Title
Resolution to Approve a Construction Contract with Cadillac Asphalt, LLC (RFP No. 23-17, $6,447,000.00) for the 2023 Street Resurfacing Project, and to Appropriate $890,000.00 from the Stormwater Fund; $3,527,710.00 from the Local Street Fund; $25,000.00 from the Sewage Disposal Fund; and $25,000.00 from the Water Supply System Fund (8 Votes Required)
Memorandum
Attached for your consideration is a resolution to approve a construction contract with Cadillac Asphalt, LLC, in the amount of $6,447,000.00 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 approximately 4.7 miles of resurfacing work on 23 local streets, as well as segments of the shared use asphalt path along Huron Parkway. In addition, and as is typical for this annual project, minor 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. A more interactive map of all the road work occurring in the City in 2023 can also be found at: www.a2gov.org/a2streets <http://www.a2gov.org/a2streets>.
In addition to the above street and resurfacing work, the project includes the installation of traffic calming devices on Granger Avenue (Packard to State). Additional traffic calming streets could be added pending Council approval and available budget.
Construction will begin in June 2023. Due to the late start of this year’s program, work may extend into the spring of 2024. 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. If additional funding becomes available, or if costs for the current project list are lower than anticipated, 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 May 17, 2023, two proposals were received for this work. A selection committee comprised of Public Services staff reviewed the proposals and determined which bidder was the Best Value based on the criteria in ORD-21-41:
• 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 approving a contract with them 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-22-04) and the Annual Asphalt Sidewalk Repairs Project for $300,000 (TR-AT-22-10) in the current Capital Improvements Plan, is $7,285,000 and includes estimated revenue from the following sources:
|
Revenue Source |
Amount |
|
Street, Bridge, and Sidewalk Millage Fund* |
$ 1,553,000 |
|
Local Streets Road Bond |
$ 1,277,710 |
|
Street, Bridge, and Sidewalk Millage Road Bond |
$ 1,322,290 |
|
Local Streets Capital Budget |
$ 2,250,000 |
|
County Mental Health Millage Fund (Traffic Calming) |
$ 200,000 |
|
Stormwater Fund |
$ 890,000 |
|
Sewage Disposal Fund |
$ 25,000 |
|
Water Supply System Fund |
$ 25,000 |
|
TOTAL PROJECT COST |
$ 7,543,000 |
*Includes $300,000 for asphalt path repairs
Appropriations are necessary to allocate the major funding sources to the existing 2023 Annual Resurfacing Project Budget.
The contingency amount requested in the attached Resolution reflects the possibility that additional funding may be available for the 2023 Resurfacing Project. If additional streets are able to be added to this year’s program, this additional spending authorization would allow the extra work to be executed without the delay of needing to return to Council to authorize change orders.
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
Communications to residents will 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, Public Services Area Administrator
Approved by: Milton Dohoney Jr., City Administrator
Body
Whereas, The City of Ann Arbor Adopted FY 2023 Street, Bridge, and Sidewalk Millage Capital Budget, which includes the Annual Local Street Resurfacing and Annual Asphalt Sidewalk Repairs Projects;
Whereas, The 2023 Street Resurfacing Project includes approximately 4.7 miles of resurfacing work on 23 local streets, as well as segments of the shared use asphalt path along Huron Parkway;
Whereas, The 2023 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, May 17, 2023, 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 $6,447,000.00 for the 2023 Street Resurfacing Project (RFP No. 23-17);
RESOLVED, That the 2023 Street Resurfacing Project expenditure and revenue budgets be increased by $4,467,710.00 with the sources of funding being the appropriation of Local Street Fund Capital budget ($3,527,710.00), the approved Stormwater Fund Capital budget ($890,000.00), the approved Water System Fund Capital budget ($25,000.00), and the approved Sewage Disposal System Capital budget ($25,000.00);
RESOLVED, That a contingency amount of $1,390,000.00 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 $1,390,000.00 in order to satisfactorily complete this project;
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 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 2023 Street Resurfacing Project, including parking prohibitions as needed in excess of one (1) block and/or ninety (90) days.