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Creekwood Drive Emergency Road Repair QuoteCITY COUNCIL STAFF REPORT Monday, May 13, 2019 Subject Resolution 2019XX: Approve Quote for Creekwood Drive Emergency Road Repair Section CONSENT AGENDA Item No: D.4. Prepared By Jason Wedel, Dir. of Public Works/City Engineer File No: Project File 201903 PROPOSED MOTION “The City Council approves the quote to Northwest Asphalt for the repair of Creekwood Drive." Approval requires a Simple Majority Vote of members present. BACKGROUND This spring a section of Creekwood Drive, west of Mandan Circle, fell into disrepair. Due to the age of the road, the underlying soils, and the frost coming out of the ground, the street completely broke apart and became severely rutted. The damage to the street made it impassable and it was therefore necessary to complete an emergency repair. DISCUSSION The City obtained two quotes for completion of the street repairs. The results of the quotes are as follows: Northwest Asphalt $39,534.46 GMH Asphalt $40,368.40 The low quote amount of $39,534.46 from Northwest Asphalt was selected and the repairs were completed the week of May 6, 2019. Funding for this work came from the annual pavement management budget. The 2019 budget included $353,000 for pavement management. This work includes such items as sealcoating and crack sealing. The City Council approved a contract for sealcoating in January. The scope of that project has since been reduced to offset the cost to complete these repairs. Attached is a map showing the areas that have been removed from the sealcoat project for 2019. The removal of these areas will reduce the total cost by approximately $50,000. The impact to the 2019 pavement management budget is therefore neutral. Per the City's purchasing policy, expenditures in excess of $20,000 require City Council authorization. However, this was an emergency situation and per Minnesota State Statute 12.37 cities can waive standard purchasing policies and procedures for emergency situations. CITY COUNCIL STAFF REPORTMonday, May 13, 2019SubjectResolution 2019XX: Approve Quote for Creekwood Drive Emergency Road RepairSectionCONSENT AGENDA Item No: D.4.Prepared By Jason Wedel, Dir. of Public Works/CityEngineer File No: Project File 201903PROPOSED MOTION“The City Council approves the quote to Northwest Asphalt for the repair of Creekwood Drive."Approval requires a Simple Majority Vote of members present.BACKGROUNDThis spring a section of Creekwood Drive, west of Mandan Circle, fell into disrepair. Due to the age of the road, theunderlying soils, and the frost coming out of the ground, the street completely broke apart and became severelyrutted. The damage to the street made it impassable and it was therefore necessary to complete an emergency repair.DISCUSSIONThe City obtained two quotes for completion of the street repairs. The results of the quotes are as follows:Northwest Asphalt $39,534.46GMH Asphalt $40,368.40The low quote amount of $39,534.46 from Northwest Asphalt was selected and the repairs were completed the weekof May 6, 2019.Funding for this work came from the annual pavement management budget. The 2019 budget included $353,000 forpavement management. This work includes such items as sealcoating and crack sealing. The City Council approved acontract for sealcoating in January. The scope of that project has since been reduced to offset the cost to completethese repairs. Attached is a map showing the areas that have been removed from the sealcoat project for 2019. Theremoval of these areas will reduce the total cost by approximately $50,000. The impact to the 2019 pavementmanagement budget is therefore neutral.Per the City's purchasing policy, expenditures in excess of $20,000 require City Council authorization. However, thiswas an emergency situation and per Minnesota State Statute 12.37 cities can waive standard purchasing policies and procedures for emergency situations. Despite this work already being completed, this item is being brought forward to the City Council for approval so that the expenditure can be acknowledged. ATTACHMENTS: Northwest Asphalt Quote GMH Asphalt Quote CIP_Page Sealcoat Map Resolution Propooai NORTHWEST ASPHALT, INC "PAVING, EXCAVATION & UTILITIES" 1451 STAGECOACH ROA® SHAKOPEE, MN 55379-2797 PHONE (952)445-1003 FAX (952)445-1056 www.nwasphalt.net Proposal Submitted to: Phone City of Chanhassen Steve Ferraro Proiect Creekwood Drive Chanhassen MN Architect Date of Plans Date Bid Submitted WE HEREBY SUBMIT SPECIFICATIONS AND ESTIMATES FOR; ITEM # DESCRIPTION U/M (CITY PRICE EXTENSION Approximately 192'x 20' Remove bit +/- 4" Sy 427 $7.40 $3,159.80 Excavate 22' by 16" section Cy 209 $27.62 $5,772.58 6" of 3" minus limestone Ton 148 $31.52 $4,664.96 10" CI.5 recycled aggregate Ton 247 $24.71 $6,103.37 2" SPNWB330C Ton 50 $120.00 $6,000.00 Tack Gal 25 $5.00 $125.00 2" SPWEA340C Ton 50 $139.00 $6,950.00 Mobilization LS 1 $3,850.00 $3,850.00 Traffic Control LS 1 $900.00 $900.00 Topsoil Cy Iv 15 $34.00 $510.00 Seed & blanket Sy 125 $8.79 $1,098.75 CB adjust Ea 1 $400.00 $400.00 Total $39,534.46 CO to Orchard Lane contract. !LANCE GUENTZEL - PROJECT MANAGER !Vote: This ,proposal may be withdrawn by us if not accepted within 30 The above prices, specifrcat ons and conditions are satisfactory and are hereby accepted. You are authorized to do the u. rk as specified. Payment will be made as outlined above. c1r Signature: Date ofAcceplance: ! /Z_ f I l Signatu AN EQUAL OPPORTUNITY EMPLOYER days. 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Click on the project area to be redirected to the related webpage. CITY OF CHANHASSEN CARVER AND HENNEPIN COUNTIES, MINNESOTA DATE: May 13, 2019 RESOLUTION NO: 2019-XX MOTION BY: SECONDED BY: A RESOLUTION ACCEPTING A QUOTE FOR EMERGENCY ROAD REPAIRS ON CREEKWOOD DRIVE WHEREAS, a section of Creekwood Drive, west of Mandan Circle, fell into disrepair this spring due to the age of the road, underlying soils, and frost coming out of the ground; and WHEREAS, damage to Creekwood Drive made the street impassable and therefore an emergency repair was necessary; and WHEREAS, two quotes were received and opened. The quotes are as follows: Total Bid Northwest Asphalt* $39,534.46 GMH Asphalt $40,368.40 *Indicates low bidder AND WHEREAS, it appears Northwest Asphalt submitted the lowest responsible quote. 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 approve a quote from Northwest Asphalt for emergency street repairs to Creekwood Drive, according to plans and specifications. Passed and adopted by the Chanhassen City Council this 13th day of May, 2019. ATTEST: Todd Gerhardt, City Manager Elise Ryan, Mayor YES NO ABSENT