Title
An Ordinance awarding the bid for Project No. 815 for the Crack Seal FY24 Program to Pavement Management LLC. in the amount of $327,000 and authorizing the City Manager to execute an agreement for the same. (PWC 8/14/23)
Body
Issue/Request:
An Ordinance awarding the bid for Project No. 815 for the Crack Seal FY24 Program to Pavement Management LLC. in the amount of $327,000 and authorizing the City Manager to execute an agreement for the same.
Key Issues:
• The Crack Seal FY24 Program will seal cracks along approximately 57 lane miles of road (hereinafter "Project No. 815").
• Project No. 815 is funded from the Transportation Sales Tax Fund as part of the FY24 Capital Improvement Plan adopted by City Council.
• Public Works Engineering issued an advertisement for bids for the construction of Project No. 815 on July 11, 2023, in accordance with local policies and state statutes.
• Pavement Management LLC. (hereinafter "Contractor") was determined to be the lowest and best bidder by City staff.
• The City desires to enter into an agreement with the Contractor to construct Project No. 815.
Proposed City Council Motion:
I move for a second reading of an Ordinance awarding the bid for Project No. 815 for the Crack Seal FY24 Program to Pavement Management LLC. in the amount of $327,000 and authorizing the City Manager to execute an agreement for the same.
I move for adoption of an Ordinance awarding the bid for Project No. 815 for the Crack Seal FY24 Program to Pavement Management LLC. in the amount of $327,000 and authorizing the City Manager to execute an agreement for the same.
Background:
The Crack Seal Program is a pavement preservation process performed annually to protect the integrity of street pavements, thus extending the life expectancy of the pavement surfaces. This practice is similar to caulking seams on a house to prevent water infiltration. Crack sealing keeps water from further damaging the roadways and helps limit future pot holes and pavement failures.
To achieve the greatest benefit, crack seal must be placed on sound pavement. Crack sealing has been observed to significantly reduce the frequency and severity of potholes forming in pavements that have sound base and sub-grade. The timely application of crack sealant has helped control the cost per mile of pavement for pothole repairs in the Public Works Operations budget.
Crack Sealing is a specialized construction process with a limited number of contractors performing this service on a large scale. The limited number of contractors sometimes result in contractors traveling across the nation to perform work.
Currently, the City maintains 1,106 lane miles of pavement. This year, 143.4 lane miles, or about 13%, of the City’s streets will be treated as part of the pavement maintenance programs, this number is up from 12% last year. This summer’s overlay program will spend $3.8M to resurface 40.1 lane miles, the surface seal program will spend $1.3M to seal-coat about 46.3 lane miles, and this $327,000 contract will crack seal about 57 lane miles.
Seal coating and crack sealing combined will treat more than two times the amount of pavement that can will be overlaid this year, for less than 50% of the cost of the overlay. Using these lower cost surface treatments can greatly expand the scope of annual maintenance programs and extend the life of pavements between re-surfacing with an asphalt overlay. These three techniques, although they only address surface issues, have extended many of the City’s streets well beyond their expected 20-year design life. The pavement maintenance programs spend about $4M to $6M per year to maintain local roads to avoid re-constructing pavements at the end of their design life. Generally, studies show re-constructing pavement costs about ten times the cost of preventive maintenance. So, re-constructing the same amount of pavement maintained annually by the pavement maintenance program would cost the City about $40M to $60M per year.
Impact/Analysis:
Not approving this bid will have a negative impact on the pavement maintenance programs. Re-bidding will likely lead to even higher prices, if the materials are available.
Timeline:
Other Information/Unique Characteristics:
Public Works Engineering advertised for bids for Project No. 815 on July 11, 2023. Potential bidders were notified through QuestCDN and on the City website. Two responsive bids were received by the August 1, 2023 bid opening date. The bid was $26,000, or 8.6%, over the Engineer’s Estimate. The bid prices were under the $340,000- budget allocated in the FY 24 Capital Improvement plan adopted by Council. The bids were evaluated, and City staff determined Pavement Management LLC. to be the lowest and best bidder.
Presenter
Vince Schmoeger, Project Manager
Recommendation
Staff recommends approval.
Committee Recommendation
Committee Recommendation:
The Public Works Committee voted unanimously 4-0, to recommend to City Council approval of an Ordinance awarding the bid for Project No. 815 for the Crack Seal FY24 Program to Pavement Management LLC. in the amount of $327,000 and authorizing the City Manager to execute an agreement for the same.