Title
An Ordinance awarding the bid for Project No. 324-21/22 (Overlay) for the Mill & Overlay 21/22 Program to Superior Bowen Asphalt Company, L.L.C. in the amount of $3,045,021.98 and authorizing the City Manager to execute an agreement for the same. (PWC 5/3/21)
Body
Issue/Request:
An Ordinance awarding the bid for Project No. 324-21/22 (Overlay) for the Mill & Overlay 21/22 Program to Superior Bowen Asphalt Company, L.L.C. in the amount of $3,045,021.98 and authorizing the City Manager to execute an agreement for the same.
Key Issues:
• The Mill & Overlay Program is a key element in the City’s Pavement Maintenance Programs. Timely undertaking of it is necessary to extend the life of existing pavements, as it restores the pavement surface close to its original condition
• Approximately 42.5 lane miles will be restored under the 2021/22 Mill & Overlay 21/22 Program
• The overlay program is funded by the Transportation Sales Tax Fund
• Public Works issued an advertisement for bids March 19, 2021, in accordance with local policies and state statutes
• Superior Bowen Asphalt Company, L.L.C. (hereinafter "Contractor") was evaluated to be the lowest and best bidder for this project.
Proposed Committee Motion:
I move to recommend to City Council approval of an Ordinance awarding the bid for Project No. 324-21/22 (Overlay) for the Mill & Overlay 21/22 Program to Superior Bowen Asphalt Company, L.L.C. in the amount of $3,045,021.98 and authorizing the City Manager to execute an agreement for the same.
Proposed City Council Motion:
FIRST MOTION: I move for a second reading of an Ordinance awarding the bid for Project No. 324-21/22 (Overlay) for the Mill & Overlay 21/22 Program to Superior Bowen Asphalt Company, L.L.C. in the amount of $3,045,021.98 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. 324-21/22 (Overlay) for the Mill & Overlay 21/22 Program to Superior Bowen Asphalt Company, L.L.C. in the amount of $3,045,021.98 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 1,070 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 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.
Timeline:
Start: June 2021
Finish: September 2021
Impact/Analysis:
Public Works Engineering advertised for bids for Project No. 324-21/24 (Overlay), on March 19, 2021. Potential bidders were notified through QuestCDN, the City's website and a mass email notification. Two (2) responsive bids were received by the April 9, 2021, bid opening date. The bids were evaluated, and City staff determined Superior Bowen Asphalt Company, L.L.C. to be the lowest and best responsive bidder.
Presenter
Mike Anderson, Interim Director of Public Works
Recommendation
Staff recommends approval of an Ordinance awarding the bid for Project No. 324-21/22 (Overlay) for the Mill & Overlay 21/22 Program to Superior Bowen Asphalt Company, L.L.C. in the amount of $3,045,021.98 and authorizing the City Manager to execute an agreement for the same.
Committee Recommendation
Committee Recommendation: The Public Works Committee voted unanimously 3-0 (Councilmember Carlyle "Absent"), to recommend to City Council approval of an Ordinance awarding the bid for Project No. 324-21/22 (Overlay) for the Mill & Overlay 21/22 Program to Superior Bowen Asphalt Company, L.L.C. in the amount of $3,045,021.98 and authorizing the City Manager to execute an agreement for the same.