Adopt Resolution #23-089 Approving Plans and Authorizing Bids for Improvement Project #23-14, 2023 Critical Mill and Overlay Improvements

During the 2023 budget process, the City Council authorized bonding approximately $12M for additional Pavement Management Program projects over the next 10 years. The City Council also authorized budgeting an additional $750,000 to the streets maintenance fund for temporary spray patching improvements on an estimated 19 miles of City streets that were not identified for overlay or reconstruction improvements in the 2022 - 2031 Capital Improvement Program (CIP) but are exhibiting significant surface stripping damage.  The bituminous pavement on these streets is prone to accelerated deterioration due to water pooling in the surface depressions, which is then forced between the pavement base and the wear courses as vehicle tires drop into the depressions and push the water into pavement voids. The serviceability of these streets will therefore continue to decline while other streets receive overlay and reconstruction improvements.  Staff therefore recommended spray patching the estimated 19 miles of streets while PMP projects in the 2022 - 2031 CIP are completed, and until streets with PASER ratings of 4 or less that were not included in the 2022-2031 CIP can be reconstructed.  See attached Public Works Committee case #13431 from July 2022.
 
Staff has since been developing a plan to hire one or more contractors to perform temporary pavement repair work throughout the City in 2023.  While developing this plan it was observed that several different types of pavement repairs would be needed to most cost-effectively maintain pavement on streets awaiting overlay and reconstruction improvements. The different types of pavement repairs recommended by Staff for 2023 include spray patching areas with surface stripping damage, patching potholes deeper than 2-inches, and completing 2-inch mill and overlay improvements over areas with extensive potholes resulting in significant calls for service and damage claims.  Pavement striping will also be needed in some areas after the contracted work is complete.

Attached to this case is a plan for completing 2-inch mill and overlay improvements at various locations around the City that are experiencing severe pavement distress resulting in large potholes and uneven driving surfaces,  These areas are resulting in unsafe driving conditions causing drivers to swerve into opposing lanes to avoid the numerous potholes, and have resulted in the submission of numerous vehicle damage claims to the City's insurance company. Completing these temporary pavement repairs in 2023 will provide a significant safety benefit to the public, will reduce the number of calls for service being received by City staff, and will allow staff to complete other critical duties. These repairs will also reduce the number of damage claims being received by the City.  Staff will present photos of these areas during their presentation of this case.

Staff will be prepared to discuss options for contracting out spray patching and deep pothole patching repair services across the City during the Council meeting.  Preliminary estimates indicate that the areas identified by Staff as needing such improvements will cost significantly more that the remaining amount of the $750,000 budgeted for this work in 2022.

Attached is Figure 1 showing all streets identified as requiring immediate repairs in 2023 in the form of standard pothole patching (blue highlighted streets), spray patching (green highlighted streets), or 2-inch mill and overlay improvements (pink highlighted areas).  Staff is requesting to bid the 2-inch mill and overlay improvements (pink highlighted areas) tonight per the attached plans, then proposes to request City Council authorization to bid some or all of the remaining pothole and spray patching work at the May 9, 2023 City Council regular meeting.  Due to open bidding laws the soonest any of this work could occur would be the last week in May or early June.  If Council would prefer to contract for some level of temporary pavement repair work sooner than May 9th, Staff can bring quotes back to the May 9th City Council meeting for standard pothole patching, spray patching, or a combination of the two, and request approval of quotes at that time.  The amount of this work cannot exceed $175,000 per State Statute .  To proceed in this direction, Staff will require Council direction as to a targeted quote amount, whether the work should consist of standard pothole patching, spray patching, or a combination of the two, and any other criteria Council wishes to specify.  Staff would then reduce the scope of the overall temporary pavement repair plan shown on attached Figure 1 accordingly, and will present the overall plan to Council on May 9th, along with a request to authorize bids for all or a portion of the overall temporary pavement repair plan, which will depend on estimated costs and the level of funding supported by Council.  

Advertisements for bids will run in the Anoka County Union Herald on Friday, April 28th, and Friday, May 5th, 2023. 

Alternative #1 - Motion to adopt Resolution #23-089 approving plans and authorizing bids for Improvement Project #23-14, 2023 Critical Mill and Overlay Improvements

Alternative #2 - Motion of other

General Levy Funds budgeted in 2022.

Staff recommends alternative 1.