HomeMy WebLinkAboutResolution 31-14RECORD OF RESOLUTIONS
Dayton Legal Blank, Inc., Form No 30045
31 -14
Resolution No. _ Pa-ssed 20
A RESOLUTION ACCEPTING THE LOWEST AND BEST BID
FOR THE 2014 STREET MAINTENANCE PROGRAM
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 2014 Street Maintenance Program; and
WHEREAS, Council has determined that the bid submitted by Strawser
Paving Company, Inc. 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,
of its elected members concurring, that:
Section 1. The bid submitted by Strawser Paving Company, Inc. in the total
amount of $4,943,488.00 is hereby accepted.
Section 2 . The City Manager is hereby authorized to enter into contract with
Strawser Paving Company, Inc. for performance and completion of the 2014
Street Maintenance Program pursuant to the Advertisement, Proposal and
Contract Documents for said project on file in the office of the City Engineer.
{ Section 3. The Resolution shall take effect and be in force on the earliest
date permitted by law.
Passed this day of ' , 2014.
M or - Presiding cer
ATTEST:
Clerk of Council
Office of the City Manager
5200 Emerald Parkway • Dublin, OH 43017 -1090
City of Dublin Phone: 614 - 410 -4400 • Fax: 614 - 410 -4490
Memo
To: Members of Dublin City Council
From: Marsha Grigsby, City Manager
Date: April 24, 2014
Initiated By: Paul A. Hammersmith, P.E., Director of Engineering /City Engineer
Kenneth B. Richardson, P.E., P.S., Engineering Manager — Design
Re: Resolution No. 31 -14
2014 Street Maintenance Program Bid Acceptance
Summary
On April 22, 2014 five (5) bids were received, publicly opened and read for the 2014 Street Maintenance
Program. The Engineer's estimate is $5,800,000.00. A copy of the 2014 Street Maintenance Program
construction drawings have been placed in the Council Planning Room for your reference and review.
The budgeted funds in the 2014 Capital Improvement Program (CIP) total $5,235,000.00 from the
following accounts: Annual Street Maintenance Program; Annual Infrastructure /Roadside Improvement
Program; Annual Shared -Use Path Maintenance; and Annual Shared -Use Path Connections /Additions;
and Annual Parking Lot Maintenance. Strawser Paving Company, Inc. submitted the lowest and best bid
of $4,943,488.00. Staff has thoroughly reviewed all bids and a summary of the bids is listed below.
Bidder
Bid as Read
Bid as Read
over ( +) or Under ( -)
Engineer's Estimate
Corrected Bid
Strawser Paving Company, Inc.
$4,943,488.00
-14.8%
Shelly and Sands, Inc.
$5,235,556.33
-9.7%
Decker Construction Company
$5,554,265.24
-4.2%
$5,554,240.04
Kokosing Construction Company, Inc.
$5,702,067.44
-1.7%
$5,701,854.84
Columbus Asphalt Paving, Inc.
$5,826,155.15
+0.5%
All work is scheduled to be complete by September 17, 2014.
The partial -depth repairs along deteriorated sections of US 33 /SR 161 from Post Road east to I -270 is
scheduled for night work to minimize the interruptions to traffic and provide the safest environment for
the workers performing the repairs. The base stabilization and resurfacing work on McKitrick Road will
require full closure of the roadway from Hyland -Croy Road to Jerome Road for about three weeks
(access to residences along McKitrick Road will be maintained). All other work will be performed while
maintaining traffic with all efforts being taken to minimize interruptions to motorists, provide access for
emergency services, maintain access to driveways and adjacent streets, and consistently provide a safe
work area for motorists and workers.
Res 31 -14 2014 Street Maintenance Program Bid Acceptance
April 24, 2014
Page 2 of 3
Project Funding
The budgeted funding summary for the 2014 Street Maintenance Program is as follows:
Category
2014 Budget
Additional
Street
Improve ents
Bid Amount
Annual Street Maintenance Program*
$3,500,000.00
$967,199.46
$4,278,475.42
Annual Infrastructure /Roadside Improvement
Program
$300,000.00
$67,680.48
Annual Shared -Use Path Maintenance **
$660,000.00
$401,246.17
Annual Shared -Use Path Connections /Additions
$525,000.00
$8,965.13
Annual Parking Lot Maintenance
$250,000.00
$187,120.80
Total
$5,235,000.00
$4,943,488.00
* Bid Amount for the Annual Street Maintenance Program is $4,278,475.42, which includes
$967,199.46 for additional streets improvements not originally planned for this year's program
(please refer to "'2014 Street Maintenance Program — Summary of Proposed Work" staff report
dated April 10, 2014 previously provided to City Council). The additional streets include: Post
Road; Tara Hill Drive; McKitrick Road; US 33 /SR 161; and Riverside Drive.
** Total budgeted amount for this category is $735,000.00. Parks and Open Space was allocated
$75,000.00 for shared -use path maintenance with $660,000.00 remaining for the Street
Maintenance Program.
Items Included
Along with the additional streets previously mentioned, the program this,year includes resurfacing
on several City streets as depicted on the attached City map. The streets to be improved are as
follows:
Din Eidyn Drive (patch)
Avery Road
Turin Hill Court S.
Gailes Court
Kilbannan Court
Memorial Drive
Kinrosss Court
Leven Links Court E.
Leven Links Court W. (Partial)
Kentigern Place Drive
Kentigern Court N.
Kentigern Court S.
Greenside Drive
Crosshaven Lane
Coventry Woods Drive
Coventry Woods Court
Chatelaine Drive
Chaddington Drive
Roycroft Court
Penneyroyal Place
Rosegate Place
Rosegate Court
Winchell Court
Tullymore Drive (Repairs)
Wexford Woods Drive
Wellington Court
Scherers Place
Wilcox Road
Heather Glen Blvd.
Scotsman Court
Heather Glen Court
Northdiff Blvd.
Ashleylynn Court
Haddington Shire Lane
Res 31 -14 2014 Street Maintenance Program Bid Acceptance
April 24, 2014
Page 3 of 3
Oldenburgh Way
Bradenton Avenue
Haddler Drive
Tuttle Road
Haddler Court
Belfield Drive
Gaelic Court
Bridle Path Lane
Scotia Court
Bridle Path Court
The shared -use paths and parking lots to be improved in 2014 are as follows:
Amberleigh Path (along Dublin Road)
Borge Way Path
Brandon Park Path
Dublinshire Drive Path
Dublinshire Greenspace Path
Coffman Park Drive Bikepath
Heather Glen Park Bikepath
Avery Road Park Parking Lot (north lot)
Old Town Center / Franklin Street
Parking Lot (Repair)
Communications 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 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 in 2010
gives current construction schedule information. This website is listed on the signs posted
in advance of construction activities and in the brochure placed on mail boxes. The
website is www.dublin.oh.uslengineering
• 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 Strawser Paving Company, Inc. bid. Previous experience with
Strawser Paving Company, Inc. has been favorable, including these recent projects: 2012 and
2013 Street Maintenance Programs; Martin Road Shared -Use Path; and Glick Road Shared -Use
Path, Section 2.
Staff recommends approval of Resolution No. 31 -14 accepting the lowest and best bid of Strawser
Paving Company, Inc. in the amount of $4,943,488.00 and authorizing the City Manager to enter
into a contract with Strawser Paving Company, Inc. for this project.
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Bikswa Maln1enance antl Connections
2014 Street Maintenance Program
SHARED -USE PATH AND PARKING LOT
IMPROVEMENTS
25. Amberleigh Path 30. Coffman Park Drive Path
26. Borge Way Path 31. Heather Glen Path
27. Brandon Park Path 32. Avery Road Park Parking Lot
28. Dublinshire Drive Path 33. Old Town Center I f Franklin Street
29. Dublinshire Greenspace Path Parking Lot (Repair)
Cityof Dublin
4/25/201
Cityof Dublin
2014 Street Maintenance Program
STREET IMPROVEMENTS
1. Din Eidyn Drive (Patch)
10.
Coventry Woods Drive
15. Wilcox Road
17.
Bradenton Avenue
2. Avery Road
Coventry Woods Court
16. Heather Glen Blvd.
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3. Turin Hill Court S.
Chatelaine Drive
Scotsman Court
19.
Belfield Drive
4. Gailes Court
Chaddington Drive
Bridle Path Lane
Heather Glen Court
S. Klbannan Court
Roycroft Court
3
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Bridle Path Court
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Penneyroyal Place
Northcliff Blvd.
20.
McKtrick Road
7
Rosegate Place
Ashleylynn Court
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Leven Links Court E./W.
6
Haddington Shire Lane
22.
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8. Kentigern Place Drive
Winchell Court
Oldenburgh Way
23.
US 33 / SR 161
Kentigern Court N.
11.
Tullymore Drive
Haddler Drive
24.
Riverside Drive / SR 257
Kentigern Court S.
12.
Wexford Woods Drive
Haddler Court
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Greenside Drive
13.
Wellington Court
Gaelic Court
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9. Crosshaven Lane
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Scherers Place
Scotia Court
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Cityof Dublin
2014 Street Maintenance Program
STREET IMPROVEMENTS
1. Din Eidyn Drive (Patch)
10.
Coventry Woods Drive
15. Wilcox Road
17.
Bradenton Avenue
2. Avery Road
Coventry Woods Court
16. Heather Glen Blvd.
18.
Tuttle Road
3. Turin Hill Court S.
Chatelaine Drive
Scotsman Court
19.
Belfield Drive
4. Gailes Court
Chaddington Drive
Bridle Path Lane
Heather Glen Court
S. Klbannan Court
Roycroft Court
Bridle Path Court
6. Memorial Drive
Penneyroyal Place
Northcliff Blvd.
20.
McKtrick Road
7. Knrosss Court
Rosegate Place
Ashleylynn Court
21.
Tara Hill Drive
Leven Links Court E./W.
Rosegate Court
Haddington Shire Lane
22.
Post Road
8. Kentigern Place Drive
Winchell Court
Oldenburgh Way
23.
US 33 / SR 161
Kentigern Court N.
11.
Tullymore Drive
Haddler Drive
24.
Riverside Drive / SR 257
Kentigern Court S.
12.
Wexford Woods Drive
Haddler Court
Greenside Drive
13.
Wellington Court
Gaelic Court
9. Crosshaven Lane
14.
Scherers Place
Scotia Court
Dublin City Council
Dear Resident...
In the City of Dublin we're improving the way you
live and work. Respondents to the Community
Survey listed roadwork and traffic improvement as
one of their top goals for Dublin. Now we're acting.
In fact, this year your street has been selected as
one of the streets in the City of Dublin to be
resurfaced. This brochure should help prepare you
for the
process.
During resurfacing you can expect any of the
following actions:
1. Removal of all or part of the existing asphalt
surface.
2. Replacement of deteriorated curbs.
3. Repair of storm drainage inlets.
4. Replacement of existing asphalt pavement with
a new asphalt surface.
S. Restoration of tree lawns behind the new curb
with topsoil and seed.
6. Restoration of driveway aprons to original or
better condition as required by grade changes.
7. Installation of new ADA accessible sidewalk
ramps where existing sidewalk is located at the
street intersections.
If you have any concerns throughout the process
visit www.dublin.oh.us /engineering or call 614 -410-
4625, or e -mail dlee @dublin.oh.us. We will be
working diligently to restore your street as soon as
possible.
Sincerely,
Darren Lee, P.E.
Civil Engineer II
City of Dublin
At -Large Council Members
Mayor Michael H. Keenan
Vice Mayor Richard S. Gerber
Marilee Chinnici - Zuercher
Ward Council Members
Timothy A. Lecklider
Amy J. Salay
Greg Peterson
John G. Reiner
City Manager
Marsha Grigsby
City of Dublin
Engineering
5800 Shier Rings Road
Dublin, Ohio 43016
phone 614.410.4600
www.dublinohiousa.gov
2014
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 May 5, 2014, and is scheduled
to continue through the end of September 2014.
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
website: www.dublin.oh.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
obstructed during construction hours. We do not plan
to come in contact with 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 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 a lot of activity,
and others you notice very little. Please do not be
alarmed if nothing is happening on a particular day.
The contractor will be working on several streets
throughout Dublin. Rest assured that once
construction begins on your street, it will be
completed in a timely manner.
What if I have a sprinkler system or
underground dog fence by my curb?
If you have a sprinkler system or electric dog fence
immediately behind the curb, please notify Jeremy
Cooper, at 6144104634, or jcooper @dublin.oh.us,
as soon as possible. He will notify the contractor of its
existence so that extra care can be taken during the
curb removal. Should the contractor damage your
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
disruptions. To minimize these problems, the City will
restrict hours of construction work. Normal
construction hours are 7 a.m. - 7 p.m. The contractor
will also use dust retardants to minimize dust particles
What about other City services?
There will be no changes in your emergency services.
The police and fire departments will be notified of all
traffic restrictions. 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 work will start at 7 a.m., and will last for
approximately ten hours each day. For the 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 give you access to your driveway within
seven days after the old curb is removed. Once the
new curb is poured we ask that you allow five days
for it to cure before you drive on it.
What if I need more information?
For more information, such as daily progress of
construction or to submit a repair request or service
follow up, visit www.dublin.oh.us /engineering.
in the air, cleaning up debris regularly, and restoring
any damage to preconstruction condition.
Office of the City Manager
5200 Emerald Parkway • Dublin, OH 43017 -1090
City of Dublin Phone: 614 - 410 -4400 • Fax: 614 - 410 -4490
To: Members of Dublin City Council
From: Marsha I. Grigsby, City Manager Yr-
Date: April 10, 2014
Initiated By: Paul A. Hammersmith, P.E., Director of Engineering /City Engineer
Kenneth B. Richardson, P.E., P.S., Engineering Manager — Design
Memo
Re: 2014 Street Maintenance Program — Summary of Proposed Work
Summary
The 2014 Capital Improvements Tax Fund provides $3,500,000 for the annual Street Maintenance
Program (AT1401). Typically, the program consists of replacement of deteriorated concrete curb and
gutter, street base stabilization, milling of deteriorated pavement surfaces and placement of new
asphalt pavement. The factors used to select streets for inclusion in this year's program are:
- existing pavement condition index (PCI);
- type and severity of deterioration, average daily traffic;
- functional classification of the street; and
- expected economy of grouping streets by location to gain contractor efficiency and
minimizing neighborhood disruptions.
The Street Maintenance Program as planned for this year includes the streets shown on the attached
exhibit, " "2014 Planned Street Improvements ".
Presently, the estimated cost of the program as planned is $3,855,000, which results in the program
being $355,000 over budget. Many streets planned for maintenance this year were more closely
evaluated over the winter and found to require a higher percentage of total curb and gutter
replacement than originally estimated last year. This contributes to the shortfall between estimated
costs and budgeted funds. Additionally, several streets in the program were deferred from the 2013
Annual Street Maintenance Program to align last year's program with the budgeted funds.
While re- evaluating streets for the 2014 program, it was discovered that four additional
streets /roadways have suffered accelerated deterioration over this past winter and are in need of
immediate repairs. These streets were not originally planned for this year's program. These four
roadways are shown on the attached exhibit as, °2014 Additional Street Improvements" and are listed
below with their corresponding estimated costs for repair:
• Post Road (Perimeter Drive to Avery- Muirfield Drive) — mill and resurface: $125,000
• Tara Hill Drive (Muirfield Drive to Ernest Way) — full -depth patching: $100,000
• McKitrick Road (Hyland -Croy Road to Jerome Road) — stabilization and resurface: $340,000
• US 33 /SR 161 (Post Road to I -270) — partial -depth repairs: $480,000
The total for these proposed repairs is $1,045,000.
2014 Street Maintenance Program — Summary of Proposed Work
April 10, 2014
Page 2
The section of US 33 /SR 161 from Post Road east to I -270 has continued to deteriorate over the past
several years, especially the westbound lanes between Post Road and Avery-Muir field Drive. In
accordance with the State of Ohio Roadway Infrastructure Maintenance Responsibility Manual (dated
December 2012), the City of Dublin (Dublin) is responsible for pavement maintenance on US and state
routes located within City corporate limits. Dublin Division of Streets and Utilities staff has been
patching this section of freeway; however, the present deterioration is beyond patching, and the
integrity of the roadway is being affected. Therefore, the repair of this portion of the freeway needs to
be included in this year's program.
Ohio Department of Transportation District 6 staff has indicated the section of the freeway between
Post Road and Avery- Muirfield Drive is programmed for resurfacing next year (2015) through their
Urban Resurfacing Program. The section from Avery-Muir field Drive to I -270 will be resurfaced as part
of the improvement of the I- 270 /US 33 /SR 161 Interchange improvement project (2016), including the
ramps at the Avery- Muirfield /US 33 /SR 161 Interchange. In preparation for this work and to correct
the existing roadway deterioration, partial -depth asphalt pavement repairs are proposed to be included
in the City's 2014 Annual Street Maintenance Program. Funding for this work will be through an
advance to the State Highway Fund from the Capital Improvement Tax Fund with reimbursement for
the advance expected in the future.
Along the west side of Sawmill Road, from of I -270 south to Village Parkway, the two outside
southbound lanes are located within the Dublin corporate limits. As a result, Dublin is responsible for
the pavement maintenance on this portion of Sawmill Road. The entire segment of Sawmill Road
south of I -270 has severely deteriorated over this past winter, and the pavement is in need of repair
this year. Staff has been informed that the City of Columbus (Columbus) intends to repair and
resurface their portion of Sawmill Road that is adjacent to the Dublin section this summer. In the
interest of mutual cooperation and efficiency, Dublin Engineering staff has discussed the street
condition with Columbus staff and has requested the Dublin section of Sawmill Road be included in the
Columbus contract. Once the cost of the work is determined, Dublin will advance Columbus the funds
necessary to perform the Dublin work and, if necessary, will secure supplemental funding for this work
through an appropriation ordinance presented to City Council at a future meeting.
As estimated, the total for the planned street maintenance program and the four proposed additional
streets (which includes the repairs on US 33 /SR 161) is currently at $4,900,000, which is $1,400,000
over the $3,500,000 budgeted in 2014 for the annual Street Maintenance Program. Additionally, staff
intends to aggressively pursue a contractual crack sealing program this summer at an estimated cost of
$200,000. Crack sealing prevents the intrusion of water and incompressible material into pavement
surface cracks and reinforces the adjacent pavement, thus extending the life of existing pavements.
Funds for crack sealing will also be from those budgeted for annual street maintenance.
Recommendation
Staff recommends performing up to an additional $1,600,000 (with the exception of the Sawmill Road
resurfacing) in street maintenance in 2014 to address the immediate repair and preservation needs of
the City's transportation infrastructure. The 2014 Street Maintenance Program is scheduled for bid
advertising beginning on April 8, 2014 with a bid opening date of Tuesday, April 22, 2014. Staff
intends to present a bid acceptance resolution for the 2014 Street Maintenance Program to City Council
for consideration at their April 28, 2014 meeting.
Cilyof Dublin
1. Din Eidyn Drive (Patch)
2. Avery Road
3. Turin Hill Court S.
4. Galles Court
5. Klbannan Court
6. Memorial Drive
7. Knrosss Court
Leven Links Court E.
8. Kentigern Place Drive
Kentigern Court N.
Kentigern Court S.
Greenside Drive
9. Crosshaven lane
2014 Street Maintenance Program
2014 PLANNED STREET IMPROVEMENTS
10.
Coventry Woods Drive
15. Wilcox Road
0
Coventry Woods Court
16. Heather Glen Blvd.
18. Tuttle Road
Chatelaine Drive
Scotsman Court
0
..i
Chaddington Drive
Heather Glen Court
Bridle Path Lane
Roycroft Court
v
T••_............0
Northcliff Blvd.
Penneyroyal Place
Rosegate Place
4
2014 ADDITK
Rosegate Court
Haddington Shire Lane
STREET IMPRO\
Winchell Court
3
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11.
.
Haddler Drive
12.
Wexford Woods Drive
Haddler Court
21. Tara Hill Driv
7
Wellington Court
Gaelic Court
22. Post Road
14.
Scherers Place
Scotia Court
23. US 33 / SR 1
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Cilyof Dublin
1. Din Eidyn Drive (Patch)
2. Avery Road
3. Turin Hill Court S.
4. Galles Court
5. Klbannan Court
6. Memorial Drive
7. Knrosss Court
Leven Links Court E.
8. Kentigern Place Drive
Kentigern Court N.
Kentigern Court S.
Greenside Drive
9. Crosshaven lane
2014 Street Maintenance Program
2014 PLANNED STREET IMPROVEMENTS
10.
Coventry Woods Drive
15. Wilcox Road
17. Bradenton Avenue
Coventry Woods Court
16. Heather Glen Blvd.
18. Tuttle Road
Chatelaine Drive
Scotsman Court
19. Belfield Drive
Chaddington Drive
Heather Glen Court
Bridle Path Lane
Roycroft Court
Bridle Path Court
Northcliff Blvd.
Penneyroyal Place
Rosegate Place
Ashleylynn Court
2014 ADDITK
Rosegate Court
Haddington Shire Lane
STREET IMPRO\
Winchell Court
Oldenburgh Way
20. McKitrick Rce
11.
Tullymore Drive
Haddler Drive
12.
Wexford Woods Drive
Haddler Court
21. Tara Hill Driv
13.
Wellington Court
Gaelic Court
22. Post Road
14.
Scherers Place
Scotia Court
23. US 33 / SR 1