City of Lawrence

Public Works Department

MEMORANDUM

TO:              David L. Corliss

          City Manager

FROM:          Steven M. Lashley, P.E.

                   Project Engineer – Infrastructure Management

DATE:           April 8, 2009

RE:               Project No. PW0907 – 2009 Overlay Program Phase 1– City Bid No. B09022

                   April 14, 2009 Consent Agenda Item – Award Contract

Please include the following item on the City Commission consent agenda for consideration at the April 14, 2009 meeting:

On April 7, 2009, the City of Lawrence opened proposals for Project No. PW0907 – 2009 Overlay Program Phase 1, City Bid No. B09022.

VENDOR	TOTAL BID
Engineer’s Estimate	$229,903.00
Sunflower Paving, Inc.	$192,128.34
LRM Industries, Inc.	$203,283.66
Hamm, Inc.	$206,578.90
Bettis Asphalt & Construction, Inc.	$216,379.96

Project Description.  This milling and overlay project includes a number of City residential streets.  The street mill and overlay sections to be worked on are determined to be in generally fair to poor condition and have deteriorated beyond the point at which cost-effective preventative maintenance techniques can be performed.  This type of minor rehabilitation work is utilized when some structural deficiencies exist along with other signs of progressed deterioration that lead to poor drainage and diminished ride quality.  An effective milling and overlay program will reestablish desired drainage, structural, and ridability characteristics to a street and reduces other long-term maintenance and rehabilitation costs.

Project History.  The city’s annual pavement maintenance program was reviewed and approved by City Commission on January 27, 2009.  Of the various program projects, the 2009 Crack Sealing Program work is in progress, the 2009 Curb and Gutter Replacement Program is anticipated to begin in late April, 2009, an extension of the 2008 Microsurfacing Program carryover work with proposed 2009 Microsurfacing Program project locations is currently being prepared, the W 9^th St Tennessee to Iowa Sales Tax Program Rehabilitation Project, KLINK Overlay of W 23^rd St from Iowa to Kentucky Ct, and the 2009 Overlay Program Phases 2 and 3 are also planned for this construction season as presented at the January 27, 2009 City Commission Meeting.

Project Details.  The project includes milling existing pavement, patching deteriorated areas, and placing a 2-inch overlay pavement to restore structural capacity, skid resistance, proper drainage, and ride quality to the pavement on existing City streets.

Project Funding.  The pavement maintenance program is funded from several sources including the general fund, gas tax funds, sales tax and sales tax reserve, and capital improvement reserve accounts.  This contract was included in the 2009 Street Maintenance Program for Overlay budgeted at $400,000.00 to be paid from the general fund.  The contract includes an asphalt index which may require change order(s) based on the increases/decreases in asphalt oil pricing.

Action Request.  Approve bid from Sunflower Paving, Inc. for the 2009 Overlay Program Phase 1, Project No. PW0907, in the amount of $192,128.34, plus $17,000 contingency, for a total project cost of $209,128.34, provided the contractor can meet the terms established in the contract documents.  The contingency is based on the anticipated increase of asphalt oil pricing and the applied asphalt indexing.

Attachment:  Bid Tab & Location Map

cc:      Cynthia Boecker        Tammy Bennett

Diane Stoddard         Alan Landis

Chuck Soules            Frank Reeb

Mark Thiel               Bobbie Walthall