Adopt Resolution #20-073 Approving Plans and Specifications and Authorizing Advertisements for Bids for 2020 Crack Sealing Improvements, Improvement Project #20-00

Purpose:
The purpose of this case is to adopt Resolution #20-073 approving plans and specifications and authorizing advertisements for bids for 2020 Crack Sealing Improvements, Improvement Project #20-00.
 
Background:
Crack seal improvements are completed annually on between 13 and 23 miles of public street segments to cost-effectively maximize the life of the bituminous pavement.
 
Crack sealing protects pavement by preventing stormwater runoff from seeping through cracks in the pavement and joints between the pavement and concrete curb and gutter and utility castings, reducing future pavement damage due to wet subgrade soils, especially during freeze-thaw cycles.
 
The City’s current pavement maintenance schedule calls for public streets to be crack sealed the third, seventh, and fourteenth year following construction, reconstruction, and overlay improvements.  However, while this is the typical maintenance schedule it is important to note that Staff reviews the condition of all streets annually and adjusts the schedule of maintenance operations based on actual pavement conditions.
 
A total of 15.74 miles of public street segments are proposed to receive crack seal improvements in 2020.  These street segments were selected based on age, pavement maintenance history, and Pavement and Surface Evaluation Rating (PASER) values. Crack seal improvements are typically performed on pavement sections with PASER ratings of 7 or higher.  Staff also attempts to select street segments that are in relatively close proximity to each other in an attempt to receive lower bid prices for mobilization and traffic control bid items.
 
Plans and specifications for the 2020 Crack Sealing Improvements were prepared in-house as part of Staff’s normal duties.  A copy of the plans are attached to this case.
 
Also attached is a figure showing which streets are proposed to receive crack seal improvements to the entire pavement surface (red lines) versus streets that are only proposed to receive crack seal improvements along the seam between the pavement and concrete gutter (blue lines). This is an area of special concern since gutters convey large volumes of stormwater runoff and the seam between the pavement and gutter runs parallel to the direction of flow.  Therefore, any time this seam opens up it can allow large volumes of water to infiltrate into and beneath the pavement section.
 

No notifications were required for this case.  However, upon adopting Resolution #20-073, advertisements for bids will be published in the Anoka Union Herald and in Finance and Commerce on April 17th, and again on April 24th.

Observations:
Similar to all improvement projects over the past couple of years, bids will be accepted and managed on-line through QuestCDN.  This will prove especially useful during the current pandemic since it will not limit the ability for contractors to submit bids, for the City to receive and accept bids, or for attendance during the public bid opening.
 
Bids will be publicly opened (on-line) on May 15th.  The City Council will be asked to accept bids and award a contract for construction on May 26th.
 
The 2020 crack seal improvements are anticipated to occur between mid-June and mid-August.  The work itself generally takes two to three weeks to complete once the Contractor commits their crews to the project.  Staff will maintain a project webpage, and will update it as new information is made available.  Letters will not be mailed to notify the public of the 2020 crack seal improvements since the work occurs quickly and has little to no impact on the traveling public or abutting properties.
 
Alternatives:
Alternative #1 - Motion to adopt Resolution #20-073 approving plans and specifications and authorizing advertisements for bids for 2020 Crack Seal Improvements, Improvement Project #20-00.

Estimated project costs for the proposed 2020 crack seal improvements total $180,000.  This includes 14% indirect costs for administrative, engineering, legal and financing. Based on available information, Staff anticipates that the bid prices for the 2020 crack seal improvements should be similar to the 2019 crack seal bid prices.  Considering that oil prices are currently low, bids may come in low so Staff included excess street segments in an attempt to ensure that the entire allocation of $150,000 will be spent. Conversely, if bids come in higher than anticipated, Staff will be prepared to remove some street segments from the project upon direction from Council when bids are presented on May 26th.

Since 2015, the City of Ramsey has annually budgeted $500,000 for crack seal and sealcoat improvements. Resolution #20-038, which was adopted by Council on February 18, 2020, indefinitely suspended annual sealcoat improvements, and reallocated $150,000 from the annual crack seal and sealcoat budget for completing 2020 crack seal improvements.
 
Special assessments are not proposed to fund any portion of this project.

Staff recommends Alternative Action #1.

Adopt Resolution #20-073 approving plans and specifications and authorizing advertisements for bids for 2020 Crack Sealing Improvements, Improvement Project #20-00.