Title
Resolution to Award a Construction Contract to Cadillac Asphalt, LLC (ITB. 4422, $5,390,000.00) for the 2016 Street Resurfacing Project and Appropriate County PA 283 Millage Funds ($2,500,000.00) (8 Votes Required)
Memorandum
Attached for your review and consideration for approval, please find a resolution to authorize the award of a construction contract to Cadillac Asphalt, LLC in the amount of $5,390,000.00 for the resurfacing of various major and local streets located throughout the City.
This year’s project consists of the resurfacing of approximately nine major streets and twelve local streets. A tentative list of streets is attached showing the proposed locations of work. Construction is scheduled to begin in early May 2016 and to be completed by late October 2016. The exact schedule for each street will be adjusted to best coordinate with scheduled City events, such as Art Fair, U of M home football games, in-session school days, and other construction projects.
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 proposed list need to be removed for any reason, other streets within the City may be substituted. If the funds are depleted prior to the completion of all the streets on the list, the construction contract will be terminated and the balance of the streets will be deferred to a future Resurfacing Project. Conversely, additional streets may be added if the available budget allows for it.
Budget/Fiscal Impact
The current City of Ann Arbor Capital Improvements Plan (CIP) includes the Annual Street Resurfacing Project. The estimated costs for this year’s annual program is $7,985,000.00, and includes estimated revenue from the following sources:
|
Street Reconstruction Millage |
$4,565,000.00 |
|
County PA 283 Millage |
$2,500,000.00 |
|
Major Street Fund |
$560,000.00 |
|
Stormwater Fund: |
$300,000.00 |
|
Water Fund: |
$30,000.00 |
|
Sanitary Fund: |
$30,000.00 |
|
Total |
$7,985,000.00 |
This project includes the previously appropriated supplemental funding from the Major Street Fund (R-14-161) to address severe winter infrastructure damage, the annual planned resurfacing program, and in addition County PA 283 Millage funding. The County PA 283 Millage funding is a reimbursement program; therefore, the funds will need to be appropriated. There will have no additional unplanned operational impacts.
Maintenance of Traffic
For all the streets, local access will be maintained throughout the majority of the construction. On the major streets, for the most part, work will be performed utilizing part width construction. At a minimum, traffic will be maintained in one direction with the opposite direction being temporarily detoured. Exceptions to this are Depot Street, which will have traffic maintained in both directions, and Huron River Drive, which will be completely closed and have traffic detoured in both directions. Message boards will be utilized to notify drivers of upcoming construction-related delays.
Public Outreach
In March, an informational notice was mailed to all residents within the resurfacing limits of each street. The notice informed the residents of the project and provided resources to find more information (staff contacts and the web page; www.a2gov.org/RoadConstruction <http://www.a2gov.org/RoadConstruction>).
Residents will receive another notification prior to construction and regular emails will be sent to keep people informed on the progress of the construction.
Bidding
The proposed work was advertised for bid on City’s procurement webpage and on the Michigan Inter-governmental Trade Network (MITN) website with the bidding documents being available to interested contractors. Two bids were received and opened on March 18, 2016. The lowest responsible bid, from Cadillac Asphalt, LLC, in the amount of $5,390,000.00 is 1.4% lower than the Engineer's Estimate. A tabulation of the bids is attached.
Cadillac Asphalt, LLC complies with the City of Ann Arbor 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, Interim City Administrator
Body
Whereas, The City of Ann Arbor Adopted FY2016 Capital Budget includes sufficient funds for the Annual Street Resurfacing Program;
Whereas, The 2016 Street Resurfacing Project includes the resurfacing of approximately 9 major streets and 12 local residential streets located throughout the City;
Whereas, The 2016 Street Resurfacing Project is necessary to improve and maintain high quality streets in the City of Ann Arbor;
Whereas, Competitive bids were received by the City’s Procurement Office on Friday, March 18, 2016 and Cadillac Asphalt, LLC was the lowest responsible bidder at $5,390,000.00;
Whereas, The contract 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, LLC complies with the City of Ann Arbor Non-Discrimination and Living Wage Ordinances;
RESOLVED, That a contract in the amount of $5,390,000.00 be awarded to Cadillac Asphalt, LLC for the construction of the 2016 Street Resurfacing 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;
RESOLVED, That a contingency amount of $540,000.00 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 $540,000.00 in order to satisfactorily complete this project;
RESOLVED, That City Council accept and appropriate to the Street Millage Fund funding in the amount of $2,500,000.00 for the planned resurfacing work to be completed with Washtenaw County PA 283 funding;
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 Street Resurfacing 2016 project, including parking prohibitions as needed in excess of one (1) block and/or ninety (90) days; and
RESOLVED, That the City Administrator be authorized to take the necessary administrative actions to implement this resolution.