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File #: 19-0911    Version: 1 Name: 6/3/19 - FY2020 Street Surface Treatment Contract Extension
Type: Resolution Status: Passed
File created: 6/3/2019 In control: City Council
On agenda: 6/3/2019 Final action: 6/3/2019
Enactment date: 6/3/2019 Enactment #: R-19-249
Title: Resolution to Extend the Construction Contract with Strawser Construction, Inc. (ITB No. 4530, $3,255,000.00) for the FY2020 Street Surface Treatment Project, and to Appropriate $1,476,263.00 from the Major Street Fund and $1,264,382.00 from the Local Street Fund (8 Votes Required)
Attachments: 1. 2019-022 Street Surface Treatment-FY2020_Strawser Contract Extension.pdf, 2. 2019-020 Street Surface Treatment Project - FY2020_Street List_2019-04-30.pdf, 3. City of Ann Arbor Map [Major Street Surface Treatment Work - FY2020].pdf, 4. City of Ann Arbor Map [Local Street Surface Treatment Work - FY2020].pdf

Title

Resolution to Extend the Construction Contract with Strawser Construction, Inc. (ITB No. 4530, $3,255,000.00) for the FY2020 Street Surface Treatment Project, and to Appropriate $1,476,263.00 from the Major Street Fund and $1,264,382.00 from the Local Street Fund (8 Votes Required)

Memorandum

As background, the City awarded Strawser Construction, Inc. (“Strawser”) a construction contract for the FY2019 Street Surface Treatment Project.  That contract contemplated and allowed a one-year extension by mutual agreement.

 

Accordingly, attached for your approval is a resolution to authorize extension and amendment of Strawser’s contract by $3,255,000.00 for the FY2020 Street Surface Treatment Project, which consists of the application of surface treatments on various “Major” and “Local” City streets.

 

This Project will includes micro-surfacing and cape-sealing pavement preservation applications on approximately 5 major and 50 local streets (see attached list and maps). The Project’s schedule anticipates construction beginning on or after July 1, 2019 with the majority of work being completed during the 2019 construction season and any remaining work being completed by June 30, 2020. Strawser will provide an exact schedule for each street, as required, to coordinate with planned City and other area construction projects, events such as U of M home football games, in-session school days, and applicable holiday periods.

 

The current contract and any extension or amendment will be a unit price contract.  Actual construction quantities may vary. This arrangement allows for removal, addition and substitution of streets as appropriate. 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 surface treatments project. Conversely, the City may add additional streets if the available budget allows.

 

Based on its performance with current and previous projects, City staff recommends extending this contract to Strawser for one additional year.

 

Budget/Fiscal Impact:  The current Capital Improvements Plan (“CIP”) includes the Annual Capital Street Maintenance Program (TR-SC-15-02), of which this project and one for crack sealing streets citywide are parts. These projects coupled with that for the Annual Street Resurfacing Program are vital to the continued improvement of the City’s street network. This work is included in the proposed FY2020 Major Street Fund and Local Street Fund operations and maintenance budgets, and the proposed Street, Bridge, and Sidewalk Millage Fund capital budget, and is essential toward achieving the long-term goals established for the City’s pavement asset management plan. The project will have no additional operational impacts.

 

The estimated total cost for this project is $4,230,645.00 and includes estimated revenue from the following sources:

 

Revenue Source

Amount

Major Street Fund

$1,476,263.00

Local Street Fund

$1,264,382.00

Street, Bridge, and Sidewalk Millage Fund

$1,490,000.00

Total

$4,230,645.00

 

Maintenance of Traffic

On major streets, the contract requires maintaining two-way traffic. The contractor will utilize lane closures with traffic shifts, and flag control at times to perform its work. It will utilize temporary short-term street closures (one day or less) to accomplish the work on local streets. For all the streets, the contract requires maintaining access to driveways and side streets during construction although short-term restricted access will be necessary. The contractor, at the staff’s direction, will utilize message boards to notify drivers of upcoming construction and related traffic delays.

 

Public Outreach

The Contractor, working with staff, will provide advance construction notice to residents and business owners affected by this project. The City will notify the public of any temporary traffic control impacts on major streets.

 

Strawser complies with the City’s 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:                     Howard S. Lazarus, City Administrator

Body

Whereas, The City solicited and received competitive bids for the FY2019 Street Surface Treatment Project;

 

Whereas, Strawser Construction, Inc. (“Strawser”) was the low responsive bidder;

 

Whereas, The City awarded the Project construction contract to Strawser;

 

Whereas, The Strawser contract contemplated and allowed a 1-year amendment and extension for FY2020;

 

Whereas, The current contract sets forth the services to be performed and the payments to be made along with other terms and conditions, all of which are agreeable to the City;

 

Whereas, Strawser performed past surface treatment work to the satisfaction of the City;

 

Whereas, The FY2020 Street Surface Treatments Project is important to improving and maintaining City streets and achieving the goals of the City’s pavement asset management program;

 

Whereas, The FY2020 Street Surface Treatments Project includes the application of micro-surfacing and/or cape sealing surface treatments on approximately 5 major streets and 50 local streets;

 

Whereas, The City of Ann Arbor’s proposed FY2020 Capital Budget includes the Annual Capital Street Maintenance Program;

 

Whereas, Funds are available from the respectively proposed FY2020 Major Street Fund and Local Street Fund operations and maintenance budgets and from the proposed Street, Bridge, and Sidewalk Millage Fund capital budget, if so approved by City Council; and

 

Whereas, Strawser complies with the City’s Non-Discrimination and Living Wage Ordinances;

 

RESOLVED, That a contract amendment extension in the amount of $3,255,000.00 be awarded to, and entered into with, Strawser for the construction of the FY2020 Street Surface Treatments Project;

 

RESOLVED, That the Project budget expenditure and revenue budget include $2,740,645.00., of which the sources of funding being transfers from the Major Street Fund Operations and Maintenance Budget ($1,476,263.00) and the Local Street Fund Operations and Maintenance Budget ($1,264,382.00), if so approved by City Council;

 

RESOLVED, That the funds for the Project expenditure and revenue budgets 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;

 

RESOLVED, That a contingency amount of $325,500.00 be established within the project budget and that the City Administrator be authorized to approve additional change orders to the construction contract with Strawser, not to exceed $325,500.00 in order to satisfactorily complete this project; and

 

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 FY2020 Street Surface Treatments Project, including parking prohibitions as needed in excess of one (1) block and/or ninety (90) days.