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.
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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 .