7.4.
CC Regular Session
- Meeting Date:
- 06/27/2017
- By:
- Bruce Westby, Engineering/Public Works
Information
Title:
Adopt Resolution #17-06-147 Accepting Bids and Awarding Contract for Improvement Project #17-03, 2017 Crackseal and Sealcoat Improvements
Purpose/Background:
Purpose:
The purpose of this case is to adopt Resolution #17-06-147 accepting bids and awarding a Contract for Improvement Project #17-03, 2017 Crackseal and Sealcoat Improvements.
Background:
Plans and specifications for Improvement Project #17-03 were prepared in-house and are attached for reference. The plans call for approximately 0.24 miles of City streets to receive crackseal improvements, and approximately 13.41 miles of streets to receive crackseal and sealcoat improvements. These streets were selected using criteria including Pavement and Surface Evaluation Ratings, maintenance histories, along with other, less tangible, criteria.
Plans include a base bid plus 4 alternate bids. This approach, which was discussed with Council, was intended to allow a base bid to be accepted, along with some combination of alternate bids such that most or all of the $500,000 budgeted annually for this work can be spent without bidding another crackseal and sealcoat project after the fact. Streets colored magenta on the attached plans are included in the base bid, while streets colored orange are included in the 4 alternate bids identified as alternates A through D on their respective plan sheets. Alternate bids are ordered based on the recommendations of staff such that alternate A should be approved first, followed by alternate B, then alternate C, and lastly alternate D.
Staff is not proposing to fog seal any streets this year. Numerous other cities fog seal over new sealcoat applications due to reported benefits including that the pavement looks newer longer, that the life of the sealcoat is extended due to reduced loss of rock over time, and that less complaints are received regarding the amount of rock tracked into garages, homes and businesses, but staff in Ramsey has not observed these benefits. In 2016, fog seal was applied over a newly sealcoated street in Ramsey Meadows 2nd Addition so it would blend into the rest of the street, and the parking lot at Fire Station 1 was fogsealed to prevent rock migration into the Station bays. However, no appreciable benefit was observed in either location. In 2015, fog seal was applied on several streets but no appreciable benefit has been observed to date. It is therefore staff’s opinion that the benefits for fog sealing do not generally justify the additional cost.
Dresser trap rock will be used in place of granite rock chips again due primarily to the increased availability of trap rock and decreased availability of granite rock chips.
The City Council accepted plans and specifications and authorized advertisements for bids on May 23rd. Bids were advertised May 26th and June 2nd. On June 21st, three (3) sealed bids were received and were publicly opened and read aloud. All bids were checked for errors and omissions, and were tabulated. The bids were competitive and favorable, complied with the advertisement for bids, and no bid adjustments were required. A summary of the bids is shown below and is included in the attached resolution.
The bid of Allied Blacktop Company of Maple Grove, Minnesota, in the amount of $358,217.14 for the base bid plus 4 alternates in accordance with the approved plans and specifications and advertisement for bids, is the lowest responsible bidder. Their bid is $85,619.56 (19.3%) less than the engineer’s estimate of $443,836.70.
If Council accepts bids and awards a Contract to Allied Blacktop Company, staff will issue a Notice of Award to initiate execution of a Contract and issuance of the required bonds and insurance. The City Attorney will then verify that the Contract, bonds, and insurance are in proper legal form prior to execution of the Contract. After the Contract is executed, a Notice to Proceed will be issued allowing construction to commence.
A preconstruction meeting will be conducted before construction begins. At this meeting, the contractor will provide the City with their sealcoat mix design and proposed schedule. Staff will then prepare and mail postcards to all property owners having immediate access onto streets being cracksealed and sealcoated to notify them of the proposed improvements and construction schedule, and to provide contact information and other pertinent project details.
Per the project specifications, work may not begin until July 10th, and work must be complete by August 18th, including all striping.
The purpose of this case is to adopt Resolution #17-06-147 accepting bids and awarding a Contract for Improvement Project #17-03, 2017 Crackseal and Sealcoat Improvements.
Background:
Plans and specifications for Improvement Project #17-03 were prepared in-house and are attached for reference. The plans call for approximately 0.24 miles of City streets to receive crackseal improvements, and approximately 13.41 miles of streets to receive crackseal and sealcoat improvements. These streets were selected using criteria including Pavement and Surface Evaluation Ratings, maintenance histories, along with other, less tangible, criteria.
Plans include a base bid plus 4 alternate bids. This approach, which was discussed with Council, was intended to allow a base bid to be accepted, along with some combination of alternate bids such that most or all of the $500,000 budgeted annually for this work can be spent without bidding another crackseal and sealcoat project after the fact. Streets colored magenta on the attached plans are included in the base bid, while streets colored orange are included in the 4 alternate bids identified as alternates A through D on their respective plan sheets. Alternate bids are ordered based on the recommendations of staff such that alternate A should be approved first, followed by alternate B, then alternate C, and lastly alternate D.
Staff is not proposing to fog seal any streets this year. Numerous other cities fog seal over new sealcoat applications due to reported benefits including that the pavement looks newer longer, that the life of the sealcoat is extended due to reduced loss of rock over time, and that less complaints are received regarding the amount of rock tracked into garages, homes and businesses, but staff in Ramsey has not observed these benefits. In 2016, fog seal was applied over a newly sealcoated street in Ramsey Meadows 2nd Addition so it would blend into the rest of the street, and the parking lot at Fire Station 1 was fogsealed to prevent rock migration into the Station bays. However, no appreciable benefit was observed in either location. In 2015, fog seal was applied on several streets but no appreciable benefit has been observed to date. It is therefore staff’s opinion that the benefits for fog sealing do not generally justify the additional cost.
Dresser trap rock will be used in place of granite rock chips again due primarily to the increased availability of trap rock and decreased availability of granite rock chips.
The City Council accepted plans and specifications and authorized advertisements for bids on May 23rd. Bids were advertised May 26th and June 2nd. On June 21st, three (3) sealed bids were received and were publicly opened and read aloud. All bids were checked for errors and omissions, and were tabulated. The bids were competitive and favorable, complied with the advertisement for bids, and no bid adjustments were required. A summary of the bids is shown below and is included in the attached resolution.
| CONTRACTOR | TOTAL BID (BASE BID + 4 ALT. BIDS) |
| Allied Blacktop Company | $358,217.14 |
| Pearson Brothers, Inc. | $361,037.13 |
| Asphalt Surface Technologies Corp. | $438,525.45 |
| Engineer’s Estimate | $443,836.70 |
The bid of Allied Blacktop Company of Maple Grove, Minnesota, in the amount of $358,217.14 for the base bid plus 4 alternates in accordance with the approved plans and specifications and advertisement for bids, is the lowest responsible bidder. Their bid is $85,619.56 (19.3%) less than the engineer’s estimate of $443,836.70.
If Council accepts bids and awards a Contract to Allied Blacktop Company, staff will issue a Notice of Award to initiate execution of a Contract and issuance of the required bonds and insurance. The City Attorney will then verify that the Contract, bonds, and insurance are in proper legal form prior to execution of the Contract. After the Contract is executed, a Notice to Proceed will be issued allowing construction to commence.
A preconstruction meeting will be conducted before construction begins. At this meeting, the contractor will provide the City with their sealcoat mix design and proposed schedule. Staff will then prepare and mail postcards to all property owners having immediate access onto streets being cracksealed and sealcoated to notify them of the proposed improvements and construction schedule, and to provide contact information and other pertinent project details.
Per the project specifications, work may not begin until July 10th, and work must be complete by August 18th, including all striping.
Notification:
Advertisements for bids were published in the Anoka Union Herald and in Finance and Commerce on May 26th and June 2nd.
Observations/Alternatives:
Alternatives:
Alternative #1 - Motion to adopt Resolution #17-06-147 accepting bids and awarding a Contract to Allied Blacktop Company in the amount of $358,217.14 for the base bid and four alternate bids for Improvement Project #17-03, 2017 Crackseal and Sealcoat Improvements, and to direct Public Works to use the remaining street maintenance budget funds to complete additional spray patching in 2017.
Alternative #2 - Motion to adopt Resolution #17-06-147 accepting bids and awarding a Contract to Allied Blacktop Company in the amount of $358,217.14 for the base bid and four alternate bids for Improvement Project #17-03, 2017 Crackseal and Sealcoat Improvements.
Alternative #3 - Motion of other.
Alternative #1 - Motion to adopt Resolution #17-06-147 accepting bids and awarding a Contract to Allied Blacktop Company in the amount of $358,217.14 for the base bid and four alternate bids for Improvement Project #17-03, 2017 Crackseal and Sealcoat Improvements, and to direct Public Works to use the remaining street maintenance budget funds to complete additional spray patching in 2017.
Alternative #2 - Motion to adopt Resolution #17-06-147 accepting bids and awarding a Contract to Allied Blacktop Company in the amount of $358,217.14 for the base bid and four alternate bids for Improvement Project #17-03, 2017 Crackseal and Sealcoat Improvements.
Alternative #3 - Motion of other.
Funding Source:
The low bid submitted by Allied Blacktop Company of Maple Grove, Minnesota, is $358,217.14. After adding 14% indirect costs for administrative (5%), engineering (7%), finance (1%), and legal (1%) costs, total project costs become $408,367.57.
These improvements are proposed to be funded using the $500,000 budgeted annually for pavement crackseal and sealcoat projects. However, Council previously approved using up to $70,000 of this budget to spray patch miscellaneous streets in 2017 ($35,000), and to complete ground penetrating radar and geotechnical evaluations on streets proposed to be milled and overlaid and reconstructed in future years which was estimated to cost $35,000 but is now known to cost $27,771. This leaves approximately $28,861 unused. The Public Works Department is requesting these funds to complete additional spray patching in 2017.
These improvements are proposed to be funded using the $500,000 budgeted annually for pavement crackseal and sealcoat projects. However, Council previously approved using up to $70,000 of this budget to spray patch miscellaneous streets in 2017 ($35,000), and to complete ground penetrating radar and geotechnical evaluations on streets proposed to be milled and overlaid and reconstructed in future years which was estimated to cost $35,000 but is now known to cost $27,771. This leaves approximately $28,861 unused. The Public Works Department is requesting these funds to complete additional spray patching in 2017.
Recommendation:
Staff recommends alternative #1.
Action:
Motion to adopt Resolution #17-06-147 accepting bids and awarding a Contract to Allied Blacktop Company in the amount of $358,217.14 for the base bid and four alternate bids for Improvement Project #17-03, 2017 Crackseal and Sealcoat Improvements, and to direct Public Works to use the remaining street maintenance budget funds to complete additional spray patching in 2017.
Attachments
Form Review
| Inbox | Reviewed By | Date |
|---|---|---|
| Grant Riemer | Grant Riemer | 06/22/2017 10:22 AM |
| Kurt Ulrich | Kurt Ulrich | 06/22/2017 11:36 AM |
- Form Started By:
- Bruce Westby
- Started On:
- 06/19/2017 06:50 AM
- Final Approval Date:
- 06/22/2017