7.6.
CC Regular Session
- Meeting Date:
- 02/27/2018
- By:
- Bruce Westby, Engineering/Public Works
Information
Title:
Adopt Resolution #18-048 Accepting Bids and Awarding Contract for 2018 Crackseal and Sealcoat Improvements, Improvement Project #18-04
Purpose/Background:
Purpose:
The purpose of this case is to adopt Resolution #18-048 accepting bids and awarding a contract for construction for 2018 Crackseal and Sealcoat Improvements, Improvement Project #18-04.
Background:
Plans and specifications for the 2018 Crackseal and Sealcoat Improvements were prepared in-house as part of Staff’s normal duties. In total, 22.71 miles of City streets are proposed to receive crackseal and/or sealcoat improvements in 2018. A copy of the final plans are attached to this case.
Approximately 15.56 miles of streets are proposed to receive crackseal and sealcoat improvements. Per the City’s typical maintenance schedule, these street segments are primarily composed of streets constructed, reconstructed, overlaid, or sealcoated 7 years ago. Street segments proposed to receive crackseal and sealcoat improvements in 2018 were selected based on their Pavement and Surface Evaluation Rating (PASER) number, age, maintenance history, and/or location within the City relative to other street segments proposed to be sealcoated.
Approximately 7.15 miles of streets are proposed to receive crackseal improvements only in 2018 in accordance with the City of Ramsey’s typical maintenance schedule. These street segments are primarily composed of streets constructed or reconstructed 3 years ago.
The segment of Jarvis Street common to both the City of Ramsey and the City of Elk River is one of the street segments proposed to be cracksealed in 2018. The City of Elk River is not proposing to complete any maintenance on this segment of Jarvis Street in 2018. Considering that Elk River led the Jarvis Street reconstruction project in 2015 and allowed the City of Ramsey to pay our share of the costs back without interest, Staff recommends completing the crackseal improvements in 2018 in accordance with the City’s typical pavement maintenance schedule, which is estimated to cost $4,000.
This project includes a base bid plus three (3) alternate bids, which is the same approach used on the 2017 crackseal and sealcoat project. This approach allows the City to accept a base bid and potentially one or more alternate bids so all or most of the $500,000 budgeted for this work can be spent without bidding a second crackseal and sealcoat project, which results in higher indirect costs.
Streets in the base bid have the lowest PASER ratings and therefore have a higher priority for maintenance. Streets included as alternate bids are confined to areas D and E as described on the attached estimated project costs summary sheet. Alternate bids are prioritized such that bid alternate 1 should ideally be approved first, followed by bid alternate 2, and then bid alternate 3. This is primarily due to the proximity from other streets proposed to receive sealcoat improvements.
Similar to last year, Dresser trap rock is proposed this year in lieu of granite rock chips due to anticipated project cost savings related to decreased availability of granite rock chips.
Construction is proposed to be completed earlier in 2018 than in recent years. This should reduce the amount of loose rock observed after work is complete due to completing the work during warmer temperatures. Per the project specifications, work may begin on or after June 18th, crackseal and sealcoat work must be completed by August 3rd, and all sweeping and striping work must be completed by August 31st.
Staff considered using smaller sealcoat rock, which several cities are using now in an attempt to reduce loose rock on the street surface following sweepings as much as practical. However, Staff would like to observe the effects of completing construction earlier in the year before shifting to the use of smaller rock. Staff will evaluate this further before designing the 2019 crackseal and sealcoat project.
Staff also proposes to fog seal all cul-de-sacs included in the 2018 project. Numerous metro area cities fog seal over sealcoats in cul-de-sacs due to reported benefits including that the sealcoat looks newer longer, the life of the sealcoat is extended due to reduced loss of rock, and that fewer complaints are received regarding the amount of rock found in garages, homes and businesses after being tracked in on tires and the bottoms of shoes.
Other metro cities now fog seal the existing pavement in cul-de-sacs without sealcoating first. Staff also proposes to try this on up to three cul-de-sacs in this year’s project and to monitor the results to see if this approach is more cost-effective then fog sealing over new sealcoats in the long-term.
Staff is not proposing to fog seal any linear street segments in 2018. This is because no benefits were observed by Staff upon fog sealing over newly sealcoated streets in Ramsey Meadows 2nd Addition and the parking lot of Fire Station 1 in 2016, or in 2015 when fog seal was applied over several newly sealcoated street segments. Based on continued monitoring of these streets and the parking lot at Fire Station 1, Staff believes that the benefits for fog sealing linear street segments do not justify the cost.
The final modification Staff is proposing this year is to require the contractor to provide a third sweeping of all sealcoated streets before striping. This will remove more loose rock before striping, and will potentially reduce one round of sweeping that City Staff completes following the project. During the last couple of years, Staff has swept sealcoated streets two to three times to remove loose rock upon receiving complaints from the public.
The purpose of this case is to adopt Resolution #18-048 accepting bids and awarding a contract for construction for 2018 Crackseal and Sealcoat Improvements, Improvement Project #18-04.
Background:
Plans and specifications for the 2018 Crackseal and Sealcoat Improvements were prepared in-house as part of Staff’s normal duties. In total, 22.71 miles of City streets are proposed to receive crackseal and/or sealcoat improvements in 2018. A copy of the final plans are attached to this case.
Approximately 15.56 miles of streets are proposed to receive crackseal and sealcoat improvements. Per the City’s typical maintenance schedule, these street segments are primarily composed of streets constructed, reconstructed, overlaid, or sealcoated 7 years ago. Street segments proposed to receive crackseal and sealcoat improvements in 2018 were selected based on their Pavement and Surface Evaluation Rating (PASER) number, age, maintenance history, and/or location within the City relative to other street segments proposed to be sealcoated.
Approximately 7.15 miles of streets are proposed to receive crackseal improvements only in 2018 in accordance with the City of Ramsey’s typical maintenance schedule. These street segments are primarily composed of streets constructed or reconstructed 3 years ago.
The segment of Jarvis Street common to both the City of Ramsey and the City of Elk River is one of the street segments proposed to be cracksealed in 2018. The City of Elk River is not proposing to complete any maintenance on this segment of Jarvis Street in 2018. Considering that Elk River led the Jarvis Street reconstruction project in 2015 and allowed the City of Ramsey to pay our share of the costs back without interest, Staff recommends completing the crackseal improvements in 2018 in accordance with the City’s typical pavement maintenance schedule, which is estimated to cost $4,000.
This project includes a base bid plus three (3) alternate bids, which is the same approach used on the 2017 crackseal and sealcoat project. This approach allows the City to accept a base bid and potentially one or more alternate bids so all or most of the $500,000 budgeted for this work can be spent without bidding a second crackseal and sealcoat project, which results in higher indirect costs.
Streets in the base bid have the lowest PASER ratings and therefore have a higher priority for maintenance. Streets included as alternate bids are confined to areas D and E as described on the attached estimated project costs summary sheet. Alternate bids are prioritized such that bid alternate 1 should ideally be approved first, followed by bid alternate 2, and then bid alternate 3. This is primarily due to the proximity from other streets proposed to receive sealcoat improvements.
Similar to last year, Dresser trap rock is proposed this year in lieu of granite rock chips due to anticipated project cost savings related to decreased availability of granite rock chips.
Construction is proposed to be completed earlier in 2018 than in recent years. This should reduce the amount of loose rock observed after work is complete due to completing the work during warmer temperatures. Per the project specifications, work may begin on or after June 18th, crackseal and sealcoat work must be completed by August 3rd, and all sweeping and striping work must be completed by August 31st.
Staff considered using smaller sealcoat rock, which several cities are using now in an attempt to reduce loose rock on the street surface following sweepings as much as practical. However, Staff would like to observe the effects of completing construction earlier in the year before shifting to the use of smaller rock. Staff will evaluate this further before designing the 2019 crackseal and sealcoat project.
Staff also proposes to fog seal all cul-de-sacs included in the 2018 project. Numerous metro area cities fog seal over sealcoats in cul-de-sacs due to reported benefits including that the sealcoat looks newer longer, the life of the sealcoat is extended due to reduced loss of rock, and that fewer complaints are received regarding the amount of rock found in garages, homes and businesses after being tracked in on tires and the bottoms of shoes.
Other metro cities now fog seal the existing pavement in cul-de-sacs without sealcoating first. Staff also proposes to try this on up to three cul-de-sacs in this year’s project and to monitor the results to see if this approach is more cost-effective then fog sealing over new sealcoats in the long-term.
Staff is not proposing to fog seal any linear street segments in 2018. This is because no benefits were observed by Staff upon fog sealing over newly sealcoated streets in Ramsey Meadows 2nd Addition and the parking lot of Fire Station 1 in 2016, or in 2015 when fog seal was applied over several newly sealcoated street segments. Based on continued monitoring of these streets and the parking lot at Fire Station 1, Staff believes that the benefits for fog sealing linear street segments do not justify the cost.
The final modification Staff is proposing this year is to require the contractor to provide a third sweeping of all sealcoated streets before striping. This will remove more loose rock before striping, and will potentially reduce one round of sweeping that City Staff completes following the project. During the last couple of years, Staff has swept sealcoated streets two to three times to remove loose rock upon receiving complaints from the public.
Notification:
Advertisements for bids were published in the Anoka Union Herald and in Finance and Commerce on January 26th and February 2nd.
Observations/Alternatives:
Observations:
Bids were opened on February 20th. A total of three (3) sealed bids 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 tabulation of the bids is below and is included in the attached resolution.
The bid of Pearson Brothers, Inc. of Hanover, Minnesota, in the amount of $434,699.22 for the base bid plus 3 bid alternates in accordance with the approved plans and specifications and advertisement for bids, is the lowest responsible bidder. Their bid is $119,941.34, or 21.6%, less than the engineer’s estimate of $554,640.56.
If Council accepts bids and awards a Contract to Pearson Brothers, staff will issue a Notice of Award to initiate execution of a Contract and issuance of 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.
Alternatives:
Alternative #1 - Motion to adopt Resolution #18-048 accepting bids and awarding a Contract to Pearson Brothers, Inc. in the amount of $434,699.22 for the base bid plus 3 bid alternates for 2018 Crackseal and Sealcoat Improvements, Improvement Project #18-04.
Alternative #2 - Motion to deny adoption of Resolution #18-048 at this time.
Bids were opened on February 20th. A total of three (3) sealed bids 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 tabulation of the bids is below and is included in the attached resolution.
| CONTRACTOR | TOTAL BID (BASE BID + 3 ALT. BIDS) |
| Pearson Brothers, Inc. | $434,699.22 |
| Allied Blacktop Company | $518,892.91 |
| Asphalt Surface Technologies Corporation | $593,680.14 |
| Engineer’s Estimate | $554,640.56 |
The bid of Pearson Brothers, Inc. of Hanover, Minnesota, in the amount of $434,699.22 for the base bid plus 3 bid alternates in accordance with the approved plans and specifications and advertisement for bids, is the lowest responsible bidder. Their bid is $119,941.34, or 21.6%, less than the engineer’s estimate of $554,640.56.
If Council accepts bids and awards a Contract to Pearson Brothers, staff will issue a Notice of Award to initiate execution of a Contract and issuance of 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.
Alternatives:
Alternative #1 - Motion to adopt Resolution #18-048 accepting bids and awarding a Contract to Pearson Brothers, Inc. in the amount of $434,699.22 for the base bid plus 3 bid alternates for 2018 Crackseal and Sealcoat Improvements, Improvement Project #18-04.
Alternative #2 - Motion to deny adoption of Resolution #18-048 at this time.
Funding Source:
The low bid submitted by Pearson Brothers is $434,699.22. After adding 14% indirect costs for administrative (5%), engineering (7%), finance (1%), and legal (1%) costs, total project costs become $495,557.11.
These improvements are proposed to be funded using the $500,000 budgeted annually for pavement crackseal and sealcoat projects, which would leave $4,442.89 unspent if final project costs equal the bid amount. Any unspent funds could be used by Public Works for additional street patching in 2018.
No special assessments are proposed with this project.
These improvements are proposed to be funded using the $500,000 budgeted annually for pavement crackseal and sealcoat projects, which would leave $4,442.89 unspent if final project costs equal the bid amount. Any unspent funds could be used by Public Works for additional street patching in 2018.
No special assessments are proposed with this project.
Recommendation:
Staff recommends Alternative #1.
Action:
Motion to adopt Resolution #18-048 accepting bids and awarding a Contract to Pearson Brothers, Inc. in the amount of $434,699.22 for the base bid plus 3 bid alternates for 2018 Crackseal and Sealcoat Improvements, Improvement Project #18-04.
Attachments
Form Review
| Inbox | Reviewed By | Date |
|---|---|---|
| Kurt Ulrich | Kurt Ulrich | 02/22/2018 02:51 PM |
- Form Started By:
- Bruce Westby
- Started On:
- 02/20/2018 03:18 PM
- Final Approval Date:
- 02/22/2018