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City Council Regular
Meeting Date: 04/17/2018  
Subject:    Consider Contract Award for 2018 Street Maintenance Program, Project 18-5
Submitted For: Tim Himmer From: Sarah Greene, Administrative Assistant II

On March 16, 2018, bids were received for various materials and services to be provided under the Regional Street Maintenance Joint Powers Agreement. Items included in this bid package are sealcoating, pavement markings, crack sealing and fog sealing. Cities participating in the 2018 program include Andover, Anoka, Arden Hills, Brooklyn Center, Columbia Heights, Coon Rapids, East Bethel, Fridley, Ham Lake, Mahtomedi and St. Francis. Council is requested to award contracts for these services.
On February 20, 2018, Council approved plans and specifications and ordered advertisement for bids. In accordance with Council direction, bids were received for various street maintenance materials and services on March 16, 2018. Three bids were received for sealcoating, three bids for pavement markings, four bids for crack sealing, and three bids for fog sealing. A summary of bids and a bid tabulation showing unit prices is attached. The following is a summary for each item of the program:
Sealcoating was bid on a volume basis for oil and on an area basis for rock. The base bid includes regular asphalt emulsion sealcoat oil and trap rock aggregate. An alternate bid was requested from contractors to provide granite aggregate, as some member cities prefer granite on their projects. The low bid was received from Pearson Bros. Inc. Pearson has provided services for the City for many years. Bids received are as follows:
Contractor Base Bid Alternate
Pearson Bros. Inc. $1,648,703.38 $1,632,268.34
Allied Blacktop Company $1,771,640.72
Asphalt Surface Technologies $2,110,089.38 $2,081,328.06

New this year, Coon Rapids will be fog sealing cul-de-sac bulbs on its local street system. The fog sealing process will replace the traditional polymer additive sealcoat oil and cover aggregate applications.  No cover aggregate will be applied to cul-de-sac bulbs that are fog sealed.  Cul-de-sac bulbs are high traffic areas, where cover aggregate tends to shove and scuff on hot summer days.  Fog sealing cul-de-sacs has been done successfully in other cities.  Staff expects good results using this process, as well as reduced resident complaints. 
Pavement Markings

Pavement markings were bid by the gallon for street markings and street symbols. The low bid for pavement markings was submitted by Sir Lines-A-Lot Inc. Sir Lines-A-Lot has completed pavement markings contracts in the past for the City. Bids received are as follows:
Contractor Bid
Sir Lines-A-Lot Inc. $174,828.10
AAA Striping Service, Co. $198,693.95
Warning Lites of Minnesota, Inc. $234,806.14

Crack Sealing
Crack sealing was bid on a lineal foot basis. The low bid for crack sealing was submitted by Fahrner Asphalt Sealers. Fahrner has successfully performed similar work in the City as a subcontractor for other street projects. Bids received are as follows:
Contractor Bid
Fahrner Asphalt Sealers $274,511.62
Allied Blacktop Company $383,043.40
Northwest Asphalt $424,993.42
Asphalt Surface Technologies Corporation $495,216.96

Fog Sealing
Fog sealing was bid by the gallon for streets and trails. The low bid for fog sealing was submitted by Allied Blacktop Company. This year, Coon Rapids will fog seal over cul-de-sac bulbs in the seal coat contract; a process expected to extend the life of the surface and reduce future maintenance. Bids received are as follows:
Contractor Bid
Allied Blacktop Company $125,846.25
Asphalt Surface Technologies Corporation $167,178.00
Pearson Bros. Inc $252,285.00

The Joint Powers Agreement stipulates that each city provide written concurrence for the award of bids 30 days after notice of receipt of the bids, combined with a 30-day review period.  As outlined in the JPA, we have received concurrence from all participating cities. All member cities have agreed to move forward with the above recommendations, with the exception of Circle Pines and Mounds View, who opted out of the program this season. Sealcoating and crack sealing will begin as soon as feasible and be completed by September. Pavement marking services may continue later in the year as weather permits.

It is recommended the City Council approve the following resolutions:

a. Adopt Resolution No. 18-5(9A) awarding a contract to Pearson Bros. Inc. for bituminous sealcoating in the base bid amount of $1,648,703.38 and alternate amount of $1,632,268.34.

b. Adopt Resolution No. 18-5(9B) awarding a contract to Sir Lines-A-Lot Inc. for pavement markings in the amount of $174,828.10.

c. Adopt Resolution No. 18-5(9C) awarding a contract to Fahrner Asphalt Sealers Inc. for crack sealing in the amount of $274,511.62.

d. Adopt Resolution No. 18-5(9D) awarding a contract to Allied Blacktop Company for fog sealing in the amount of $125,846.25.

Summary of Bids
Bid Tab
Resolution No. 18-5(9A)
Resolution No. 18-5(9B)
Resolution No. 18-5(9C)
Resolution No. 18-5(9D)

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