ ☐ ☐ Nay ☐ ☐ ☐ ☐ ☐ Abstain ☐ ☐ ☐ ☐ ☐ Absent ☐ ☐ ☐ ☐ ☐ ______________________________ Frank Boyles, City Manager