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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 $4,943,488.00 and authorizing the City Manager to enter into a contract with Strawser Paving Company, Inc. for this project. 0 1 CKR RICKR — A- 61 p MIT HE .6 ..- ..uu— u— ..�.- ...... —.. 6 OtiE« 1 25 SUM ITVIE D '-..r 3 27 2 r� —•a 0 9 28 i ARD RD . -..i iz F o ° POST RD U P ERI METE R 1 30 , i sw 1 i �y SHIER -RINGS D •3 iF g RD A' A z. RING RD '. A. '- RD 1 JTT1 -E V - LEGEND —. 1 Bikswa Maln1enance antl Connections 2014 Street Maintenance Program SHARED -USE PATH AND PARKING LOT IMPROVEMENTS 25. Amberleigh Path 30. Coffman Park Drive Path 26. Borge Way Path 31. Heather Glen Path 27. Brandon Park Path 32. Avery Road Park Parking Lot 28. Dublinshire Drive Path 33. Old Town Center I f Franklin Street 29. Dublinshire Greenspace Path Parking Lot (Repair) Cityof Dublin 4/25/201 Cityof Dublin 2014 Street Maintenance Program STREET IMPROVEMENTS 1. Din Eidyn Drive (Patch) 10. Coventry Woods Drive 15. Wilcox Road 17. Bradenton Avenue 2. Avery Road Coventry Woods Court 16. Heather Glen Blvd. 0 ._ GucK 1 3. Turin Hill Court S. Chatelaine Drive Scotsman Court 19. Belfield Drive 4. Gailes Court Chaddington Drive Bridle Path Lane Heather Glen Court S. Klbannan Court Roycroft Court 3 `O Bridle Path Court . Penneyroyal Place Northcliff Blvd. 20. McKtrick Road 7 Rosegate Place Ashleylynn Court MITC q,..1.� Leven Links Court E./W. 6 Haddington Shire Lane 22. ...... 8. Kentigern Place Drive Winchell Court Oldenburgh Way 23. US 33 / SR 161 Kentigern Court N. 11. Tullymore Drive Haddler Drive 24. Riverside Drive / SR 257 Kentigern Court S. 12. Wexford Woods Drive Haddler Court ti « Greenside Drive 13. Wellington Court Gaelic Court SU 1T VIE D 9. Crosshaven Lane � Scherers Place Scotia Court La !_ 24 9 RD ARD RD of 11 13•x: e 10 e ao F 1 s ' 1 0 P ST RD ° AERIMEr n 3 OW 1 SHIER - R INGS D 0 15 16 0 w g ER -TEMP 17 A A ° 19; • \._ j RING RD w. _nom 1 ° 1$ ,. LEGEND .aoia Plannetl So-eeumm menu 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 $1,600,000 (with the exception of the Sawmill Road resurfacing) in street maintenance in 2014 to address the immediate repair and preservation needs of the City's transportation infrastructure. The 2014 Street Maintenance Program is scheduled for bid advertising beginning on April 8, 2014 with a bid opening date of Tuesday, April 22, 2014. Staff intends to present a bid acceptance resolution for the 2014 Street Maintenance Program to City Council for consideration at their April 28, 2014 meeting. Cilyof Dublin 1. Din Eidyn Drive (Patch) 2. Avery Road 3. Turin Hill Court S. 4. Galles Court 5. Klbannan Court 6. Memorial Drive 7. Knrosss Court Leven Links Court E. 8. Kentigern Place Drive Kentigern Court N. Kentigern Court S. Greenside Drive 9. Crosshaven lane 2014 Street Maintenance Program 2014 PLANNED STREET IMPROVEMENTS 10. Coventry Woods Drive 15. Wilcox Road 0 Coventry Woods Court 16. Heather Glen Blvd. 18. Tuttle Road Chatelaine Drive Scotsman Court 0 ..i Chaddington Drive Heather Glen Court Bridle Path Lane Roycroft Court v T••_............0 Northcliff Blvd. Penneyroyal Place Rosegate Place 4 2014 ADDITK Rosegate Court Haddington Shire Lane STREET IMPRO\ Winchell Court 3 `O 11. . Haddler Drive 12. Wexford Woods Drive Haddler Court 21. Tara Hill Driv 7 Wellington Court Gaelic Court 22. Post Road 14. Scherers Place Scotia Court 23. US 33 / SR 1 ti E« A SU JITVIE RD � A � Z•_..GY E 9 tl RD ARD RD � i 11 13 "•a "- � ..me.Y e a 10 e' o ! 1 LL 1 g P ST RD n s a 9 s a iW a �y SHIER-RINGS D � v; 14 0 15 16 F _ -; o w E -TEMP 1 7 A A O 19; • \.Mr1 RING RD •,�; •� -••r; 10/201 EGEND ,. ..••� D 1$ - saolanaairionai so-nnumprnnmm�n�s 2014.' Street lmm mans 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