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Home My WebLink About#06 - 2018 Mill & Overlay STAFF REPORT DATE: August 21, 2018 CONSENT ITEM #: 6 AGENDA ITEM: 2018 Mill and Overlay Project – Reject Bids 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 reject bids for the 2018 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 2018, the following streets were identified for mill and overlay improvements: • Iris Avenue N from CSAH 14 to 37th Street North, including 450 feet of full depth patching. • 37th Street N from Iris Avenue N to Ironwood Trail N. • Ironwood Trail N from 35th Street N to 37th Street N, including 65 feet of full depth patching. • 35th Street N from Iris Avenue N to Ironwood Trail N, including 785 feet of full depth patching. 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 Monday, August 6th, 2018. A Tabulation of Bids and a letter of recommendation for the rejection of the bids has been prepared and attached. The City received 4 bids for this project, with North Valley, Inc. providing the lowest bid in the amount of $319,385.95, which is approximately $33,000 over the engineer’s estimate. Staff is recommending that the City Council reject the bids as outlined in the attached letter. Staff feels that contractors are extremely busy this year and were not able to accommodate the City’s schedule without increasing their unit prices. Staff’s intent is to rebid the project together with the 2019 Mill and Overlay Project hoping to obtain lower unit pricing with a larger scale project and bid earlier in the year. The Project was advertised on QuestCDN.com and in the Oakdale-Lake Elmo Review in accordance with the Minnesota Competitive Bidding requirements. FISCAL IMPACT: None. RECOMMENDATION: Staff is recommending that the City Council approve, as part of the Consent Agenda, Resolution No. 2018-095, rejecting bids for the 2018 Mill and Overlay Project. If removed from the consent agenda, the recommended motion for the action is as follows: “Move to approve Resolution No. 2018–095, rejecting bids for the 2018 Mill and Overlay Project.” ATTACHMENTS: 1. Resolution Rejecting Bids. 2. Engineer’s Letter of Recommendation to Reject Bids and Tabulation of Bids. CITY OF LAKE ELMO WASHINGTON COUNTY STATE OF MINNESOTA RESOLUTION NO. 2018-095 A RESOLUTION REJECTING BIDS FOR THE 2018 MILL AND OVERLAY PROJECT WHEREAS, pursuant to an advertisement for bids for the 2018 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 rejection of all bids. NOW, THEREFORE, IT IS HEREBY RESOLVED, 1. That the City Council rejects all bids on the 2018 Mill and Overlay Project. 2. The City Clerk is hereby authorized and directed to return forthwith to all bidders the deposits made with their bids. ADOPTED BY THE LAKE ELMO CITY COUNCIL ON THE TWENTY-FIRST DAY OF AUGUST 2018. CITY OF LAKE ELMO By: __________________________ Mike Pearson Mayor (Seal) ATTEST: ________________________________ Julie Johnson City Clerk TABULATION OF BIDS 2018 MILL AND OVERLAY PROJECT LAKE ELMO, MN PROJECT NO. 2018.111 BIDS OPENED: AUGUST 6, 2018 3:00PM ITEM NO. ITEM UNIT QUANTITY Unit Price Total Unit Price Total Unit Price Total Unit Price Total 1 MOBILIZATION LS 1.00 26,235.13$ 26,235.13$ $16,250.00 16,250.00$ $10,516.12 10,516.12$ 30,000.00$ 30,000.00$ 2 TRAFFIC CONTROL LS 1.00 3,327.15$ 3,327.15$ $7,000.00 7,000.00$ $3,252.41 3,252.41$ 2,575.00$ 2,575.00$ 3 INLET PROTECTION EA 14.00 151.13$ 2,115.82$ $150.00 2,100.00$ $130.10 1,821.40$ 87.55$ 1,225.70$ 4 BIOROLL DITCH CHECK EA 4.00 166.36$ 665.44$ $280.00 1,120.00$ $271.04 1,084.16$ 154.50$ 618.00$ 5 SAWCUT PAVEMENT (ALL TYPES) LF 84.00 3.93$ 330.12$ $5.00 420.00$ $7.43 624.12$ 3.09$ 259.56$ 6 MILL 1.5" OF EXIST. BITUMINOUS PAVEMENT SY 8,400.00 2.06$ 17,304.00$ $3.25 27,300.00$ $2.01 16,884.00$ 1.55$ 13,020.00$ 7 REMOVE & DISPOSE OF EXIST. BITUMINOUS PAVEMENT (DRIVEWAYS SY 350.00 5.57$ 1,949.50$ $10.00 3,500.00$ $3.50 1,225.00$ 6.00$ 2,100.00$ 8 REMOVE & DISPOSE OF EXIST. BITUMINOUS PAVEMENT SY 2,100.00 3.69$ 7,749.00$ $5.00 10,500.00$ $3.68 7,728.00$ 2.25$ 4,725.00$ 9 REMOVE & DISPOSE OF CONCRETE CURB (ALL TYPES) LF 1,320.00 8.27$ 10,916.40$ $12.00 15,840.00$ $6.13 8,091.60$ 5.97$ 7,880.40$ 10 REMOVE AND REPLACE CLASS 6, AGGREGATE BASE, 100% CRUSHED L TN 1,060.00 36.86$ 39,071.60$ $27.00 28,620.00$ $29.05 30,793.00$ 24.00$ 25,440.00$ 11 TYPE SP 12.5 BITUMINOUS NON‐WEARING COURSE (SPNWB230B) TN 340.00 88.60$ 30,124.00$ $75.00 25,500.00$ $71.52 24,316.80$ 76.00$ 25,840.00$ 12 TYPE SP 9.5 BITUMINOUS WEARING COURSE (SPWEA330B) TN 1,010.00 83.11$ 83,941.10$ $65.00 65,650.00$ $71.96 72,679.60$ 153.60$ 155,136.00$ 13 BITUMINOUS MATERIAL FOR TACK COAT GAL 790.00 1.69$ 1,335.10$ $2.00 1,580.00$ $3.52 2,780.80$ 7.50$ 5,925.00$ 14 2360 TYPE LV4 BITUMINOUS WEAR COURSE, DRIVES SY 350.00 37.09$ 12,981.50$ $25.00 8,750.00$ $24.12 8,442.00$ 90.00$ 31,500.00$ 15 ADJUST MANHOLE EA 14.00 914.67$ 12,805.38$ $550.00 7,700.00$ $796.84 11,155.76$ 785.00$ 10,990.00$ 16 ADJUST VALVEBOX EA 6.00 519.48$ 3,116.88$ $475.00 2,850.00$ $287.30 1,723.80$ 365.00$ 2,190.00$ 17 CONCRETE CURB AND GUTTER (ALL TYPES) LF 1,320.00 32.18$ 42,477.60$ $23.00 30,360.00$ $29.26 38,623.20$ 27.70$ 36,564.00$ 18 4" PVC PERF EDGE DRAIN W/BACKFILL & WRAP LF 1,400.00 26.37$ 36,918.00$ $20.00 28,000.00$ $24.94 34,916.00$ 28.34$ 39,676.00$ 19 CONNECT TO EXISTING STORM STRUCTURE EA 6.00 277.26$ 1,663.56$ $750.00 4,500.00$ $1,029.93 6,179.58$ 1,030.00$ 6,180.00$ 20 DRAINTILE CLEANOUT EA 10.00 138.63$ 1,386.30$ $300.00 3,000.00$ $189.72 1,897.20$ 650.00$ 6,500.00$ 21 2X3 CATCH BASIN W/CASTING EA 1.00 2,793.26$ 2,793.26$ $6,825.00 6,825.00$ $3,198.20 3,198.20$ 2,800.00$ 2,800.00$ 22 STORM SEWER MANHOLE EA 1.00 5,397.99$ 5,397.99$ $7,830.00 7,830.00$ $6,071.16 6,071.16$ 2,800.00$ 2,800.00$ 23 CLASS 3 RIP RAP W/GEOTEXTILE FABRIC CY 16.00 282.81$ 4,524.96$ $180.00 2,880.00$ $140.94 2,255.04$ 154.50$ 2,472.00$ 24 DITCH GRADING LF 25.00 88.72$ 2,218.00$ $65.00 1,625.00$ $102.00 2,550.00$ 25.75$ 643.75$ 25 IMPORT AND PLACE TOPSOIL (LV) CY 110.00 34.71$ 3,818.10$ $50.00 5,500.00$ $51.05 5,615.50$ 28.84$ 3,172.40$ 26 SEEDING, FERTILIZER AND WOOD FIBER BLANKET SY 110.00 8.87$ 975.70$ $4.00 440.00$ $13.01 1,431.10$ 3.61$ 397.10$ 27 SODDING SY 1,040.00 21.07$ 21,912.80$ $9.00 9,360.00$ $13.01 13,530.40$ 8.24$ 8,569.60$ TOTAL BASE BID 378,054.39$ 325,000.00$ 319,385.95$ 429,199.51$ North Valley T.A. SchifskiHardrives, Inc McNamara August 13, 2018 Honorable Mayor and City Council City of Lake Elmo, Minnesota 2018 Mill and Overlay Project City of Lake Elmo, Minnesota FOCUS Project No. 2018.111 Dear Mayor and City Council: Bids for the 2018 Mill and Overlay Project, were received on August 6, 2018, at 3:00 PM with the following results: Contractor Base Bid North Valley, Inc. $319,385.95 McNamara Contracting, Inc. $325,000.00 Hardrives, Inc. $378,054.39 T.A. Schifsky & Sons, Inc. $429,199.51 Engineer’s Estimate $285,810.00 A complete Tabulation of Bids is enclosed for your information. Staff recommends that you reject the bids for the 2018 Mill and Overlay Project as the low bid was approximately $33,000 over the engineer’s estimate. 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