Title
Resolution to Award a Construction Contract to Cadillac Asphalt, L.L.C. (Bid No. 3920, $2,797,504.87) for the 2008 Street Resurfacing Project
Memorandum
Attached for your review and approval is a resolution to award a construction contract to Cadillac Asphalt, L.L.C. in the amount of $2,797,504.87 for the 2008 Street Resurfacing Project.
Public Meetings were held on January 10 and January 16, 2008 to introduce the project to local residents and receive feedback from the residents during the design phase of the project. City staff gave a brief presentation about the project, and answered questions from the residents. The discussion focused mainly on the extent of the construction work to be done, what that work would include (sidewalks, drive approaches, etc.), existing drainage problems, effect on trees, schedule, and financing for the project. The residents attending the meetings were generally in favor of the resurfacing of their respective streets.
We have attached the street list, showing the general order in which the streets will be resurfaced. A list of “alternate” streets is also provided. Construction is scheduled to begin April 28, 2008 and to be completed in September 2008.
The Street Resurfacing Project is created as a unit price contract with the understanding that the actual quantities used in construction will vary. Reflecting this flexibility, if any streets on the existing list are removed for any reason, such as conflicts with other projects, need for extensive utility repair, or any other unforeseen circumstances, the streets on the alternate list will be substituted in the approximate order listed. If the funds are depleted prior to the completion of all the streets listed on the attachments, the construction contract will be terminated and the balance of the streets will be deferred to a future Resurfacing Project.
Eleven sets of plans and specifications were distributed to contractors, subcontractors, and suppliers who expressed interest in the project. Three bids were received and opened on February 29, 2008. The lowest responsible bid, in the amount of $2,797,504.87 is approximately $39,817.00 lower than the engineer's estimate of $2,837,322.00. A tabulation of the bids is also attached.
Cadillac Asphalt, L.L.C. received Human Rights approval on March 1, 2008. All employees of Cadillac Asphalt, L.L.C., assigned to work on the project will receive compensation in accordance with the Living Wage Ordinance.
The project will be funded primarily from the Street Resurfacing Millage. Additional funding for the project will come from the FY 2008 Water Utilities - Water, Sanitary System, Storm Water Operations & Maintenance Funds (for replacement of structures and minor utility repairs), FY 2008 Local Street Fund - Traffic Calming Budget (for traffic calming improvements on Traver Street), and the University of Michigan (for the University’s cost-share portion of the resurfacing of Maynard Street and Glen Court).
Staff
Prepared by: Homayoon Pirooz, P.E., Project Management Manager
Reviewed by: Sue F. McCormick, Public Services Administrator
Approved by: Roger W. Fraser, City Administrator
2008 STREET RESURFACING PROJECT SCHEDULE AND CONSTRUCTION LIMITS
GROUP A (April 28 - May 23) LIMITS
W. Ann Street N. Main to N. Fifth Ave.
Maynard Street E. Liberty to E. Jefferson
Glen Court Fuller to U of M Parking Structure
GROUP B (May 27 - June 24)
Linden Street Geddes to S. University
Onondaga Street Geddes to Dorset
Berkshire Road Hill to Vinewood
Martin Place Cambridge to Wells
GROUP C (June 24 - July 21)
Arlington Boulevard Devonshire to Heatherway
Woodside Road Wellingford to Shadford
Shadford Road Harding to Brockman
Medford Road Needham to Manchester
Buckingham Court Buckingham Rd. to Dead End
GROUP D (July 21 - August 29)
N. Fourth Avenue Depot to Kingsley
N. Fifth Avenue Depot to Beakes
W. Summit Street (patches) Brooks to Wildt
Sunset Road Spring to Wildt
Foss Street N. Maple to Fulmer
Kirtland Drive W. Stadium to Glen Leven
GROUP E (August 29 - September 19)
Farmbrook Court Eisenhower Service Drive to Dead End
Baylis Drive Beaconsfield to Stone School
Ward Court Baylis to Dead End
Logan Court Baylis to Dead End
GROUP F (April 28 - July 14)
S. Main Street / Eisenhower Parkway Intersection Reconstruction (work on this intersection will occur simultaneously with Groups A through C)
“ALTERNATE” STREETS*
E. Summit Street N. Main St. to Fourth Ave
Lincoln Avenue Cambridge to Wells
Medford Road St. Francis Dr. to Needham
W. Summit Street N. Main St. to Ann Arbor Railroad
* If any streets on the existing list are removed for any reason, such as conflicts with other projects, need for extensive utility repair, or any other unforeseen circumstances, the streets on the alternate list will be substituted in the approximate order listed.
BID TABULATION FOR THE 2008 Street Resurfacing Project
BID No.: 3920
BID DATE: 10:00 a.m., February 29, 2008
FILE No.: 2008-004
BIDDER BID PRICE
* Cadillac Asphalt, L.L.C. $2,797,504.87
Barrett Paving Materials, Inc. $2,908,451.80
Ajax Paving Industries, Inc. $3,467,630.60
ENGINEER'S ESTIMATE $2,837,322.00
* Lowest Responsible Bidder
Body
Whereas, The City of Ann Arbor Adopted 2007-2008 Capital Budget includes sufficient funds for the Annual Local and Major Street Resurfacing Programs;
Whereas, The 2008 Street Resurfacing Project includes the resurfacing and/or reconstruction of approximately 19 local residential streets and 4 major streets;
Whereas, The 2008 Street Resurfacing Project is necessary to maintain high quality streets in the City of Ann Arbor;
Whereas, The project generally received support from local residents attending two Public Meetings held on January 10 and January 16, 2008;
Whereas, Competitive bids were received by Procurement on February 29, 2008 and Cadillac Asphalt, L.L.C. was the lowest responsible bidder at $2,797,504.87;
Whereas, The contractual proposal sets forth the services to be performed by said company, and the payments to be made by the City therefore, all of which are agreeable to the City;
Whereas, It is now necessary to enter into a Contract with said company for said construction project; and
Whereas, Cadillac Asphalt, L.L.C. received Human Rights approval on March 1, 2008, and its employees will receive compensation in accordance with the Living Wage Ordinance;
RESOLVED, That a contract in the amount of $2,797,504.87 be awarded to Cadillac Asphalt, L.L.C. for the construction of the 2008 Street Resurfacing Project;
RESOLVED, That the project budget in the amount of $4,092,000.00 be adopted for the life of the project, to 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; and
RESOLVED, That a contingency amount of $250,000.00 be established within the project budget and that the City Administrator be authorized to approve additional change orders to the construction contract with Cadillac Asphalt, LLC, not to exceed $250,000.00 in order to satisfactorily complete this project; and
RESOLVED, That the City Administrator be authorized to take the necessary administrative actions to implement this resolution.