HomeMy WebLinkAbout#05 - 2024 Seal Coat Project STAFF REPORT
DATE: June 18, 2024
CONSENT
AGENDA ITEM: Accept Bids and Award a Contract for the 2024 Seal Coat
SUBMITTED BY: Jack Griffin, City Engineer
REVIEWED BY: Nicole Miller, City Administrator
Clarissa Handler, Finance Director Marty Powers, Public Works Director
Mike Rusenovich, Project Engineer
ISSUE BEFORE COUNCIL: Should the City Council Accept Bids and Award a Construction Contract
for the 2024 Seal Coat Project?
BACKGROUND: In accordance with the city’s annual street maintenance program, certain streets have
been scheduled to be seal coated in 2024. See attached Location Map. The street maintenance work
programmed in 2024 was reviewed jointly by Public Works and Engineering to confirm the work to be
completed. The Project was advertised on QuestCDN.com and in the Stillwater Gazette in accordance with
the Minnesota Competitive Bidding requirements.
PROPOSAL DETAILS/ANALYSIS: Bids were received, publicly opened, and read aloud at a virtual bid
opening on Friday, May 31, 2024. FOCUS Engineering, Inc. has prepared and attached the Tabulation of
Bids and a Letter of Recommendation for the award of the contract. The City received two (2) bids for this
project, with Pearson Bros, Inc. providing the lowest bid. Staff is recommending that Pearson Bros, Inc. be
awarded the contract in the amount of $278,107.40.
FISCAL IMPACT: The total contract to be authorized for the work is $278,107.40. Seal coating costs are
funded through the City’s street maintenance fund. Costs related to seal coating parking lots at City Parks
are funded through the City’s park fund.
RECOMMENDATION: Staff is recommending that the City Council consider approving, as part of the
Consent Agenda, a resolution Accepting Bids and Awarding a Contract to Pearson Bros, Inc. If removed
from the consent agenda, the recommended motion for this action is as follows:
“Move to approve Resolution No. 2024-075, Accepting the Bids and Awarding a Contract to Pearson
Bros, Inc., in the Bid amount of $278,107.40 for the 2024 Seal Coat Project.”
ATTACHMENTS:
1. Resolution Accepting Bids and Awarding a Contract for the 2024 Seal Coat Project.
2. Engineer’s Letter of Award Recommendation and Tabulation of Bids.
3. Location Map.
4. Project Schedule.
CITY OF LAKE ELMO
WASHINGTON COUNTY
STATE OF MINNESOTA
RESOLUTION NO. 2024-075
A RESOLUTION ACCEPTING BIDS AND AWARDING A CONTRACT
FOR THE 2024 SEAL COAT PROJECT
WHEREAS, pursuant to an advertisement for bids for the 2024 Seal Coat 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 submittals were met; and
WHEREAS, the project engineer reviewed the bids and has provided a letter
recommending award of a contract to the lowest responsible bidder, Pearson Bros, Inc., in the
amount of $278,107.40.
NOW, THEREFORE, IT IS HEARBY RESOLVED,
1. That the Mayor and City Clerk are 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 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
JUNE, 2024.
CITY OF LAKE ELMO
By: __________________________
Charles Cadenhead
(Seal) Mayor
ATTEST:
________________________________
Julie Johnson
City Clerk
PAGE 1 of 1
May 31, 2024
Honorable Mayor and City Council
City of Lake Elmo, Minnesota
2024 Seal Coat Project
City of Lake Elmo, Minnesota
Project No. 2024.108
Dear Mayor and City Council:
Bids for the 2024 Seal Coat Project were received on May 31, 2024, at 10:00 AM with the following
results:
Contractor Base Bid
Pearson Bros, Inc. $278,107.40
Allied Blacktop Company $284,948.20
A complete Tabulation of Bids is enclosed for your information. We recommend that you award the
Contract to the lowest responsible bidder, Pearson Bros, Inc. in the total amount of $278,107.40.
Please contact me with any questions you may have.
Sincerely,
Mike Rusenovich, P.E.
Project Engineer
Enclosure
cc: Jack Griffin, City Engineer
TABULATION OF QUOTES
2024 SEAL COAT PROJECT
CITY OF LAKE ELMO, MINNESOTA
PROJECT NO. 2024.108
QUOTES RECEIVED BY: MAY 31, AT 10:00 AM
ITEM UNIT TOTAL UNIT TOTAL
NO. DESCRIPTION QUANTITY UNIT PRICE AMOUNT PRICE AMOUNT
1 BITUMINOUS SEAL COAT WITH 1/8" DRESSER TRAP ROCK
AND CRS-2P EMULSIFIED ASPHALT 177,040 SY $1.56 $276,182.40 $1.58 $279,723.20
2 PROTECT EXISTING PREFORMED THERMOPLASTIC
PAVEMENT MARKING (TURN ARROW)11 EA $175.00 $1,925.00 $475.00 $5,225.00
TOTAL $278,107.40 $284,948.20
ALLIED BLACKTOP
COMPANY PEARSON BROS.
Project No. 2024.108 Tabulation of Quotes for 2024 Seal Coat Project Page 1
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
PAGE 1 of 1
PROJECT SCHEDULE
CITY OF LAKE ELMO
2024 SEAL COAT PROJECT
PROJECT NO. 2024.108
MAY 10, 2024 Bid Package out to Contractors
MAY 31, 2024 Receive Contractor bids (21 Day Bidding Period Required)
JUNE 18, 2024 Council accepts bids and awards Contract
JULY 10, 2024 Conduct Pre-construction meeting (Crack Seal Ends July 15)
JULY 15, 2024 Contractor begins Work.
SEPTEMBER 6, 2024 Substantial Completion of Work; including 5 day sweeping of excess aggregate
and punchlist items.
OCTOBER 4, 2024 Final Completion of work, including 30 day sweeping of excess aggregate