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File #: 22-1224    Version: 1 Name: 8/15/22 Contract for Street Preventative Maintenance Project - FY2023
Type: Resolution Status: Passed
File created: 8/15/2022 In control: City Council
On agenda: 8/15/2022 Final action: 8/15/2022
Enactment date: 8/15/2022 Enactment #: R-22-273
Title: Resolution to Approve a Construction Contract to Strawser Construction, Inc. for the Street Preventative Maintenance Project - FY2023 (RFP No. 22-37, $4,577,354.95)
Attachments: 1. 2023-020 Street PM Project FY2023 Street List_2022-07-01.pdf, 2. City of Ann Arbor [Major Street Preventative Maintenance Work - FY2023].pdf, 3. City of Ann Arbor [Minor Street Preventative Maintenance Work - FY2023].pdf, 4. PROPOSAL_Strawser.pdf, 5. RFP 22-37_Proposal Evaluation Results.pdf, 6. 2023-020 RFP 22-37 Street PM-FY2023 Contract_2022-08-06.pdf

Title

Resolution to Approve a Construction Contract to Strawser Construction, Inc. for the Street Preventative Maintenance Project - FY2023 (RFP No. 22-37, $4,577,354.95)

Memorandum

Attached for your review and consideration for approval, please find a resolution to approve the award of a construction contract to Strawser Construction, Inc. for $4,577,354.95 for the Street Preventative Maintenance Project - FY2023, which consists of crack sealing and filling, hot mix asphalt patching, and surface treatment applications on numerous major and minor/local streets throughout the City of Ann Arbor.

 

Scope and Schedule

The Street Preventative Maintenance Project - FY2023 includes the application of cape sealing pavement preservation treatment on 10 major streets and 38 minor/local streets. In addition, it includes citywide crack sealing of approximately 10 miles of major streets and 25 miles of minor/local streets. Attached, are a list of streets and maps showing the proposed work locations. The schedule anticipates construction beginning in late August 2022 and being complete by June 30, 2023. The Contractor will provide an exact schedule for each street, as required, to coordinate with planned City and other area construction projects, community events, in-session school days, and applicable holiday periods.

 

The proposed contract is a unit price contract, based on the fact that actual construction quantities will 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.

 

Solicitation of Proposals

Engineering staff supervised the creation of contract documents and solicited proposals for construction of the project through the City’s Procurement Unit. On July 6, 2022, one proposal from Strawser Construction, Inc. was received for this work. A selection committee comprised of Public Services staff reviewed the proposal and determined the 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%)

 

Therefore, staff recommends awarding the contract for this project to Strawser Construction, Inc.

 

Strawser Construction, Inc. complies with the City’s Non-Discrimination and Living Wage ordinances.

 

Budget/Fiscal Impact:  The current City of Ann Arbor Capital Improvements Plan (CIP) includes the Capital Preventative Maintenance Program FY2023 (TR-SC-22-11), which includes this project. It coupled with the Annual Street Resurfacing Program are vital to the continued improvement of the City’s street network. This work is included in the adopted FY 2023 Major and Local Street Funds Operations and Maintenance and Budgets 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 $5,495,000.00 and includes estimated revenue from the following sources:

 

Revenue Source

Amount

FY 2023 Major Street Fund

$3,004,788.00

FY 2023 Local Street Fund

$854,046.00

Bridge, Street and Sidewalk Millage Fund

$1,636,166.00

Total

$5,495,000.00

 

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/property owners affected by this project. The City will notify the public of any temporary traffic control impacts on major streets.

Staff

Prepared by:                        Nicholas Hutchinson, P.E., City Engineer

Reviewed by:      Brian Steglitz, Interim Public Services Area Administrator

Approved by:                        Milton Dohoney Jr., City Administrator

Body

Whereas, The City of Ann Arbor’s Adopted FY 2023 Capital Budget includes the Capital Preventative Maintenance Program;

 

Whereas, The Street Preventative Maintenance Project - FY2023 includes the application of cape sealing pavement preservation treatment on approximately 10 major streets and 38 minor/local streets citywide;

 

Whereas, The Street Preventative Maintenance Project - FY2023 also includes citywide crack sealing of approximately 10 miles of major streets and 25 miles of minor/local streets;

 

Whereas, One proposal was received by the City’s Procurement Office on July 6, 2022, from Strawser Construction, Inc., and after review by the selection committee, staff recommends awarding the contract to Strawser Construction, Inc.;

 

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

 

Whereas, The Street Preventative Maintenance Project - FY2023 is important to improving and maintaining City streets and achieving the goals of the City’s pavement asset management program;

 

Whereas, Funds are available from the FY 2023 approved Major and Local Street Fund Operations and maintenance budgets;

 

Whereas, It is now important to enter into a contract with said company for said construction project; and

 

Whereas, Strawser Construction, Inc. complies with the City of Ann Arbor Non-Discrimination and Living Wage Ordinances.

 

RESOLVED, That City Council approve a construction contract with Strawser Construction, Inc. in the amount of $4,577,354.95 for the Street Preventative Maintenance Project - FY2023 (RFP 22-37);

 

RESOLVED, That a contingency in the amount of $460,000.00 be established within the project budget and that the City Administrator be authorized to approve additional change orders to the construction contract with Strawser Construction, Inc., not to exceed $460,000.00 in order to satisfactorily complete this project;

 

RESOLVED, That the funds for the Street Preventative Maintenance Project - FY2023 expenditure and revenue budgets be available without regard to fiscal year; and

 

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 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 project, including issuing Traffic Control Orders for the streets included in the Street Preventative Maintenance Project - FY2023, including parking prohibitions as needed in excess of one (1) block and/or ninety (90) days.