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HomeMy WebLinkAbout#15 - 2018 Crack Seal Project Quotes STAFF REPORT DATE: April 17, 2018 CONSENT ITEM #: 15 AGENDA ITEM: 2018 Crack Seal Project – Accept Quotes and Award Contract SUBMITTED BY: Amanda Groh, 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 2018 Crack Seal Project? BACKGROUND: In accordance with the City’s annual street maintenance program, certain streets have been scheduled to be seal coated in 2018. See attached Location Map and Street List. Best pavement management practices recommend these streets be crack sealed in advance of a seal coat treatment. The neighborhoods to be crack sealed and seal coated this year were reviewed by Public Works and Engineering to confirm the maintenance work to be completed. Also this year, the City received a request from Denmark Township to include Denmark Township crack seal and seal cost improvements using a Joint Services Agreement with Lake Elmo, similar to Lake Elmo’s prior practices with West Lakeland Township. The project will be led by Lake Elmo with Denmark Township reimbursing Lake Elmo their portion of the construction cost. Denmark Township will also pay Lake Elmo $1,000 for engineering and administration fees with payment due upon award of a construction contract by the City of Lake Elmo. Construction observation services will be contracted directly by each jurisdiction for the work performed on their respective streets. PROPOSAL DETAILS/ANALYSIS: Quotes were solicited from 4 qualified contractors and 2 quotes were received on April 6, 2018. Fahrner Asphalt Sealers, LLC submitted the lowest quote of $8,000, consisting of $1,800 for work on Lake Elmo streets and $6,200 for work on Denmark Township streets. See attached tabulation for a breakdown of the quotes received. The work is required to be completed by May 25, 2018. FISCAL IMPACT: Total Contract to be authorized is $8,000. Lake Elmo costs are $1,800 and Denmark Township costs to be reimbursed to Lake Elmo are $6,200. The overall 2018 street maintenance budget is $425,000 which includes annual crack sealing. RECOMMENDATION: Staff is recommending that the City Council consider, as part of the Consent Agenda, accepting the quotes and awarding a construction contract to Fahrner Asphalt Sealers, LLC. in the amount of $8,000.00 for the 2018 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 Fahrner Asphalt Sealers, LLC in the amount of $8,000.00 for the 2018 Crack Seal Project; which includes $1,800.00 for the City of Lake Elmo and $6,200.00 for Denmark Township.” ATTACHMENTS: 1. Lake Elmo Streets - Project Location Map. 2. Street List – Lake Elmo and Denmark Township. 3. Quote Tabulation. 4. 2018 Crack Seal Project – Construction Contract. ñ © © 5 5 5 ÌGlWX GlWX GlWX GlWX GiWX GiWX GiWX Sf GqWX GqWX GqWX GoWX GoWX ?©A@?©A@ ?©A@ ?ÇA@?ÇA@ GnWX DemontrevilleWildlife Park DemontrevillePark KleisPark PebblePark Lake Jane Hill Park Sunfish Lake Park Tana RidgePark Carriage StationPark VFWPark LionsPark ReidPark HeritagePark Tartan Park Golf Club Lake Elmo Regional Park Resserve TarlynPark RidgePark !"b$!"b$ Grant Woodbury Oakdale Baytown West Lakeland Stillwater Oak ParkHeights PineSprings Stonegate Midland Meadows Torre Pines Herritage Farm Eden Park The Forest Tapestry At Charlette's Grave Hidden Meadows of Lake Elmo St Croix's Sanctuary Farms of Lake Elmo Prairie Hamlet Arabian Hills Sunfish Ponds Lake Elmo Vista Meyers Pineridge Arvolds Acres Pass Est Bordiners Garner Farmettes Lake Jane Hills Tablyn Park Rolling Hills Est Brookman Add Lake Elmo Park The Fields of St. CroixJohn M DayFarm Add Carriage Station The Fields of St. Croix 2nd Add Tana Ridge Fox Fire Estates Lake Elmo Heights Parkview Estates Jesse's Hideaway Discover Crossing Hamlet on Sunfish Lake Demontreville Highlands Add Whistling Valley HammesCountry Vista City Aud Plat No. 8 Judith Mary Manor Wildflowers Shores Olson Lake Add Dawein Acres TamarackFarm Est Beast Crest Estates Krauses Add Eagle Point Business Park Springborn's Green Acres Packard Park Downs Lake Est Lake Jane Highlands BUrrwood Est Three Lakes Farm Add Lane's Demontreville Country Club Huppert Add Prairie Ridge Office Park Berschen's Shores David Nelson Est Kenridge Add Bergmann Add Park Meadows Eagle Point Creek Estates Lake Jane Manor No, 1 Schwartz Martinco Add Elmo View Myron Ellman Friedrich Hgts Bergstem of the Fields of St. Croix Elmo Jane Olson Eagle Point DeMontreville Sunfish Horseshoe Downs Goose Clear Long Cloverdale RoseArmstrong Kramer Goose (South) Rose Legion Pond H.J. 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 2018 2018 Crack Seal Project Street Legend 2018 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 Street Segment From To Development Length Width CDS Area (SF)Area (SY) 53RD ST N DEMONTREVILLE TRAIL WEST END Demontreville Highlands 5th 392.97 32 45 17,496.63 1,944.07 59TH ST N HIGHLANDS TRAIL N HYTRAIL AVE Demontreville Highlands 6th 2,003.01 32 0 64,096.33 7,121.81 59TH ST N HIGHLANDS TRAIL N EAST END CUL-DE-SAC Demontreville Highlands 6th 843.15 32 45 31,902.48 3,544.72 DEMONTREVILLE TRAIL CIR N DEMONTREVILLE TRAIL PLACE CUL-DE-SAC Creek Side on Demontreville 448.38 24 50 17,415.21 1,935.02 DEMONTREVILLE TRAIL CIR N DEMONTREVILLE DEMONTREVILLE TRAIL PLACE Creek Side on Demontreville 404.46 24 0 9,707.10 1,078.57 DEMONTREVILLE TRAIL PL N DEMONTREVILLE TRAIL CT CUL-DE-SAC Creek Side on Demontreville 185.02 24 50 11,094.57 1,232.73 HIGHLANDS CT N HIGHLANDS TRAIL CUL-DE-SAC Demontreville Highlands 6th 794.48 32 46 30,599.11 3,399.90 HIGHLANDS TRL N MN TH 36 59TH ST N Demontreville Highlands 6th 461.08 32 0 14,754.57 1,639.40 HIGHLANDS TRL N HIGHLANDS COURT N HYTRAIL N Demontreville Highlands 6th 1,324.19 32 0 42,374.03 4,708.23 HIGHLANDS TRL N 59TH ST N HIGHLANDS COURT N Demontreville Highlands 6th 995.74 32 0 31,863.75 3,540.42 HIGHLANDS TRL N DEMONTREVILLE TRAIL N HYTRAIL N Demontreville Highlands 3rd 563.60 32 0 18,035.21 2,003.91 HYTRAIL AVE N HIGHLANDS TRAIL N 59TH ST N Demontreville Highlands 3rd 1,434.93 32 0 45,917.68 5,101.96 HIGHLANDS TRL N DEMONTREVILLE TRAIL HILLTOP AVE N Demontreville Highlands 4th 1,384.29 32 0 44,297.38 4,921.93 JAMELY AVE N 31ST ST N 28TH ST N Jamley 1,841.25 20 0 36,825.00 4,091.67 TOTALS 46,264.34 Street Segment From To Development Length Width CDS Area (SF) Area (SY) 120TH STREET S 980' WEST OF TH 61 CUL-DE-SAC 1,928.00 29 55,912.00 6,212.44 120TH STREET S TH 61 980' WEST OF TH 61 980.00 26 25,480.00 2,831.11 122ND STREET CIRCLE S 122ND STREET S CUL-DE-SAC 457.00 29 13,253.00 1,472.56 122ND STREET COURT S 122ND STREET S CUL-DE-SAC 608.00 29 17,632.00 1,959.11 122ND STREET S 120TH STREET S 122ND STREET COURT S 1,804.00 29 52,316.00 5,812.89 122ND STREET S 122ND STREET CIRCLE S 122ND STREET COURT S 488.00 29 14,152.00 1,572.44 122ND STREET S TH 61 122ND STREET CIRCLE S 691.00 29 20,039.00 2,226.56 122ND STREET S MORGAN AVENUE S NEAL AVENUE S 2,100.00 24 50,400.00 5,600.00 MORGAN AVENUE S 122ND STREET S 127TH STREET S 2,610.00 24 62,640.00 6,960.00 TOTALS 34,647.11 2018 CRACK SEAL PROJECT - LAKE ELMO 2018 CRACK SEAL PROJECT - DENMARK TOWNSHIP TABULATION OF QUOTES 2018 CRACK SEAL PROJECT CITY OF LAKE ELMO,  MINNESOTA PROJECT NO. 2018.110   QUOTES RECEIVED BY: APRIL 6 2018, AT 12:00PM ITEM UNIT TOTAL UNIT TOTAL NO. DESCRIPTION QUANTITY UNIT PRICE AMOUNT PRICE AMOUNT 1 LAKE ELMO: ROUT AND  SEAL CRACKS 1 LS 10,980.00$      10,980.00$        1,800.00$        1,800.00$              2 DENMARK TOWNSHIP:  ROUT AND SEAL CRACKS 1 LS 9,889.00$        9,889.00$           6,200.00$        6,200.00$              TOTAL 20,869.00$        8,000.00$              ‐$        ‐$            Did Not Submit Astech Corp. Did Not Submit Did Not Submit Did Not Submit Gopher State Seal Coat, Inc. Fahrner Asphalt Sealers, LLC ACI Asphalt Contractors Project No. 2018.110 Tabulation of Quotes for 2018 Crack Seal Project Page 1 Project No. 2018.110                   General Conditions for 2018 Crack Seal Project                                                             Page 2 of 2                    GENERAL CONDITIONS  I. CHANGES IN WORK. ‐ The Owner may at any time, make changes in the drawings and specifications, within the general scope thereof. If  such changes cause an increase or decrease in the amount due under this contract or in the time required for its performance, an  equitable adjustment will be made, and this contract will be modified accordingly by a “Contract Change Order”. No charge for any extra  work or material will be allowed unless the same has been ordered on such contract change order by the Owner and the price therefore  stated in the order.  II. INSPECTION OF WORK. ‐ All materials and workmanship will be subject to inspection, examination, and test, by the Owner, who will have  the right to reject defective material and workmanship or require its correction.  III. COMPLETION OF WORK. ‐ If the Contractor refuses or fails to complete the work within the time specified in this contract, or any  extension thereof, the Owner may terminate the Contractor’s rights to proceed. In such event the Owner may take over the work and  prosecute the same to completion by contract or otherwise, and the Contractor will be liable for any excess cost occasioned the Owner  thereby; and the Owner may take possession of and utilize in completing the work such materials and equipment as may be on the site of  the work and necessary therefore. If the Owner does not terminate the right of the Contract to proceed, the Contractor will continue the  work, in which event, actual damages for delay will be impossible to determine, and in lieu thereof, the Contractor may be required to  pay to the Owner the sum of $100  as liquidated damages for each calendar day of delay, and the Contractor will be liable for the amount  thereof: Provided, however, that the right of the Contractor to proceed will not be terminated because of delays in the completion of the  completion of the work due to unforeseeable causes beyond the Contractor’s control and without Contractor’s fault or negligence.  IV. RELEASES. ‐ Prior to final payment, the Contractor will submit evidence that all payrolls, material bills, and other indebtedness connected  with the work have been paid as required by the Owner.  V. OBLIGATION TO DISCHARGE LIENS. ‐ Acceptance by the Owner of the completed work performed by the Contractor and payment  therefore by the Owner will not relieve the Contractor of obligation to the Owner (which obligation is hereby acknowledged) to discharge  any and all liens for the benefit of subcontractors, laborers, material‐person, or any other persons performing labor upon the work or  furnishing material or machinery for the work covered by this contract, which have attached to or may subsequently attach to the  property, or interest of the Owner.  VI. NOTICES AND APPROVAL IN WRITING. ‐ Any notice, consent, or other act to be given or done hereunder will be valid only if in writing.  VII. CLEANING UP. ‐ The Contractor shall keep the premises free from accumulation of waste material and rubbish and at the completion of  the work shall remove from the premises all rubbish, implements and surplus materials.  VIII. WARRANTY.  ‐  Contractor  warrants  and  guarantees  that  title  to  all  work,  materials,  and  equipment  covered by  any  Application  for  Payment, whether incorporated in the Project or not, will pass to Owner no later than the time of payment free and clear of all Liens.  If  within one year after completion of the work, any work is found to be defective, Contractor shall promptly, without cost to the Owner,  correct such defective work as approved by the Owner.    IX. IDEMNIFICATION. ‐ Contractor shall defend and indemnify the city against claims brought or actions filed against the city or any of its  officers, employees or agents for property damage, bodily injury or death to third persons, arising out of or relating to contractors work  under the contract.    X. WORKERS’ COMPENSATION INSURANCE. ‐ Contractor shall provide a certificate of insurance showing evidence of workers’ compensation  coverage or provide evidence of qualification as a self‐insurer of workers’ compensation.      XI. LIABILITY  INSURANCE  REQUIREMENTS.  –  A  certificate  of  insurance acceptable  to  the  City  shall  be  filed  with  the  City  prior  to  the  commencement of the work. The certificate and the required insurance policies shall contain a provision that the coverage afforded  under the contract will not be canceled or allowed to expire until at least 30 days prior written notice has been given to the city.   Contractor shall maintain commercial general liability (CGL) insurance with a limit of not less than $1,000,000 each occurrence and an  aggregate  limit  of  not  less  than  $2,000,000.  The  CGL  insurance shall  cover  liability  arising  from  premises,  operations,  independent  contractors, subcontractors, products‐completed operations, personal injury and advertising injury, and contractually‐assumed liability.  The city shall be named as an additional insured under the CGL.  Contractor shall maintain automobile liability insurance, and if necessary,  umbrella liability insurance with a limit of not less than $1,000,000 each accident and an aggregate limit of not less than $2,000,000. The  insurance shall cover liability arising out of any auto, including owned, hired, and non‐owned autos.