Title
Resolution to Award a Construction Contract to Cadillac Asphalt, LLC (RFP No. 22-26, $6,930,000.00) for the 2022 Street Resurfacing Project, and to Appropriate $500,000.00 from the Stormwater Fund, $60,000.00 from the Local Street Fund, $30,000.00 from the Sewage Disposal Fund, $66,400.00 from the Water Supply System Fund and $15,000.00 Sidewalk Construction 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 $6,930,000.00 for the rehabilitation and resurfacing of various City streets and asphalt paths, and the construction of new sidewalks. The resolution also appropriates funds from other project contributing funds.
This year’s project includes over five miles of resurfacing work on thirty-one local streets. It also includes work on over seven thousand feet of shared use asphalt path and sidewalks. One of the path locations, the Arbor Hills Nature Area, is being resurfaced as a final component of Arbor Hills water pressure booster station demolition work undertaken in 2021. In addition, and as typical for this annual project, repairs to stormwater structures, water supply systems, and sewage disposal systems within the project limits are made and funded by the appropriate fund. Attached for reference are a list and maps showing the proposed project locations.
In addition to the above street and resurfacing work, the project includes the installation of traffic calming devices on Longman Lane, Fairview Drive and Northside Avenue. This work is associated with Council approved Traffic Calming Projects on Longman Lane/Fairview Drive (R-22-059) and Northside Avenue (R-22-060) enacted on March 7, 2022.
Construction will begin in mid-May 2022 and conclude by mid-November 2022. 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. Should Council approve the proposed road bond issuance, the City may add additional streets to the project.
Solicitation of Proposals
Engineering staff supervised the creation of plans and contract documents and solicited proposals for construction of the project through the City’s Procurement Unit. On March 31, 2022, two proposals were received for this work. A selection committee comprised of Public Services staff reviewed the proposals and determined which respondent was the best value based on the following criteria (as laid out in ORD-21-41, adopted by Council on January 3, 2022):
• 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 respondents in the following order:
1. Cadillac Asphalt, LLC
2. Ajax Paving Industries, Inc.
Cadillac Asphalt, LLC received the highest score among the proposals reviewed by the selection committee. Therefore, staff recommends awarding them the contract for this project.
Cadillac Asphalt, LLC complies with the City’s Non-Discrimination and Living Wage ordinances.
Budget/Fiscal Impact: The estimated total cost for this year’s project, which includes the Annual Local Street Resurfacing Project (TR-SC-22-03) and the Annual Asphalt Sidewalk Repairs Project of $300,000.00 (TR-AT-22-09) in the current Capital Improvements Plan, is $8,673,000.00 and includes estimated revenue from the following sources:
|
Revenue Source |
Amount |
|
Street, Bridge, and Sidewalk Millage Fund* |
$7,491,600.00 |
|
FY 23 Local Street Fund (Traffic Calming) |
$ 60,000.00 |
|
FY 23 Sidewalk Construction Millage Fund (Arborview Blvd @ Doty Ave Sidewalk) |
$ 15,000.00 |
|
County Road Millage Funds |
$ 600,000.00 |
|
Stormwater Fund |
$ 500,000.00 |
|
Sewage Disposal Fund |
$ 30,000.00 |
|
Water Supply System Fund |
$ 30,000.00 |
|
Water Supply System Fund (Arbor Hills Nature Area Asphalt Path) |
$ 36,400.00 |
|
*$300,000 for Asphalt Sidewalk Repair |
$8,763,000.00 |
Appropriations are necessary to allocate the major funding sources to the existing 2022 Annual Resurfacing Project Budget.
Maintenance of Traffic
The contract requires maintenance of local traffic and access to properties throughout most of the construction. 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.
Staff
Prepared by: Nicholas Hutchinson, P.E., City Engineer
Reviewed by: Brian Steglitz, Interim Public Services Area Administrator
Approved by: Milton Dohoney Jr., Interim City Administrator
Body
Whereas, The City of Ann Arbor Adopted FY 2022 Street, Bridge, and Sidewalk Millage Capital Budget, which includes the Annual Local Street Resurfacing and Annual Asphalt Sidewalk Repairs Projects;
Whereas, The 2022 Street Resurfacing Project includes over five miles of resurfacing work on thirty-one local streets, and over seven thousand feet of asphalt path and sidewalk repairs and installation.
Whereas, The 2022 Street Resurfacing Project will improve and maintain streets and asphalt paths and sidewalks in the City;
Whereas, Proposals were received by the City’s Procurement Office on Thursday, March 31, 2022, and Cadillac Asphalt, LLC received the highest score among the proposals reviewed by the selection committee
Whereas, It is appropriate now to enter into a contract with said company for said construction project; and
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, Cadillac Asphalt, LLC complies with the City of Ann Arbor Non-Discrimination, Responsible Bidder and Living Wage Ordinances.
RESOLVED, That City Council approve a construction contract with Cadillac Asphalt, LLC in the amount of $6,930,000.00 for the 2022 Street Resurfacing Project (RFP No. 22-26);
RESOLVED, That the 2022 Street Resurfacing Project expenditure and revenue budgets be increased by $671,400.00 with the sources of funding being the appropriation of Local Street Fund FY 23 Operations and Maintenance budget, if so approved ($60,000.00), the approved Stormwater Fund Operations and Maintenance budget ($500,000.00), the FY 23 Sidewalk Construction Millage Fund budget, if so approved ($15,000.00), and the approved FY 22 Water System Fund Operations and Maintenance budget ($36,400.00);
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 $690,000.00 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 $690,000.00 in order to satisfactorily complete this project;
RESOLVED, That the City has the option to fund/reimburse project costs with bond proceeds; 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 2022 Street Resurfacing Project, including parking prohibitions as needed in excess of one (1) block and/or ninety (90) days.