Adopt Resolution #23-122 Accepting Bids and Awarding Contract for Pavement Maintenance Project #23-16, 2023 Pavement Patching Contracted Services

The purpose of this case is to adopt Resolution #23-122 accepting bids and awarding a construction contract for Pavement Maintenance Project #23-16, 2023 Pavement Patching Contracted Services.

Background:
Dozens of miles of City streets have significant numbers of potholes deeper than 2-inches and/or numerous areas where the upper 2-inches or less of pavement are missing, which is generally known as surface stripping. This is resulting in poor and unsafe conditions for drivers and pedestrians. The number of streets exhibiting these severe pavement distresses have grown significantly in recent years, resulting in the Public Works department spending more and more time patching potholes and less time completing other core duties. In 2023, the number of streets with significant numbers of deep potholes and surface stripping have increased to the point that Public Works staff are able to maintain only a portion of them. This is due in part to last winter’s severe weather conditions, but also due to the age and composition of the pavement sections, as well as not receiving regular proactive maintenance treatments over the life of the pavement.

On April 25, 2023, the City Council adopted Resolution #23-089 approving plans and specifications and authorizing advertisements for bids for Improvement Project #23-14, 2023 Critical Mill and Overlay Improvements. The intent of this project is to temporarily repair pavement sections in 21 of the most critical areas by completing 2-inch mill and overlay improvements.  That same evening, the City Council directed the City Engineer to solicit quotes for contracted pavement patching services to immediately patch as many of the highest priority potholes as practical and to present quotes to the City Council for consideration of awarding a contract on May 9, 2023. Improvement Project #23-14 will be under construction soon, and project #23-15, Priority Pothole Patching, was completed on June 7th. 

On April 25, 2023, the Ramsey City Council also directed the City Engineer to prepare plans for patching all other identified streets experiencing severe pavement distress and to present said plans to the City Council for consideration of approving plans and authorizing bids for said pavement patching services on May 9, 2023.

Attached is the original plan showing all streets proposed to receive temporary 2-inch mill and overlays, temporary deep pothole patching, and temporary spray patching as prepared by Staff this Winter/Spring. Also attached are the plans showing all remaining streets that Staff has identified as requiring temporary pavement repairs in the form of deep pothole patching (Figure 1) and spray patching (Figure 2).  Approximately 19.6 miles of City streets are identified in Figure 1 as needing deep pothole patching, and approximately 20.8 miles of City streets are identified in Figure 2 as needing spray patching. Some overlap exists between the maps since some streets will require deep pothole patching before they can be spray patched. 

Deep pothole patching involves cleaning debris and water out of potholes deeper than 2-inches using compressed air, applying bituminous tack coat on existing bituminous pavement surfaces within the potholes, placing hot asphalt mix in the potholes, then compacting the hot mix.

Spray patching involves using a spray patching truck to clean debris and water out of potholes 2-inches deep or shallower using compressed air, then applying a bituminous spray patch mix within the shallow potholes.

Pavement Maintenance Project #23-16 proposes to help hold the identified streets together until they can receive reconstruction or overlay improvements as part of the current Pavement Management Program (PMP), or until they can be added to the PMP program in the future.

A total of two (2) bids were received, opened, and tabulated on June 8, 2023, and the following one (1) bid was found to comply with the approved plans and specifications and advertisement for bids.
 

Company	Bid
Asphalt Surface Technologies Corp.	$2,418,600.00

Asphalt Surface Technologies Corp. therefore submitted the lowest responsible bid in the amount of $2,418,600.00 for the total bid for construction of the improvements in accordance with the approved plans and specifications and advertisement for bids. Upon adopting Resolution #23-122, the construction contract will be awarded to Asphalt Surface Technologies Corp in the amount of $2,418,600.00.
 

Advertisements for bids were published in the Anoka Union Herald on Friday, May 12, and on Friday, May 19, 2023.

Observations:
Contracting this patching work out would allow Staff to complete other core duties that have been neglected for two or more years, and will allow streets to be repaired as quickly as possible.

Alternatives:
Alternative #1: Adopt Resolution #23-122 accepting bids and awarding a construction contract for Pavement Maintenance Project #23-16, 2023 Pavement Patching Contracted Services.

Alternative #2: Motion of other. 
 

Staff estimated project costs for Project #23-16 at $1,200,000. However, as noted staff had never bid a pothole patching project such as this before so it was unknown whether this estimate was low or high. 

The adopted 2023 budget included $375,000 to temporarily repair the bituminous pavement on numerous public street segments in support of the City’s Pavement Management Program, with another $375,000 reserved for temporary pavement repairs in 2024.

Proposed funding sources for this project include all funds remaining from the $750,000 budgeted for pavement maintenance after Improvement Project #23-14, 2023 Critical Mill and Overlay Improvements, and Improvement Project #23-15, 2023 Priority Pothole Patching Contracted Services projects, are complete. Other funding sources include the Public Improvement Revolving (PIR) Fund and the Municipal State Aid (MSA) Fund.
 

Accepting the low bid would severely deplete the Public Improvement Revolving (PIR) Fund, but it would allow streets to be patched as quickly as possible. An alternative would be for the City Council to provide direction to staff to split this project into two contracted services projects with the first project proposing to provide deep pothole patching on streets identified in Figure 1 in advance of the second project that would propose to spray patch shallow potholes on streets identified in Figure 2. Staff feels this should result in more bids and lower overall project costs. Council could also direct staff to target a specific overall project cost while assembling the project plans before presenting the plans for approval and authorization to advertise bids on June 27th.

Staff will continue to hold discussions with pavement patching contractors to identify ways to reduce project costs for pavement patching projects, now and into the future.

Motion to Adopt Resolution #23-122 accepting bids and awarding a construction contract for Pavement Maintenance Project #23-16, 2023 Pavement Patching Contracted Services.