Title
Resolution to Approve a Construction Contract with Cadillac Asphalt, LLC for the Ellsworth Road Resurfacing Project (RFP No. 23-23, $1,003,000.00)
Memorandum
Attached for your review and approval, please find a resolution to approve a construction contract with Cadillac Asphalt, LLC (Cadillac) in the amount of $1,003,000.00 for the Ellsworth Road (South State Street to Platt Road) Resurfacing Project (RFP 23-23).
Ellsworth Road is one of the City’s National Highway System (NHS) routes that operates with high traffic volumes and is a vital east/west commercial and commuter arterial that serves as a gateway to southeastern Ann Arbor. Several public transit (bus) routes service the project area including one that is a vital link between the Ann Arbor and Ypsilanti communities. Based on these factors and a condition assessment of the existing pavement this project was selected for resurfacing using a portion of the federal aid monies it receives annually. In 2022 the City requested and received approval to exchange the federal aid transportation funds allocated to this project for state transportation dollars as part of the Michigan Department of Transportation (MDOT) Federal Aid Buyout Program. This voluntary program provides flexibility to local agencies and allows for the most efficient use of federal highway aid and other transportation dollars.
Work on this project is considered Capital Preventative Maintenance and will involve the following elements:
• Partial depth removal and replacement of the asphalt pavement.
• Drainage/utility structure repairs and cover adjustments.
• Minor curb ramps improvements to meet current Americans with Disabilities Act guidelines and standards.
• Narrowing of the center turn lane to provide for additional bike lane width along both sides of the roadway to meet current standards.
• New wider longitudinal pavement markings to provide improved visibility for users of the roadway corridor.
Construction of the project is scheduled to begin in July and be complete by September 1, 2023. The project work will be done part-width in two stages with construction occurring on one side of the roadway and one-way traffic in the westbound direction being and maintained on the other side. Eastbound traffic will be detoured via State Street, Eisenhower Parkway, Packard Road, and Platt Road.
Engineering staff supervised the creation of plans and contract documents and solicited proposals for construction of the project through the City’s Procurement Unit. On May 10, 2023, two (2) proposals were received for this work. A selection committee comprised of Public Services staff reviewed the proposals and determined the proposal from Cadillac provided the best value based on the following criteria provided in ORD-21-41, adopted by Council on January 3, 2022:
• Qualifications, Experience & Accountability (20%)
• Workplace Safety (20%)
• Workforce Development (20%)
• Social Equity & Sustainability (20%)
• Schedule of Pricing/Cost (20%)
Accordingly, staff recommends awarding the contract for this project to Cadillac. Attached is a summary of the proposal scoring results. Cadillac complies with the City’s Non-Discrimination and Living Wage ordinances.
Budget/Fiscal Impact: This project (TR‐SC‐23‐02) is included in the FY2024-2029 Capital Improvements Plan. The estimated total cost of the project is $1,380,000.00.
The project funding sources are shown below:
Fund Total Project Cost
MDOT Federal Aid Buyout Program Funds $579,600.00
City of Ann Arbor Bridge, Sidewalk and Street Millage Fund $800,400.00
TOTAL $1,380,000.00
The wider pavement markings proposed for use on this project will increase pavement marking maintenance requirements. This effort and the estimated annual cost ($850.00) will be absorbed by the appropriate operating unit and its budget.
Staff
Prepared by: Nicholas Hutchinson, P.E., City Engineer
Reviewed by: Brian Steglitz, Public Services Area Administrator
Approved by: Milton Dohoney Jr., City Administrator
Body
Whereas, Based upon the operational characteristics, transit uses and a condition assessment of the existing pavement on Ellsworth Road (South State Street to Platt Road) there is a demonstrated need to perform capital preventative maintenance on the pavement surface;
Whereas, Funding for the project is available from the MDOT Federal Aid Buyout Program, and the City of Ann Arbor Street, Bridge, and Sidewalk Millage;
Whereas, Proposals were received by the City’s Procurement Office on Wednesday, May 10, 2023, and Cadillac Asphalt, LLC received the highest score among the proposals reviewed by the selection committee;
Whereas, It is appropriate now to enter into a contract with said company for said construction project;
Whereas, The contract sets forth, among other things, 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; and
Whereas, Cadillac Asphalt, LLC complies with the City of Ann Arbor Non-Discrimination and Living Wage Ordinances;
RESOLVED, That City Council approve a construction contract with Cadillac Asphalt, LLC in the amount of $1,003,000.00 for the Ellsworth Road Resurfacing Project (RFP No. 23-23);
RESOLVED, That a contingency amount of $100,500.00 be established within the project budget and that the City Administrator be authorized to approve additional change orders to the construction contract with Cadillac Asphalt, LLC not to exceed $100,500.00 in order to satisfactorily complete this project;
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 the City Administrator be authorized to take necessary administrative actions to implement this resolution, including issuing temporary and permanent Traffic Control Orders and night work authorizations as required for the construction of the project.