Resolution 31-11RECORD OF RESOLUTIONS
Daylan Legal Blank, Ix., Foam No, 30095
Resolution No
31 -11
Passed 20
A RESOLUTION ACCEPTING THE LOWEST AND
BEST BID FOR THE 2011 STREET MAINTENANCE
PROGRAM PROJECT— PHASE 2
WHEREAS, formal advertising and competitive bidding procedures have been
conducted, pursuant to Section 8.04 of the Dublin Charter and Chapter 37 of the
Dublin Code for the 2011 Street Maintenance Program - Phase 2 project; and
WHEREAS, Council has determined that the bid submitted by Strawser Paving
Company, Inc. constitutes the lowest and best bid received for the project; 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 Strawser Paving Company, Inc. in the total amount
of $855,749.51 is hereby accepted.
Section 2 . The City Manager is hereby authorized to enter into contracts with
Strawser Paving Company, Inc. for performance and completion of the 2011 Street
Maintenance Program - Phase 2 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 and be in force on the earliest date
permitted by law.
Passed this G-fA day of 2011.
;i %� J ►�J ' •• %�i
Mayor - Pr, II _ O fficer
ATTEST:
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
To: Members of Dublin City Council
From: Marsha I. Grigsby, City Manager ��
Date: July 1, 2011
Initiated By: Paul A. Hammersmith, P.E., Director of Engineering/City Engineer
Kenneth B. Richardson, P.E.,P.S., Engineering Manager - Design
Memo
Re: Resolution No. 31 -11— Bid Acceptance - 2011 Street Maintenance Program—
Phase 2
Background
On June 23, 2011 four (4) bids were received, publicly opened and read for the 2011 Street
Maintenance Program — Phase 2 project. The Engineer's estimate was $850,000.00. A copy of the
2011 Street Maintenance Program - Phase 2 construction drawings have been placed in the Council
Planning Room for your reference and review.
Strawser Paving Company, Inc. submitted the lowest and best bid of $855,749.51. 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 ( -) Engineer's Estimate
Strawser Paving Company, Inc.
$855,749.51 +0.7%
Chemcote, Inc.
$875,552.53 +3.0% $874,292.53
Decker Construction Company
$930,163.00 +9.4% $930,531.00
Columbus Asphalt Paving, Inc.
$934,472.95 +9.9%
Project Funding
The budgeted funds in the 2011 Capital Improvement Program (CIP) total $965,000 from the
following accounts: Annual Street Maintenance Program; Annual Roadside Improvement
Program; Annual Bikepath Maintenance; Annual Bikepath Connections /Additions; Water Tower
Maintenance; and Additional General Revenue Funds for Bikepath Maintenance. The budgeted
funding summary of the 2011 Street Maintenance Program — Phase 2 is as follows:
Category
2011 Budget Bid Amount
Annual Street Maintenance Program* $200,000.00 $120,947.50
Annual Roadside Improvement Program $85,000.00 $108,690.56
Annual Bikepath Maintenance $350,000.00 $350,000.00
Memo re. Resolution 3 1 -11 — Bid - 2011 Street Maintenance Program —Phase 2
July 1, 2011
Page 2 of 3
Annual Bikepath Connections /Additions $45,000.00 $119,611.59
Water Tower Maintenance $35,000.00 $23,244.25
Additional General Revenue Funds for
Bikepath Maintenance $250,000.00 $133,255.61
Total: $965,000.00 $855,749.51
*$200,000 of the total $3,000,000 budgeted for the 2011 Street Maintenance Program - Phase
1 and Phase 2. The majority of the annual street maintenance budgeted funds are utilized in
Phase 1. The remaining $200,000 in budgeted funds are for Phase 2.
The majority of work in the 2011 Street Maintenance Program — Phase 2 will consist of bikepath
repairs and new bikepath connections. In addition to the bikepath work, three street areas will be
repaired and improved. Phase 2 work areas are depicted in red on the attached City map and listed
below:
Corbins Mill Drive
Eiterman Road
Tullymore Drive Pedestrain Improvements
Avery Road Water Tank Driveway
Stoneridge Lane — Bikepath
Muirfield Drive — Bikepath
Indian Run Meadows Park — Bikepath
Wall Street Pond — Bikepath
Trails End Drive and Summit View Road Bikepath
Brandonway Drive — Bikepath
Hard Road — Bikepath
Asherton of Dublin — Bikepath
The following communication methods are used to communicate construction information to the
residents and motorists throughout the duration of this project:
• Brochures are placed on mail boxes 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 given written notice at
their front door at least 24 hours in advance of the closure. These are distributed by the
contractor.
• 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 are used for construction notification on
arterial and collector streets.
• The City of Dublin Engineering Division street maintenance website, implemented two
years ago, provides current construction schedule information. This website is listed on the
Memo re. Resolution 3 1 -11 — Bid - 2011 Street Maintenance Program —Phase 2
July 1, 2011
Page 3 of 3
signs posted in advance of construction activities and in the brochure placed on mail boxes.
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.
• Staff will communicate with the Civic Associations representing the affected
neighborhoods.
Recommendation
Staff has thoroughly reviewed the Strawser Paving Company, Inc. bid. Previous experience with
Strawser Paving Company, Inc. has been favorable, including these recent projects: 2006, 2007,
2008, 2009 and 2010 Street Maintenance Programs. Therefore, staff recommends approval of
Resolution No. 31 -11, accepting the lowest and best bid of Strawser Paving Company, Inc. in the
amount of $855,749.51 and authorizing the City Manager to enter into a contract with Strawser
Paving Company, Inc. for this project.
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TVP
CITY OF DUBLIN ---" � r l
PREPARED BY THE CITY OF DUBLIN
DEPARTMENT OF DEVELOPMENT / DIVISION OF ENGINEERING
DATE : June 27, 2D11
SCALE: Not To Scale
LOCATIONS
FOR
IMPROVEMENTS
1 Corbins Mill Drive
8
Wall Street Pond — Bikepath
2 Stoneridge Lane — Bikepath
9
Trails End Drive & Summit View Road — Bikepath
3 Eitermon Road
10
Brandonway Drive — Bikepath
4 Tullymore Drive Pedestrian Improvements
11
Hard Road — Bikepath
5 Avery Road Water Tank Dr +vewoy
12
Asherton of Dublin — Bikepath
6 Muirfield Drive — Bikepath
7 Indian Run Meadows Park — Bikepath
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
614 - 410 -4600
614- 761 -6505
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 early June 2011, and Is
scheduled to continue through the end of Septem-
ber 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 avail-
able on the webslte www.dublln. 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, o rjcoo perod ub ll n.o 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 .