Title
Resolution to Award a Construction Contract to Cadillac Asphalt, LLC (ITB-4667, $6,275,000.00) for the 2021 Street Resurfacing Project, and to Appropriate $650,000.00 from the Local Street Fund; $500,000.00 from the Stormwater Fund; $40,000.00 from the Park Maintenance and Capital Improvement Millage Fund; and $120,000.00 New Sidewalk Millage Fund (8 Votes Required)
Memorandum
Attached for your approval is a resolution to authorize the award of a construction contract to Cadillac Asphalt, LLC, in the amount of $6,275,000.00 for the rehabilitation and resurfacing of various City streets and asphalt paths, and the construction of new sidewalks. The resolution also appropriates $650,000.00 from the Local Street Fund, $500,000.00 from the Stormwater Fund, $40,000.00 from the Park Maintenance and Capital Improvement Millage Fund, and $120,000.00 New Sidewalk Millage Fund budgets.
This year’s resurfacing project includes work on nearly five miles of streets, including two major streets, seventeen local streets, and approximately five thousand feet of shared use asphalt path. Attached is a list and map of the proposed locations. In addition, and as typical for this annual project, repairs to stormwater structures within the project limits are made and funded by the Stormwater Fund.
Construction will begin in mid-May 2021 and conclude by early November 2021. The Contractor will provide an exact schedule for each street, as required, to coordinate with planned community events, in-session school days, holiday periods, and other construction projects.
The contract is a unit price contract, as actual construction quantities may vary. This allows removal or substitution of any streets on the proposed list for any reason. 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 resurfacing project. The City may add additional streets if the available budget allows.
Budget/Fiscal Impact: The estimated total cost for this year’s project, which includes the Annual Street Resurfacing Program in the current Capital Improvements Plan as well as various other projects listed separately, is $7,475,000.00 and includes estimated revenue from the following sources:
|
Revenue Source |
Amount |
|
Street, Bridge, and Sidewalk Millage Fund |
$4,805,000.00 |
|
Local Street Fund |
$ 550,000.00 |
|
Local Street Fund (Traffic Calming) |
$ 100,000.00 |
|
County Road Millage Funds |
$1,300,000.00 |
|
Stormwater Fund |
$ 500,000.00 |
|
Water Supply System Fund |
$ 30,000.00 |
|
Sewage Disposal Fund |
$ 30,000.00 |
|
New Sidewalk Millage Fund |
$ 120,000.00 |
|
Park Maintenance and Capital Improvement Millage Fund |
$ 40,0000.00 |
|
Total |
$7,475,000.00 |
Appropriations are necessary to allocate the major funding sources to the existing 2021 Annual Resurfacing Project Budget.
Maintenance of Traffic
The contract requires maintenance of local traffic and access to properties throughout most of the construction. On major streets, the contract allows for a mix of both part-width of construction and total road closures. For part-width construction, the contractor will maintain traffic in one direction of travel, and temporarily detour traffic in the opposite direction. For total closures, the road will be open to local traffic only, and other traffic will be temporarily detoured in both directions of travel. In advance of construction and at staff’s direction, the contractor will install signs and/or electronic message boards to notify drivers of upcoming detours and related traffic delays.
Public Outreach
In the early spring and before construction starts staff typically hosts neighborhood and community wide meetings with affected property owners and others with interest in the annual street resurfacing project to share information, address concerns, and answer questions. Since the outbreak of the COVID-19 virus staff has been using communication alternatives to provide information and details about this project. They include post card communications, messaging through the Community Television Network (CTN) and the following webpage: www.a2gov.org/RoadConstruction <http://www.a2gov.org/RoadConstruction>
In addition to the above, staff will distribute a detailed notice prior to construction on each street. Residents and property owners may check the webpage weekly to obtain updates on the progress of work. The Contractor will distribute additional notices when its work activities and operations directly impact residents and property/business owners.
Bidding
The City advertised this contract and received two bids on March 30, 2021. The lowest responsible bidder was Cadillac Asphalt, LLC with a bid of $6,275,000.00, which is 4.6% lower than the Engineer's Estimate. Attached is a summary of the bids.
Cadillac Asphalt, LLC complies with the City of Ann Arbor Non-Discrimination, Responsible Bidder 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 of Ann Arbor Adopted FY 2021 Street, Bridge, and Sidewalk Millage Capital Budget, which includes the Annual Street Resurfacing Program;
Whereas, The 2021 Street Resurfacing Project includes nearly five miles of streets, including one major street, fifteen local streets, and approximately five thousand feet of shared use asphalt path;
Whereas, The 2021 Street Resurfacing Project will improve and maintain streets in the City;
Whereas, Bids were received by the City’s Procurement Office on Tuesday, March 30, 2021, and Cadillac Asphalt, LLC was the lowest responsible bidder at $6,275,000.00;
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;
Whereas, It is appropriate now to enter into a contract with said company for said construction project; and
Whereas, Cadillac Asphalt, LLC complies with the City of Ann Arbor Non-Discrimination, Responsible Bidder and Living Wage Ordinances.
RESOLVED, That a construction contract in the amount of $6,275,000.00 be awarded to Cadillac Asphalt, LLC for the construction of the 2021 Street Resurfacing Project (ITB 4667;
RESOLVED, That the 2021 Street Resurfacing Project expenditure and revenue budgets be increased by $1,310,000.00 with the sources of funding being the appropriation of Local Street Fund approved FY 21 Operations and Maintenance budget ($650,000.00), the approved Stormwater Fund Operations and Maintenance budget ($500,000.00), the approved FY 22 New Sidewalk Millage Fund budget ($120,000.00), and the approved FY 22 Park Maintenance and Capital Improvement Millage Fund budget ($40,000.00);
RESOLVED; That the funding be available without regard to fiscal year until project completion;
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 $315,000.00 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 $315,000.00 in order to satisfactorily complete this project; and
RESOLVED, That the City Administrator be authorized to take necessary administrative actions to implement this resolution, including issuing Traffic Control Orders for the streets included in the 2021 Street Resurfacing Project, including parking prohibitions as needed in excess of one (1) block and/or ninety (90) days.