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HomeMy WebLinkAboutResolution 033-20RECORD OF RESOLUTIONS Dayton Legal Blank, Inc., Foran No. 30045 33-20 Resolution No. Passed A RESOLUTION ACCEPTING THE LOWEST AND BEST BID FOR THE 2020 SIDEWALK MAINTENANCE PROGRAM ,20 WHEREAS, formal advertising and competitive bidding procedures have been conducted, pursuant to Section 8.04 of the Dublin Revised Charter and Chapter 37 of the Dublin Code, for the 2020 Sidewalk Maintenance Program; and WHEREAS, Council has determined that the bid submitted by Newcomer Concrete Services, Inc. constitutes the lowest and best bid. 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 Newcomer Concrete Services, Inc. in the total amount of $240,600.00 is hereby accepted. Section 2. That the City Manager is hereby authorized to enter into contracts with Newcomer Concrete Services, Inc. for performance and completion of the 2020 Sidewalk 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 Council further hereby authorizes and directs the City Manager, the Director of Law, the Director of Finance, the Clerk of Council, or other appropriate officers of the City to prepare and sign all other agreements and instruments, and to take any other actions as may be necessary to implement this Ordinance and complete the Project. Section 4. This Resolution shall take effect upon passage in accordance with Section 4.04(a) of the Revised Charter. Passed this � day of , 2020. Mayor - Presiding Officer ATTEST: Cler�of CodAncil Office of the City Manager 5555 Perimeter Drive * 7 City of Dublin Phone: 614.410..4400 * Fax: 6144..4 0.44901090 To: Members of Dublin City Council From: Dana L. McDaniel, City Manager Date: June 16, 2020 Memo Initiated By: Megan D. O'Callaghan, PE, Deputy City Manager/Chief Operating Officer Paul A. Hammersmith, PE, Director of Engineering/City Engineer Michael S. Sweder, PE, Interim Engineering Manager John Henderson, PE, Civil Engineer II Re: Resolution 33-20 — Bid Acceptance for 2020 Sidewalk Maintenance Program Summary On June 5, 2020, three (3) bids were received, publicly opened, and read by Engineering staff for the 2020 Sidewalk Maintenance Program, a project involving the removal and replacement of deficient sidewalk sections. The 2020 Program includes work at various locations throughout the City as the prioritization primarily concentrates on locations of higher pedestrian traffic such as schools and parks. For Council's reference, a reduced set of project construction drawings has been placed in the Council Planning Room. The Engineer's estimate for this project is $220,000. The budgeted funds for the 2020 Sidewalk Maintenance Program in the 2020-2024 Capital Improvement Program (CIP) are $250,000 from account AT206, Annual Sidewalk Program. All of the bids received were higher than the estimate. Staff has determined that this is likely due to the unknown amount of work involved to trim and prune tree roots. Newcomer Concrete Services, Inc. submitted the lowest and best bid of $240,600.00. Staff has reviewed all bids and a summary of the bids received is listed below. Bidder Bid as Read Bid as Read Over (+) or Under (-) Engineer's Estimate Corrected Bid Newcomer Concrete Services, Inc. $240,600.00 9.4% Columbus Asphalt Paving, Inc. $261,300.00 18.8% Decker Construction Company $264,611.00 20.3% As in the past, the majority of the sidewalk repair locations are caused by roots from mature trees heaving the sidewalks. As part of the repair process, these roots will be pruned and removed. An Engineering Project Inspector will work closely with the Dublin Forestry staff throughout the sidewalk repair process to monitor the work and ensure impact to trees will be minimized where feasible. Trees may need to be removed only as a last resort. If Forestry staff determines that a tree may need to be removed, Forestry staff will contact the resident in advance of the start of work at that location. Resolution 33-20 - June 16, 2020 Page 2 of 2 Bid Acceptance for 2020 Sidewalk Maintenance Program Staff anticipates initial construction activities to begin sometime in July with a completion date of September 18, 2020. Communications with Residents The following communication methods will be used to communicate construction information with residents throughout the duration of this project. • Fliers are placed on mail boxes at each residence where sidewalk will be replaced. These are distributed by Dublin staff approximately a week in advance of the start of work. • 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. • Due to the short notification time period for driveway closures, Dublin Engineering staff makes adjustments to the construction schedule to accommodate resident needs on a case-by-case basis. • If Forestry staff determines that a tree may need to be removed, Forestry staff will contact the resident in advance of the start of work at that location. • The City of Dublin road improvement updates page provides current construction schedule information. This webpage is listed in the fliers distributed in advance of construction activities. See: www.dublinohiousa.aov/construction/. • The City of Dublin social media channels are used to communicate timely construction updates. Recommendation Staff has thoroughly reviewed the bid submitted by Newcomer Concrete Services, Inc. Previous experience with Newcomer Concrete Services, Inc. has been favorable, including these projects: 2019 Sidewalk Maintenance Program, Mid -Century Neighborhood Street Improvements (16-014- CIP), and Avery Road Widening — Irelan Place to Shier Rings Road (08-007-CIP). Staff is confident Newcomer Concrete Services, Inc. will perform well on this project. Staff recommends Council approval of Resolution No. 33-20 accepting as lowest and best the bid of Newcomer Concrete Services, Inc. in the amount of $240,600.00 and authorizing the City Manager to enter into a contract with Newcomer Concrete Services, Inc. for this project. 4cNif Dun OHIO, USA DUBLIN SAFEWALKS PROGRAM SIDEWALK REPLACEMENT SIDEWALK REPLACEMENT NOTICE In the City of Dublin, safety is our top priority. Sidewalks provide community -wide safety and connectivity benefits. Dublin is one of the few communities that provide residents with the service of repairing sidewalk safety issues at no direct charge to the property owners. In December 2017, Dublin City Council amended the City code to clarify sidewalk maintenance requirements. The City is responsible for the repair or replacement of sidewalks, curbs or gutters unless the City Manager determines the owner or occupant of the adjacent property caused the damage to the sidewalk, curbs or gutters. Property owners remain responsible for keeping the sidewalks free of snow, ice or any nuisance. As part of the 2018-2022 CIP, Council included $250,000 per year for the Sidewalk Maintenance Program. Public Works staff will determine each year what work needs to be done and when based on field condition surveys. Dublin primarily utilizes two methods for sidewalk repairs- shaving and replacement. Sidewalk Shaving Sidewalk shaving is an effective way to remedy trip hazards on sidewalks that are otherwise in good condition. The process takes approximately 30-60 minutes per location. If a sidewalk cannot be shaved without compromising the structural integrity of the walk, the location will be added to the sidewalk replacement evaluation program to be funded in future years. Sidewalk Replacement Sidewalk replacement is a more involved process than sidewalk shaving. It involves the removal and replacement of the existing sidewalk. The replacement process at each location typically takes less than ten days from start to finish. A portion of the sidewalk in front of your house has been identified for sidewalk replacement. WHAT TO EXPECT Prior to work beoinnino, please have any private utilities such as dog fences and irrigation systems marked. During repair operations, you can expect any of the following actions: 1. Saw cutting of the existing sidewalk 2. Removal of the existing sidewalk 3. Removal, excavation and pruning of tree roots 4. Tree Removal if required - Trees are removed as a last resort. The City Forestry Staff will contact the residents when a tree may need to be removed. 5. Subgrade preparation and placement of aggregate base 6. Installation of new sidewalk 7. Patching of asphalt drives behind walk as needed 8. Topsoil and grass seed What if I have a sprinkler system or underground dog fence by my sidewalk? We ask residents to have sprinkler systems and dog fences marked prior to sidewalk replacement so the contractor can take precautions to avoid them. Please have someone mark them. If you have questions, please contact the City. Whom should I contact if I have questions? Ian Pritchard Engineering Project Inspector ioritchard Ca)dublin.oh.us office 614.410.4639 mobile 614.496.5604 FREQUENTLY ASKED QUESTIONS Jeff Myers Assistant Forester How will I be affected during the repair process? imvers(a)dublin.oh.us office 614.410.4700 During sidewalk replacement, access to your sidewalk, street and sometimes your driveway may be obstructed during construction hours. It will be a construction site for up to two weeks, but all efforts will be made to minimize inconvenience, noise and dirt. The City does not plan to disturb your private property. However, if any damage does occur to your lawn, it will be repaired. The City appreciates the property owner's cooperation in watering newly seeded areas. Please notify your lawn services of any newly seeded areas on your property. What about City services during the repair process? There will be no changes in your emergency services. There will be no changes in your refuse pick-up. All lawn waste, garbage and recyclable collection will continue according to their normal pick-up schedules. What has the City done to keep debris and noise to a minimum? Construction projects can create noise, dust or other disruptions. To minimize these problems, the City will restrict hours of project work. Normal construction hours are 7 a.m. - 7 p.m.