Adopt Resolution #24-214 Accepting Quotes and Awarding Maintenance Project #24-57, 2024 Spray Patching Contracted Services

Purpose:
The purpose of this case is to adopt Resolution #24-214 accepting quotes and awarding Maintenance Project #24-57, 2024 Spray Patching Contracted Services.   
 
Background:
Numerous miles of City streets require pavement patching throughout the year, and pavement patching can be completed in many ways.
 
Potholes come in various depths and sizes and are patched using varying methods.  Deeper potholes (in excess of 2-inches deep) are typically located sporadically and are typically patched by hand by City staff using cold mix in the winter and hot mix throughout the rest of the year.  Shallower potholes (2-inches deep or less) are patched by hand by City staff if sporadically located.  However, when shallower potholes cover a large surface area, often caused by surface stripping, a mill and overlay may be the appropriate treatment, or spray patching may be a better option if the street is programmed for a pavement management program project in the near future and the goal is simply to provide a safer surface for drivers and pedestrians until programmed pavement management projects can be completed.
 
Deep pothole patching generally involves removing debris and water from potholes deeper than 2-inches using compressed air, applying bituminous tack coat within the potholes, placing hot asphalt mix in the potholes, then compacting the hot mix.  The patched potholes can be driven on immediately. 
 
Spray patching generally involves the use of a spray patching truck to clean debris and water from potholes 2-inches deep or less using compressed air, then applying a bituminous spray patch mix to the potholes. A fine layer of loose sand/rock chips is then applied to prevent transfer of the bituminous spray patch mix to vehicles that drive over the patch while it sets.
 
The number of streets requiring pavement patching have grown significantly in recent years, resulting in Public Works staff spending more and more time patching potholes and less time completing other core duties.
 
In 2023, the number of streets with significant numbers of potholes (deep and shallow) increased such that Public Works staff could only maintain a small portion of these streets. This was due to the previous winter’s severe weather conditions, the age and composition of the pavement sections, as well as to not receiving regular proactive maintenance treatments over the life of the pavement sections.  In 2023, over $1,000,000 was spent on pavement patching contracted services.
 
In 2024, the City is again using contracted services to perform much of the pavement patching work across the City. This year the City will spend an estimated $650,000 on pavement patching contracted services.  
 
Attached is the Request for Quotes for 2024 Spray Patching Contracted Services as completed by RCM Specialties.  Figure 1 identifies 0.91 miles of streets proposed to be spray patched in 2024, which are shown as red lines and are identified as areas 5 and 6.  The streets shown as blue lines on the plan (areas 1 through 4) were previously skim patched under project #24-55.  RCM’s proposal is included at the end.
 
Following Council approval, RCM will be notified they were awarded the project and Staff will meet RCM on site before work begins to discuss construction and inspection requirements.  

The adopted 2024 budget includes $575,000 for crack sealing, pavement rejuvenation, and temporary pavement patching projects that support the Pavement Management Program.
 
Final project costs for Improvement Project #24-08, 2024 Crack Seal Improvements, were $130,320, of which $53,431.20 will be paid from Municipal State Aid maintenance funds.
 
Estimated project costs for Improvement Project #24-09, 2024 Pavement Rejuvenator Improvements, are $239,820, of which $35,973.00 will be paid from Municipal State Aid maintenance funds.
 
Final project costs for City Improvement Project #24-55, 2024 Pavement Patching Contracted Services, were $228,092.71.
 
Pursuant to Ramsey City Council Resolution 24-204 adopted July 23, 2024 the City Council approved plans and authorized soliciting Requests for Quotes for Maintenance Project #24-57, 2024 Spray Patching Contracted Services.
 
On August 8, 2024, three (3) quotes were opened and tabulated, and the following quotes were found to comply with the approved Request for Quotes.
 

Contractor	Quote
RCM Specialties, Inc.	$26,250.00
Diversified Pavement Resources, Inc.	$28,700.00
Allied Blacktop Company	$58,317.00

 
 
 
 
 
 
RCM Specialties, Inc. of Hastings, Minnesota, submitted the lowest responsible quote in the amount of $26,250.00 for construction of the improvements in accordance with the approved plans and Request for Quotes.
 
Staff had estimated project costs at $16,000 based on previous spray patching project costs.  The low quote in the amount of $26,250 is approximately 64-percent higher than estimated, which is primarily due to the extremely poor condition of the pavement sections proposed to be spray patched.
 
An estimated $40,000 remains available for additional 2024 pavement patching contracted services, if needed.  

Staff recommends adopting Resolution #24-214 to provide a safer pavement surface for drivers and pedestrians until programmed pavement management projects can be completed.  

Adopt Resolution #24-214 accepting quotes and awarding Maintenance Project #24-57, 2024 Spray Patching Contracted Services, to RCM Specialties, Inc. in the amount of $26,250.