CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Bid 23-005, 2023 Micro-Surfacing Program, to Microsurfacing Contractors, LLC for an amount not to exceed $848,845.25, plus a 3% contingency (Item 1 of 2)
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DEPARTMENT: Transportation, Engineering and Development
SUBMITTED BY: William J. Novack, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The other related item on the City Council agenda is:
• 23-0362 - Adopt an IDOT resolution in the amount of $827,625.25 to allow expenditure of state motor fuel tax dollars to fund the 2023 Micro-Surfacing Program
Roads are vital to our community and ensuring the road network functions efficiently and safely is a top City priority. Preservation programs like the annual Micro-Surfacing Program help extend the useful life of the pavement. Not only does the micro-surfacing help to preserve the roadway, but it also plays a crucial part in protecting the roadway base from water. When water enters the roadway, it causes the existing pavement to fail much sooner than normal, resulting in the expenditure of additional funds, just to keep the roadways in a serviceable condition.
As part of this year’s program, the contractor will apply a high-density mineral bond to the cul-de-sacs located in the subdivisions scheduled for micro-surfacing. The high-density bond significantly extends the life of the pavement, costs less, and continues to yield a better finish than the micro-surface in cul-de-sac applications.
In March 2023, the Transportation, Engineering and Development (TED) Business Group issued Bid 23-005 seeking a contractor to perform micro-surfacing and thermoplastic marking removal and replacement in various locations. This year’s program will micro-surface and restripe approximately six miles of roadway. The streets included in this year’s program are highlighted on the attached map.
State motor fuel tax (MFT) will fund most of the award at $827,625.25 The remaining $21,220 will be funded through other non-MFT revenue sources. The expenditure of state MFT funds requires the approval and supervision of the Illinois Department of Transportation. The corporate authorities of the municipality must adopt a resolution appropriating the MFT funds.
DISCUSSION:
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Advertisement Date: |
03/10/2023 |
Notices Sent: |
182 |
|
Opening Date: |
03/31/2023 |
Planholders: |
15 |
|
|
|
Proposals Received: |
2 |
Bids were received from the following vendors:
|
Vendor Name |
Proposed Cost |
|
Microsurfacing Contractors, LLC |
$848,845.25 |
|
AC Pavement Striping, Inc. |
$862,914.00 |
|
Engineer’s Estimate |
$927,877.88 |
The completion date of this project is December 29, 2023.
FISCAL IMPACT:
CIP #: MP009 - Street Maintenance Improvement Program (MIP)
Micro-surfacing is one component of the overall award for MP009. The chart below breaks out the different award components and award timeframes for the MIP.
|
Project Name |
Bid No. |
Award Amount |
Status |
|
Resurfacing - MFT |
23-001 |
$6,720,546.20 |
Recommend for Award 4/18/23 |
|
Resurfacing - City |
23-002 |
|
Yet to be awarded |
|
Crackfilling |
23-003 |
$331,639.00 |
Recommend for Award 4/18/23 |
|
Patching |
23-004 |
$600,000.00 |
Recommend for Award 4/18/23 |
|
Micro-surfacing |
23-005 |
$848,845.25 |
Recommend for Award 4/18/23 |
|
Sidewalk R&R for Micro |
23-006 |
$339,660 |
Recommend for Award 4/5/23 |
|
Total to date |
|
$8,840,690.45 |
|
The 2023 Micro-Surfacing Program is expensed to the Infrastructure accounts listed below. This is related to MP009, Street Maintenance Improvement Program (MIP) which $13,000,000 is budgeted for 2023. $827,625.25 of this award will be expensed to the MFT Fund since they qualify as eligible expenses, the remaining balance of $21,220 will be expensed to the Capital Projects Fund. Micro-surfacing and other components of MP009 are over budget in the MFT Fund. However, the excess cost will be accommodated within the 2023 budget due to underspending in other capital funds.
|
Account Number |
Fund Description |
Total Budget Amount |
|
30282500-551502 |
MFT Fund |
$6,500,000 |
|
30282200-551502 |
Capital Projects Fund |
$27,482,000 |
*Per Council directive, contingency on construction projects is set at 3% on projects over $500,000 and 5% on projects under $500,000.