8.4.
| CC Regular Session |
| Meeting Date: | 03/11/2025 |
| Primary Strategic Plan Initiative: | {ud_pd4} |
Title:
Adopt Resolution #25-055 Accepting Bids and Awarding Contract for 2025 Pavement Rejuvenation Improvements, Improvement Project #25-10
Purpose/Background:
Purpose:
The purpose of this case is to adopt Resolution #25-055 accepting bids and awarding contract for 2025 Pavement Rejuvenation Improvements, Improvement Project #25-10.
Background:
The City’s current pavement maintenance schedule calls for public streets to receive the following maintenance following construction, overlay, or reconstruction:
The above schedule is the typical maintenance schedule based off assumed ideal conditions. Staff reviews the condition of all streets annually and adjusts the schedule of maintenance operations based on actual pavement conditions.
Rejuvenator Use History
In 2019, the City Council indefinitely suspended seal coat improvements due to observed issues of pavement striping under seal coat, which causes approximately the top inch of pavement to strip away from underlying pavement. These areas of striping originally show as small spots in the surface of the pavement, but quickly migrate across the pavement into larger sections.
In alignment with many other metro cities confronted with these same pavement issues, staff feels pavement rejuvenators provide the greatest overall benefit at the lowest cost. Staff proposes to continue to use Reclamite, a maltene-based petroleum product with the ability to penetrate into asphalt pavement and restore reactive components (maltenes) which have been lost due to the natural process of oxidation.
Reclamation has been used nationally for over 5 decades and is proven to add 5 to 7 years of service life to pavements. The application is intended to be performed on pavements 5 years old or less, though several cities are completing pilot project applications on pavement sections older than 5 years. Additionally, staff is aware an ongoing study for considering a 2nd Reclamite treatment to further extend the useful service life of pavements. Staff will continue to monitor such applications and adjust future projects within the City of Ramsey based on observed results.
Future Considerations
Regional contractors have taken note of metro Cities moving away from seal coating and toward pavement rejuvenators, and as a result serval newer products are becoming available in our region. The Minnesota Local Road Research Board (LRRB), with the assistance of MnROAD’s, is two years into an evaluation of proprietary rejuvenators, including the most commonly used product in the metro area, Reclamite. Early results indicate Reclamite is performing well in Minnesota. Ideally, once the evaluation is complete, additional reliable products will result in a competitive bidding market. Because of its proven track record, and the potential risks associated with using new products, staff recommends continuing to use Reclamite on all street segments proposed to receive pavement rejuvenator.
2025 Proposed Rejuvenation Improvements
Plans for the 2025 Pavement Rejuvenation Improvements are attached to this case. A total of 9.72 miles of public street segments and 2 parking lots are proposed to receive pavement rejuvenation. Over the last 2 seasons, the City has been playing “catch-up” on streets which did not receive a pavement rejuvenator on schedule. In 2025, nearly all proposed streets are receiving the treatment the 2nd year after construction, reconstruction, or overlay per the proposed street maintenance schedule. Final plans and specifications were prepared in-house as part of staff’s normal duties.
Preliminary Schedule Remaining
The proposed improvements are designated as 2025 Pavement Rejuvenation Improvements, Improvement Project #25-10.
The purpose of this case is to adopt Resolution #25-055 accepting bids and awarding contract for 2025 Pavement Rejuvenation Improvements, Improvement Project #25-10.
Background:
The City’s current pavement maintenance schedule calls for public streets to receive the following maintenance following construction, overlay, or reconstruction:
- Year 2 – Pavement Rejuvenator
- Year 3 – Crack Seal
- Year 5 – Refresh Pavement Markings (If Applicable)
- Year 7 – Crack Seal
- Year 10 – Refresh Pavement Markings (If Applicable)
- Year 14 – Crack Seal
- Year 15 – Refresh Pavement Markings (If Applicable)
- Year 20 – Overlay or Reconstruction
The above schedule is the typical maintenance schedule based off assumed ideal conditions. Staff reviews the condition of all streets annually and adjusts the schedule of maintenance operations based on actual pavement conditions.
Rejuvenator Use History
In 2019, the City Council indefinitely suspended seal coat improvements due to observed issues of pavement striping under seal coat, which causes approximately the top inch of pavement to strip away from underlying pavement. These areas of striping originally show as small spots in the surface of the pavement, but quickly migrate across the pavement into larger sections.
In alignment with many other metro cities confronted with these same pavement issues, staff feels pavement rejuvenators provide the greatest overall benefit at the lowest cost. Staff proposes to continue to use Reclamite, a maltene-based petroleum product with the ability to penetrate into asphalt pavement and restore reactive components (maltenes) which have been lost due to the natural process of oxidation.
Reclamation has been used nationally for over 5 decades and is proven to add 5 to 7 years of service life to pavements. The application is intended to be performed on pavements 5 years old or less, though several cities are completing pilot project applications on pavement sections older than 5 years. Additionally, staff is aware an ongoing study for considering a 2nd Reclamite treatment to further extend the useful service life of pavements. Staff will continue to monitor such applications and adjust future projects within the City of Ramsey based on observed results.
Future Considerations
Regional contractors have taken note of metro Cities moving away from seal coating and toward pavement rejuvenators, and as a result serval newer products are becoming available in our region. The Minnesota Local Road Research Board (LRRB), with the assistance of MnROAD’s, is two years into an evaluation of proprietary rejuvenators, including the most commonly used product in the metro area, Reclamite. Early results indicate Reclamite is performing well in Minnesota. Ideally, once the evaluation is complete, additional reliable products will result in a competitive bidding market. Because of its proven track record, and the potential risks associated with using new products, staff recommends continuing to use Reclamite on all street segments proposed to receive pavement rejuvenator.
2025 Proposed Rejuvenation Improvements
Plans for the 2025 Pavement Rejuvenation Improvements are attached to this case. A total of 9.72 miles of public street segments and 2 parking lots are proposed to receive pavement rejuvenation. Over the last 2 seasons, the City has been playing “catch-up” on streets which did not receive a pavement rejuvenator on schedule. In 2025, nearly all proposed streets are receiving the treatment the 2nd year after construction, reconstruction, or overlay per the proposed street maintenance schedule. Final plans and specifications were prepared in-house as part of staff’s normal duties.
Preliminary Schedule Remaining
- March 11, 2025 City Council awards contract to the lowest responsible bidder
- July 1, 2025 Contractor may begin improvements
- August 30, 2025 Contractor completes improvements
The proposed improvements are designated as 2025 Pavement Rejuvenation Improvements, Improvement Project #25-10.
Notification:
Notices will be mailed to property owners prior to the work being performed, notifying parking restrictions and lawn sprinkling restrictions associated with the proposed project. The contractor is responsible for mailings as part of the contract.
Time Frame/Observations/Alternatives:
Timeframe:
Staff estimates up to 10 minutes will be required to present the case and answer questions.
Observations:
Because the improvements were estimated above the $175,000 cap for requesting proposals, this project is required to be publicly bid. Though since Corrective Asphalt Materials are the soul source provider for Reclamite in our region, we anticipated only one bid on this project.
Alternatives:
Alternative #1 - Motion to adopt Resolution #25-055 accepting bids and awarding contract for 2025 Pavement Rejuvenation Improvements, Improvement Project #25-10.
Alternative #2 – Motion of other.
Staff estimates up to 10 minutes will be required to present the case and answer questions.
Observations:
Because the improvements were estimated above the $175,000 cap for requesting proposals, this project is required to be publicly bid. Though since Corrective Asphalt Materials are the soul source provider for Reclamite in our region, we anticipated only one bid on this project.
Alternatives:
Alternative #1 - Motion to adopt Resolution #25-055 accepting bids and awarding contract for 2025 Pavement Rejuvenation Improvements, Improvement Project #25-10.
Alternative #2 – Motion of other.
Funding Source:
On March 3, 2025 a total of one (1) bid was received, opened, and tabulated, and the following bid was found to comply with the advertisement for bids.
The bid of Corrective Asphalt Materials, LLC of South Roxana, Illinois, in the amount of $233,191.32 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 5-percent brings the total project costs to $244,850.89.
Per the final plans and specifications, estimated construction costs were $237,318.60. After adding 5-percent for indirect cost (administrative, engineering, finance and legal costs), estimated project costs totaled $249,184.53. The low bid is 2-percent lower than the engineer’s estimate.
The City budgeted $600,000 in 2025 for contracted street maintenance services including; crack sealing, pavement rejuvenation, and refreshing pavement markings.
The preliminary estimated costs for pavement maintenance improvements is:
City Staff proposes to administer and inspect construction in-house, as part of their normal duties.
| Contractor | Total Bid |
| Corrective Asphalt Materials, LLC | $233,191.32 |
| Engineer’s Estimate | $237,318.60 |
The bid of Corrective Asphalt Materials, LLC of South Roxana, Illinois, in the amount of $233,191.32 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 5-percent brings the total project costs to $244,850.89.
Per the final plans and specifications, estimated construction costs were $237,318.60. After adding 5-percent for indirect cost (administrative, engineering, finance and legal costs), estimated project costs totaled $249,184.53. The low bid is 2-percent lower than the engineer’s estimate.
The City budgeted $600,000 in 2025 for contracted street maintenance services including; crack sealing, pavement rejuvenation, and refreshing pavement markings.
The preliminary estimated costs for pavement maintenance improvements is:
- IP 25-09 Crack Seal $162,489.96 (per bid)
- IP 25-10 Pavement Rejuvenation $244,850.89 (per bid)
- IP 25-11 MSA Pavement Markings $19,380 (estimated)
- Total Pavement Maintenance Costs $426,720.85
- Staff recommends remaining budgeted funds be guided for pavement patching services as needed.
City Staff proposes to administer and inspect construction in-house, as part of their normal duties.
Recommendation:
Staff recommends adopting Resolution #25-055 accepting bids and awarding contract for 2025 Pavement Rejuvenation Improvements, Improvement Project #25-10.
Outcome/Action:
Motion to adopt Resolution #25-055 accepting bids and awarding contract for 2025 Pavement Rejuvenation Improvements, Improvement Project #25-10.
Attachments
Form Review
| Inbox | Reviewed By | Date |
|---|---|---|
| Bruce Westby | Bruce Westby | 03/06/2025 12:45 PM |
| Brian Hagen | Brian Hagen | 03/06/2025 02:02 PM |
- Form Started By:
- Joe Feriancek
- Started On:
- 03/03/2025 06:46 AM
- Final Approval Date:
- 03/06/2025