Title
Resolution to Approve a Construction Contract with Cadillac Asphalt, LLC for the Earhart Road Improvements Project (RFP 23-25; $3,508,347.00) and to Appropriate $4,613,300.00 in Contributing Funds. (8 Votes Required)
Memorandum
Attached for your review and approval, please find a resolution to approve a construction contract between the City of Ann Arbor and Cadillac Asphalt, LLC (Cadillac) in the amount of $3,508,347.00 for the Earhart Road Improvement Project (RFP 23-25).
The scope of this project includes street resurfacing on Earhart between Geddes and US-23, some road widening (for the purpose of adding bike lanes), miscellaneous storm inlet replacements, sidewalk gap filling, protected bike lanes, crosswalk improvements, and 3 mini roundabouts with vertical delineators at: Greenhills (south), Greenhills (north)/Waldon, and Glazier Way.
The construction of the project is scheduled to begin in late July and continue through November 2023.
Engineering staff supervised the creation of plans and contract documents and bid the project through the City’s Procurement Unit. On May 23, 2023, three proposals were received for this work. A selection committee comprised of Public Services staff reviewed the proposals and determined which bidder was the Best Value based on the criteria in ORD-21-41:
• Qualifications, Experience, & Accountability (20%)
• Workplace Safety (20%)
• Workforce Development (20%)
• Social Equity & Sustainability (20%)
• Schedule of Pricing/Cost (20%)
After reviewing and scoring the proposals, staff ranked the responding firms in the following order:
1. Cadillac Asphalt, LLC
2. Ajax Paving Industries, Inc.
3. Fonson Company, Inc.
Cadillac received the highest score among the proposals reviewed by the selection committee. Therefore, staff recommends approving a contract with Cadillac for this project. Cadillac complies with the City’s Non-Discrimination and Living Wage ordinances.
Budget/Fiscal Impact: This project is included in the FY23-28 Capital Improvements Plan (TR-SC-18-12, TR-SC-18-13, and TR-AT-22-20). The estimated total cost of the project is $5,032,000. Funding for the project is available in the approved capital budgets of the Major Street; Street, Bridge, and Sidewalk Millage; Sidewalk Construction Millage; and Climate Action Millage Funds and in Stormwater Fund Balance. A breakdown of estimated project costs and contributing funds is as follows:
Fund Project Cost
Major Street Michigan Transportation Road Bond $3,391,300
Major Street Fund (for Lane Reconfigurations) $ 100,000
Street, Bridge, and Sidewalk Millage $ 418,700
Stormwater Fund $ 360,000
Sidewalk Construction Millage Fund $ 462,000
Climate Action Millage Fund* $ 300,000
Total $5,032,000
*Contributing to the non-motorized portion of the project
This project is adding .72 miles of protected bike lanes, the annual estimated maintenance cost of this new infrastructure is $10,800.00.
Staff
Prepared by: Nicholas S. Hutchinson, P.E., City Engineer
Reviewed by: Brian Steglitz, Public Services Area Administrator
Approved by: Milton Dohoney Jr., City Administrator
Body
Whereas, Earhart Road has been identified as needing to be resurfaced and as a candidate for lane reconfiguration, addition of bike and pedestrian facilities, and other safety improvements;
Whereas, Funding for the project is available in the approved capital budgets of the Major Street Michigan Transportation Road Bond; Street, Bridge and Sidewalk Millage, Sidewalk Construction Millage Fund, Climate Action Millage Fund, and Stormwater Fund;
Whereas, The City of Ann Arbor received three proposals for this work on May 23, 2023 and Cadillac Asphalt, LLC received the highest score among the proposals reviewed by the selection committee; and
Whereas, It is now necessary to enter into a contract with Cadillac Asphalt, LLC for the performance of this work;
RESOLVED, That City Council approves a construction contract with Cadillac Asphalt, LLC. in the amount of $3,508,347.00 for the Earhart Road Improvements Project (RFP 23-25);
RESOLVED, That $3,491,300.00 be appropriated from the Major Street Fund Capital Budget to the Earhart Road Improvements Project, thereby increasing the project revenue and expenditure budgets;
RESOLVED, That $360,000.00 be appropriated from the Stormwater Fund unobligated fund balance to the Earhart Road Improvements Project, thereby increasing the project revenue and expenditure budgets;
RESOLVED, That $462,000.00 be appropriated from the Sidewalk Construction Millage Fund to the Earhart Road Improvements Project, thereby increasing the project revenue and expenditure budgets;
RESOLVED, That $300,000.00 be appropriated from the Climate Action Millage Fund to the Earhart Road Improvements Project, thereby increasing the project revenue and expenditure budgets;
RESOLVED; That the funding be available without regard to fiscal year until project completion;
RESOLVED, That a contingency amount of $350,000.00 be established within the project budget and that the City Administrator be authorized to approve construction change orders not to exceed that amount, in order to satisfactorily complete this project;
RESOLVED, That the Mayor and City Clerk be authorized and directed to execute said agreement after approval as to substance by the City Administrator and approval as to form by the City Attorney; 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.