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HomeMy WebLinkAboutResolution 060-15RECORD OF RESOLUTIONS Dayton Legal Blank, Inc., Form No. 30045 Resolution No. _20 A RESOLUTION ACCEPTING THE LOWEST AND BEST BID FOR THE 2015 SHARED -USE PATH MAINTENANCE PROGRAM WHEREAS, formal advertising and competitive bidding procedures have been conducted, pursuant to Section 8.04 of the Revised Charter and Chapter 37 of the Dublin Code, for the 2015 Shared Use Path Maintenance Program; and WHEREAS, Council has determined that the bid submitted by Columbus Asphalt Paving, Inc. constitutes the lowest and best bid; and WHEREAS, Council has determined that there may be a legitimate need to declare the relocation of the utilities in connection with the above - referenced project as a "single source" procurement, for reason that the company owning the utilities in question has the exclusive rights to relocate such utilities. NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Dublin, of its elected members concurring, that: Section 1. The bid submitted by Columbus Asphalt Paving, Inc. in the total amount of $721,599.75 is hereby accepted. Section 2. The City Manager is hereby authorized to enter into contracts with Columbus Asphalt Paving, Inc. for performance and completion of the 2015 Shared - Use Path Maintenance Program pursuant to the Advertisement, Proposal and Contract Documents for said project on file in the office of the City Engineer. Section 3. This Resolution shall take effect upon passage in accordance with Section 4.04(a) of the Revised Charter. Passed this 2 4 day of ll�� , 2015. UJrc Mayor - Presiding Officer ■I� 1 "11 Clerk of Council city of Dublin Office of the City Manager 5200 Emerald Parkway* Dublin, OH 43017 -1090 Phone: 614 - 410 -4400 - Fax: 614 - 410 -4490 Memo To: Members of Dublin City Council From: Dana L. McDaniel, City Man.�g" " Date: August 20, 2015 Initiated By: Paul A. Hammersmith, P.E., Director of Engineering /City Engineer Darren A. Lee, P.E., Civil Engineer II — Design Re: Resolution No. 60 -15 - Bid Acceptance - 2015 Shared -Use Path Maintenance Program Summary On August 12, 2015, three (3) bids were received, publicly opened and read for the 2015 Shared - Use Path Maintenance Program. The Engineer's estimate is $679,000. For Council's reference and review, a copy of the 2015 Shared -Use Path Maintenance Program construction drawings have been placed in the Council Planning Room. Columbus Asphalt Paving, Inc., submitted the lowest and best bid of $721,599.75. Staff has thoroughly reviewed all bids and a summary of the bids is listed below. Bidder Bid as Read Bid as Read over ( +) or Under ( -) Engineer's Estimate Corrected Bid Columbus Asphalt Paving, Inc. $721,599.75 +6.27% Strawser Paving Company, Inc. $721,690.82 +6.29% George J. Igle & Co., Inc. $745.759.88 +9.83% Staff has compared the Engineer's estimate to the three bids received. The bids received were slightly higher than anticipated, which appears to be the result of the time constraints to complete the work, reduced productivity due to restrictions for work at driveways, maintaining traffic as noted in the construction documents and the limited access to some of the path segments for shared -use path maintenance and rehabilitation work. Considering all bids submitted are within a few percent of each other, staff believes the Engineer's estimate did not fully reflect the true cost to perform this work within areas having restricted or limited access. Project Funding The approved funds for this work in the 2015 Capital Improvement Program (CIP) are $655,000 in AT1503, Annual Bikeway Maintenance. In July, the staff report for the 2015 Parking Lot and Shared -Use Path Maintenance Program bid acceptance detailed $196,271.97 being allocated for shared -use path preventative (crack sealing and seal coating) maintenance. The result is $458,728.03 of remaining funds being available for this work. Staff reviewed the needs of shared -use path maintenance with Finance in early 2015. During this discussion, an overall need for maintenance work was identified at $815,000. This is $160,000 Res. 60 -15 - 2015 Shared Use Path Maintenance Program Bid Acceptance August 20, 2015 Page 2 of 2 above the approved 2015 CIP budget in AT1503. Staff proceeded with developing maintenance activities based on the $815,000 allocation. The total cost for the two shared -use path maintenance projects for 2015 is $917,871.72 ($196,271.97 + $721,599.75). Project Scope Work included in the 2015 Shared -Use Path Maintenance Program consists of resurfacing and reconstruction of the following shared -use paths: • Scottish Corners Park and adjacent paths • Post Road Path (Avery- Muirfield Drive to west of Commerce Parkway) • Perimeter Drive (Avery- Muirfield Drive to west of Commerce Parkway) All work is scheduled to be complete by November 20, 2015. The work will be performed while maintaining traffic, with all efforts being taken to minimize interruptions to the public. Communications with Residents and Motorists The following communication methods will be used to communicate construction information with the residents and motorists throughout the duration of this project. • Informational notices will be distributed to the adjacent residents and businesses directly affected by the work. The notices will be distributed by Dublin staff. • Residents whose driveways will be closed during construction will be given written notice at their front door at least 24 hours in advance of the closure. These are distributed by the contractor. • When appropriate, portable message board signs are used for construction notification on arterial and collector streets. • The City of Dublin Engineering Division street maintenance website provides current construction schedule information. This website is listed on the signs posted in advance of construction activities and in the brochure placed on mail boxes. The website is www.dubin.oh.uslengineering. • Social Media (e.g. Twitter, Facebook, Instagram) is used to communicate timely construction updates. Recommendation Staff has thoroughly reviewed the bid submitted by Columbus Asphalt Paving, Inc., and although higher than the Engineer's estimate, finds it to be a true and accurate cost to perform this work. Previous experience with Columbus Asphalt Paving, Inc., has been favorable, including these recent projects — 2011 Street Maintenance Program (sub - contractor), 2014 Storm Structure Project, and the Avery- Muifield Drive, Tullymore Drive and Avery Road Intersection Improvements (in 2015). Staff recommends Council approval of Resolution No. 60 -15, accepting as lowest and best the bid of Columbus Asphalt Paving, Inc., in the amount of $721,599.75 and authorizing the City Manager to enter into a contract with Columbus Asphalt Paving, Inc. for this project.