Agenda - Council - 08/08/2023 - Laserfiche WebLink

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patching (Figure 2). Approximately 19.6 miles of City streets are identified in Figure 1 as needing deep pothole 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 in the amount of $2,418,600. After bids were opened the 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/Public Works Director to return with a reduced scope project to enlist contracted services to spray patch all streets previously proposed to be spray patched in 2023 that were not previously patched by staff or using contracted services, and that are not proposed to be patched by staff or using other contracted services in 2023. Attached is the Request for Quotes prepared by the City Engineer/Public Works Director for the reduced scope 2023 Spray Patching Contracted Services project, designated as Street Maintenance Project #23-23, that includes a map of all streets proposed to be spray patched in 2023, which are highlighted in red. 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 the streets proposed to be spray patched with this project. Notification: Pursuant to City Council Resolution #23-167, staff directly solicited quotes from five (5) contractors that previously demonstrated an ability or interest to perform spray patching on public streets in the City of Ramsey. Observations/Alternatives: Contracting this patching work out will allow Staff to complete other core duties that have been neglected for two or more years, and will allow the pavement on these streets to be repaired as quickly as possible. Funding Source: On August 3, 2023, a total of two (2) quotes were received by 10 AM. Both quotes were found to comply with the Request for Quotes and are tabulated below. Contractor Quote Pavement Resources $ 55,000.00 RCM Specialties, Inc. $ 49,725.00