Agenda - Council - 07/25/2023 - Laserfiche WebLink

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patching, and approximately 20.8 miles of City streets are identified in Figure 2 as needing spray patching. Some overlap exists between the figures since some streets will require both deep pothole patching and spray patching. These figures were used to develop Pavement Maintenance Project #23-16 intended to help hold these streets together until they receive reconstruction or overlay improvements per the current Pavement Management Program (PMP) or until they can be added to the PMP in the future. On June 8, 2023, a total of two (2) bids were received, opened, and tabulated for Pavement Maintenance Project #23-16 but only one (1) bid was found to comply with the approved plans and specifications and advertisement for bids. This bid was submitted by Asphalt Surface Technologies Corp. in the amount of $2,418,600.00. After bids were opened the low bidder indicated their interpretation of the contract documents resulted in a bid that was higher than intended. Upon discussing this with the City Council, the bid was rejected and staff was directed to split Project #23-16 into two separate projects with one project including only deep pothole patching and one project including only spray patching. Staff then prepared new contract documents and advertised bids the following day for the two new projects designated as Street Maintenance Project #23-21, Deep Pothole Patching Contracted Services, and Street Maintenance Project #23-22, Spray Patching Contracted Services. On July 11, 2023, the City Council adopted Resolution #23-154 awarding a construction contract for Street Maintenance Project #23-21, 2023 Deep Pothole Patching Contracted Services However, the City Council rejected bids for Street Maintenance Project #23-22, Spray Patching Contracted Services and directed the City Engineer to return with a new plan for enlisting contracted services to patch any remaining streets previously proposed to be patched in 2023 but that were not previously patched by staff or using contracted services, and that are not proposed to be patched by staff or using contracted services in 2023. Attached is a map of all the streets proposed to be spray patched by contracted services in 2023. This map will be included in the Request for Quotes and contractors will be asked to provide a lump sum quote to spray patch these streets, which are highlighted in red on the map. Also attached is a map showing all streets that either have or are proposed to receive pavement patching in 2023 by City forces and contracted services. Streets previously patched by City staff are shown in purple, while streets that are still proposed to be patched by City staff are shown in yellow. Streets previously patched by contracted services are shown in blue, while streets that are still proposed to be patched by contracted services are shown in orange. Streets highlighted in red are again those streets proposed to be spray patched as part of this project. Notification: Not required for this case. Funding Source: The adopted 2023 budget included $375,000 to temporarily repair the bituminous pavement on numerous public street segments in support of the City's Pavement Management Program, with another $375,000 reserved for temporary pavement repairs in 2024. These funds have been fully expended on other pavement patching projects in 2023. Other potential funding sources include the Public Improvement Revolving (PIR) Fund, the Pavement Management fund, and/or Municipal State Aid (MSA) Funds, as applicable. Staff will provide a detailed funding recommendation when quotes are presented on August 8th. Recommendation: Staff recommends soliciting quotes for this project. Action: Adopt Resolution #23-167 authorizing solicitation of Requests for Quotes for Pavement Maintenance Project #23-23, 2023 Spray Patching Contracted Services.