Title
An ordinance approving the award of Bid No. 324-18/19 (Overlay) for the Mill & Overlay 18/19 program to Ideker, Inc. and authorizing the City Manager to enter into the agreement for the same in the amount of $2,735,916.58. (Note: First reading on May 17, 2018. Passed by unanimous vote).
Body
Issue/Request:
An ordinance approving the award of Bid No. 324-18/19 (Overlay) for the Mill & Overlay 18/19 program to Ideker, Inc. and authorizing the City Manager to enter into the agreement for the same in the amount of $2,735,916.58.
Key Issues:
• Mill & Overlay program is a key element in the City’s Pavement Maintenance Program
• Timely undertaking of the mill & overlay program is necessary to extend the life of existing pavements, as it restores the pavement surface close to its original condition
• The Mill & Overlay 18/19 (Overlay) program will restore 31.3 lane miles
Proposed City Council Motion:
I move for adoption of an ordinance approving the award of Bid No. 324-18/19 (Overlay) for the Mill & Overlay 18/19 program to Ideker, Inc. and authorizing the City Manager to enter into the agreement for the same in the amount of $2,735,916.58.
Background:
The overlay program is the most extensive and expensive street preventive maintenance process performed under the City’s Pavement Maintenance Program. The process involves removing (milling) approximately 2” of asphalt from the surface, then replacing it with new asphalt. The mill and overlay process significantly improves smoothness, cross-slope, and ride-ability, while reducing future construction expenses by delaying the need for complete street restoration.
The primary evaluation tool used to prioritize streets for the mill and overlay is the Pavement Condition Index (evaluation of pavement condition). The 1,051 lane miles of streets within the City are evaluated on a rotating four-year basis. In addition to the pavement condition, the condition of the curb line is also taken into consideration. Like most municipalities in the metro area, the City is dealing with premature curb failure. This concrete failure is primarily focused on curbs installed from 1980 to 2008. To help manage limited funding for curb replacement, Public Works typically limits curb replacement to streets that will be overlaid in the near future. Ideally, a street will be overlaid within the year following curb replacement. This process minimizes damage to newly place overlay pavement caused by tearing out curb.
The City’s curb replacement program has replaced curbs in three of the areas outlined in this mill and overlay program. This year's program will also resurface 4,000 feet of multi-use trail along Colbern Road.
To reduce disruption to residents and to simplify the logistical operations for the paving contractor, staff attempts to group mill & overlay streets by neighborhoods. Overlaying entire neighborhoods greatly streamlines the City’s pavement management process, extends the life of the overlay, reduces the unit price for overlay work, and reduces routine maintenance in the area.
Timeline:
Start: July 2018
Finish: September 2018
Other Information/Unique Characteristics:
The Public Works Department issued Bid No. 324-18/19 (Overlay), Mill & Overlay 18/19, on April 13, 2018. This project's Invitation to Bid was posted for advertisement on the City's website and at Quest Construction Data Network. A Pre-Bid conference was held April 25, 2018. Three companies attended the Pre-Bid Conference. Three bids were received by the May 4, 2018 bid opening date. The bids were evaluated, and City staff determined Ideker, Inc. to be the lowest and best responsive bidder.
Staff Recommendation
Staff Recommendation: Staff recommends approval.
Committee Recommendation
Committee Recommendation:
This item would normally be routed through Public Works Committee (PWC). However, with no committee meeting scheduled for May, the PWC Chair, in consultation with the Director of Public Works, recommended presenting this item directly to Council to keep the proposed construction work on schedule.