Adopt Resolution #23-101 Approving Plans and Authorizing Bids for Pavement Maintenance Project #23-16, 2023 Pavement Patching Contracted Services.

Purpose:
The purpose of this case is to adopt Resolution #23-101 approving plans and authorizing bids for Pavement Maintenance Project #23-16, 2023 Pavement Patching Contracted Services.
 
Background:
Dozens of miles of City streets have significant numbers of potholes deeper than 2-inches and/or numerous areas where the upper 2-inches or less of pavement area missing, generally known as surface stripping. This is resulting in poor and unsafe conditions for drivers and pedestrians. The number of streets exhibiting these severe pavement distresses have grown significantly in recent years. 
 
In 2022, the Public Works department struggled to maintain all of the distressed pavement sections and in the process spent a large amount of time patching potholes, which forced them to neglect other core duties.
 
In 2023, the number of streets with deep potholes and surface stripping have increased significantly such that Public Works staff are able to maintain very few of these distressed pavement sections. This is due in part to last winter’s severe weather conditions, as well as insufficient proactive pavement maintenance over the life of the pavement. 
 
On April 25, 2023, the City Council adopted Resolution #23-089 approving plans and specifications and authorizing advertisements for bids for Improvement Project #23-14, 2023 Critical Mill and Overlay Improvements, with the intent of temporarily repairing pavement sections in 21 of the most critical areas
experiencing severe pavement distress. That same evening, the City Council directed the City Engineer to solicit quotes for contracted services to immediately patch as many of the highest priority potholes as possible and to present all quotes received to the City Council for consideration of awarding a contract for said services on May 9, 2023, which is being addressed in another case on tonight’s agenda.
 
On April 25, 2023, the Ramsey City Council also directed the City Engineer to prepare plans for patching all other identified streets experiencing severe pavement distress and to present said plans to the City Council for consideration of approving the plans and authorizing bids for said pavement patching contracted services on May 9, 2023.
 
Attached is the original plan showing all streets proposed to receive temporary 2-inch mill and overlays, temporary deep pothole patching, and temporary spray patching as prepared by Staff this Winter/Spring.
Also attached are the plans showing all remaining streets that Staff has identified as requiring temporary pavement repairs in the form of deep pothole patching (Figure 1) and spray patching (Figure 2).  Approximately 19.6 miles of City streets are identified in Figure 1 as needing deep pothole patching, and approximately 20.8 miles of City streets are identified in Figure 2 as needing spray patching. Some overlap exists between the maps since some streets will require deep pothole patching before they can be spray patched.
 
Deep pothole patching involves cleaning debris and water out of potholes deeper than 2-inches using compressed air, applying bituminous tack coat on existing bituminous pavement surfaces within the potholes, placing hot asphalt mix in the potholes, then compacting the hot mix.
 
Spray patching involves using a spray patching truck to clean debris and water out of potholes 2-inches deep or shallower using compressed air, then applying a bituminous spray patch mix within the shallow potholes.
 
Pavement Maintenance Project #23-16 will help hold the identified streets together until they receive reconstruction or overlay improvements as part of the current Pavement Management Program (PMP), or until they can be added to the PMP program in the future.   

Upon Council approval, advertisements for bids will be published in the Anoka Union Herald on Friday, May 12, and on Friday, May 19, 2023.   

Observations:
Contracting this work out will allow Staff to complete other core duties that have been neglected for two years, and will allow streets to be repaired as quickly as possible.
 
Alternatives:
Alternative #1: Adopt Resolution #23-101 approving plans and authorizing bids for Pavement Maintenance Project #23-16, 2023 Pavement Patching Contracted Services.
 
Alternative #2: Motion of other. 

The 2023 budget included $750,000 to temporarily repair bituminous pavement on numerous public street segments in support of the City’s Pavement Management Program.
 
Staff estimates project costs for Project #23-16 to be $1,200,000.  However, staff has never bid a pothole patching project similar to this before so actual bids could be significantly higher or lower.
 
Potential funding sources for these project costs in excess of any funds remaining from the $750,000 budgeted for pavement maintenance once the 2023 Critical Mill and Overlay Improvements and the Priority Pothole Patching Contracted Services projects are funded include Public Improvement Revolving (PIR) funds and Municipal State Aid (MSA) funds. 

Dependent on discussions.

Adopt Resolution #23-101 approving plans and authorizing bids for Pavement Maintenance Project #23-16, 2023 Pavement Patching Contracted Services.