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Home My WebLink About9A - Street Overlays MEETING DATE: AGENDA # PREPARED BY: REVIEWED BY: AGENDA ITEM: DISCUSSION: 7/27/2005 16200 Eagle Creek Avenue S.E. Prior Lake, MN 55372-1714 CITY COUNCIL AGENDA REPORT AUGUST 1, 2005 9A MAKENZIE MCCORMICK, PUBLIC WORKS COORDINATOR STEVE ALBRECHT, PUBLIC WORKS DIRECTOR/CITY ENGINEER CONSIDER APPROVAL OF A RESOLUTION ACCEPTING THE BIDS AND AWARDING THE CITY'S STANDARDIZED CONTRACT FOR THE STREET OVERLAYS AS IDENTIFIED IN THE 2005-2009 CAPITAL IMPROVEMENT PROGRAM (CIP). History At the June 20th, 2005 regularly scheduled meeting, the City Council approved the plans and specifications and authorized the advertisement for bids to construct street overlays in the City. City staff has prepared plans and specifications similar to those prepared for last year's improvements. The purpose of this agenda item is to accept the bids and award the contract to construct the street overlays for the 2005 project. The City of Prior Lake utilizes overlays to maximize the life of streets that have been reconstructed previous to City Standards and to extend the life of existing streets with concrete curb and gutter that are not scheduled for reconstruction in the next ten years. The City also includes maintenance resurfacing of existing streets in or near 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 and resurfacing of road segments necessary to keep the streets usable until they are reconstructed. Current Circumstances The following street overlays and maintenance resurfacings have been identified by staff for construction in 2005 and are identified on the attached map: Route Description Dewitte Avenue 170m St to North end Monroe Avenue 170m St to Kent St Kent Street Sycamore Tr to Monroe Ave Sycamore Trail 170m St to end of public street Todd Road Dewitte Ave to North end Willow Beach Trail Sycamore Tr to Bay Ave Vale Circle Monroe Ave to East end Sunray Circle Fairlawn Ave to TH13 Island Circle Islandview Rd to West end Islandview Road Fremont Ave to Northwood Rd Similar to last year, city staff is recommending overlaying and maintenance- resurfacing of several streets throughout the city. The 2005 C.I.P identifies streets in the Willow Beach area for the overlay project, totaling $100,000 in costs. Through the use of the pavement management system (which rates the www.cityofpriorlake.com Phone 952.447.4230 / Fax 952.447.4245 streets throughout the city and determines the condition of each street), staff has identified the streets in the above table for the 2005 street overlay and maintenance.:resurfacing program. . Contracted Work Bids were received and opened on July 13th, 2005. A total of 4 bids were received, ranging from a high of $158,862.95 to $144,745.30. The low bid was submitted by Prior Lake Blacktop, Inc. in the amount of $144,745.30. The contractor that meets the selection criteria and is the lowest total bid for all of the street overlays will be awarded the contract. Prior Lake Blacktop, Inc. was the lowest bidder and has met the selection criteria. Recommendations Because of increased oil and bituminous prices Staff anticipated that bids might be higher than budgeted in 2004 for this project. City staff included provisions in the specifications that allow the City to eliminate portions of the work and maintain the bid prices. City staff is recommending that the Council proceed with one of the following options: A) Award a contract in the amount of $100,000.00 to Prior Lake Blacktop, Inc. The Contract price could be reduced from $144,745.30 to $100,000.00 by completing only the streets listed below: Route DescriDtion Dewitte Avenue 170m St to North end Monroe Avenue 170m St to Kent St Kent Street Sycamore Tr to Monroe Ave Sycamore Trail 170m St to end of public street Todd Road Dewitte Ave to North end Willow Beach Trail Sycamore Tr to Bay Ave Vale Circle Monroe Ave to East end Sunray Circle (65%) Fairlawn Ave to TH13 Please note that segments of Kent St and Vale Circle do not have concrete curb and gutter. Additionally, the entire length of Monroe Ave and Sunray Circle do not have concrete curb and gutter. Staff chose to complete Monroe, Kent and Vale so that the entire Dewitte area would be overlaid or resurfaced at the same time. This reduces the inconvenience to the residents of the neighborhood. Staff has eliminated Islandview Road and Island Circle because we plan to complete those streets at the same time, again to reduce inconvenience to that neighbqrhood. B) Award a contract in the amount of $144,745.30 to Prior Lake Blacktop, Inc. This would include all of the streets as bid. Sunray Circle, which is partially included in Option "A" and Islandview Road, which is not included in Option "A" are two of the worst streets in the City. They were removed from Option "A" because they do not have concrete curb and gutter and are maintenance-resurfacing projects. Should the Council choose this option Staff is recommending that money from the Contingency Fund be used to support the extra cost. Sunny Circle and 7/27/2005 FINANCIAL IMPACT: ALTERNATIVES: RECOMMENDED MOTION: REVIEWED BY: 7/27/2005 Islandview Road are in desperate need of maintenance (see attached pictures). Looking at planned future reconstruction efforts, Sunray Circle is not identified until 2018 and Islandview Road has not yet made the 15-year planning list. Neither of these streets will be able to perform this long in its current condition. Staff estimates that the maintenance resurfacing will at least keep these streets useable and safe until they are scheduled for reconstruction. BudQet Impact The 2005-2009 C.I.P. has $100,000 programmed for street overlays in 2005. The expenses will be drawn from the Street Operating Fund. If the Council approves the bids as received (Option "B"), an additional $44,745.30 would be taken from the contingency fund. The Council may recall that the contingency fund was increased to $250,000 in 2005. The alternatives are as follows: 1. Approve Resolution 05-xxa accepting the bids and awarding the City's standardized construction contract for the reduced list of selected street overlays and maintenance resurfacing (Option A) from the Capital Improvement Program, in the amount of $100,000.00. 2. Approve Resolution 05-xxb accepting the bids and awarding the City's standardized construction contract for all of the selected street overlays and maintenance resurfacing from the Capital Improvement Program, in an amount not to exceed $144,745.30. 3. Table this item for a specific reason. 4. Deny this agenda item for a specific reason and provide staff with direction. Staff recommends alternative number 2. Steve Albrecht, Public Works Director/City Engineer Frank BOYle!:J J:f- r 2005 MILL & OVERLAY N MILL & OVERLAY AREA (\) STATE/CO HWY (\) PUBLIC STREET (\) PRIVATE STREET ,'-', .. '. " ',.-,' COMMON DRIVE N CITY BOUNDARY LAKE PROPOSED FUTURE ANNEXATION AREA Last Updated June 2005 City of Prior Lake Engineering Department x:IPublic_ W orkslOverlay _2005.apr 1200 , o 1200 Feet , This drawing is neither a legally recorded map nor a survey and is not intended to be used as one. This drawing is a compilation of records, infonnation and data from various city, county and state offices and other sources. This document should be used for reference only. No representation is made that features presented accurately reflect true location. The City of Prior Lake, or any other entity from which data was obtained, assumes no liability for any errors or omissions herein. If discrepancies are found, please contact the City of Prior Lake. .... t; ~~ h ~~. ~ .-.'" ::ii: ~ as ~~ ~~ ~ st; ROANOKEST1 Jt ::ii: ,1\ ~ o T ::ii: ~ ~ ~ u:: " C ~ if. " OJ. OJ. Il <.: "~ ,~ 'D. .-....., W'\\ovJ ~ \Y ~, \ \JoJe, (jv I Kwt ~-t r KwJ- sh-e.e- t SJY\r~ c.;vJ-t (Tl\ r~) ",...,..."-.."...~----_.,~,.__...~,, .....,......"..,"-,......-,""'^,."...,.--..--..,. ._-'+_._._'+.-._.~..._" ~- (s\(lv..d u'\<.uJ ~oa..d 16200 Eagle Creek Avenue S.E. Prior Lake, MN 55372-1714 RESOLUTION 05-xxa RESOLUTION ACCEPTING THE BIDS AND AWARDING THE CONTRACT TO CONSTRUCT THE SELECTED STREET OVERLAYS AS IDENTIFIED IN THE 2005-2009 CAPITAL IMPROVEMENT PROGRAM MOTION BY: WHEREAS, WHEREAS, WHEREAS, WHEREAS, WHEREAS, WHEREAS, SECOND BY: The following street overlays and maintenance resurfacing projects have been identified by staff for construction in 2005: Route DescriDtion Dewitte Avenue 170m St to North end Monroe Avenue 170m St to Kent St Kent Street Sycamore Tr to Monroe Ave Sycamore Trail 170m St to end of public street T odd Road Dewitte Ave to North end Willow Beach Trail Sycamore Tr to Bay Ave Vale Circle Monroe Ave to East end Sunray Circle (65%) Fairlawn Ave to TH13 The cost to construct the street overlays listed above totals $100,000; and The City budgeted $100,000 from the Street Operating Fund for the project; and An advertisement for bids for bituminous work for the street overlays was approved by the Council at the June 20th, 2005 meeting; and The following bids complying with the advertisement were received, d d d d' t th I opene ,an tabulate accor Ino 0 e aw: BIDDER AMOUNT OF BID Prior Lake Blacktop, Inc. $144,745.30 Bituminous Roadways, Inc. $147,836.50 Chard Tiling & Excavating, Inc. $157,973.75 Northwest Asphalt, Inc. $158,862.95 The City Council has determined that Prior Lake Blacktop, Inc. of Prior Lake, Minnesota is the lowest responsible bidder, and has reduced the scope of the project to include only those streets listed above, for a contract amount not to exceed $100,000.00. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA, that: 7/27 /2005 www.cityofpriorlake.com Phone 952.447.4230 / Fax 952.447.4245 .' _"^_,.._d,~_.,'~"',_,,,,,"_,.,",,--,",___,_~~,_,__,~.,~,_.___---",-.--.----"'""t'.," -".~~~-....t<'-,,--,.._-....-. ,...."," ~"..w,'_..._"..~_____".._>.~_._.._~_~__._.._~_~__~'M___ 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 with Prior Lake Blacktop, Inc. of Prior Lake, Minnesota in the name of the City of Prior Lake for the construction of selected street overlays in and around the City, in an amount not to exceed $100,000.00. 3. The City Manager is hereby authorized and directed to return to all bidders the deposits made with their bid once the contracts have been signed. 4. The funding for the bituminous contract shall come from the Street Operating Fund. ~ PASSED AND ADOPTED THIS 1st DAY OF AUGUST, 2005. Haugen Haugen Flemina Fleming LeMair LeMair Petersen Petersen Zieska Zieska YES NO { Seal } Frank Boyles, City Manager ~ ~ 7/27/2005 16200 Eagle Creek Avenue S.E. Prior Lake, MN 55372-1714 RESOLUTION 05-xxb RESOLUTION ACCEPTING THE BIDS AND AWARDING THE CONTRACT TO CONSTRUCT THE SELECTED STREET OVERLAYS AS IDENTIFIED IN THE 2005-2009 CAPITAL IMPROVEMENT PROGRAM MOTION BY: SECOND BY: WHEREAS, The following street overlays and maintenance resurfacing projects have been identified by staff for construction in 2005: Route Description Dewitte Avenue 170m St to North end Monroe Avenue 170m St to Kent St Kent Street Sycamore Tr to Monroe Ave Sycamore Trail 170m St to end of public street Todd Road Dewitte Ave to North end Willow Beach Trail Sycamore Tr to Bay Ave Vale Circle Monroe Ave to East end Sunray Circle Fairlawn Ave to TH13 Island Circle Islandview Rd to West end Islandview Road Fremont Ave to Northwood Rd WHEREAS, The City budgeted $100,000 from the Street Operating Fund and has $44,745.30 available from the Contingency Fund for street overlays; and WHEREAS, An advertisement for bids for bituminous work for the street overlays was approved by the Council at the June 20th, 2005 meeting; and opene ,an ta u ate accor InQ to t e aw: BIDDER AMOUNT OF BID Prior Lake Blacktop, Inc. $144,745.30 Bituminous Roadways, Inc. $147,836.50 Chard Tiling & Excavating, Inc. $157,973.75 Northwest Asphalt, Inc. $158,862.95 The following bids complying with the advertisement were received, d d bid d' h I WHEREAS, WHEREAS, The City Council has determined that Prior Lake Blacktop, Inc. of Prior Lake, Minnesota is the lowest responsible bidder. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA, that: 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 with Prior Lake Blacktop, Inc. of Prior Lake, Minnesota in the 7/27/2005 www.cityofpriorlake.com Phone 952.447.4230 / Fax 952.447.4245 ',..."-_...~._-"'....."", name of the City of Pri~r Lake for the construction of selected street overlays in and around the City. 3. The City Manager is hereby authorized and directed to return to all bidders the deposits made with their bid once the contracts have been signed. . 4. The funding f0r the bituminous contract shall come from the Street Operating Fund ($100,000) and the Contingency Fund ($44,745.30). PASSED AND ADOPTED THIS 1sT DAY OF AUGUST, 2005. ~ Hauaen Hauaen Flemina Fleming LeMair LeMair Petersen Petersen Zieska Zieska YES NO { Seal } Frank Boyles, City Manager . "-----,, ~, 7/27/2005