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Item 1.A.1.
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| City Council Regular | |
| Date: | 11/12/2024 |
| Title: | W.O. 25-03: Contract 2 Schedule 1 Pavement Patching, Schedule 2 Crack Seal/Mastic, Bid Award |
| Presented by: | Debi Meling |
| Department: | Public Works |
| Presentation: | No |
| Legal Review: | Not Applicable |
| Project Number: | N/A |
RECOMMENDATION
Staff recommends the City Council award a contract for W.O. 25-03 Contract 2 Schedule 1 to Askin Construction in the amount of $218,050.00 and award a contract for W.O. 25-03 Contract 2 Schedule 2 including the Additive Alternate to Z and Z Seal Coating Inc. in the amount of $373,581.35.
BACKGROUND (Consistency with Adopted Plans and Policies, if applicable)
The Contract 2 Schedule 1 Pavement Patching and Schedule 2 Crack/Seal Mastic projects are part of the ongoing Street Preventative Maintenance Program in place since 1985. Annually, staff identifies streets proposed for preventative maintenance that includes pavement patching, chip/scrub seal resurfacing, overlay resurfacing, and crack sealing.
The project was bid in two schedules with an additive alternate. Schedule 1 Pavement Patching will provide pavement repair in spot locations in preparation for the W.O. 25-03 Contract 3 City Chip Seal/Scrub Seal Project. Attached is a map of the pavement patching locations. Schedule 2 Crack Seal/Mastic will provide crack sealing and mastic crack filling also in preparation for the W.O. 25-03 Contract 3 City Chip Seal/Scrub Seal Project and includes additional areas of crack sealing and mastic crack filling overlays from past projects and miscellaneous spot locations. The Schedule 2 Additive Alternate will add crack seal and mastic crack fill to areas identified by staff to address large thermal cracking and prepare for proposed future chip sealing projects.
The contract was advertised on September 13, 20, 27, and October 4, and 11, 2024, in The Yellowstone County News and on the City's website. Staff opened bids on October 15, 2024. There were five bids received for Schedule 1 and four bids were received for Schedule 2. Askin Construction submitted the lowest responsible bid for Schedule 1 Pavement Patching. Z and Z Seal Coating Inc. submitted the lowest responsible bid for Schedule 2 Crack Seal/Mastic and Schedule 2 Additive Alternate.
The project was bid in two schedules with an additive alternate. Schedule 1 Pavement Patching will provide pavement repair in spot locations in preparation for the W.O. 25-03 Contract 3 City Chip Seal/Scrub Seal Project. Attached is a map of the pavement patching locations. Schedule 2 Crack Seal/Mastic will provide crack sealing and mastic crack filling also in preparation for the W.O. 25-03 Contract 3 City Chip Seal/Scrub Seal Project and includes additional areas of crack sealing and mastic crack filling overlays from past projects and miscellaneous spot locations. The Schedule 2 Additive Alternate will add crack seal and mastic crack fill to areas identified by staff to address large thermal cracking and prepare for proposed future chip sealing projects.
The contract was advertised on September 13, 20, 27, and October 4, and 11, 2024, in The Yellowstone County News and on the City's website. Staff opened bids on October 15, 2024. There were five bids received for Schedule 1 and four bids were received for Schedule 2. Askin Construction submitted the lowest responsible bid for Schedule 1 Pavement Patching. Z and Z Seal Coating Inc. submitted the lowest responsible bid for Schedule 2 Crack Seal/Mastic and Schedule 2 Additive Alternate.
ALTERNATIVES
City Council may:
- Award W.O. 25-03 Contract 2 Schedule 1 Pavement Patching, to Askin Construction in the amount of $218,050.00 and award W.O. 25-03 Contract 2 Schedule 2 Crack Seal/Mastic with Additive Alternate, to Z and Z Seal Coating Inc. in the amount of $373,581.35; or,
- Do not award a contract and reject all bids. If the contract is not awarded, the streets planned for maintenance will continue to degrade.
FISCAL EFFECTS
The following bids were received for Schedule 1 Pavement Patching:
The following bids were received for Schedule 2 Crack Seal/Mastic:
The project was budgeted in FY25 using Street Maintenance District 2 (SMD2) Funds in the amount of $3,900,000. Considering previously encumbered funds for the pavement overlay portion of the project ($1,630,381), these two contracts ($591,631.35), and the chip seal portion of the project ($1,131,685.85) (also on this agenda), there is $546,301.80 remaining in the budget. Remaining funds will be used for additional pavement preservation work, construction administration, materials testing, and any change orders. There are sufficient funds to award this contract.
| Contractor | Base Bid |
| Askin Construction | $218,050.00 |
| Hardrives Construction Inc. | $311,774.87 |
| Asphalt Plus, Inc. | $341,111.64 |
| Wharton Asphalt | $369,901.00 |
| Knife River | $398,196.00 |
The following bids were received for Schedule 2 Crack Seal/Mastic:
| Contractor | Base Bid | Add Alternate | Total |
| Z and Z Seal Coating Inc. | $281,782.52 | $91,798.83 | $373,581.35 |
| Hardrives Construction Inc. | $318,708.70 | $107,050.73 | $425,759,43 |
| Wharton Asphalt | $437,553.30 | $129,892.45 | $567,445.75 |
| CR Contracting | $742,448.00 | $320,765.00 | $1,063,213.00 |
The project was budgeted in FY25 using Street Maintenance District 2 (SMD2) Funds in the amount of $3,900,000. Considering previously encumbered funds for the pavement overlay portion of the project ($1,630,381), these two contracts ($591,631.35), and the chip seal portion of the project ($1,131,685.85) (also on this agenda), there is $546,301.80 remaining in the budget. Remaining funds will be used for additional pavement preservation work, construction administration, materials testing, and any change orders. There are sufficient funds to award this contract.