Agenda No. 6.
CITY COUNCIL MEMORANDUM
| City Council Meeting: | August 15, 2023 |
| Department: | Engineering |
| Subject: | Resolution 23-R-79 - Authorizing a resolution for a construction contract with Clark Construction of Texas, Inc. for the 2023 Windy Meadows Overlay Project. (B.James/K.Woodlee/J.Nowak) |
BACKGROUND
Windy Meadows is a local, commercial street. The existing street surface has deteriorated and is in need of repair and preservation. This street is a candidate for resurfacing. Because the street provides access to multiple commercial lots, the most appropriate resurfacing strategy would be a mill and overlay. Other resurfacing options, such as a slurry seal, would not have the expected service life due to the commercial traffic on the street.
As Staff began to identify the base repair areas to develop this project, it was determined that the previously observed base repair areas had grown significantly. Additional potholes had also appeared on the street, showing the thickness of the existing asphalt. Based on the potholes, it appears that the asphalt thickness is about two (2) inches. As a result, the planned preservation strategy changed from a traditional mill and overlay to a repair strategy similar to what was done on Schertz Parkway about three years ago. The process would essentially be a mill and overlay, but the milling procedure would remove all of the existing pavement and a small portion of the underlying base. A new layer of three (3) inches of asphalt would be placed on the surface of the street. The thicker asphalt layer will add strength to the pavement section, making it more durable. Additionally, the effort of having to cut out and patch numerous base failure areas before doing an overlay will be avoided.
Three bids were received on July 20, 2023, for the project. The bids ranged from a low of $318,762.00 to a high of $396,196.00. The low bid received was 6% above the Engineer’s Estimate for the project. Selection of the best bid was based primarily on cost. All bidders were required to submit additional information, such as experience on similar projects; experience on public projects; available resources to complete the project; corporate history and stability; and references. The additional information was used to verify the bidders were capable of completing the project. Based on the information provided, all bidders are capable of completing the project work. The lowest bid received for was from Clark Construction of Texas, Inc. Staff has reviewed the submitted bid and background information and checked references for Clark Construction of Texas, Inc., and found no reason to not award a construction contract to them.
As Staff began to identify the base repair areas to develop this project, it was determined that the previously observed base repair areas had grown significantly. Additional potholes had also appeared on the street, showing the thickness of the existing asphalt. Based on the potholes, it appears that the asphalt thickness is about two (2) inches. As a result, the planned preservation strategy changed from a traditional mill and overlay to a repair strategy similar to what was done on Schertz Parkway about three years ago. The process would essentially be a mill and overlay, but the milling procedure would remove all of the existing pavement and a small portion of the underlying base. A new layer of three (3) inches of asphalt would be placed on the surface of the street. The thicker asphalt layer will add strength to the pavement section, making it more durable. Additionally, the effort of having to cut out and patch numerous base failure areas before doing an overlay will be avoided.
Three bids were received on July 20, 2023, for the project. The bids ranged from a low of $318,762.00 to a high of $396,196.00. The low bid received was 6% above the Engineer’s Estimate for the project. Selection of the best bid was based primarily on cost. All bidders were required to submit additional information, such as experience on similar projects; experience on public projects; available resources to complete the project; corporate history and stability; and references. The additional information was used to verify the bidders were capable of completing the project. Based on the information provided, all bidders are capable of completing the project work. The lowest bid received for was from Clark Construction of Texas, Inc. Staff has reviewed the submitted bid and background information and checked references for Clark Construction of Texas, Inc., and found no reason to not award a construction contract to them.
GOAL
To obtain authorization from City Council to execute a construction contract with Clark Construction of Texas, Inc., for $318,762.00, and a not to exceed amount of $340,000.00, for the 2023 Windy Meadows Overlay Project.
COMMUNITY BENEFIT
The project will repair some settled and/or failed section of the street, providing a smoother driving surface.
SUMMARY OF RECOMMENDED ACTION
Authorize execution of the construction contract for the 2023 Windy Meadows Overlay Project to Clark Construction of Texas, Inc., for $318,762.00 and a not to exceed amount of $340,000.00.
FISCAL IMPACT
Funding for the project will come from the street preservation line item in the FY 22-23 budget and vacancy and materials savings from the Street Operating Budget as outlined below:
| Funding Source | Amount |
| Preservation and Maintenance budget item | $315,000.00 |
| Savings from Streets Operating Budget | $25,000.00 |
| Total: | $340,000.00 |
RECOMMENDATION
Staff recommends Council approve Resolution 23-R-79 and authorize the City Manager to execute a construction contract in substantially the same form as attached with Clark Construction of Texas, Inc. for $318,762.00 and a not to exceed amount of $340,000.00 for the 2023 Windy Meadows Overlay Project.