Adopt Resolution #23-170 Accepting Bids and Awarding Contract for Whispering Pines Estates Plat 3 Street Reconstructions, Improvement Project #23-10

Purpose:
The purpose of this case is to adopt Resolution #23-170 accepting bids and awarding contract for Whispering Pines Estates Plat 3 Street Reconstructions, Improvement Project #23-10.
 
Background:
City Improvement Project #23-10 proposes to reconstruct the streets within the Whispering Pines Estates Plat 3 subdivision, generally located west of Armstrong Boulevard between 157^th Lane and 158^th Lane. The streets are 24 feet wide rural section, totaling 1.72 miles in length. A street segment summary is attached to this case for reference.
 
Project History

• 2023 – 2032 Capital Improvement Program – listed as street reconstruction for 2023
• Resolution #22-251 adopted November 7, 2022, City Council accepted proposals for geotechnical report and topographic survey
• November 15, 2022, Public Works Committee recommended City Council order plans and specifications
• Resolution #22-289 adopted December 13, 2022 City Council ordered plans and specifications
• June 20, 2023 Public Works Committee recommended City Council approve plans and specifications and authorize advertisement for bids
• Resolution #23-146 adopted June 27, 2023, City Council approved plans and specifications and authorized advertisement for bids

 
Pavement History
The streets within the subdivision were built in 1979. Pavement maintenance has included an initial round of crack seal / seal coat improvements in 1985. An overlay was performed in 1994, followed by crack seal / seal coat improvements in 2001. Maintenance crews have performed patching over the last several years. The last PASER values taken in 2021 were 2 for most street segments. These street segment conditions are considered to be among the worst residential streets in Ramsey.
 
Ground Penetrating Radar (GPR) was performed on the street segments. Bituminous pavement thickness averages were between 3.4 and 3.7 inches, aggregate base thickness averages varied between 2.6 and 4.8 inches. The GPR summary is included in the attached street segment summary.
 
Proposed Improvements
Staff review of the geotechnical report found a mix of poorly graded sand and poorly graded sand with silt. The sandy materials are well suited for pavement support and are considered non-frost susceptible and are also free draining materials. The project proposes to use the reclamation rehabilitation process. This process will include reclamation of the existing street and aggregate base, removal of excess reclaim material, and placement of 2.5 inches of new bituminous pavement, generally back to existing grade. The reclamation rehabilitation process includes matching into the existing grades at the edge of pavement, and avoids driveway replacements, and causes minimal disturbance to the boulevards.
 
These improvements are anticipated to have a serviceable life of 60-years assuming pro-active maintenance treatments are completed throughout the life of the improvements.
 
Drainage Improvements
The project proposes to replace the existing street crossing culverts with new concrete culverts. Generally matching the same grade and locations.
 
During project design, Staff noted that several driveways within the subdivision do not have culverts. In essence the ditch in-between, these driveways do not have an outlet. Staff estimates approximately 4,650 lineal feet of ditches, would require re-grading, as well as installation of 31 driveway culverts. Staff estimates it would cost approximately $200,000 to re-grade the drainage ditches along the roadway, which currently don’t outlet. Because of the fast draining soils found in the project area, Staff believes stormwater runoff infiltrates within the ditches before overtopping driveways. Additionally, Staff is not aware of resident complaints in relation to drainage of the roadway ditches within the subdivision. Staff is recommending to not include additional drainage ditch improvements as part of this project, since it appears the water infiltrates before causing hazards for the residents. If it were determined a drainage improvement is necessary, it could be performed as a stand-alone project. Because the ditch work is generally different from the scope of the roadway project, additional project savings by combining improvements would be minimal. An exhibit is attached showing the drainage concern areas.
 
Preliminary Schedule Remaining

• Council awards contract to the lowest responsible bidder
  • July 25, 2023
• Contractor begins construction
  • August 2023
• Contractor substantially completes construction
  • September 29, 2023
• Contractor final completion (verify final restoration, punch list created)
  • October 13, 2023

 
Final plans are not attached to this case to prevent potential bidders from downloading plans attached to the case to prepare and submit their bids, rather than purchasing the plans through QuestCDN, the electronic bidding software used by the City of Ramsey. This ensures all bidders are bidding off the same set of plans, and all bidders are notified of any plan revisions (addenda) issued during the bidding process. Attached is the title sheet showing the scope of the improvements, as well as a plan sheet showing the typical section, which includes information on the proposed pavement section. Plans are available upon request for the City Engineer.

If Council accepts the bids and awards a contract for construction of the improvements, letters will be mailed to property owners with updates on the project status. Engineering Staff maintains City Improvement webpages with the most current project information, this can be found on the City website, Engineering department page.

Alternatives:
Alternative #1 – Motion to adopt Resolution #23-170 accepting bids and awarding contract for Whispering Pines Estates Plat 3 Street Reconstructions, Improvement Project #23-10.
 
Alternative #2 – Motion of other.

Funding for this improvement is proposed to come from Pavement Management Funds and Stormwater Utility Funds.
 
Bids were advertised in the Anoka Union Herald on June 30 and July 7, 2023. On July 21, 2023 a total of six (6) bids were received, opened, and tabulated, and the following bids were found to comply with the advertisement for bids.
 

Contractor	Total Bid
Landall Services, LLC	$533,248.00
T.A. Schifsky & Sons, Inc.	$548,745.00
Douglas-Kerr Underground, LLC	$558,221.58
S.M. Hentges & Sons, Inc.	$579,946.40
Asphalt Surface Technologies Corp.	$607,665.60
North Valley, Inc.	$617,049.25
Engineer’s Estimate	$600,857.50

 
The bid of Landall Services, LLC of Zimmerman, Minnesota, in the amount of $533,248.00 for the total bid for construction of said improvements in accordance with the approved plans and specifications and advertisement for bids, is the lowest responsible bidder. Adding indirect costs in the amount of 23-percent bring the total project costs to $655,895.04.
 
The low bid is 11-percent less than the engineers estimate, primarily due to lower than anticipated mobilization and storm sewer construction costs.
 
Funding source breakdown:
 

Funding Source	Construction Costs	Indirect Costs	Total Costs
Pavement Management Funds	$484,926.00	$111,532.98	$596,458.98
Stormwater Utility Funds	$48,322.00	$11,114.06	$59,436.06

Staff recommends adopting Resolution #23-170 accepting bids and awarding contract for Whispering Pines Estates Plat 3 Street Reconstructions, Improvement Project #23-10.
 
On June 20, 2023 the Ramsey Public Works Committee reviewed the improvement project and recommended City Council approve the plans and specifications and authorize advertisement for bids. The Committee also recommended to not include additional drainage improvements to the existing swales since there doesn’t appear to be known drainage concerns. It was further noted that if Staff notes obvious drainage issues, to include repairing them in the reconstruction project.

Motion to adopt Resolution #23-170 accepting bids and awarding contract for Whispering Pines Estates Plat 3 Street Reconstructions, Improvement Project #23-10.