The URL can be used to link to this page

D-5. 2016 Sealcoat Project: Accept Bids and Award Contract�i CITY OF CHMNSEN 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 MEMORANDUM TO: Paul Oehme, Director of Public Works/City Engineer t FROM: Stephanie Smith, Project Engineer 'o`a DATE: April 11, 2016 o�p- SUBJ: 2016 Sealcoat Project No. 16-06: Accept Bids and Award Contract PROPOSED MOTION "The City Council approves a resolution accepting bids and awarding a contract for the 2016 Sealcoat Project to Allied Blacktop Company for roadway sealcoating in the amount of $195,283.66." 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 and parking lots. Streets and parking lots recommended for sealcoating this year were identified with the Pavement Management Program and are shown on the attached maps. Staff visited each street and visually reviewed the street condition to confirm maintenance is required. Chanhassen is a Community for Life - Providing for Today and Planning for Tomorrow DISCUSSION Planning & Natural Resources A sealcoat program is a cost-effective tool to protect the capital asset of a street and Phone: 952,227.1130 extend the life of the street system. Sealcoating is the application of asphalt emulsion Fax: 952.227.1110 followed immediately with an aggregate cover. Sealcoating of streets is beneficial Public Works because it can: 7901 Park Place Phone: 952.227.1300 • Delay or eliminate further aging of pavement due to water and sun. Fax: 952.227.1310 • Seals to provide a moisture barrier. • Fills in raveled pavement areas. Senior Center • Enriches under -asphalt pavement. Phone: 952.227.1125 Fax: 952.227.1110 • Seals cracks temporary or permanently. • Performs minor leveling. Website Restores surface friction to improve wheel grip. www.ci.chanhassen.mn.us Economically prolongs the life of existing pavements. Chanhassen is a Community for Life - Providing for Today and Planning for Tomorrow Paul Oehme 2016 Sealcoat Program: Award Contract April 11, 2016 Page 2 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 projects. It is, therefore, more cost effective to sealcoat roadways when fewer pavement distresses are present versus letting the pavement deteriorate until major, costly rehabilitation or reconstruction projects are required. This project will also include a double -chip seal for parking lots that are in greater distress. This sealcoat technique will provide additional aggregate to reinforce the distressed pavement surface. A sealcoat emulsion with sand will be utilized on the trails in this project. This technique will result in a smoother surface for recreational use by bicycles and rollerblades. BIDS City staff solicited bids by advertising in the local newspaper and QuestCDN two weeks prior to the bid opening. On March 23, 2016, one bid was received for the 2016 Sealcoat Project No. 16-06. Bid amounts for the project are shown below. Base Bid Engineer's Estimate $248,658.99 Allied Blacktop Company $195,283.66 Allied Blacktop has completed previous projects in the city of Chanhassen. Their past work has been acceptable. Sealcoating activities will tentatively start on July 11, 2016 with a completion date of August 31, 2016. Notifications to all affected property owners will be sent out prior to work commencing. This project was budgeted for 2016 in the CIP Pavement Management (ST -018). The remaining funds in this budget item are used for in-house projects such pothole patching, curb repairs, sidewalk repairs, and other miscellaneous street and trail repairs. Attachment: 1. Resolution 2. CIP Page 3. Project Map c: Charlie Burke, Street Superintendent g:\eng\sealcoat\2016\communication\160411_cc_award contract memo.doc CITY OF CHANHASSEN CARVER AND HENNEPIN COUNTIES, MINNESOTA DATE: April 11, 2016 RESOLUTION NO: 2016 -XX MOTION BY: SECONDED BY: A RESOLUTION ACCEPTING BID AND AWARDING CONTRACT FOR THE 2016 SEALCOAT PROJECT NO. 16-06 WHEREAS, pursuant to an advertisement for bids for the 2016 Sealcoat Project, one bid was received, opened and tabulated according to law, and the following bid was received complying with the advertisement: Base Bid Engineer's Estimate $248,658.99 Allied Blacktop Company $195,283.66 AND WHEREAS, it appears that Allied Blacktop Company is the lowest responsible bidder. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Chanhassen: 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 2016 Sealcoat Project No. 16-06 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 unto a contract has been signed. Passed and adopted by the Chanhassen City Council this 11 th day of April, 2016. ATTEST: Todd Gerhardt, City Manager Denny Laufenburger, Mayor YES NO ABSENT Capital Improvement Program 2016 thru 2020 City of Chanhassen, MN Project # ST -018 Project dame Pavement Management Department Street Improvements Contact Paul Oehme Type Maintenance Useful Life 7-10 years Category Streets/Highways Account 41 420-00004751 Account #3 Priority n/a Account #2 Account #4 Description Total Project Cost: $3,760,000 This project will provide maintenance such as crack sealing, seal -coating, pothole patching, replacement of curb and gutter and sidewalk repairs for "ity streets. Also included in this project are trails and City parking lot rehabilitations. Seal -coat projects will be determined annually based on he pavement condition index as generated by the pavement management program. The street department uses this funding source to pay for )ituminous material for annual street patching. Justification J This will provide a centralized funding mechanism that will help reduce the effect on General Fund operating expenditures. Prior Expenditures 2,135; 0 Maintenance Total 2016 2017 2018 2019 2020 Total 485,000 285,000 285,000 285,000 285,000 1,625,000 Total 485,000 285,000 285,000 285,000 285,000 1,625,000 Prior Funding Sources 2016 2017 2018 2019 2020 Total 2,135,000 Street Pavement Management 100,000 100,000 100,000 100,000 100,000 500,000 Total Tax Levy 385,000 185,000 185,000 185,000 185,000 1,125,000 Total 485,000 285,000 285,000 285,000 285,000 1,625,000 Budget Impact/Other I Chese improvements will cost effectively prolong the life of the street so major improvements such as reconstruction projects can be delayed. 93 A ® MYE KuaaenWroJads\Cj50_S"Iooat\Smlooat2otelSsal Coal Pking Lou 2016 Parking Lot Chip Sealcoat Map March 9, WIS Chip Seal Type - Nmmel CMP Seal ® Double Chip Seal J�f� r �11/111/I� �►� ��', I� ��nrt111►! � ,�: R. ` Cj 11n - .,1 Mareh3.2016 0 2016 Trail Sealcoat Map K:\Jo4een\Projecta\CJ50_Sealcoat\Sealcoat2016 �, Trails for Sealcoating PER IN Iii ��■■�rrr ■i��j ..,,4 :.,.:�'1►sir ��_ .; , . ►111►CN, : ��'i • �1"� j ��►•.�_:�� _,�„� �> ��• .1MINOR 111111 _�':/�'� _� .•�:. J�f� r �11/111/I� �►� ��', I� ��nrt111►! � ,�: R. ` Cj 11n - .,1 Mareh3.2016 0 2016 Trail Sealcoat Map K:\Jo4een\Projecta\CJ50_Sealcoat\Sealcoat2016 �, Trails for Sealcoating