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HomeMy WebLinkAbout#09 2017 Crack Seal-Award Contract STAFF REPORT DATE: April 18, 2017 CONSENT ITEM #: 09 AGENDA ITEM: 2017 Crack Seal Project – Accept Quotes and Award Contract SUBMITTED BY: Ryan Stempski, Project Engineer REVIEWED BY: Kristina Handt, City Administrator Rob Weldon, Public Works Director Jack Griffin, City Engineer ISSUE BEFORE COUNCIL: Should the City Council accept quotes and award a construction contract for the 2017 Crack Seal Project? BACKGROUND: In accordance with the City’s annual street maintenance program, certain streets have been scheduled to be seal coated in 2017. See attached Location Map and Street List. Best pavement management practices recommend these streets be crack sealed in advance of the seal coat treatment. Therefore, staff has solicited contractor quotes to complete the crack sealing this spring prior to the scheduled seal coat work. PROPOSAL DETAILS/ANALYSIS: Quotes were solicited from 5 qualified contractors and 2 quotes were received on April 7, 2017. Gopher State Sealcoat, Inc. submitted the lowest quote of $29,992 for the project. See attached tabulation for a breakdown of the quotes received. The work is required to be completed by May 26, 2017. FISCAL IMPACT: Crack sealing is an annual street maintenance activity that is funded from the street maintenance budget. The 2017 street maintenance budget is $425,000 which allocated $35,000 for crack sealing. With the crack sealing quotes received on April 7th, the City remains on target with the overall street maintenance budget. RECOMMENDATION: Staff is recommending that the City Council consider, as part of the Consent Agenda, accepting the quotes and awarding a construction contract to Gopher State Sealcoat, Inc. in the amount of $29,992 for the 2017 Crack Seal Project. If removed from the consent agenda, the recommended motion for this action is as follows: “Move to accept the quotes and award a Construction Contract to Gopher State Sealcoat, Inc. in the amount of $29,992.00 for the 2017 Crack Seal Project.” ATTACHMENTS: 1. Project Location Map. 2. Street List. 3. Quote Tabulation. 4. 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Brown Pond Friedrich Pond Goose Margaret Armstrong-South Portion Armstrong Deer Pond Veronica Pond Goose (North) Crombie Pond Hedge's Pond Berschen's Pond Klawitter Pond Armstrong-North Portion Beutel's Pond Dirk's Pond Unnamed Unnamed10TH ST N MA N N I N G A V E N HUDSON BLVD IN W O O D A V E N LA K E E L M O A V E N STILLWATER BLVD N 34TH ST N KE A T S A V E N 50TH ST N 15TH ST N ID E A L A V E N 20TH ST N LAKE JANE TRL N 30TH ST N 27TH ST N JA M A C A A V E N 55TH S T N 53RD ST N JANE RD N 47TH ST N DE M O N T R E V I L L E T R L N 57TH ST N 59TH ST N 51ST ST S 31ST ST N 43RD ST N LE G I O N A V E N 39TH ST N 38TH ST N 42ND ST N KI M B R O A V E N 33RD ST N 24TH S T N O L S O N L A K E T R L N 26TH ST N H I L L T R L N 32ND ST N LINDEN TRL N JULE P A V E N CIM A R R O N IV Y A V E N H I L L T O P A V E N IR I S A V E N M A N N I N G T R L N STILLWATER LN N 21ST ST N 45TH ST N IV O R Y A V E N LILY A V E N 9TH ST N LA V E R N E A V E N JASMIN E A V E N 44TH ST N JEWEL AVE N 35TH ST N KE L V I N A V E N LE G I O N L N N 37TH ST N JA M L E Y A V E N KL O N D I K E A V E N DEER POND TRL N IM P E R I A L A V E N 22ND ST N 55TH ST IS L E A V E N 4 0 T H S T N UPPER 33RD S T N 28TH ST N 16TH ST N MARQUE S S T R L N HY T R A I L A V E N L I S B O N C T N KIN D R E D W A Y LI L A C L N N 14TH S T N HIGHL A N D S T R L N EAGLE P O I N T B L V D IVY CT N I R O N W O O D T R L N JA N E C I R N LA Y T O N A V E N JA S P E R A V E N JAMACA CT N L E E W A R D A V E N JUL E P C T N LI S B O N A V E N JA N E R O A V E N IR I S H C T N IR V I N C T N 44TH LN N H I G H L A N D S C T N MARQUESS LN N IR V I N C I R N BLUESTEM LN N LILAC WAY N IVORY CT IN N S D A L E A V E N 12TH ST N Tartan M eadows 11TH ST N L A N G L Y C T N 22ND CT N LA Y T O N C T N LA V E R N E C T N 59TH STREET CT N 53 R D S T N LI L Y A V E N IN N S D A L E A V E N JA M A C A A V E N LA K E E L M O A V E N STILLWATER BLVD N 50TH ST N 55TH ST N I S L E A V E N I R O N W O O D T R L N JU L E P A V E N 35TH ST N 10TH ST N 34TH ST N 32ND ST N KE A T S A V E N 28TH ST N KE A T S A V E N 53RD ST N 39TH ST N MA N N I N G A V E N 37TH S T N LISBON A V E N HIDDEN BAY TRL N 36TH ST N 36TH ST N JAM A C A B L V D N JANE CT N KI R K W O O D A V E N 3RD STREET PL N JE R O M E A V E N LIT T L E B L U E S T E M T R L N LI T T L E B L U E S T E M T R L N JA C K P I N E T R IS L E C T N IR I S H A V E N LA M P E R T A V E N LILAC PL N 49TH ST N JUL E P W A Y KR A F T C I R N DE E R P O N D C T N L A N S I N G A V E N 2 7 T H S T R E E T C T N IR W I N A V E N 10 T H S T R E E T C T N K I R K W O O D L N N J A S M I N E A V E N U E P L N DEMONTRE V I L L E T R A I L C I R N CHERRYWO O D T R L N LITTLE BLU E S T E M C I R N MA R Q U E S S T R A I L C T N M A R Q U E S S W A Y N JER O M E A V E N U E C T N 33 R D S T R E E T L N N 30TH STREET CIR N 24 T H S T R E E T C T N MAR Q U E S S T R A I L C I R N LEGION LN CIR N 20 T H S T R E E T C T N IN W O O D A V E N T O W B I 9 4 LA R K S P U R L N N LEGION LN CT N HI D D E N B A Y Oace Acres Add WIND B CT RE N L AK TRL N N HILL TRAIL CT N MA R Q U E S S L A N E C V N IM A T I O N P L D E M O N T R E V I L L E T R A I L P L N FOURTH ST N KEATS AVE N T O W B I 9 4 WB I94 TO INWOOD AVE N IN N S D A L E A V E N HIGH L A N D S T R L N LE G I O N A V E N 21ST ST N 35TH ST N LA V E R N E A V E N 31ST ST N KE A T S A V E N Ma p D o c u m e n t : C : \ U s e r s \ t i m o l \ D e s k t o p \ L a k e E l m o S e a l C o a t \ S e a l C o a t S h a p e F i l e s \ M a p . m x d Da t e S a v e d : 3 / 3 0 / 2 0 1 6 2 : 4 5 : 2 7 P M 0 0.5 1Miles Source: MnDNR, MnDOT, ESRI ñ City Hall Ì Public Works Building ©Fire Stations µ Map Date: February 2017 2017 Crack Seal Project Street Legend 2017 Crack Seal State Highways County Roads City Streets City MSA Routes Parcel Subdivision Lakes City Park Golf Course Lake Elmo Regional Park ResservePark Office(651) 430-8368 3800 Laverne Avenue N(651) 747-3900www.lakeelmo.org 3445 Ideal Ave N(651) 747-3940 Station No. 13510 Laverne Ave N(651) 770-5006 Station No. 24259 Jamaca Ave N(651) 779-8882 5 Schools The Homestead 10TH STREET LN N 2017 CRACK SEAL PROJECT Street Segment From To Development Length Width CDS Area (SF) Area (SY) WHISTLING VALLEY ROAD WHISTLING VALLEY DRIVE WHISTLING VALLEY TRAIL Whistling Valley 2nd 659 28 18,451 2,050 WHISTLING VALLEY ROAD WHISTLING VALLEY ROAD WHISTLING VALLEY ROAD Whistling Valley 1st 553 28 15,482 1,720 WHISTLING VALLEY ROAD CSAH 10 (10TH ST N) INTERSECTION Whistling Valley 1st 425 28 11,889 1,321 WHISTLING VALLEY ROAD WHISTLING VALLEY DRIVE WHISTLING VALLEY 1st Whistling Valley 2nd 3,528 28 98,785 10,976 WHISTLING VALLEY TRAIL WEST STUB 10TH ST LANE Whistling Valley 3rd 922 28 25,813 2,868 WHISTLING VALLEY TRAIL NORTH STUB NORTH STUB Whistling Valley 1st 236 28 6,612 735 WHISTLING VALLEY TRAIL 10TH ST LANE NORTH END Whistling Valley 1st 694 28 19,432 2,159 WHISTLING VALLEY DRIVE 10TH ST LANE WHISTLING VALLEY ROAD Whistling Valley 1st 767 28 21,483 2,387 WHISTLING VALLEY STUB ST WHISTLING VALLEY TRAIL NORTH END Whistling Valley 3rd 134 24 3,216 357 10TH STREET LN N CSAH 10 (10TH ST) WHISTLING VALLEY ROAD Whistling Valley 1st 931 22 20,492 2,277 10TH STREET LN N WHISTLING VALLEY ROAD WHISTLING VALLEY TRAIL Whistling Valley 1st 409 22 8,991 999 KIMBRO AVE N 47TH ST N 50TH ST N MSAS 1,349 32 43,163 4,796 50TH ST N KIRKWOOD AVE N CSAH 17 (LAKE ELMO AVE) MSAS 1,816 24 43,583 4,843 50TH ST N KIMBRO AVE N KIRKWOOD AVE N MSAS 641 24 15,373 1,708 DEMONTREVILLE TRAIL N TH 36 50TH ST N MSAS 11,352 24 272,448 30,272 14TH ST N CSAH 17 (LAKE ELMO AVE) WEST SIDE 14TH ST SPLIT The Homestead 197 28 4,719 524 14TH ST N 14TH ST NORTH SIDE OF SPLIT The Homestead 717 20 11,464 1,274 14TH ST N 14TH ST SOUTH SIDE OF SPLIT The Homestead 818 20 13,096 1,455 14TH ST N EAST SIDE 14TH ST SPLIT CUL-DE-SAC The Homestead 1,420 28 39,747 4,416 STILLWATER LN N MN TH 5 (STILLWATER BLVD) KELVIN AVE 1,295 21 27,195 3,022 STILLWATER LN N MN TH 5 (STILLWATER BLVD) KELVIN AVE 1,867 21 39,211 4,357 20TH ST N CSAH 17 (LAKE ELMO AVE) 20TH ST COURT MSAS 575 22 12,653 1,406 20TH ST N 20TH ST COURT LEGION AVE MSAS 2,041 22 44,892 4,988 20TH ST N LEGION AVE MANNING TRAIL N MSAS 2,284 22 50,252 5,584 21ST ST N CSAH 13 22ND ST COURT Torre Pines 2,270 26 49,946 5,550 22ND CT N 21ST STREET WEST CUL-DE-SAC Torre Pines 340 26 48 12,919 1,435 22ND ST N 21ST ST 22ND ST COURT Torre Pines 1,552 26 34,152 3,795 15TH ST CT 15TH ST N CUL-DE-SAC Cardinal View 601 26 60 17,937 1,993 16TH ST N IVORY AVE N CARDINAL RIDGE ESTATES Parkview Estates 375 26 9,762 1,085 16TH ST N PARKVIEW ESTATES IVY AVE N Cardinal Ridge 319 26 8,288 921 16TH ST N IVY AVE N EAST END Cardinal Ridge 322 26 8,378 931 IVY AVE N 16TH ST N NORTH END Cardinal Ridge 705 26 23,600 2,622 IVY AVE N 15TH ST N 16TH ST N Cardinal Ridge 1,208 26 39,600 4,400 PW BUILDING DRIVEWAY CSAH 13 (IDEAL AVE) PW BUILDING PARKING LOT 1,200 24 28,800 3,200 TOTAL (SY): 122,425 TABULATION OF QUOTES 2017 CRACK SEAL PROJECT CITY OF LAKE ELMO,  MINNESOTA PROJECT NO. 2017.119   QUOTES RECEIVED BY: APRIL 7 2017, AT 3:00PM ITEM UNIT TOTAL UNIT TOTAL UNIT TOTAL NO. DESCRIPTION QUANTITY UNIT PRICE AMOUNT PRICE AMOUNT PRICE AMOUNT 1 ROUT AND SEAL CRACKS 1 LS 30,000.00$      30,000.00$        29,992.00$     29,992.00$        50,232.00$     50,232.00$            TOTAL 30,000.00$        29,992.00$        50,232.00$            ‐$            ‐$       ‐$           Did Not Submit ACI Asphalt Contractors Did Not Submit Astech Corp. Did Not Submit Pavement Resources, Inc.ENGINEER'S ESTIMATE Gopher State Seal Coat, Inc. Fahrner Asphalt Sealers, LLC Project No. 2017.119 Tabulation of Quotes for 2017 Crack Seal Project Page 1 QUOTE PROPOSAL FOR THE 2017 CRACK SEAL PROJECT LAKE ELMO, MINNESOTA ITEM NO. 1 ITEM ROUT AND SEAL CRACKS UNIT LS QUANTITY 1 '* UNIT PRICE ^W^ TOTAL AMOUNT S5I? TOTAL CRACK SEAL PROJECT $ ^ <^ G C 3 <?5 Payment for routing and sealing of cracks in accordance with the Contract Documents will be lump sum. We have examined the site of the work and are acquainted with all conditions affecting the construction of the work. We understand and agree that the City may chose to award the project to the lowest responsible quote or in the best interest of the City. The City reserves the right to reject any or all quotes, to waive any informalities in any Quote, and to omit any part of the above work. We agree that if this Proposal is accepted, we will execute a Contract in the form attached to this bid package. If we are awarded the Contract, we will complete the work by MAY 26, 2017. Respectfully submitted, Firm Name Signature Signed by Title Contact Phone Number Address ^ **-*• project No. 2017.119 Quote Proposal for 2017 Crack Seal Project Page l of l State of Minnesota Washington County CONSTRUCTION CONTRACT FOR THE 2017 CRACK SEAL PROJECT LAKE ELMO, MINNESOTA This Contract, made this day of 2017, by the City of Lake Elmo, Minnesota (herinafter called the "Owner") and (hereinafter called the "Contractor"). WITNESSETH that the parties hereto agree as follows: The Contractor shall provide all labor, services, materials, equipment and machinery, transportation, tools, fuel, power, light, heat, telephone, water, sanitary facilities, temporary facilities, and all other facilities and incidentals, including profit and overhead, necessary for the performance, testing, start-up, and completion of the work as described herein: DESCRIPTION OF WORK: The Contractor shall rout (3/4" x %") [when applicable], clean, dry, seal, and overband existing bituminous cracks in the streets shown on the attached Location Map dated February, 2017. [Routing is to be completed on all cracks except those with existing crack fill material.} The work shall be completed per the applicable MnDOT Materials Lab Supplemental Specifications for Construction (2014 Edition) and in accordance with the special provisions outlined within this Construction Contract. The Contractor shall provide all necessary traffic control in accordance with the MMUTCD. The Contractor shall provide certification that the sealant meets MnDOT 3723 or approved equal. Sealant materials may be placed during a period of rising temperature after the air temperature has reached 50 degrees F. The street surface must be completely dry and remain so throughout the application of the sealant material. The Contractor shall conduct the operation so that routing of cracks, cleaning, drying, and sealing are a continuous operation. Traffic shall not be allowed to knead together or damage the routed cracks. Routed cracks not sealed before traffic is allowed on the pavement shall be re-routed, if necessary, when routing and sealing operations resume at no additional cost to the Owner. Cleaning shall continue until the crack is dry and all dirt, dust or deleterious matter is removed from the crack and adjacent pavement to the satisfaction of the Engineer. The cracks shall be sealed when the sealant material is at the pouring temperature recommended by the manufacturer. The Contractor shall fill the crack such that after cooling, the sealant is flush with the adjacent pavement along the edges and the center does not sag more than 1/8 inch below the pavement or shoulder surface. Care shall be taken in the sealing of the cracks so that the cracks are not overfilled and the final appearance shall present a neat fine line. Those deep cracks that experience sealant settlement shall be given a second application of sealant material. The Contractor, at their option, may use a backer rod at no additional cost to the project; however, sealant must be at least %" thick over rod. The sealant shall be tack free before opening to traffic. A given quantity of sealant material shall never be heated at the pouring temperature for more than six (6) hours and shall never be reheated. The Contractor shall replace any sealant that loses its bond within one year after the sealant is applied. The Contractor will be paid as a Lump Sum for work completed in accordance with the Construction Contract. All work shall be completed within the specified time frame and under the terms and conditions provided within this Construction Contract, and in accordance with the "General Conditions" shown in this contract. The contractor shall complete the proposed work by MAY 26, 2017. The Owner will make payment for the whole contract upon acceptance by the Owner of all work required hereunder and in compliance with all the terms and conditions of this contract. TOTAL AMOUNT (INSERT FROM QUOTE FORM): _ IN WITNESS WHEREOF, the parties hereto have executed this contract as of the date first above written. c S<fJcbo.f- (Contractor) (Gijy of Lake Elmo) Project No. 2017.119 General Conditions for 2017 Crack Seal Project Page 1 of 2