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WS — Item #4 WORK SESSION STAFF REPORT Work Session Item No. 4 Date: May 4, 2015 To: City Council From: Diane Hankee Re: 2015 Mill and Overlay Project Background At the February 2, 2015 City Council work session we went through the City's pavement management analysis and procedures which identified the Mill and Overlay project for 2015. The project includes West Oaks, Otter Bay and Otter Lake Hills neighborhoods along with Bald Eagle Lake Boulevard and County Road J. At the February 23, 2015 City Council meeting, staff was authorized to evaluate the existing pavement via pavement coring, and prepare the plans and specifications. Based on the coring data the proposed construction description is detailed in the attach map. Staff held a neighborhood meeting on April 28, 2014 for which 11 residents attended. We reviewed the difference between a maintenance project and a reconstruction project and construction expectations. There was interest in extending sewer and water by some. We explained a petition would be required and that utilities could be extended after the roadway maintenance project. Attached is the meeting presentation. The project plans in specifications have been prepared and are on file at the City. The maintenance budget for 2015 is $514,500. Due to project savings on previous pavement management programs the 2015 project is encompassing a larger area than we typically are able to complete. We have an overall project budget of $850,000. In order to be within budget, we are including bid alternates as detailed in the attached map. The estimated schedule for this project is as follows: City Council Authorizes Plans and Specifications Neighborhood Meeting City Council Approves Plans and Specifications City Council Authorizes Ad for Bids City Open Bids City Council Awards Contract Construction Begins Final Completion February 23, 2015 April 28, 2015 May 11, 2015 May 11,2015 June 10, 2015 June 22, 2015 June 29, 2015 August 28, 2015