Adopt Resolution #24-125 accepting bids and awarding contract for MSA Xkimo Street Reconstruction, Improvement Project #24-05

Purpose:
The purpose of this case is to adopt Resolution #24-125 accepting bids and awarding a contract for MSA Xkimo Street Reconstruction, Improvement Project #24-05.
 
Background:
The 2024 – 2033 Capital Improvement Program (CIP) identifies Xkimo Street between 142^nd Avenue and Saint Francis Boulevard (TH 47) for street reconstruction in 2024. Additionally, the CIP identifies pavement improvements to the streets within the Riversbend 3^rd, Riversbend 4^th, and Riversbend Plaza subdivisions in 2027. Previous City Council action has proposed moving the 2027 improvements up to 2024, and combining with the Xkimo Street project. The streets total approximately 3,500 lineal feet (0.66 miles) in length.
 
Project History

• August 22, 2023, Resolution #23-200, the Ramsey City Council executed a proposal from Hakanson Anderson to prepare final plans and specifications for MSA Xkimo Street Reconstruction.
• October 10, 2023, Resolution #23-251, the Ramsey City Council accepted a proposal from hydro-Klean, LLC for cleaning and televising of the sanitary and storm sewer within the project area.
• November 14, 2023, Resolution #23-279, the Ramsey City Council accepted a proposal from Haugo Geotechnical Services, LLC to prepare a geotechnical report of the project area.
• January 16, 2024, the Ramsey Public Works Committee recommended the project include the streets within Riversbend 3^rd, Riversbend 4^th, and Riversbend Plaza.
• January 23, 2024, Resolution #24-034, the Ramsey City Council approved the addition of the streets within Riversbend 3^rd, Riversbend 4^th, and Riversbend Plaza subdivisions to Improvement Project #24-05, MSA Xkimo Street Reconstruction.
• March 19, 2024, the Ramsey Public Works Committee considered recommending City Council approval of plans and specifications and advertisement for bids.
• March 26, 2024, Resolution #24-085, the Ramsey City Council approved plans and specifications and authorized advertisement for bids.
• April 23, 2024, Resolution #24-113, the Ramsey City Council accepted a proposal from Nelson Sanitation & Rental, Inc. for cleaning and televising of the sanitary and storm sewer within Riversbend Plaza subdivision.

 
Pavement History
The streets were built between 1985 and 2000, with the majority of construction occurring between 1993 and 1995. Riversbend Plaza (Xkimo Street cul-de-sac south of 142^nd Avenue), the only street constructed in 1985, received an overlay improvement in 2010. No other street segments have received an overlay improvement. All other street segments received crack seal / seal coat improvements in 2001 and 2011. Maintenance crews have performed patching over the last several years, including extensive patching in 2023.
 
Existing Conditions
Xkimo Street between 142^nd Avenue and Saint Francis Boulevard (TH 47) is 42 feet wide urban section with storm sewer catch basins in the curb line. Average daily traffic is approximately 2,050 vehicles. The west side of Xkimo Street is approximately 50-percent developed commercial, including a business park and gas station. The east side and adjacent cul-de-sacs are single-family residential. The Riversbend 3^rd, 4^th, and Plaza subdivisions are 31 feet wide urban section.
 
Sewer and water exist under all the streets within the project area. During project design, these utilities were televised. Based on the televising, minor storm sewer repairs have been incorporated into the plans. Two commercial properties on the west side of Xkimo Street are currently in the development process. Staff has coordinated necessary utility connections with the developments as part of this project, this will avoid future impacts to the City infrastructure when construction begins on those projects, which is anticipated to occur following the street reconstruction.
 
Proposed Improvements
This project proposes to follow the typical full-depth reclamation (FDR) design process. The majority of concrete curb and gutter was found to be in good condition, and generally only spot curb and gutter replacement will be performed. This includes removal and replacement of the concrete median splitting Xkimo Street on the east leg of the Saint Francis Boulevard intersection. Complete removal of the median was considered; however, it is required to remain for traffic safety concerns. Additionally, many of the concrete valley gutters at crossing streets and drives were found to require replacement.
 
Xkimo Street is a Municipal State Aid (MSA) street and must comply with State Aid design requirements. MSA design requires a 10-ton pavement strength design. This is proposed to be achieved using 6-inches of recycled full-depth reclamation aggregate base under 4.5-inches of new bituminous pavement. This same section will be used for the Xkimo Street cul-de-sac, which serves several commercial sites, and will handle more truck traffic than typical local streets.
 
The local streets including 143^rd Avenue, 143^rd Lane, and Xkimo Court will be reconstructed to the current City standard pavement design. This is proposed to be achieved using 4-inches of recycled full-depth reclamation aggregate base under 3.5-inches of new bituminous pavement.
 
An existing concrete sidewalk runs in the boulevard along the west side of Xkimo Street between 142nd Avenue and Saint Francis Boulevard. The project proposes spot repairs to the sidewalk where it is damaged and where trip hazards occur. Additionally, 6 pedestrian ramps will be replaced to bring them up to current ADA requirements. One existing pedestrian ramp, near Xkimo Court, is proposed to be removed. This is an unsafe crossing location, and pedestrians will be routed to the signalized crossing at Saint Francis Boulevard.
 
Stormwater runoff along the streets is collected by storm sewer inlets along Xkimo Street, which eventually flow into a pond adjacent to Rivers Bend Park, and eventually into the Rum River. Only minor repairs to 3 damaged sections of pipe and structures are proposed with this project.
 
Repairs are not proposed to municipal water with this project. Sanitary sewer repairs include replacing the existing sanitary sewer castings, which are no longer specified.
 
Preliminary Schedule Remaining

• Council awards contract to the lowest responsible bidder
  • May 14, 2024
• Contractor begins construction
  • On or around June 1, 2024 (dependent on Contractor’s schedule)
• Substantial completion
  • New bituminous pavement in-place, topsoil and seed in-place
  • Concrete repairs complete
  • August 31, 2024
• Final completion
  • Pavement markings in-place, verify final restoration; punch list created
  • September 6, 2024

 
Permit Approvals
MSA approval was received prior to bid opening, which was required to use MSA Funds on the project.
 
The proposed improvements are designated as City Improvement Project #24-05, MSA Xkimo Street Reconstruction.

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 project web pages with the most current project information under the Engineering Department web page on the City’s website.

Timeframe:
Staff estimates up to 10 minutes will be needed to present this case and respond to questions.
 
Alternatives:
Alternative #1 – Motion to adopt Resolution #24-125 accepting bids and awarding a contract for MSA Xkimo Street Reconstruction, Improvement Project #24-05, to Northwest Asphalt for the total bid in the amount of $842,253.75.
 
Alternative #2 – Motion of other.

Funding for the improvements within the Xkimo Street right of way is proposed to come from a combination of Municipal State Aid Funds, Storm Water Utility Funds, Sanitary Sewer Utility Funds, and Water Utility Funds. Improvements within the Riversbend 3^rd, Riversbend 4^th, and Riversbend Plaza subdivisions are proposed to come from a combination of Pavement Management Funds, Storm Water Utility Funds, Sanitary Sewer Utility Funds, and Water Utility Funds.
 
On May 8, 2024 a total of four (4) bids were received, opened and tabulated, and the following bids were found to comply with the advertisement for bids.
 

Contractor	Total Bids
Northwest Asphalt, Inc.	$842,253.75
GMH Asphalt Corporation	$853,371.91
North Valley, Inc.	$859,516.03
Park Construction Company	$887,581.54
Engineer’s Estimate	$845,570.00

 
The bid of Northwest Asphalt of Shakopee, Minnesota, in the amount of $842,253.75 for the total bid for 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, brings the total project costs to $1,035,972.12. The high level 2024 – 2033 CIP estimated total project costs were $942,534.15 for these improvements.
 
The low bid is 0.4-percent below the engineer’s estimate. Bidding was competitive, with all bids being within 5-percent of the low bid.
 
Funding source breakdown:
 

Funding Source	Construction Costs	Indirect Costs	Total Costs
MSA Funds	$411,692.04	$94,689.17	$506,381.21
PM Funds	$288,310.28	$66,311.36	$354,621.64
Storm Sewer Utility Funds	$96,064.38	$22,094.81	$118,159.19
Sanitary Sewer Utility Funds	$19,428.55	$4,468.57	$23,897.12
Water Utility Funds	$26,758.50	$6,154.46	$32,912.96
Project Total Funds	$842,253.75	$193,718.37	$1,035,972.12

 
Hakanson Anderson submitted a proposal for construction services including construction administration, staking, and observation for a total not-to-exceed amount of $32,000.00. The construction services are included in the indirect project costs.

Per the recommendation letter attached to this case, the Hakanson Anderson Project Engineer, Shane Nelson, recommends award of the contract to the low bidder, Northwest Asphalt.
 
Staff recommends Alternative #1.

Motion to adopt Resolution #24-125 accepting bids and awarding a contract for MSA Xkimo Street Reconstruction, Improvement Project #24-05, to Northwest Asphalt for the total bid in the amount of $842,253.75.