Title
An Ordinance awarding the bid for Project No. 324-20/21 (Overlay) to Ideker, Inc. in the amount of $2,632,873.03 and authorizing the City Manager to execute an agreement for the same. (PWC 5/4/20)
Body
Issue/Request:
An Ordinance awarding the bid for Project No. 324-20/21 (Overlay) to Ideker, Inc. in the amount of $2,632,873.03 and authorizing the City Manager to execute an agreement for the same.
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 20/21 Program will restore 33 lane miles
Proposed Committee Motion:
FIRST MOTION: I move for a second reading of an Ordinance awarding the bid for Project No. 324-20/21 (Overlay) to Ideker, Inc. in the amount of $2,632,873.03 and authorizing the City Manager to execute an agreement for the same.
SECOND MOTION: I move for adoption an Ordinance awarding the bid for Project No. 324-20/21 (Overlay) to Ideker, Inc. in the amount of $2,632,873.03 and authorizing the City Manager to execute an agreement for the same.
Background:
The Mill & 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 (PCI), which is a standardized method to evaluate pavement condition. The 1,064 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 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 placed overlay pavement caused by tearing out curb. Coordinating these two programs produces a finished product with new pavement surfacing and curb similar to a new street. The City’s curb replacement program from last year replaced curbs in nine of the thirteen of the areas outlined in this mill and overlay program.
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.
The asphalt mill and overlay program routinely receives the lowest unit price for asphalt resurfacing every year. Capital projects with asphalt paving can pay as much as two to five times the amount for asphalt paving when compared to the overlay program based on the large volume of asphalt work in the annual overlay program. The low unit prices make it advantageous for other divisions within the City to piggyback onto the overlay contract. City parking lots, fire stations, airport, and other locations have used the overly contract for asphalt resurfacing work. In each case, the owning facility pays for the work on its property. For this year, the Lee’s Summit Airport using this overlay contract to resurface hanger taxiways as part of the ongoing infrastructure maintenance needed to operate the airport. The airport’s enterprise fund will be paying for that portion of the work.
Timeline:
Start: June 2020
Finish: September 2020
Other Information/Unique Characteristics:
Public Works Engineering issued a bid for Project No. 324-20/21 (Overlay), on March 20, 2020. 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 via Zoom video conferencing on April 2, 2020. Three companies attended the Pre-Bid Conference. Three responsive bids were received by the April 15, 2020 bid opening date. The bids were evaluated, and City staff determined Ideker, Inc. to be the lowest and best responsible bidder.
Presenter
Dena Mezger, Director of Public Works
Recommendation
Committee Recommendation: The Public Works Committee voted unanimously 4-0 to recommend to City Council approval an Ordinance awarding the bid for Project No. 324-20/21 (Overlay) to Ideker, Inc. in the amount of $2,632,873.03 and authorizing the City Manager to execute an agreement for the same.