D-7. 2017 Sealcoat Project 17-02: Accept Bids and Award Contract l
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CITY OF CHANHASSEN
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9 S Chanhassen isa Community for Life-Providing for Today and Planning for Tomorrow
NH AS
MEMORANDUM
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TO: Paul Oehme, Director of Public Works/City Engineer
FROM: Stephanie Smith, Project Engineer
DATE: March 13, 2017
SUBJ: 2017 Sealcoat Project No. 17-02: Accept Bids and Award Contract
PROPOSED MOTION
"The City Council approves a resolution accepting bids and awarding a contract for the 2017
Sealcoat Project to Pearson Brothers, Inc. for roadway sealcoating in the amount of$247,877.00."
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. The
Pavement Management Program identified the streets,trails and parking lots in the project for
maintenance this year. Staff visited each street to visually review the pavement condition and confirm
sealcoating is required.
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:
• Delay or eliminate further aging of pavement due to water and sun.
• Seals to provide a moisture barrier.
• Fills in raveled pavement areas.
• Enriches under-asphalt pavement.
• Seals cracks temporary or permanently.
• Performs minor leveling.
• Restores surface friction to improve wheel grip.
• 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 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.
PH 952.227.1100• www.ci.chanhassen.mn.us • FX 952.227.1110
7700 MARKET BOULEVARD • PO BOX 147 • CHANHASSEN • MINNESOTA 55317
Paul Oehme
2017 Sealcoat Project: Accept Bids&Award Contract
March 13,2017
Page 2
This project will also include a double-chip seal for parking lots that are in greater distress. This
sealcoat technique provides additional aggregate to reinforce the distressed pavement surface.
As Bid Alternate#1, 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 RECEIVED
City staff solicited bids by advertising in the local newspaper and QuestCDN two weeks prior to the bid
opening. On February 23, 2017,three bids were received for the 2017 Sealcoat Project No. 17-02. Bid
amounts for the project are shown below:
Alternate#1 Grand Total
Base Bid Bid Bid
Allied Blacktop Company $262,120.55 $10,388.00 $272,508.50
Asphalt Surface Technologies $269,199.00 $15,900.00 $285,099.00
Corp.
Pearson Brothers, Inc.* $237,277.00 $10,600.00 $247,877.00
*Indicates low grand total bidder
Pearson Brothers, Inc. has completed previous projects in the city of Chanhassen. Their past work has
been acceptable.
Sealcoating activities will tentatively start in July 10, 2017 with a completion date of August 31, 2017
for streets and parking lots and a completion date of September 22, 2017 for trails. City staff will send
out notifications to all affected property owners prior to work commencing.
This project was budgeted for 2017 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 Maps
c: Charlie Burke, Street Superintendent
g:\eng\sealcoat\2017\communication\1 703 13_cc_award contract memo.doc
CITY OF CHANHASSEN
CARVER AND HENNEPIN COUNTIES, MINNESOTA
DATE: March 13, 2017 RESOLUTION NO: 2017-XX
MOTION BY: SECONDED BY:
A RESOLUTION ACCEPTING BID AND AWARDING CONTRACT
FOR THE 2017 SEALCOAT PROJECT NO. 17-02
WHEREAS,pursuant to an advertisement for bids for the 2017 Sealcoat Project,three bids
were received, opened and tabulated according to law,and the following bids were received
complying with the advertisement:
Alternate #1 Grand Total
Base Bid Bid Bid
Allied Blacktop Company $262,120.55 $10,388.00 $272,508.50
Asphalt Surface $269,199.00 $15,900.00 $285,099.00
Technologies Corp.
Pearson Bros., Inc.* $237,277.00 $10,600.00 $247,877.00
*Indicates low grand total bidder
AND WHEREAS,it appears that Pearson Bros.,Inc. 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
Pearson Bros., Inc. in the name of the City of Chanhassen for the 2017 Sealcoat Project No. 17-02
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 unto a contract has been signed.
Passed and adopted by the Chanhassen City Council this 27th day of March, 2017.
ATTEST:
Todd Gerhardt, City Manager Denny Laufenburger, Mayor
YES NO ABSENT
Capital Improvement Program 2017 thru 2021 Department Street improvements
City of Chanhassen, MN Contact Paul Oehme
Project# ST-018 Type Maintenance
Useful Life 7-10 years
Project Name Pavement Management
Category Streets/Highways
Account#1 420-0000-4751 Account#3 Priority n/a
Account#2 Account#4
Description Total Project Cost: $4,120,000
This project will provide maintenance such as crack sealing,seal-coating,pothole patching,replacement of curb and gutter and sidewalk repairs for
City streets. Also included in this project are trails and City parking lot rehabilitations. 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 finding source to pay for
bituminous material for annual street patching.
Justification
This will provide a centralized funding mechanism that will help reduce the effect on General Fund operating expenditures.
Prior Expenditures 2017 2018 2019 2020 2021 Total
2,620,000 Maintenance 300,000 300,000 300,000 300,000 300,000 1,500,000
Total Total 300,000 300,000 300,000 300,000 300,000 1,500,000
Prior Funding Sources 2017 2018 2019 2020 2021 Total
2,620,000 Street Pavement Management 207,000 207,000 207,000 207,000 207,000 1,035,000
Total Tax Levy 93,000 93,000 93,000 93,000 93,000 465,000
Total 300,000 300,000 300,000 300,000 300,000 1,500,000
Budget Impact/Other
These improvements will cost effectively prolong the life of the street so major improvements such as reconstruction projects can be delayed.
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