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File #: 20-0497    Version: 2 Name: 4/20/20 2020 Street Resurfacing Project Construction Contract
Type: Resolution Status: Passed
File created: 4/20/2020 In control: City Council
On agenda: 4/20/2020 Final action: 4/20/2020
Enactment date: 4/20/2020 Enactment #: R-20-135
Title: Resolution to Award a Construction Contract to Cadillac Asphalt LLC (ITB-4260, $8,899,300.00) for the 2020 Street Resurfacing Project, and to Appropriate $1,000,000.00 from the Major Street Fund, $1,990,000.00 from the Local Street Fund, $350,000.00 from the Stormwater Fund, and $100,000.00 from the Alternative Transportation Fund (8 Votes Required)
Attachments: 1. ITB 4620 Street Resurfacing-2020_Bid Summary.pdf, 2. 2020-004 Street List_Bid_2020-03-31.pdf, 3. 2020-004 Street Resurfacing-2020_Construction Contract.pdf

Title

Resolution to Award a Construction Contract to Cadillac Asphalt LLC (ITB-4260, $8,899,300.00) for the 2020 Street Resurfacing Project, and to Appropriate $1,000,000.00 from the Major Street Fund, $1,990,000.00 from the Local Street Fund, $350,000.00 from the Stormwater Fund, and $100,000.00 from the Alternative Transportation 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 $8,899,300.00 for resurfacing various City streets. The resolution also appropriates $1,000,000.00 from the Major Street Fund and $1,990,000.00 from the Local Street Fund Operations and Maintenance Budgets.  This funding was allocated via Budget Amendment 1 during the adoption of the FY 20 Budget for Street Resurfacing, Repair, and Capital Preventative Maintenance.

 

This year’s resurfacing project includes work on nearly 9 miles of streets, including 4 major streets, 39 local streets, and approximately 11,600 feet of shared use asphalt path. Attached is a list of the proposed locations. It also includes repairs to the bike lane pavement on Miller Avenue between Newport Road and Chapin Street, which will be funded by the Alternative Transportation Fund.  In addition and as typical for this annual project, repairs to stormwater structures within the project limits are made and are to be funded by the Stormwater Fund.

 

Construction will begin in early May 2020 and conclude by early November 2020. The Contractor will provide an exact schedule for each street, as required, to coordinate with planned community events, such as Art Fair and U of M home football games, in-session school days, holiday periods, and other construction projects.

 

The contract is a unit-price contract because 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 $10,665,000 and includes estimated revenue from the following sources:

 

Revenue Source

Amount

Street, Bridge, and Sidewalk Millage Fund

$6,400,000.00

Major Street Fund

$1,000,000.00

Local Street Fund

$1,990,000.00

Alternative Transportation Fund

$100,000.00

County Road Millage Funds

$765,000.00

Stormwater Fund

$350,000.00

Water Fund

$30,000.00

Sanitary Fund

$30,000-00

Total

$10,665,000-00

 

Appropriations are necessary to allocate the major funding sources to the existing 2020 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 fall of 2019, staff met with residents and property owners within the vicinity of the Granger Avenue (S State St to Packard St) project location, which is included in this year’s program, to answer questions and collect feedback regarding user experiences along the street. A second meeting was held in early 2020 to share results of the first meeting, review and discuss design considerations, answer questions, and provide more information.

 

Staff had planned to hold additional community meetings during the late winter and early spring of 2020 related to the various other project locations; however, due to the outbreak of the COVID-19 virus they had to be cancelled. Staff is currently working on several communication alternatives to provide details to affected property/business owners and residents regarding all the planned project work. Information about the project is also publicly available at: www.a2gov.org/RoadConstruction <http://www.a2gov.org/RoadConstruction>

 

In addition to the above, staff will distribute a more 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, 2020. The lowest responsive bidder was Cadillac Asphalt LLC with a bid of $8,899,300.00, which is 6.5% 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 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 FY 2020 Street, Bridge, and Sidewalk Millage Capital Budget, which includes the Annual Street Resurfacing Program;

 

Whereas, FY 2020 Budget Amendment One increased the Major and Local Street Fund Operations and Maintenance Budgets for Street Resurfacing, Repair and Capital Preventative Maintenance;

 

Whereas, This funding will be utilized for an increased Annual Street Resurfacing Project in the Street, Bridge, and Sidewalk Millage Fund; thereby, requiring a budget amendment;

 

Whereas, The 2020 Street Resurfacing Project includes 4 major streets, 39 local streets, approximately 11,600 feet of shared use asphalt path located throughout the City and bike lane pavement on Miller Avenue between Newport Road and Chapin Street;

 

Whereas, The 2020 Street Resurfacing Project will improve and maintain streets in the City;

 

Whereas, Bids were received by the City’s Procurement Office on Monday, March 30, 2020, and Cadillac Asphalt LLC was the lowest responsible bidder at $8,899,300.00;

 

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 and Living Wage Ordinances;

 

RESOLVED, That a construction contract in the amount of $8,899,300.00 be awarded to Cadillac Asphalt LLC for the construction of the 2020 Street Resurfacing Project;

 

RESOLVED, That the 2020 Street Resurfacing Project expenditure and revenue budgets be increased by $3,440,000.00 with the sources of funding being the appropriation of Major Street Fund approved FY 20 Operations and Maintenance budget ($1,000,000.00), FY 20 approved Local Street Fund Operations and Maintenance budgets ($1,990,000.00), the approved Stormwater Fund Operations and Maintenance Budget ($350,000.00), and approved the Alternative Transportation Fund capital budget (100,000.00);

 

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 $890,000.00 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 $890,000.00 in order to satisfactorily complete this project;

 

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 2020 Street Resurfacing 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.