Adopt Resolution #21-023 Approving Plans and Specifications and Authorizing Advertisements for Bids for 2021 Crack Seal Improvements, Improvement Project #21-06

Purpose:
The purpose of this case is to adopt Resolution #21-023 approving plans and specifications and authorizing advertisements for bids for 2021 Crack Seal Improvements, Improvement Project #21-06.   

Background:
Crack seal improvements are completed annually on between 13 and 23 miles of public street segments to cost-effectively maximize the life of the bituminous pavement.

Crack sealing protects pavement by preventing stormwater runoff from seeping through cracks in the pavement and joints between the pavement and concrete curb and gutter and utility castings, reducing future pavement damage due to wet subgrade soils, especially during freeze-thaw cycles.

The City’s current pavement maintenance schedule calls for public streets to be crack sealed the third, seventh, and fourteenth year following construction, reconstruction, and overlay improvements. However, while this is the typical maintenance schedule it is important to note that Staff reviews the condition of all streets annually and adjusts the schedule of maintenance operations based on actual pavement conditions.

A total of 21.05 miles of public street segments are proposed to receive crack seal improvements in 2021. These street segments were selected based on age, pavement maintenance history, and Pavement and Surface Evaluation Rating (PASER) values. Crack seal improvements are typically performed on pavement sections with PASER ratings of 7 or higher. Staff also attempts to select street segments that are in relatively close proximity to each other in an attempt to receive lower bid prices for mobilization and traffic control bid items.

Plans and specifications for the 2021 Crack Sealing Improvements were prepared in-house as part of Staff’s normal duties, and are attached to this case. Also attached is a street segment pavement condition summary sheet.  

No notifications were required for this case. However, upon adopting Resolution #21-023, advertisements for bids will be published in the Anoka Union Herald and in Finance and Commerce on January 29^th and February 5th.  

Observations:
Similar to all improvement projects over the past couple of years, bids will be accepted and managed on-line through QuestCDN. This will prove especially useful during the current pandemic since it will not limit the ability for contractors to submit bids, for the City to receive and accept bids, or for attendance during the public bid opening.

Upon Council approval of this case, bids will be publicly opened on-line on March 2nd. The City Council will be asked to accept bids and award a contract for construction on March 9th.

The 2021 crack seal improvements are anticipated to occur between mid-June and mid-August. The work itself generally takes two to three weeks to complete once the Contractor commits their crews to the project. Staff will maintain a project webpage, and will update it as new information is made available. Letters will not be mailed to notify the public of the 2021 crack seal improvements since the work occurs quickly and has little to no impact on the traveling public or abutting properties. 

Alternatives:
Alternative #1 - Motion to adopt Resolution #21-023 approving plans and specifications and authorizing advertisements for bids for 2021 Crack Seal Improvements, Improvement Project #21-06.
 
Alternative #2 - Motion to deny adoption of Resolution #21-023 at this time.  

Estimated project costs for the proposed 2021 crack seal improvements total $190,500. This includes 14% indirect costs for administrative, engineering, legal and financing. Based on available information, Staff anticipates that the bid prices for the 2021 crack seal improvements should be similar to the 2020 crack seal bid prices.  
 
If bids come in lower than $200,000, Staff will recommend completing a pavement rejuvenation project, similar to the project completed in Stanhope Terrace in 2020, in an attempt to spend all of the $200,000 budgeted for crack seal improvements on pavement maintenance improvements.  If bids come in higher than $200,000, Staff will recommend removing various street segments from the project to limit project costs to no more than $200,000. Either way, Staff will discuss their recommendations with Council on March 9th when bids are presented for consideration of awarding a contract.

The 2021 Crack Seal Improvements will be funded from the $200,000 that is budgeted annually for crack seal improvements.  

Staff recommends Alternative #1.  

Adopt Resolution #21-023 approving plans and specifications and authorizing advertisements for bids for 2021 Crack Seal Improvements, Improvement Project #21-06.