HomeMy WebLinkAboutResolution 35-23RECORD OF RESOLUTIONS
GOVERNMENT FORMS & SUPPLIES 844-224-3338 FORM NO. 30045
Resolution No. 35-23 Passed , 20
ACCEPTING THE LOWEST AND BEST BID FOR THE
STREET MAINTENANCE PROGRAM 2023 — PHASE 2 (23-002-CIP)
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 Street Maintenance Program 2023 — Phase 2, 23-002-
CIP; and
WHEREAS, Council has determined that the bid submitted by Kokosing
Construction Company, Inc. on March 23, 2023 constitutes the lowest and
best bid.
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Dublin,
Delaware, Franklin and Union Counties, State of Ohio, ln _ of the elected
members concurring, that:
Section 1. The bid submitted by Kokosing Construction Company, Inc. in
the total amount of $2,889,591.94 is hereby accepted.
Section 2. The City Manager is hereby authorized to enter into contracts
with Kokosing Construction Company, Inc. for the performance and
completion of the Street Maintenance Program 2023 — Phase 2, 23-002-CIP
pursuant to the Advertisement, Proposal and Contract Documents for said
Program 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 Resolution and complete the work for this Program.
Section 4. This Resolution shall take effect upon passage in accordance
with Section 4.04(a) of the Revised Charter.
Passed this 10" day of April, 2023.
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Mayor - Presiding Officer —~
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To: Members of Dublin City Council
From: Megan D. O’Callaghan, P.E., City Manager
Date: April 4, 2023
Initiated By: Robert E. Ranc, Jr., Deputy City Manager
Paul A. Hammersmith, P.E., Director of Engineering/City Engineer
Brian D. Gable, P.E., Deputy Director of Engineering – Design & Construction
Jared A. Groves, P.E., Civil Engineer II
Re: Resolutions 34-23 and 35-23 – Accepting the Lowest and Best Bid for the Street
Maintenance Program 2023 – Phase 1, 23-001-CIP and Phase 2, 23-002-CIP
Summary
On March 8, 2023, three (3) bids were received and publicly opened for the Street Maintenance
Program 2023 – Phase 1 (23-001-CIP). Additionally, on March 23, 2023, three (3) bids were
received and publicly opened for the Street Maintenance Program 2023 – Phase 2 (23-002-CIP).
Both projects in this Program consist of replacing deteriorated concrete curb and gutter, street
base stabilization, milling of deteriorated pavement surfaces, placement of new asphalt pavement
and other associated street maintenance work. Phase 2 of this Program includes a safety related
reconfiguration of the left turn lanes on Avery-Muirfield Drive at the intersections of Perimeter
Drive and Perimeter Loop Road/Hospital Drive aimed at reducing crashes and increasing visibility.
This will maintain the average Pavement Condition Index (PCI) of the City’s roadway network at
83, higher than the City’s overall goal of 75, which is a “good” condition.
Please see the location maps at the end of this memo for the general Program work locations. For
Council’s reference, a copy of the construction drawings can be provided upon request.
The Engineer’s estimates for Phase 1 and Phase 2 of the 2023 Program, including alternates, are
$2,304,000 and $2,611,000, respectively, for a total estimated cost of $4,915,000 for both phases.
The 2023 budgeted funds in the 2023-2027 Capital Improvements Program (CIP) for the Annual
Street Maintenance Program are $5,100,000, and the budgeted funds for the Avery-Muirfield Left
Turn Lane Modifications are $260,000. As a result, the total of the budgeted funds available for the
Program work is $5,360,000.
Strawser Paving Company, Inc. submitted the lowest and best bid of $2,304,953.74 for the Street
Maintenance Program 2023 – Phase 1, which includes bid Alternate 1 and bid Alternate 2. Bid
Alternate 1 includes work on Tayside Circle and Royal Dublin Road, but planned work on Rings
Road that was included in Alternate 1 has been removed from the scope of work for this Program
to better coordinate with the Avery and Rings Road/Cara Road interim intersection improvements.
Bid Alternate 2 includes work on Rings Road between Frantz Road and Dublin Road. Staff has
reviewed all bids, and a summary of the bids received with selected Alternates is listed below.
Office of the City Manager
5555 Perimeter Drive • Dublin, OH 43017-1090
Phone: 614.410.4400 • Fax: 614.410.4490 Memo
Resolutions 34-23 and 35-23 – Accepting the Lowest and Best Bid for the Street Maintenance
Program 2023 – Phase 1, 23-001-CIP and Phase 2, 23-002-CIP
April 4, 2023
Page 2 of 5
Bidder Bid as Read Bid as Read Corrected
Bid Over (+) or Under (-)
Engineer’s Estimate
Strawser Paving Company, Inc. $2,304,953.74 +0.00% N/A
Decker Construction Company $2,532,754.89 +9.93% N/A
Kokosing Construction Company, Inc. $2,551,584.97 +10.75% N/A
Kokosing Construction Company, Inc. submitted the lowest and best bid of $2,889,591.94 for the
Street Maintenance Program 2023 – Phase 2 which includes bid Alternate 1, consisting of work on
Quin Abbey Court and bid Alternate 2, consisting of work on Kilbrittain Lane and the adjacent
courts. Bid Alternate 3 (Shier Rings Service Center South Lot Driveway) and bid Alternate 4 (Shier
Rings Service Center Rear Drive) were not selected as part of the recommended bid and will be
included in the Annual Parking Lot Program in 2024. Staff has reviewed all bids and a summary of
the bids received with selected Alternates is listed below.
Bidder Bid as Read Bid as Read Corrected
Bid Over (+) or Under (-)
Engineer’s Estimate
Kokosing Construction Company, Inc. $2,889,591.94 +10.72% N/A
Decker Construction Company $3,000,728.95 +14.97% N/A
Strawser Paving Company, Inc. $3,062,528.78 +17.34% N/A
Staff has determined the elevated bid prices for the Program are due to market conditions and the
nature of the project work. Elevated market prices for petroleum and construction materials have
led to increased prices for asphalt, concrete, electrical and related bid items. In addition, work in
the Avery-Muirfield Drive corridor is restricted to be performed only at night. The preceding
resulted in higher bid prices, but in reviewing the bids, staff believes the bid prices better reflect
the actual costs to perform the work as compared to the Engineer’s estimates.
The resulting total cost as bid with the selected alternates for both phases of the Program is
$5,194,545.68. While this total cost is greater than the cumulative Engineer’s estimates, it is less
than the total of the budgeted funds available for the Program work.
The work for both phases of the Program is expected to commence in May 2023 and be completed
by October 1, 2023.
Streets included for the Street Maintenance Program 2023 – Phase 1
Phase 1 of the 2023 Program includes resurfacing on City streets as depicted on the included
Location Map. The streets to be improved are as follows: Vintage Lane, Ballantrae Place, Dalmore
Lane, Wilcox Road, Old Wilcox Road, Sanry Rings Lane, Ruth Ann Court, Pirthshire Street,
Pirthshire Court, Angelsea Drive, Sandymount Drive, Grantham Lane, Dalymount Drive,
Castleknock Road, Killiney Lane, Shier Rings Road, Stonewall Court, Bradenton Avenue, Tayside
Circle, Royal Dublin Drive, and Rings Road.
Resolutions 34-23 and 35-23 – Accepting the Lowest and Best Bid for the Street Maintenance
Program 2023 – Phase 1, 23-001-CIP and Phase 2, 23-002-CIP
April 4, 2023
Page 3 of 5
Streets included for the Street Maintenance Program 2023 – Phase 2
Phase 2 of the 2023 Program includes resurfacing on City streets as depicted on the included
Location Map. The streets to be improved are as follows: Corazon Drive, Drury Road, Aston Way,
Townsend Road, Castleforbes Court, Hanover Circle, Greensway Loop, Lombard Way, Camden
Row Road, Ringsent Court, Quin Abbey Court, Kilbrittain Lane, Katesbridge Court, Athy Court,
Crosshaven Lane, Kingscote Court, Old Prose Court, Stein Court, Gullway Bay Drive, McGinty
Court, Hospital Drive, Dublin Methodist Lane, and Avery-Muirfield Drive.
Maintenance of Traffic
All work will be performed while maintaining traffic, where possible, with efforts being taken to
minimize interruptions to motorists, provide access for emergency services, and maintain access to
driveways and adjacent streets as much as possible, while consistently providing a safe work area
for both motorists and workers. Work in the Avery-Muirfield area will be performed at night to
minimize impacts to traffic throughout the day during business hours.
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.
• Fliers are placed on mailboxes at each residence on affected streets. These are 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 notices are distributed
by the contractor.
• Temporary notification signs are placed along streets at least 24 hours in advance of
upcoming construction work and anticipated construction dates.
• When appropriate, portable message board signs are used for construction notification on
arterial and collector streets.
• The City of Dublin road improvement updates page provides current construction schedule
information. This webpage is listed on the signs posted in advance of construction activities
and in the flier placed on mailboxes. See: www.dublinohiousa.gov/construction.
• 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.
• The City of Dublin social media channels are used to communicate timely construction
updates.
Recommendation
Street Maintenance Program 2023 – Phase 1
Staff has thoroughly reviewed the bid submitted by Strawser Paving Company, Inc. Previous
experience with Strawser Paving Company, Inc. has been favorable, including these recent
projects: 2022 Street Maintenance Program – Phase 1, 2021 Street Maintenance Program – Phases
1 and 2 and 2020 Street Maintenance Program – Phase 1. Staff is confident Strawser Paving
Company, Inc. will perform well on the 2023 Program.
Resolutions 34-23 and 35-23 – Accepting the Lowest and Best Bid for the Street Maintenance
Program 2023 – Phase 1, 23-001-CIP and Phase 2, 23-002-CIP
April 4, 2023
Page 4 of 5
Staff recommends Council approval of Resolution 34-23 accepting as lowest and best the bid of
Strawser Paving Company, Inc. in the amount of $2,304,953.74 and authorizing the City Manager
to enter into a contract with Strawser Paving Company, Inc. for Phase 1 of the 2023 Program.
Street Maintenance Program 2023 – Phase 2
Staff has thoroughly reviewed the bid submitted by Kokosing Construction Company, Inc. Previous
experience with Kokosing Construction Company, Inc. has been favorable, including the 2022
Street Maintenance Program – Phase 2, 2020 Street Maintenance Program – Phase 2, and the
2019 Street Maintenance Program – Phase 1 project. Staff is confident Kokosing Construction
Company, Inc. will perform well on the 2023 Program.
Staff recommends Council approval of Resolution 35-23 accepting as lowest and best the bid of
Kokosing Construction Company, Inc. in the amount of $2,889,591.94 and authorizing the City
Manager to enter into a contract with Kokosing Construction Company, Inc. for Phase 2 of the
2023 Program.
Location Map – Phase 1
Resolutions 34-23 and 35-23 – Accepting the Lowest and Best Bid for the Street Maintenance
Program 2023 – Phase 1, 23-001-CIP and Phase 2, 23-002-CIP
April 4, 2023
Page 5 of 5
Location Map – Phase 2