HomeMy WebLinkAbout8A, Resolution 2010-023 - Awarding Bid for the 2010 PMP_ _ _ _ _ :
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uest o Cou c�l Act�on :
Prepared By: Kristine Giga, Civil Engineer Council Meeting Date: May 10, 2010
Resolution 2010-023 Awarding bid for the 2010 Pavement Management Program
Budgeted Amount: Estimated Actual Amount: Funding Source:
$1,102,000 $1,047,673 PIR, Enterprise Funds,
Special Assessments
Recommendation:
1. Motion to Adopt Resolution 2010-023: Awarding bid for the 2010 Pavement Management
Program .
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Supporting Documents:
1. Memorandum from City Staff dated May 10, 2010.
2. Proposed utility improvement figures.
3. Memorandum from City Staff dated April 26, 2010
4. Correspondence from residents since April 26, 2010.
5. Resolution 2010-023.
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�;.� EN HILLS
MEMORANDUM
DATE : May 10, 2010
TO: Honorable Mayor and City Council Members
Patrick Klaers, City Administrator
FROM: Kristine Giga, Civil Engineer
SUBJECT: 2010 Pavement Management Program (PMP) - Award Bid
Back�round
On March 8, 2010, the City Council approved the plans and specifications for the 2010
Pavement Management Program and ordered advertisement for bids. Bids were solicited
during March and early April. The bids were opened on Thursday, April 8, 2010. The
bids were presented to the City Council at the April 26, 2010, City Council meeting,
where additional information was requested.
Discussion
The City Council asked for the additional information, including how long the bids are
valid, more detail on location and extent of utility improvements and drainage issues, and
whether a mill and overlay could address the drainage problems on Valentine Crest Road.
How long a�e the bids valid?
The bids were opened on April 8, 2010. Per the specifications, the contracts are valid for
45 days from the date bids are opened, which is through Saturday, May 22, 2010.
Therefore, the City Council needs to take an action on this contract at the May 10 City
Council meeting, or hold a special meeting prior to May 22.
T��hat infrastructu�e imp�ovements a�e needed? T��hat/whe�e are the d�ainage issues?
A summary of the utility improvements is listed below by street. A figure identifying the
utility improvements has also been attached.
Katie Lane & Katie Court
No utility improvements are proposed.
Storm Sewer/drainage: Spot curb replacement to improve drainage in the gutter line;
there are approximately 11 repairs 5 to 35 feet long.
City Council Meeting
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Janet Court
Sanitary Sewer: 80 feet of sanitary sewer main repair to eliminate a sag in the line,
located at the end of the cul-de-sac, of which approximately 25 feet are under pavement.
The remaining 5 5 feet are located in a utility easement.
Storm Sewer/drainage: Spot curb replacement to improve drainage in the gutter line,
located at the catch basins and the curve in the road. Relay storm sewer pipe at the catch
basins to repair back flow.
Valentine Court
Watermain: Replace the watermain the entire length of the street, hydrants and services to
curb stops.
Sanitary sewer: Replace the sewer main the entire length of the street; there are a series of
2-inch offset j oints in this line.
Storm sewer/drainage: Construct catch basins at the intersection of Valentine Avenue,
construct two rain gardens. Catch basins and curb and gutter will eliminate existing
ponding within the roadway.
Valentine Avenue
Watermain: Replace the watermain and services to curb stops from Snelling Avenue/Old
Highway 10 to Valentine Court, replace all hydrants.
Sanitary sewer: Replace the sewer main from Lake Valentine Road to Valentine Court;
there are mineral deposits and a series of 2 to 3-inch offset joints in this line.
Storm sewer/drainage: Replace and construct new catch basins at the intersection of
Valentine Crest Road, construct new catch basins just west of Valentine Court, construct
new catch basins midblock between Valentine Court and Snelling Avenue/Old Highway
10, construct an infiltration basin along south side of Valentine Avenue east of Valentine
Court. Curb and gutter will eliminate existing ponding within the roadway.
Valentine Crest Road
Watermain: Replace hydrants and hydrant valves at entrance of cul-de- sac and
approximately mid-block.
Sanitary sewer: Complete three sanitary sewer main line repairs along the east-west
segment of the street to eliminate sags in the line. 12 feet on the east half of the cul- de-
sac, 20 feet and 31 feet in front of 4104 and 4100 Valentine Crest Road. These spot
repairs are approximately 10 and 15 feet deep, respectively. Digging these repairs will
require a trench as wide as the street.
Storm sewer/drainage: Construct new catch basins approximately 90 feet east of the cul-
de- sac to resolve a drainage issue at 4109 Valentine Crest Road, construct a swale and
infiltration basin to alleviate ponding issues in the cul- de- sac and the driveway at 4126
Valentine Crest Road (at the end of the cul de sac), adjust street profile in conjunction
with storm sewer improvements to correct drainage issues. Curb and gutter will
eliminate existing ponding areas within the roadway.
Would a mill and ove�lay add�ess the d�ainage issues on Valentine C�est Road?
City Council Meeting
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When a street is milled and overlaid, a portion of the existing pavement is removed, and a
new surface is paved over the remaining pavement. On streets with no curb and gutter to
match into, the new elevation on the repaved surface can be higher than what the existing
pavement was. If the pavement was raised in the cul- de- sac, this may not address the
drainage issues, and might even make the problems worse.
A mill and overlay also does not allow for modifications to the street profile. The
drainage issues in the cul- de- sac require adjustments to the profile, and reshaping of the
cul- de- sac to allow for better drainage, which would not occur on a mill and overlay
project.
Due to the existing pavement condition, this roadway is not a good candidate for a mill
and overlay. The severity of the distresses present in this roadway indicate that in
addition to the surface distresses resulting from age and drying out of the asphalt, there
are numerous areas where the pavement is exhibiting damage related to poor base and
subgrade soils. If a mill and overlay option were selected many of these distresses would
reflect through the new overlay within a few years, resulting in further perpetuating the
poor condition and poor pavement performance.
Financial Implications
The current reconstruction assessment rate based on the low bids is $8,268 per unit, based
on 31 units, including Valentine Avenue, Valentine Court, and Valentine Crest Road. If
Valentine Crest Road is removed from the proj ect, the proposed reconstruction
assessment rate would be affected. The assessment rate would become $8,896 per unit,
based on 19 units. This is almost the same as the assessment rate originally provided in
the feasibility report, at $ 8, 8 3 3 per unit.
The current mill and overlay assessment rate based on the low bids is $1,721 per unit,
based on 44 units, if Katie Lane, Katie Court, and Janet Court are included. If Janet
Court is removed from the proj ect, this would affect the mill and overlay assessment rate.
If the proj ect is revised to include only Katie Lane and Katie Court, the rate would be
$1,477 per unit, based on 34 units.
Resident Comments/Concerns
Staff has received the attached correspondence from residents regarding their concerns
about this proj ect since the April 26 City Council meeting.
Council Action Requested
Approval of Resolution 2010-023: Awarding the 2010 Pavement Management Program
to T.A. Schifsky & Sons, Inc., of North Saint Paul, Minnesota, in the amount of
$779,799.67.
If the scope of the proj ect is changed, the resolution will need to be modified accordingly.
City Council Meeting
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2010 Pavement Management Project
for the City of
Arden Hills, Minnesota
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WSB PROJ. NO 01771-02 � � �
� ,o,x�;�A��S�.�� � 2010 Pavement Management Pro�ect
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�FRASTRUG7IIRE � ENf,�YEERNG � PWNIl� � CON5TRUCTION �
for the City of
Arden Hills, Minnesota
EXtSTING STORM SEIMER .____A_>,__�_
EXISTING wATER�AtN _______ ___
Ex ( ST [ NG SaN I TaRr SEwER _________., _____
PROPOSED STORM SEWER �_----- --- �
PROPOSED waTERMaIN , ,
PROPOSED SAN1TaRY SEwER . .
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Number
�;.� EN HILLS
MEMORANDUM
DATE: April 26, 2010
TO: Honorable Mayor and City Council Members
Sue Iverson, Acting City Administrator
FROM: Kristine Giga, Civil Engineer
SUBJECT: ZO10 Pavement Management Program (PMP)- Award Bid
Back�round
_
On March 8, 2010, the City Council approved the plans and specifications for the 2010
Pavement Management Program and ordered advertisement for bids. Bids were solicited
during March and early April. The bids were opened on Thursday, April 8, 2010. Based
on the bids received, staff recommends awarding the proj ect.
Discussion
Based on past practice, the City Council has awarded the contract to the lowest
responsible bidder. In the case of 2010 PMP, the lowest bidder is T. A. Schifsky & Sons,
Inc., of North Saint Paul, Minnesota.
Financial Implications
We received twelve bids for the proj ect. The low bid submitted by T. A. Schifsky &
Sons, Inc., $779,799.67, is 13% lower than the Engineer's construction estimate of
$897,545. The following is a list of the bids received:
BIDDER A,MOUNT
T. A. Schifsky & Sons, Inc. $ 779,799.67 I
Valley Paving, Inc. $ 788,547.52
Northwest Asphalt, Inc. $ 804,101.15
Asphalt Surface Technologies Corp. $ 846,121.22
North Valley, Inc. $ 854,795.81
Northdale Construction Co., Inc. $ 868,579.86
S.R. Weidema, Inc. $ 897,329.20
LaTour Construction, Inc. $ 946,981.26
C.W. Houle, Inc. $ 965,000.00
Arnt Construction Company, Inc. $ 978,274.00
Burschville Construction, Inc. $ 996,240.25
Redstone Construction Co., Inc. $ 1,007,096.41
City Council Meeting
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To establish a total proj ect cost for the improvements, engineering and overhead costs
need to be included. The non-assessable items include 20% for engineering fees. The
assessable portion, the street improvements, includes a 37% overhead, which includes
engineering and other administrative overhead costs as defined in the Assessment Policy.
The City's portion of the proj ect costs are currently budgeted in the General Capital Fund
and Utility Enterprise Funds (sanitary sewer, surface water and watermain funds). The
following shows a breakdown and comparison of budgeted amounts, engineer's estimate,
and contract prices.
Project Cost Summary
Fund Budgeted Engineer's Contract
Estimate Prices
Watermain Enterprise Utility $ 75,000 $ 148,392 $ 128,958
Sanitary Sewer Enterprise Utility $ 20,000 $ 139,562 $ 134,959
Surface Water Management $ 175,000 $ 167,557 $ 119,634
Utility
PIR/Assessments $ 532,000 $ 741,257 $ 664,122
State Aid (street and storm sewer) $ 300,000 $ 0 $ 0
Total $ 1,102,000 $ 1,196,769 $ 1,047,673
The watermain and sanitary sewer improvements identified in the feasibility report have a
greater estimated cost than what was included in the budget. The City will also need to
utilize more funds from the PIR for the roadway improvements, since State Aid funds
will not be used on this proj ect. The finance director has indicated that these funds
currently h.ave sufficient balances to accommodate the increase.
Resident Comments/Concerns
Staff has received the attached correspondence from residents regarding their concerns
about this proj ect.
Council Action Requested
Approval of Resolution 2010-023: Awarding the 2010 Pavement Management Program
to T.A. Schifsky & Sons, Inc., of North Saint Paul, Minnesota, in the amount of
$779,799.67.
City Council Meeting
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Kristi ne G iga
Subject: FW: Valentine Pavement Project
From: Tony Jordan
Sent: Mon 4/26/2010 8:24 PM
To: Diane Hankee
Subject: RE: Valentine Pavement Project
Th�nk you Diane,
! l�ave just return�d fr�rr� t�e �4/��/�Q1� Caun�if ineetir�g. In �act it �s still �oin� �n as I vurite this ema�i�.
The emo�ior�s on t�e �ub►�ic side of tl�� meeting were �bvious. The C�ty engineer �nd �h� council may kn�� better b��
the fact that 100% af th�e res�d�er�ts on Valentine �rest Road are against t�� r�c�r�struction has to give you pau�e.
Or�e of my nei�hbors mentior�e� � State Se�at�r t�at th�y ha�re cor�tacted r�g�rdin� th� issue, I do�'t of what impact
th�t may have other than to �tiff�� the co�ncil rnembers. ! t�ir�k th�y m�d� th� contact ��ca�s� th�ey felt th�t our
collective vaice (1�0%j was rr�t bein� �eard.
If th� issu� is r��n�y+, th�r� th�r� se�r�s t� �� three ch�ic�s:
�.. $85�� r�ow ��r r�co�struc�ion and t��� s��r� th� cl�cl� �n �he de��ri�ra�io� of th� ��vv r�ad surf��� th�� �ill
need re��irs �t � �utur� ���e.
�. �2C��� n�w f��r �r'�i�l �r�d +�re�rla�y and ���n star� �h� clock or� th� �et�rior��ion �f th� r�e�w ra�d sur���� �h�� w�i�l
need r�pairs �t a futur� dat�.
3. Zera dollars� ��vv to iearre �he road untouched and k��p �he clack rur�nir�� on �h� det�riar��ian of �h� c�rr�n�
surface �o the paint i� is evident to ihe people tl�at liv� tl�ere th�t it is �im� fc�r i�ts rec�nstruCtion.
!f �h� issue is �o�rernar��e, �h�n �her� s���s �o be thre� choices:
1. Explair� to ti�� r�side�n�s u�rhy i� has� tv be ��ne no�r s�� you ��� sam��hir�g �n�r� t��n Ula �o s�� i� �s n�c�s��ry. !f
��e City Er�gine+er and �ouncii da �r�a�w ��tt�r.
2. Li�ten t� th� c��lective voic� o� th� ci�iz�ns and com� t�p with � I�ss ��p�ns�v� solc�tion. As � Cot�ncii c�r
ir�divid�a! rr�er�nb�r s�e� b��ck, pat�s� �nd �001� at it fr�m th� r�si��nt's ��rs��ctiv�, sh�k� ��� th� ��f�r�s���
r�sp��s� th�t �ar� oft�n come frorn b�ing f�c�d w�th op��sition, ar�d h��� �ur voic�.
3. Ga ahea� with th� recanstructiar� as �f the r�sidents don't exist.
A� this time no r�sid�r�t on Va�entin� �rest Ro�� thini<s thai their str+�et s�rface is i� ne�e� of r�pair. It is plaw�d �r�ll in
the winter, hoids up w��ll in the summer, and the difficult Spring and �all hav� not I��d t� difficu�t �othol�s.
Respectfully,
Tc�nyJar�an
���3 Valentine +Crest Road
EN HILLS
CITY OF ARDEN HILLS
COUNTY OF RAMSEY
STATE OF MINNESOTA
RESOLUTION NO. 2010-023
A RESOLUTIUN AWARDING THE 2010 PAVEMENT MANAGEMENT PROGRAM
WHEREAS, pursuant to advertisement for bids for the improvement of the City of
Arden Hills 2010 Pavement Management Program, the improvement of the following streets:
Valentine Crest Road, from Valentine Avenue to cul de sac,
Valentine Avenue, from Lake Valentine Road to Old Highway 10,
Valentine Court, from Valentine Avenue to cul de sac,
Janet Court, from Lake Valentine Road to cul de sac,
Katie Lane, from Cleveland Avenue to 1272 feet south,
Katie Court, from Katie Lane to cul de sac,
bids were received on Thursday, April 8, 2010, at 10:00 a.m., opened, and tabulated according to
the law, and the following bids were received complying with the advertisement:
BIDDER AMOUNT
T. A. Schifsky & Sons, Inc. $ 779,799.67 I
Valley Paving, Inc. $ 788,547.52
Northwest Asphalt, Inc. $ 804,1 O 1.15
Asphalt Surface Technologies Corp. $ 846,121.22
North Valley, Inc. $ 854,795.81
Northdale Construction Co., Inc. $ 868,579.86
S. R. Weidema, Inc. $ 897,329.20
LaTour Construction, Inc. $ 946,981.26
C. W. Houle, Inc. $ 965,000.00
Arnt Construction Company, Inc. $ 978,274.00
Burschville Construction, Inc. $ 996,240.25
Redstone Construction Co., Inc. $ 1,007,096.41
AND WHEREAS, it appears that T. A. Schifsky & Sons, Inc., of North Saint Paul,
Minnesota, is the lowest responsible bidder at the tabulated price of $779,799.67;
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF ARDEN
HILLS, MINNESOTA:
1. The Mayor and City Administrator are hereby authorized and directed to enter into a
contract with T. A. Schifsky & Sons, Inc., of North Saint Paul, Minnesota, for
$779,799.67 in the name of the City of Arden Hills for the above improvements
according to the plans and speci� cations thereof heretofore approved by the City Council
and on file in the of� ce of the City Administrator.
2. The City Administrator 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 lowest bidder shall be retained until contracts have been signed.
ADOPTED BY THE CITY COUNCIL OF THE CITY OF ARDEN HILLS THIS lOth
DAY OF MAY, 2010.
Stanley D. Harpstead, Mayor
ATTEST:
Patrick Klaers, City Administrator