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Home My WebLink About#03 - 2024 Crack Seatling STAFF REPORT DATE: June 4, 2024 CONSENT AGENDA ITEM: Accept Quotes and Award Contract for the 2024 Crack Seal Project SUBMITTED BY: Jack Griffin, City Engineer REVIEWED BY: Clark Schroeder, Interim City Administrator Clarissa Handler, Finance Director Marty Powers, Public Works Director Mike Rusenovich, Project Engineer ISSUE BEFORE COUNCIL: Should the City Council accept quotes and award a construction contract for the 2024 Crack Seal Project? BACKGROUND: In accordance with the city’s annual street maintenance program, certain streets and park pavements have been scheduled to be crack sealed in 2024. See attached Location Map. Best pavement management practices recommend that pavements be cracked sealed on a regular basis to extend the pavement service life. Sealing cracks prevents the penetration of water that leads to future damage and an accelerated deterioration of the pavement surface. Crack sealing is also completed in advance of a seal coat treatment, therefore, all streets scheduled for a seal coat treatment in 2024 are included in the crack seal work plan. The street maintenance work programmed in 2024 was reviewed jointly by Public Works and Engineering to confirm the work to be completed. PROPOSAL DETAILS/ANALYSIS: Quotes were solicited from 5 qualified contractors and 3 quotes were received on May 23, 2024. Gopher State Seal Coat submitted the lowest quote of $174,769.98. See attached tabulation for a breakdown of the quotes received. The work is required to be completed by July 15, 2024 in preparation of the 2024 Seal Coat application. FISCAL IMPACT: Total contract to be authorized for the work is $174,769.98. Costs related to crack sealing along public streets are funded through the City’s street maintenance fund, and costs related to City Park – parking lots being funded through the City’s Park fund. 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 Seal Coat, in the amount of $174,769.98 for the 2024 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 Seal Coat in the amount of $174,769.98 for the 2024 Crack Seal Project.” ATTACHMENTS: 1. Tabulation of Crack Seal Quotes. 2. 2024 Crack Seal Project Construction Contract. TABULATION OF QUOTES 2024 SEAL COAT PROJECT CITY OF LAKE ELMO, MINNESOTA PROJECT NO. 2024.108 QUOTES RECEIVED BY: MAY 23, 2024, AT 2 PM ITEM UNIT TOTAL UNIT TOTAL UNIT TOTAL UNIT TOTAL UNIT TOTAL NO. DESCRIPTION QUANTITY UNIT PRICE AMOUNT PRICE AMOUNT PRICE AMOUNT PRICEAMOUNTPRICEAMOUNT 1 LAKE ELMO - CRACK SEALING MATERIAL 43,802 SY $3.99 $174,769.98 $4.25 $186,158.50 $4.99 $218,571.98 TOTAL $174,769.98 $186,158.50 $218,571.98 $0.00 $0.00 Asphalt Surface Technologies DID NOT SUBMIT GOPHER STATE SEAL COAT, INC. DID NOT SUBMIT ACI Asphalt Contractors Fahrner Asphalt Sealers Allied Blacktop Company Tabulation of Quotes Page 1 Table of Contents for 2024 Crack Seal Project May, 2024 CITY OF LAKE ELMO, MINNESOTA 2024 CRACK SEAL PROJECT PROJECT NO. 2024.108 TABLE OF CONTENTS TITLE PAGES Cover & Table of Contents 1 Construction Contract 2 Quote Proposal 1 Location Map 1 Street List 2 State of Minnesota Washington County CONSTRUCTION CONTRACT FOR THE 2024 CRACK SEAL PROJECT LAKE ELMO, MINNESOTA This Contract, made this __5th___ day of __JUNE___, 2024 by the City of Lake Elmo, Minnesota (herinafter called the “Owner”) and ___GOPHER STATE SEALCOAT, INC._____ (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: IN WITNESS WHEREOF, the parties hereto have executed this contract as of the date first above written. (Contractor) (City of Lake Elmo) DESCRIPTION OF WORK: The Contractor shall rout (¾” x ¾”) [when applicable], clean, dry, seal, and overband existing bituminous cracks in the streets shown on the attached Street Location Map dated May 2024 for Lake Elmo Streets. [Routing is to be completed on all cracks except those with existing crack fill material.] The work shall be completed per the applicable MnDOT Standard Specifications for Construction (2020 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 be performed with a high powered blower suitable for thorough cleaning of all cracks. Backpack and leaf blowers will not be allowed. A heat lance shall be used to prepare cracks and remove moisture. Cleaning and preparation 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 ¾” 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 at the unit price quoted 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 JULY 15, 2024. 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): ____$174,769.98____ Project No. 2024.108 General Conditions for 2024 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. INDEMNIFICATION. - 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 and FOCUS Engineering, Inc. 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. SECTION O41O - RESPONSIBLE CONTRACTOR VERIFICATION Applies to all Bids in excess of 550,000 A "Responsible Contractor" is defined in Minnesota Statutes, Section 16C.285, subdivision 3. Any prime contractor or subcontractor who does not meet minimum criteria under Minnesota Statues Section 76C.285, subdivision 3, or who fails to verify that it meets those criteria, is not a responsible contractor and is not eligible to be awarded a construction contract for the project or to perform work on the project. A false statement under oath verifying compliance with any of the minimum criteria shall render the contractor or subcontractor that makes the false statement ineligible to be awarded a construction contract for the project and may result in termination of a contract awarded to a contractor or subcontractor that makes a false statement. A contractor shall submit to the Owner upon request, copies of the signed verifications of compliance from all subcontractors of any tier pursuant to Minnesota Statutes, Section !6c.285, subdivision 3, clause 7. By signing this statemen t, t AlhOl TlabbrWrAlC (typed or printed name), l,Of?o fnf t 1LW t ftl*l (titte) certify that I am an owner or officer of this company and do verify under oath that my company is in compliance with each of the minimum criteria listed under Minnesota Statutes, section 16c.285, subdivision 3. company Name (typed or printed): l, olhAr SfAf'A 5tA lCoU'i 7y, t ' (Signature) Name (typed or printed)r kt*ot. Bl4c kokt;a y- r;ile, (orfornn tlQffu^/ Bidder,sBusinessAddress ll5l 4 Ltdt Zl6n,t l\/[nht s f zr tb 20 u-' STATE OF MINNESOTA }SS instrument. was acknowledged before _,20 LL+ ,by Nntr,tsl.tt,t Tr.intth , \J me this U duy of couNrY oF ( t1fv{f .Th. foregoing NATASHA M SINGH NOTARY PUBLIC - MINNESOTA MY COMMISSION EXPIRES clw oF LAKE ELMO, MN. I PROJECT NO. 2024.108 RESPONSIBLECONTRACTORVERIFCATIONFORM O41O-1 5a,r4v1 g UN 5511 f CITY OF LAKE ELMO Feet 0 2500 5000 2024 STREET MAINTENANCE MAP LEGEND 2024 CRACK SEAL & SEAL COAT 2024 CRACK SEAL ONLY HIGHLAND PARK WILDLIFE PARK STALLS HIGHLAND PARK PARKING LOT PUBLIC WORKS ACCESS & PARKING LOT TABLYN PARK ACCESS & PARKING LOT Street Segment From To Development Length Width CDS Area (SF) Area (SY) 2024 CRACK SEAL ONLY HIGHLANDS TRL N HILLTOP AVE N DEMONTREVILLE TRL N 2016 Street Imp Addendum 1 1,350.00 32.00 43,200.00 4,800.00 45TH STREET JULEP AVE N TAPESTRY TRAIL Tapestry at Charlotte's Grove 989.00 23.00 22,747.00 2,527.44 TAPESTRY BEND TAPESTRY ROAD CUL-DE-SAC Tapestry at Charlotte's Grove 1,567.00 22.00 34,474.00 3,830.44 TAPESTRY BEND TAPESTRY ROAD TAPESTRY ROAD Tapestry at Charlotte's Grove 345.00 22.00 7,590.00 843.33 TAPESTRY GROVE TAPESTRY ROAD CUL-DE-SAC Tapestry at Charlotte's Grove 1,059.00 22.00 23,298.00 2,588.67 TAPESTRY HILL TAPESTRY ROAD CUL-DE-SAC Tapestry at Charlotte's Grove 1,742.00 22.00 38,324.00 4,258.22 TAPESTRY TRAIL TAPESTRY TRAIL TAPESTRY HILL Tapestry at Charlotte's Grove 2,660.00 22.00 58,520.00 6,502.22 TAPESTRY TRAIL TAPESTRY HILL TAPESTRY BEND Tapestry at Charlotte's Grove 286.00 22.00 6,292.00 699.11 TAPESTRY TRAIL TAPESTRY BEND TAPESTRY TRAIL Tapestry at Charlotte's Grove 1,098.00 22.00 24,156.00 2,684.00 TAPESTRY TRAIL TAPESTRY TRAIL TAPESTRY BEND Tapestry at Charlotte's Grove 193.00 22.00 4,246.00 471.78 TAPESTRY TRAIL TAPESTRY TRAIL TAPESTRY GROVE Tapestry at Charlotte's Grove 1,554.00 22.00 34,188.00 3,798.67 TAPESTRY TRAIL TAPESTRY ENTRANCE TAPESTRY ROAD Tapestry at Charlotte's Grove 1,056.00 22.00 23,232.00 2,581.33 JONQUIL AVE N 31ST ST ENTRANCE SPLIT Farms of Lake Elmo 235.00 20.00 4,700.00 522.22 JONQUIL AVE N 31ST ST EXIT SPLIT Farms of Lake Elmo 290.00 21.00 6,090.00 676.67 JONQUIL AVE N ENTRANCE SPLIT ONE-WAY SPLIT Farms of Lake Elmo 843.00 23.00 19,389.00 2,154.33 JONQUIL AVE N ONE-WAY SPLIT SOUTH BOUND Farms of Lake Elmo 530.00 19.00 10,070.00 1,118.89 JONQUIL AVE N ONE-WAY SPLIT NORTH BOUND Farms of Lake Elmo 785.00 19.00 14,915.00 1,657.22 JONQUIL AVE N ONE-WAY SPLIT END Farms of Lake Elmo 340.00 23.00 7,820.00 868.89 JONQUIL TRAIL JONQUIL AVE WEST LOOP Farms of Lake Elmo 2,478.00 24.00 59,472.00 6,608.00 JONQUIL TRAIL JONQUIL AVE EAST LOOP Farms of Lake Elmo 1,651.00 25.00 41,275.00 4,586.11 20TH STREET N CSAH 17 (LAKE ELMO AVE) MANNING TRAIL MSAS 4,901.00 23.00 112,723.00 12,524.78 CRACK SEAL TOTAL 596,720.00 66,300.00 2024 CRACK SEAL AND SEAL COAT 34TH STREET N LILAC AVE N CUL-DE-SAC Easton Village 5th Addition 634.00 23.33 45 21,152.95 2,350.33 LILAC AVE ALCOVE NORTH END 4TH ADDITION CUL-DE-SAC Easton Village 5th Addition 969.00 23.33 45 28,968.50 3,218.72 35TH STREET N LILAC AVE N VILLAGE PARKWAY Easton Village 5th Addition 986.00 23.33 23,003.38 2,555.93 VILLAGE PARKWAY 32ND ST NORTH END 5TH ADDITION Easton Village 5th Addition 783.00 28.00 21,924.00 2,436.00 Linden Trail N 50th ST N Linden Trail Loop Tamarack Farm Estates 1,115.00 22.67 25,277.05 2,808.56 Linden Trail N Loop LINDEN TRAIL N LINDEN TRAIL N Tamarack Farm Estates 940.00 15.67 14,729.80 1,636.64 Julia Ave N * 5TH STREET N HUDSON BOULEVARD N Union Park & Springs Apartments 1,023.00 36.67 37,513.41 4,168.16 50TH STREET N * LAKE ELMO AVE (CSAH 17) CSAH15 MSAS 6,151.00 24.00 147,624.00 16,402.67 50TH ST EAST END * LAKE ELMO AVE (CSAH 17) CSAH15 MSAS 265.00 32.00 8,480.00 942.22 51ST STREET N KEATS AVE CDS Meyer's Pineridge 2,533.00 24.00 60,792.00 6,754.67 51ST STREET N (LOOP) KEATS AVE CDS Meyer's Pineridge 954.00 20.00 19,080.00 2,120.00 39TH STREET N IDEAL AVE N INNSDALE AVE N 38th-39th St Imp 2,364.00 20.66 48,840.24 5,426.69 38TH STREET N IDEAL AVE N INNSDALE AVE N 38th-39th St Imp 2,341.00 20.66 48,365.06 5,373.90 INNSDALE AVE N 39TH STREET N 38TH STREET N 38th-39th St Imp 570.00 20.66 11,776.20 1,308.47 KIMBRO AVE N * 47TH ST N 50TH ST N MSAS 1,348.84 32.00 43,162.81 4,795.87 50TH ST N * KIRKWOOD AVE N 3RD ST N MSAS 1,815.94 24.00 43,582.60 4,842.51 50TH ST N * KIMBRO AVE N KIRKWOOD AVE N MSAS 640.53 24.00 15,372.76 1,708.08 53RD ST N DEMONTREVILLE TRAIL WEST END Demontreville Highlands 5th 393.00 33.00 45.00 19,330.73 2,147.86 59TH ST N HIGHLANDS TRAIL N HYTRAIL AVE Demontreville Highlands 6th 2,003.00 32.00 64,096.00 7,121.78 59TH ST N HIGHLANDS TRAIL N EAST END CUL-DE-SAC Demontreville Highlands 6th 843.00 30.00 45.00 31,651.73 3,516.86 DEMONTREVILLE TRAIL CIR N DEMONTREVILLE TRAIL PLACE CUL-DE-SAC Creek Side on Demontreville 448.00 24.00 50.00 18,605.98 2,067.33 DEMONTREVILLE TRAIL CIR N DEMONTREVILLE DEMONTREVILLE TRAIL PLACE Creek Side on Demontreville 404.00 24.00 9,696.00 1,077.33 DEMONTREVILLE TRAIL PL N DEMONTREVILLE TRAIL CT CUL-DE-SAC Creek Side on Demontreville 185.00 24.00 50.00 12,293.98 1,366.00 HIGHLANDS CT N HIGHLANDS TRAIL CUL-DE-SAC Demontreville Highlands 6th 794.00 31.00 46.00 31,261.61 3,473.51 HIGHLANDS TRL N* MN TH 36 59TH ST N Demontreville Highlands 6th 461.00 31.50 14,521.50 1,613.50 HIGHLANDS TRL N* HIGHLANDS COURT N HYTRAIL N Demontreville Highlands 6th 1,324.00 31.50 41,706.00 4,634.00 HIGHLANDS TRL N* 59TH ST N HIGHLANDS COURT N Demontreville Highlands 6th 996.00 31.50 31,374.00 3,486.00 HIGHLANDS TRL N* DEMONTREVILLE TRAIL N HYTRAIL N Demontreville Highlands 3rd 564.00 31.50 17,766.00 1,974.00 HIGHLANDS TRL N PARKING LOT *Demontreville Highlands 10,260.00 1,140.00 HYTRAIL AVE (INCLUDING PARKING) *HIGHLANDS TRAIL N 59TH ST N Demontreville Highlands 3rd 1,435.00 32.40 46,494.00 5,166.00 HILLTOP AVE N HIGHLANDS TRAIL N CUL-DE-SAC Demontreville Highlands 614.00 30.00 45.00 24,781.73 2,753.53 HILLTOP AVE N 50TH ST N HIGHLANDS TRAIL N Demontreville Highlands 2,037.00 32.00 65,184.00 7,242.67 50TH ST N HILL TRAIL CT N HILL TRAIL CT N 964.00 23.00 22,172.00 2,463.56 50TH ST N DEMONTREVILLE TRAIL N HILL TRAIL CT N 370.00 22.00 8,140.00 904.44 HILL TRL N 50TH ST N 50TH ST N 2,441.00 22.00 53,702.00 5,966.89 HILL TRL N 50TH ST N CUL-DE-SAC 1,826.00 19.00 25.00 36,657.50 4,073.06 42ND ST N JAMACA AVE IVY CT N Collector 357.00 32.50 11,602.50 1,289.17 42ND ST N IRVIN CIRCLE N ISLE AVE N Collector 503.00 32.50 16,347.50 1,816.39 42ND ST N IRISH CT N IRVIN CIRCLE N Collector 725.00 32.50 23,562.50 2,618.06 42ND ST N IVY COURT N ISLE AVE N Collector 837.00 32.50 27,202.50 3,022.50 LAKE JANE TRL N CSAH 13 (IDEAL AVE)42ND ST N Collector 3,290.00 24.50 80,605.00 8,956.11 HUDSON BLVD * CSAH 19 (KEATS AVE CSAH 17 (LAKE ELMO AVE N) 5,638.00 36.00 202,968.00 22,552.00 PUBLIC WORKS LOT ACCESS 36TH ST N STUB SOUTH PARKING LOT 951.00 22.00 20,922.00 2,324.67 2024 STREET MAINTENANCE PROJECT - LAKE ELMO PUBLIC WORKS PARKING LOT 13,400.00 1,488.89 TABLYN PARK ACCESS STILLWATER BLVD PARKING LOT 283.00 25.00 7,075.00 786.11 TABLYN PARK PARKING LOT 10,350.00 1,150.00 CRACK SEAL AND SEAL COAT TOTAL 1,593,370.00 177,040.00 COMBINED TOTAL 2,190,090.00 243,340.00 * Tab pavement markings on indicated streets prior to seal coating. (Incidental)