Title
Resolution to Extend the Construction Contract with Strawser Construction Inc. (ITB No. 4630, $1,985,000.00) for the FY2022 Street Preventative Maintenance Project, and to Appropriate $759,644.00 from the Major Street Fund, $853,970 from the Local Street Fund and $670,000.00 from the Street, Bridge, and Sidewalk Millage Fund (8 Votes Required)
Memorandum
As background, the City awarded Strawser Construction Inc. (“Strawser”) a construction contract for the FY2021 Street Preventative Maintenance Project. That contract allowed for a one-year extension by mutual agreement.
Accordingly, attached for your approval is a resolution to authorize extension and amendment of Strawser’s contract by $1,985,000.00 for the FY2022 Street Preventative Maintenance Project, which consists of crack sealing, pavement repair patching and surface treatment applications on various major and minor/local city streets.
This Project will include micro-surfacing and cape-sealing pavement preservation applications on approximately 7 major and 24 local streets (see attached list and maps). The Project’s schedule anticipates construction beginning on or after July 1, 2021 with the majority of work being completed during the 2021 construction season, with any remaining work being completed by June 30, 2022. Strawser will provide an exact schedule for each street, as required, to coordinate with planned City and other area construction projects, events such as U of M home football games, in-session school days, and applicable holiday periods.
Like the current contract, the proposed extension amendment will be a unit price contract. Actual construction quantities may vary. This arrangement allows for removal, addition and substitution of streets as appropriate. Depletion of available funds prior to the completion of all the streets on the list will result in termination the construction contract and deferral of the balance of the streets to a future surface treatments project. Conversely, the City may add additional streets if the available budget allows.
Based on its performance with current and previous projects, City staff recommends extending this contract to Strawser for one additional year.
Budget/Fiscal Impact: The current Capital Improvements Plan (“CIP”) includes the Annual Capital Street Maintenance Program (TR-SC-15-02). This program coupled with the Annual Street Resurfacing Program are vital to the continued improvement of the City’s street network. This work is included in the approved FY2022 Major Street Fund and Local Street Fund operations and maintenance budgets, and the approved Street, Bridge, and Sidewalk Millage Fund capital budget, and is essential toward achieving the long-term goals established for the City’s pavement asset management plan. The project will have no additional operational impacts.
The estimated total cost for this project is $2,283,614.00 and includes estimated revenue from the following sources:
|
Revenue Source |
Amount |
|
Major Street Fund |
$ 759,644.00 |
|
Local Street Fund |
$ 853,970.00 |
|
Street, Bridge, and Sidewalk Millage Fund |
$ 670,000.00 |
|
Total |
$2,283,614.00 |
Appropriations are necessary to allocate the major funding sources to establish a FY2022 Street Preventative Maintenance Project budget.
Maintenance of Traffic
On major streets, the contract requires maintaining one-way traffic at a minimum. The contractor will utilize temporary detours, lane closures with traffic shifts, and at certain times flag control to perform its work. It will utilize temporary short-term street closures (one day or less) to accomplish the work on local streets. For all the streets, the contract requires maintaining access to driveways and side streets during construction although short-term restricted access will be necessary. The contractor, at the staff’s direction, will utilize message boards to notify drivers of upcoming construction and related traffic delays.
Public Outreach
The Contractor, working with staff, will provide advance construction notice to residents and business owners affected by this project. The City will notify the public of any temporary traffic control impacts on major streets.
Strawser complies with the requirements of the City’s Non-Discrimination and Living Wage ordinances.
Staff
Prepared by: Nicholas Hutchinson, P.E., City Engineer
Reviewed by: Craig Hupy, Public Services Area Administrator
Approved by: Tom Crawford, City Administrator
Body
Whereas, The City solicited and received competitive bids for the FY2021 Street Preventative Maintenance Project;
Whereas, Strawser Construction Inc. (“Strawser”) was the low responsive bidder;
Whereas, The City awarded the Project construction contract to Strawser;
Whereas, The Strawser contract allowed for a one-year amendment and extension for FY2022;
Whereas, The current contract sets forth the services to be performed and the payments to be made along with other terms and conditions, all of which are agreeable to the City;
Whereas, Strawser Construction, Inc. performed past preventative maintenance work to the satisfaction of the City;
Whereas, The FY2022 Street Preventative Maintenance Project is critical to improving and maintaining City streets and achieving the goals of the City’s pavement asset management program;
Whereas, The FY2022 Street Preventative Maintenance Project includes the application of micro-surfacing and/or cape sealing surface treatments on approximately 7 major streets and 24 local streets;
Whereas, The City of Ann Arbor’s proposed FY2022 Capital Budget includes the Annual Capital Street Maintenance Program;
Whereas, Funds are available from the respectively approved FY2022 Major Street Fund and Local Street Fund operations and maintenance budgets and from the approved Street, Bridge, and Sidewalk Millage Fund capital budget; and
Whereas, Strawser Construction Inc. complies with the City’s Non-Discrimination and Living Wage Ordinances;
RESOLVED, That City Council approve a contract amendment extension with Strawser Construction Inc. in the amount of $1,985,000.00 for the construction of the FY2022 Street Preventative Maintenance Project;
RESOLVED, That the Project expenditure and revenue budget total $2,283,614.00, of which the sources of funding being transfers from the Major Street Fund Operations and Maintenance Budget ($759,644.00), the Local Street Fund Operations and Maintenance Budget ($853,970.00) and the Street, Bridge, and Sidewalk Millage Fund Budget ($670,000.00);
RESOLVED, That the established project budget be available without regard to fiscal year;
RESOLVED, That the Mayor and City Clerk be authorized and directed to execute said contract after approval as to form by the City Attorney and approval as to substance by the City Administrator;
RESOLVED, That a contingency amount of $198,500.00 be established within the project budget and that the City Administrator be authorized to approve additional change orders to the construction contract with Strawser Construction, Inc., not to exceed $198,500.00 in order to satisfactorily complete this project; and
RESOLVED, That the City Administrator be authorized to take necessary administrative actions to implement this project, including issuing Traffic Control Orders for the streets included in the FY2022 Street Preventative Maintenance Project, including parking prohibitions as needed in excess of one (1) block and/or ninety (90) days.