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HomeMy WebLinkAbout11 - Mill and Overlay Contract - Accept Bids and Award Contracts STAFF REPORT DATE: July 18, 2017 CONSENT ITEM #: 11 AGENDA ITEM: 2017 Mill and Overlay Project – Accept Bids and Award Contract SUBMITTED BY: Jack Griffin, City Engineer REVIEWED BY: Kristina Handt, City Administrator Rob Weldon, Public Works Director Amanda Groh, Project Engineer ISSUE BEFORE COUNCIL: Should the City Council accept bids and award a contract for the 2017 Mill and Overlay Project? BACKGROUND: Each year the City implements preventive maintenance work on the public streets consisting of minor reconstruction and subgrade correction, resurfacing, mill and overlays, crack sealing, seal coating, and patching. The annual Preventive Street Maintenance Program employs a cost effective approach for street repairs to extend the life expectancy of the pavements. Streets selected for the Preventive Street Maintenance Program are determined by using a pavement management system where each street pavement in the City is assigned a condition rating based on visual inspection of the pavement distresses and observed deterioration. The number of streets selected each year is dependent upon the amount of funding available for the program. Streets that have exceeded their life expectancy and can no longer be effectively maintained are programed for reconstruction in the City’s Capital Improvement Program. For 2017, the following streets were identified for mill and overlay improvements: • 31st Street from CSAH 6 (Stillwater Boulevard) to CSAH 14 (Stillwater Blvd.), including 400 feet of full depth patching. • 43rd Street from Kirkwood Avenue to CSAH 17 (Lake Elmo Avenue). A “mill & overlay” is a street maintenance technique that requires the removal of the top pavement layer of the street by the grinding action of a large milling machine. After the top layer is removed, a new layer of bituminous pavement is placed. Prior to the mill and overlay, localized areas with significant distress and potential subgrade failure are corrected by completing a full depth patch (removal and replacement of the entire aggregate base and pavement layers). The mill and overlay will remove the surface distresses, improve ride quality, and will preserve the lower portion of the pavement. Cracks that extend the full depth of the pavement are likely to reflect into the new pavement within two years of construction. PROPOSAL DETAILS/ANALYSIS: Bids were received, publicly opened, and read aloud on Thursday, July 6, 2017. A Tabulation of Bids and a letter of recommendation for the award of the Contract has been prepared and attached. The City received 4 bids for this project, with Hardrives, Inc. providing the lowest bid in the amount of $156,695.40. The City Engineer is recommending that the City Council award the Contract to the lowest responsible bidder, Hardrives, Inc. as outlined in the attached letter. The Project was advertised on QuestCDN.com and in the Oakdale-Lake Elmo Review in accordance with the Minnesota Competitive Bidding requirements. FISCAL IMPACT: Approval of this resolution commits the City Council to enter into a construction contract for the project with a construction contract amount of $156,695.40. The total estimated project cost is $167,000.00 to be paid from the Street Maintenance fund. RECOMMENDATION: Staff is recommending that the City Council approve, as part of the Consent Agenda, Resolution No. 2017-, thereby accepting bids and awarding a contract to Hardrives, Inc., in the amount of $156,695.40 for the 2017 Mill and Overlay Project. If removed from the consent agenda, the recommended motion for the action is as follows: “Move to approve Resolution No. 2017–78, accepting bids and awarding a contract to Hardrives, Inc., in the amount of $156,695.40 for the 2017 Mill and Overlay Project.” ATTACHMENTS: 1. Resolution No. 2017-78 Accepting Bids and Awarding a Contract. 2. Engineer’s Letter of Award Recommendation and Tabulation of Bids. 3. Project Schedule. CITY OF LAKE ELMO WASHINGTON COUNTY STATE OF MINNESOTA RESOLUTION NO. 2017-78 A RESOLUTION ACCEPTING BIDS AND AWARDING A CONTRACT FOR THE 2017 MILL AND OVERLAY PROJECT WHEREAS, pursuant to an advertisement for bids for the 2017 Mill and Overlay Project, bids were received, opened, and tabulated according to law, and bids were received complying with the advertisement; and WHEREAS, bids were tabulated, checked and summarized to verify that all requirements of the submittal were met; and WHEREAS, the project engineer reviewed the bids and has provided a letter recommending the award of the contract to the lowest responsible bidder, Hardrives, Inc., for the amount of $156,695.40. NOW, THEREFORE, IT IS HEREBY RESOLVED, 1. That the Mayor and City Clerk and hereby authorized and directed to enter into a Contract in the accordance with the above ordered Project, in the amount of the Contractor’s lowest responsible Base Bid, and according to the plans and specifications thereof approved by the City Council. 2. The City Clerk is hereby authorized and directed to return forthwith to all bidders the deposits made with their bids, except that the deposits of the successful bidder and the next two lowest bidders shall be retained until a contract has been signed. ADOPTED BY THE LAKE ELMO CITY COUNCIL ON THE EIGHTEENTH DAY OF JULY 2017. CITY OF LAKE ELMO By: __________________________ Mike Pearson Mayor (Seal) ATTEST: ________________________________ Julie Johnson City Clerk July 10, 2017 Honorable Mayor and City Council City of Lake Elmo, Minnesota 2017 Mill and Overlay Project City of Lake Elmo, Minnesota FOCUS Project No. 2017.151 Dear Mayor and City Council: Bids for the 2017 Mill and Overlay Project, were received on July 6, 2017, at 3:00 PM with the following results: Contractor Base Bid Hardrives, Inc. $156,695.40 Valley Paving $175,435.00 Park Construction Company $183,107.00 Bituminous Roadways $232,196.60 Engineer’s Estimate $187,074.50 A complete Tabulation of Bids is enclosed for your information. We recommend that you award the Contract to the lowest responsible bidder, Hardrives for their total bid of $156,695.40. Please contact me with any questions you may have. Sincerely, Amanda E. Groh, P.E. Project Engineer Enclosure cc: Jack Griffin, City Engineer FOCUS ENGINEERING, inc. Cara Geheren, P.E. 651.300.4261 Jack Griffin, P.E. 651.300.4264 Ryan Stempski, P.E. 651.300.4267 Chad Isakson, P.E. 651.300.4283 TABULATION OF BIDS 2017 MILL AND OVERLAY PROJECT LAKE ELMO, MN PROJECT NO. 2017.151 BIDS OPENED: JULY 6, 2017 3:00PM ITEM NO. ITEM UNIT QUANTITY Unit Price Total Amount Unit Price Total Unit Price Total Unit Price Total Unit Price Total 1 MOBILIZATION LS 1.00 8,900.00$               8,900.00$                    8,500.00$                    8,500.00$                    $8,640.00 8,640.00$                   $12,800.00 12,800.00$                  20,194.00$             20,194.00$                2 TRAFFIC CONTROL LS 1.00 4,600.00$              4,600.00$                   1,500.00$                   1,500.00$                  $1,575.00 1,575.00$                 $1,560.00 1,560.00$                   6,906.00$              6,906.00$                 3 SILT FENCE LF 800.00 2.25$                      1,800.00$                   0.01$                           8.00$                          $2.17 1,736.00$                 $1.90 1,520.00$                   4.30$                      3,440.00$                 4 SAWCUT PAVEMENT (ALL TYPES) LF 104.00 2.50$                      260.00$                      2.55$                           265.20$                     $8.00 832.00$                    $4.85 504.40$                      4.90$                      509.60$                     5 MILL 2" OF EXIST. BITUMINOUS PAVEMENT SY 5,640.00 2.00$                      11,280.00$                2.00$                           11,280.00$               $1.14 6,429.60$                 $1.85 10,434.00$                 2.30$                      12,972.00$               6 MILL 2.5" OF EXIST. BITUMINOUS PAVEMENT SY 6,970.00 2.25$                      15,682.50$                2.50$                           17,425.00$               $1.34 9,339.80$                 $2.20 15,334.00$                 3.10$                      21,607.00$               7 REMOVE & DISPOSE OF EXIST. BITUMINOUS PAVEMENT SY 1,160.00 2.25$                      2,610.00$                   5.95$                           6,902.00$                  $2.75 3,190.00$                 $3.25 3,770.00$                   3.50$                      4,060.00$                 8 REMOVE AND REPLACE CLASS 6, AGGREGATE BASE, 100%  CRUSHED LIMESTONE TN 420.00 18.00$                     7,560.00$                    5.00$                            2,100.00$                    $33.55 14,091.00$                 $30.15 12,663.00$                  36.50$                     15,330.00$                9 TYPE SP 12.5 BITUMINOUS NON‐WEARING COURSE (SPNWB230B) TN 140.00 57.00$                    7,980.00$                   60.00$                        8,400.00$                  $60.78 8,509.20$                 $65.50 9,170.00$                   58.00$                    8,120.00$                 10 SYPE SP 9.5 BITUMINOUS WEARING COURSE (SPWEA330B) TN 1,840.00 60.00$                    110,400.00$              51.75$                        95,220.00$               $56.57 104,088.80$            $55.65 102,396.00$              59.00$                    108,560.00$             11 BITUMINOUS MATERIAL FOR TACK COAT GAL 960.00 3.00$                      2,880.00$                   1.40$                           1,344.00$                  $1.36 1,305.60$                 $1.70 1,632.00$                   3.70$                      3,552.00$                 12 IMPORT AND PLACE TOPSOIL (LV) CY 160.00 20.00$                    3,200.00$                   5.00$                           800.00$                     $54.24 8,678.40$                 $30.15 4,824.00$                   52.00$                    8,320.00$                 13 SEEDING, FERTILIZER AND WOOD FIBER BLANKET SY 1,880.00 2.15$                      4,042.00$                   0.35$                           658.00$                     $1.68 3,158.40$                 $2.30 4,324.00$                   8.50$                      15,980.00$               14 STRIPING ‐ 4" YELLOW EPOXY LF 1,960.00 1.00$                      1,960.00$                   0.39$                           764.40$                     $0.61 1,195.60$                 $0.37 725.20$                      0.45$                      882.00$                     15 STRIPING ‐ 4" WHITE EPOXY LF 3,920.00 1.00$                      3,920.00$                   0.39$                           1,528.80$                  $0.68 2,665.60$                 $0.37 1,450.40$                   0.45$                      1,764.00$                 TOTAL BASE BID 187,074.50$              156,695.40$              175,435.00$             183,107.00$              232,196.60$             Park Construction CompanyEngineer's Estimate Bituminous RoadwaysHardrives, Inc Valley Paving, Inc. PROJECT SCHEDULE  CITY OF LAKE ELMO    2017 MILL AND OVERLAY PROJECT  PROJECT NO. 2017.151    FOCUS ENGINEERING, inc.  Cara Geheren, P.E.   651.300.4261 Jack Griffin, P.E.                651.300.4264  Ryan Stempski, P.E.  651.300.4267  Chad Isakson, P.E.  651.300.4283    JUNE 15, 2017  Placement of Advertisement for Bids.      –Oakdale‐Lake Elmo Review. Publication on June 15      – Quest CDN. Publication on June 15    JULY 6, 2017  Receive Contractor bids.    JULY 18, 2017  Council accepts bids and awards Contract.      AUGUAT 3, 2017  Conduct Pre‐construction meeting and Issue Notice to Proceed.       AUGUST 7, 2017  Contractor begins Work.      OCTOBER 6, 2017  Substantial Completion of Work; including paving and restoration.       OCTOBER 31, 2017  Final Completion of Work; including punchlist and final documentation.