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Resolution 25-11RECORD OF RESOLUTIONS Blank, Inc_ Fam N .3W 25 -11 Resolution No. 20 Passed A RESOLUTION ACCEPTING THE LOWEST AND BEST BID FOR THE 2011 STREET MAINTENANCE PROGRAM — PHASE 1 PROJECT 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 2011 Street Maintenance Program - Phase 1 project; and WHEREAS, Council has determined that the bid submitted by The Shelly Company 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, (4 of its elected members concurring, that: Section 1. The bid submitted by The Shelly Company in the total amount of $2,909,884.98 is hereby accepted. Section 2 . The City Manager is hereby authorized to enter into contracts with The Shelly Company for performance and completion of the 2011 Street Maintenance Program - Phase 1 project, 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 ` 3 A day of 2011. i ' 7id - ing Officer ATTEST: all r Clerk of Council 1 hereby certify that copies of this Ordinance/ Resolution were posted in the City of Dublin in accordance with Section 4.12(a) of the Revised Charter of the City of Dublin. Deb ty Clerk of Council, Dublin, Ohio CITY OF DUBLIN_ Office of the City Manager 5200 Emerald Parkway • Dublin, OH 43017 -1090 Phone: 614 -410 -4400 • Fax: 614 - 410 -4490 To: Members of Dublin City Council From: Marshal. Grigsby, City Manager Nl�y2r Date: June 9, 2011 Initiated By: Paul A. Hammersmith, P.E., Director of Engineering/City Engineer Kenneth B. Richardson, P.E.,P.S., Engineering Manager - Design Re: Resolution 25 -11 - 2011 Street Maintenance Program —Phase 1 Bid Acceptance Summary of Bids On June 2, 2011, five (5) bids were received, publicly opened and read for the 2011 Street Maintenance Program — Phase 1 project. The Engineer's estimate was $3,000,000.00. A copy of the 2011 Street Maintenance Program - Phase 1 construction drawings have been placed in the Council Planning Room for your reference and review. The Shelly Company submitted the lowest and best bid of $2,909,884.98. Staff has thoroughly reviewed all bids and a summary of the bids is listed below. Bidder Bid as Read Bid as Read Corrected Bid Over(—) or Under(-) Engineers Estimate The Shelly Company $2,909,569.98 -3.0% $2,909,884.98 Kokosing Construction Company, Inc. $2,957,933.60 -1.4% Shelly & Sands, Inc. $3,041,369.60 1.4% Columbus Asphalt Paving, Inc. $3,274,559.50 9. Decker Construction Company $3,299,877.72 10.0% $3,298,657.72 Project Funding The budgeted funds in the 2011 Capital Improvement Program (CIP) total $3,195,000.00 from the following accounts: Annual Street Maintenance Program; Annual Parking Lot Maintenance; Annual Infrastructure Repairs; Annual Stormwater Maintenance; and Emerald Parkway Sharrows. The budgeted funding summary of the 2011 Street Maintenance Program — Phase 1 is as follows: Category Annual Street Maintenance's Annual Parking Lot Maintenance Annual Infrastructure Repairs" Annual Stormwater Maintenance Emerald Parkway Sharrows Total: 2011 Budget $2,800,000.00 $ 100,000.00 $75,000.00 $100,000.00 $120.000.00 $3,195,000.00 Bid Amount 52,342,872.10 $84,833.50 S255,358.88 584,320.00 $142.500.50 S2,909,884.98 Memo re. Resolution 25 -11 - 2011 Street Maintenance Program — Phase 1 June 9, 2011 Page 2 of 3 * $2,800,000 of the total $3,000,000 budgeted for the 2011 Street Maintenance Program, Phase 1 and 2. The majority of the annual street maintenance budgeted funds are directed to Phase 1, while the remaining $200,000 budgeted funds will be for Phase 2. ** replace deteriorated Bomanite stamped concrete with brick pavers. ** $100,000 of the total $300,000 budgeted annually for stormwater maintenance will be directed to the 2011 Street Maintenance Program — Phase I for curb inlet and catch basin repairs. Items Included This year's program includes resurfacing on several City streets, as depicted in red on the attached City map. The streets to be improved are as follows: Emerald Parkway (Perimeter Drive to Dublin Road) Avery- Muirfield Drive Left Turn Lane (south bound at Perimeter Drive) Dublin Center Drive (Tuller Road to Sawmill Road) Coventry Woods Drive (Brand Road to Applecross Drive) Rings Road (Avery Road to Wilcox Road) Monterey Drive, Glen Meadow Court Muirfield Place, Birgham Court Whittingham Drive, Hawick Court North, Hawick Court South, Gavington Court Lytfield Drive, Kingscote Court Locust Hill Lane Thornhill Lane Chamber of Commerce Parking Lot 5800 Building Parking Lot The Bomanite stamped concrete at the Emerald Parkway /Coffman Road/Coffman Park Drive intersection and the Emerald Parkway /Post Road intersection will be removed and replaced with brick pavers over a concrete base, similar to the Frantz Road/Rings Road intersection repair performed in 2010. The parking lots at the Chamber of Commerce building and the 5800 Building will be repaired and resurfaced as part of the Annual Parking Lot Maintenance Program The majority of work in the 2011 Street Maintenance Program — Phase 2 will consist of bikepath repairs and new bikepath connections. Communication with residents and motorists The following communication methods are used to communicate construction information with the residents and motorists throughout the duration of this project: • Brochures are placed on mailboxes at each residence on affected streets (see attached brochure). These brochures are distributed by Dublin Engineering staff. • Residents whose driveways will be closed during construction will be provided written notice at their front door at least 24 hours in advance of the closure. These are distributed by the contractor. Memo re. Resolution 25 -11 - 2011 Street Maintenance Program — Phase 1 June 9, 2011 Page 3 of 3 • Temporary signs are placed along streets at least 24 hours in advance of construction to notify residents and motorists of upcoming construction work and anticipated construction dates. • When appropriate, portable message board signs will be used for construction notification on arterial and collector streets. • The City of Dublin Engineering Division street maintenance website implemented two years ago gives current construction schedule information. This website address is listed on the signs posted in advance of construction activities and in the brochure placed on mailboxes. The website is www.dublin.oh.us /engineering • 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. Recommendation Staff has thoroughly reviewed The Shelly Company bid. Previous experience with The Shelly Company has been favorable, including these recent projects: Post Road/Commerce Parkway Intersection Improvements (2009); Avery Road Widening (2009, between Tuswell Drive and Shier - Rings Road); and the Annual Street Maintenance Programs in 1998 and 1999. Staff therefore recommends approval of Resolution 25 -11, accepting the lowest and best the bid of The Shelly Company in the amount of 52,909,884.98 and authorizing the City Manager to enter into a contract with The Shelly Company for this project. �J 1 w � NP CITY OFD ILUB N PREPARED BY THE cm of Dueu DEPARTMENT OF DEVELOPMENT / DWSION OF ENGINEERING . : Jun. 8, 2011 SCALE: Not To Scale rl LOCATIONS FOR IMPROVEMENTS 1 Emerald Parkway 9 Whittingham Drive 2 Avery— Muirfield Drive, Pavement Repair 10 Hawick Court North / South 3 Dublin Center Drive 11 Gavinton Court 4 Coventry Woods Drive 12 Lytfield Drive, Kingscote Court 5 Rings Road 13 Locust Hill Lane 6 Monterey Drive 14 Thornhill Lane 7 Glen Meadow Court 15 Chamber of Commerce, Parking Lot 8 Birgham Court, Muirfield Place 16 Department of Development, Parking Lot 17 6555 Dublin Center Drive, Drive Entrance Dear Resident, In the City of Dublin we re Improving the way you Ilveand work. Respondents to the CommunitySurvey listed roadwork and traffic Improvement as one of their top goals for Dublin. Now we reacting. In fact, this year your street has been selected as one of the strezts In the City of Dublin to be resurfaced. This brochureshould help prepareyou torthe process. During resurfacing you can expect any of the following aUionr. Removal of all or part ofthe existing asphalt surface Replacement otdeteriorated curbs. Repair of storm drainage Inlets. Replacement of existing asphalt pavementwlth a new asp ha It su rface. Restoration of tree lawns behind the new curb with topsoil and seed. Restoration of driveway aprons to original or better condition as required by g2de changes, Installation of newADA accesslblesldewalk ramps where existing sidewalk Is located at the street Intersections, Ifyou have any concerns throughout the processvisR www.dublln.oh.us /engineering orcall614- 410 -4625, ore -mall dleeGdublln.oh. us.Wewlll beworking dlllgentlyto restore yourstreet as soon as possible. Shncerehy, Darren Lee, P.E. Engineer City of Dublin Dublin City Countil At -Large Council Members Marilee Chinnici- Zuercher Richard 5. Gerber Michael H. Keenan Ward Council Members Cathy A. Boring (Ward 1) Vice Mayor -Amy 1. Salay (Ward 2) John G. Reiner (Ward 3) Mayor - Timothy A. Lecklider (Ward 4) City Manager Marsha Grigsby CITY OF DUBLIN. City of Dublin Engineering 5800 Shier Rings Road Dublin, Ohio 43016 (p) 614 - 410 -4600 (f) 614 - 410 -4699 www.dublin.oh.us City of Dublin 2011 Street Maintenance Program Your street has been selected as one of the streets in the City of Dublin to be resurfaced this year. We hope this brochure answers any questions you may have about the process. When will construction begin on my street? Construction will begin in June 2011, and is sched- uled to continue through the end of September 2011 Scheduling changes make It difficult to determine exactly when construction will start on your street. Signs will be posted once construction Is scheduled to begin. Updates to projects will be available on the webs Ite. www.dubl l n. on us /engineering. How will I be affected during construction? Due to various phases of construction, access to your street and sometimes your driveway may be ob- structed during construction hours. We do not plan to come In contact with your private property. However, if any damage does occur to your lawn (twill be repaired. The City appreciates the property owner's cooperation in watering newly seeded areas. Please notify your lawn services of any seeded areas on your property What happens during construction? There are multiple stages In resurfacing a street, You will notice some large equipment such as Jackhammers, backhoes, concrete saws, front -end loaders and dump trucks hauling construction materials In and hauling excavated materials out There may be days when you notice lot of action, and others you notice very little Please do not be alarmed if nothing Is happening on particular day. The contractor will be working on several streets throughout Dublin and may not be able to spend all his time on your street. Rest assured that once construc- tion begins on your street, it will be completed In a timely manner What if I have a sprinkler system or under- ground dog fence by my curb? If you have sprinkler system orelectrlc dog fence im- mediately behind the curb, please notify Jeremy Cooper, at 614 - 410 -4634, orjcooperadublln . on us, as soon as possible He will notify the contractor of Its existence so that extra care can betaken during the curb removal. Should the contractor damageyour sprinkler system or dog fence after the City Is notified of Its presence, the contractor will repair It to Its original condition as soon as possible Once construction begins In front of your house please test your dog fence before you let your dog out What has the City done to keep debris and noise to a minimum? Construction projects can create noise, dust or other disruptlors, To minimize these problems, the City will restrict hours of construction work. Normal construc- tion hours are 7 a , m. -7 p , m, The contractor wi l l l also use dust retardants to minimize dust particles In the air, cleaning up debris regularly, and restoring any damage to pre - construction condltlon. What if there is an emergency at my home? There will be no changes In your emergency services The police and fire departments will be notified of all construction areas and will have planned emergency routes. Additionally, 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. How long will I be inconvenienced? Construction workwill start at 7 a. m., and will last for approximately ten hours each day, Forthe most part . you will have access to your driveways in the evenings The only time you will not have access to your driveway for an extended time period will be If a new curb Is 'installed. The contractor has been Instructed to glue you access to your driveway within seven days afterthe old curb Is removed. Once the new curb Is poured we ask that you allow four days for It to cure before you drive on it What if I need more information? For more Information, such as dally progress of construction or to submit a repair request or service follow up, visit wviw du bl I n. on us/engineering .