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1b. Award Contract for 2013 Sealcoat Program0 CITY OF CAANHASSEN 7700 Market Boulevard PO Box 147 Chanhassen, MN 55317 Administration Phone: 952.227.1100 Fax: 952.227.1110 Building Inspections Phone: 952.227.1180 Fax: 952.227.1190 Engineering Phone: 952.227.1160 Fax: 952.227.1170 Finance Phone: 952.227.1140 Fax: 952.227.1110 Park & Recreation Phone: 952.227.1120 Fax: 952.227.1110 Recreation Center 2310 Coulter Boulevard Phone: 952.227.1400 Fax: 952.227.1404 Planning & Natural Resources Phone: 952.227.1130 Fax: 952.227.1110 Public Works 7901 Park Place Phone: 952.227.1300 Fax: 952.227.1310 Senior Center Phone: 952.227.1125 Fax: 952.227.1110 Web Site www.ci.chanhassen.mn.us MEMORANDUM TO: FROM: DATE: SUBJ: Paul Oehme, Director of Public Works /City Engineer Gordy Stauff, Engineering Technician IV /Construction Manager March 25, 2013 2013 Sealcoat Program, Project No. 13 -02: Award Contract PROPOSED MOTION "The City Council awards a contract for the 2013 Sealcoat Program to Allied Blacktop Company for roadway sealcoating in the amount of $163,693.36." City Council approval requires a simple majority vote of the City Council present. BACKGROUND Annually, the City has completed a sealcoat project to extend the life of its streets. Streets recommended for sealcoating this year were identified with the Pavement Management Program and are shown on the attached map. Staff has visited each street and visually reviewed the streets' condition. DISCUSSION A sealcoat program is a cost - effective tool to protect the capital asset of a street and extend the life of the street system. Sealcoating is the application of asphalt emulsion followed immediately with an aggregate cover. Sealcoating of streets is beneficial because it can: • Delays or eliminates further aging of pavement due to water and sun. • Seals to provide a moisture barrier. • Fills in raveled pavement areas. • Enriching under - asphalt pavement. • Seals cracks temporary or permanently. • Performs minor leveling. • Restores surface friction. • Economically prolongs the life of existing pavements. It is estimated that a sealcoat application extends the life of pavement from three to six years at a fraction of the cost of street rehabilitation or bituminous overlay Chanhassen is a Community for Life - Providing for Today and Planning for Tomorrow Paul Oehme 2013 Sealcoat Program: Award Contract March 25, 2013 Page 2 projects. It is therefore more cost effective to sealcoat roadways when pavement distresses are fewer versus letting the pavement deteriorate until major, costly rehabilitation or reconstruction projects are required. In general, the average Pavement Condition Indices (PCIs) of the project areas lie within the range where sealcoats are recommended. Due to the lower PCIs of the Valley Ridge, Sunridge Court, Lake Susan Hills and Lake Riley Boulevard neighborhoods, this will likely be the last sealcoat operation until a street rehabilitation project is completed. BIDS On March 14, 2013, bids were received for the 2013 Sealcoat Program, Project No. 13 -02. Bid amounts for the project are shown on the attached bid tabulation sheet. The contractor has completed previous projects in the city of Chanhassen. Their past work has been acceptable. Sealcoating activities will tentatively start on July 8, 2013 with a completion date of August 19, 2013. Notifications to all affected property owners will be sent out prior to work commencing. This project was budgeted for 2013 in the CIP Pavement Management (ST -018). Attachment: 1. Bid Tabulation 2. CIP Page 3. Project Map 4. Resolution c: Mike Wegler, Street Superintendent gAeng \sea1coat\2013 \award contract 032513.doc CITY OF CHANHASSEN 2013 SEALCOATING PROJECT NO. 13 -02 BID OPENING — THURSDAY, MARCH 14, 2013 AT 2:00 P.M. COMPANY f ,, 5 °fQ BID' BOND BASE BID }' � GRAND TO'TAL Allied Blacktop Company $163,693.36 Astech Corp. $193,664.40 Pearson Bros., Inc. $183,060.34 g: \eng \sealcoat\2013 \bid tab form.doc Capital Improvement Program 2013 thru 2017 City of Chanhassen, MN E ect # ST 018 ect Name pavement Management Department Street Improvements Contact PaulOehme Type Maintenance Useful Life 7 -10 years Category Streets/Highways Account #1 420 - 00004751 Account #3 Priority n/a Account #2 Account 94 Description Total Project Cost: $2,765,000 This project will provide maintenance such as crack sealing, seal- coating and pothole patching for City streets. Seal -coat projects will be determined annually based on the pavement condition index as generated by the pavement management program. The street department uses this funding source to pay for bituminous material for annual street patching. Justification [his will provide a centralized funding mechanism that will help reduce the effect on General Fund operating expenditures. Prior Expenditures _ 1,279 _ ,5 _ o _ 5 _1 Maintenance Total 300,000 300,000 300,000 300,000 300,000 1,500,000 Total 300,000 300,000 300,000 300,000 300,000 1,500,000 Prior Funding Sources 2013 2014 2015 2016 2017 Total F - 1, - 265 – ,0 - 0 - 01 Pavement Management 100,000 100,000 100,000 100,000 100,000 500,000 Total Tax Levy 200,000 200,000 200,000 200,000 200,000 1,000,000 Total 300,000 300,000 300,000 300,000 300,000 1,500,000 Budg Impact/Other These improvements will cost effectively prolong the life of the street so major improvements such as reconstruction projects can be delayed. 2013 2014 2015 2016 2017 Total .. a a _ ° 3. 10 BLUE SAGE LN E � Ch �ippewa ~ o a B • — 11 WATERLEAF LANE E Gr X09 S 0DG kt G ra ker St 12 LADY SLIPPER LANE d @ a`av �P o Del Rio Dr \\ V.1alnutCurve 14BLUESAGELNW 15 WATERLEAF LANE W m 16 SNAPDRAGON DR I j aOtaVera Dr De`s o o 2 io r ( Or > Santa Fe Trail a m Sho c � 1 iok,�, 3 5 7 4 Y w. vuase a West 76th St ti o �o eat UI 6 5 v - _ ' Road CD N �C` r7 soy 1�Sy`t w78rh S'e r'i a 12 1q 10 W 7 8th Street r Chan View W Y S 5 m W 77th St 11 Y r To • j .. 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AND WHEREAS, it appears that Allied Blacktop Company is the lowest responsible NOW THEREFORE, BE IT RESOLVED by the Chanhassen City Council: 1. The mayor and clerk are hereby authorized and directed to enter into a contract with Allied Blacktop Company in the name of the City of Chanhassen for the 2013 Sealcoat Program, Project No. 13 -02 according to the plans and specifications on file in the office of the City Engineer. 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 lowest bidder shall be retained until a contract has been signed. Passed and adopted by the Chanhassen City Council this 25 day of March, 2013. ATTEST: Todd Gerhardt, City Manager Thomas A. Furlong, Mayor YES NO ABSENT