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HomeMy WebLinkAbout2012-04-04 PACKET 04.J.REQUEST OF CITY COUNCIL ACTION COUNCIL AGENDA MEETING ITEM # dj DATE 4/04/12 PREPARED BY Engineering Jennifer Levitt ORIGINATING DEPARTMENT STAFF AUTHOR COUNCIL ACTION REQUEST Consider awarding the contract for the 2012 Joint -City Wide Crack Sealing Program to Northwest Asphalt Maintenance in the amount of $48,545.00. STAFF RECOMMENDATION Adopt the resolution awarding the contract for the 2012 Joint -City Wide Crack Sealing Program to Northwest Asphalt Maintenance in the amount of $48,545.00. BUDGET IMPLICATION $45,000.00 $48,545.00 $3 6,000.00 (CG Porti BUDGETED AMOUNT ACTUAL AMOUNT ADVISORY COMMISSION ACTION ❑ PLANNING ❑ PUBLIC SAFETY ❑ PUBLIC WORKS ❑ PARKS AND RECREATION ❑ HUMAN SERVICES /RIGHTS ❑ ECONOMIC DEV. AUTHORITY SUPPORTING DOCUMENTS DATE REVIEWED APPROVED DENIED ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ MEMO /LETTER: Allan Larson, March 19, 2012 ❑ RESOLUTION: ❑ ORDINANCE: ❑ ENGINEERING RECOMMENDATION: ❑ LEGAL RECOMMENDATION: MOTHER: Proposal Northwest Asphalt Maintenance; Proposal Fahrner Asphalt Sealers; Proposal Allied Blacktop Company ADMINISTRATORS COMMENTS c Ity Administrator Date COUNCIL ACTION TAKEN: ❑ APPROVED ❑ DENIED ❑ OTHER H: \COUNCIL FORMS \COUNCIL 2012 \Council 4 -4 -12 \Council Action Form Crack Sealing.doc RESOLUTION NO. 2012- RESOLUTION AWARDING QUOTE FOR THE 2012 JOINT -CITY WIDE CRACK SEALING PROGRAM TO NORTHWEST ASPHALT MAINTENACE IN THE AMOUNT OF $48,545.00. WHEREAS, Plans and specifications were completed according to city standards, and WHEREAS, quotes were requested to provide the necessary work, and WHEREAS, three firms submitted quotes; and WHEREAS, it appears that Northwest Asphalt Maintenance is the lowest responsible quoter; and WHEREAS, it is the recommendation of the City Engineer the contract be awarded to Northwest Asphalt Maintenance. NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Cottage Grove, County of Washington, State of Minnesota, the quote for the 2012 Joint -City Wide Crack Sealing Program be awarded to Northwest Asphalt Maintenance in the amount of $48,545.00 Passed this 4 day of April, 2012. Myron Bailey, Mayor Attest: Caron M. Stransky, City Clerk CITY OF COTTAGE GROVE MINNESOTA To: Honorable Mayor and City Council Ryan Schroeder, City Administrator From: Allan Larson Date: 3/19/12 Subject: 2012 Joint -City Wide Crack Sealing Program - Quotes BACKGROUND / DISCUSSION: The Cities of Cottage Grove, St. Paul Park, Newport and Denmark Township this year will do a Joint -City Wide Crack Sealing Program for a total application of 53,939 pounds of Crafco 535 Joint Sealant installed on city streets. Quotes were opened for the installation of crack sealing on March 16, 2012. Transmitted here with is a copy of the quotes for your information and file. Copies will also be distributed to each of the companies that supplied quotes. There were a total of 3 complete quotes. The following summarizes the results of the quotes received. Contractor Quoted Amount Price Per Pound 1. (Low) Northwest Asphalt Maintenance $48,545.00 $0.90 2. Fahrner Asphalt Sealers $84,68413 $1.57 3. Allied Blacktop Company $85,763.01 $1.59 The low quote on the project was Northwest Asphalt Maintenance at $ 48,545.00. The 2012 Cottage Grove budget amount was $ 45,000.00 for 40,000 pounds of Joint Sealant Material. RECOMMENDATION: It is recommended the 2012 Joint -City Wide Crack Sealing Program be awarded to the lowest quote supplied by Northwest Asphalt Maintenance for $48,545.00. IVI &Y. 1. Luiz y : i i Aivi uo. I)6 1 F. ) PROPOSAL 2012 JOINT CITY WIDE - CRACK SEALING QUOTE FOR Cottage Grove, Newport, St, Paul Park & Denmark Twp. City of Cottage Grove Public, Works Department 8635 W. Point Douglas Road Cottage Grove, Minnesota 55016 We the undersigned have examined the quote documents and hereby agree to furnish the following: ITEM-11; Price per pound for application of up to 53,939 pounds of Crafco 535 Joint .Sealant M!' _1 Quantities: Cottage Grove: 40,000# of Crafco 535 (Furnished by City) St. Paul Park: 6,500# of Crafco 535 (Furnished by City) Newport: 4,168# of Crafco 535 (Furnished by City) Denmark Township: 3,279# of Crafco 535 (Furnished by Twp.) It is understood that quotes may not be withdrawn for a period of 30 days after the date and time set for the opening of quotes. In submitting this quote, it is understood the city retains the right to reject any and all quotes, to waive irregularities and informalities therein, and to award the contract in the best interest of the city. var. t. to i [ y :j ry IV u. I j U I I I Y Respectfully submitted, �r °�cysu"t K -,nyaS (A Corporation IYpr(h,, I4,s nc (An Individual) Name (A Partnership) Address n E L / E Telephone No. M NORTHWEST ASPHALT Jason Kangas Tres: den t Title IaZ10124I. - TAB 2012 JOINT Elry WIDE _ CRACK SEALING QUOTE FOR Cottage Grove, Newport, St. Paul Park & Denmark Twp. City of Cottage Grove Public Works Department 8635 W. Point Douglas Road Cottage Grove, Minnesota 55016 We the undersigned have examined the quote documents and hereby agree to furnish the following: ITEM -1c Price per Quantities: Cottage Grove: St. Paul Park: Newport: pound for application of up to 53,939 pounds of Crafco 535 Joint Sealant /.57 / 1 —(3 40,000# of Crafco 535 (Furnished by City) 6,500# of Crafco 535 (Furnished by City) 4,168# of Crafco 535 (Furnished by City) Denmark Township: 3,279# of Crafco 535 (Furnished by Twp.) It is understood that quotes may not be withdrawn for a period of 30 days after the date and time set for the opening of quotes.. In submitting this quote, it is understood the city retains the right to reject any and all quotes, to waive irregularities and informalities therein, and to award the contract in the best interest of the city. Respectfully submitted, (AOorporatio� G �� afifhe � (Ankidivio'ual) Name .�e,f F, r C c C- (A Partnership) FO 8O X (., S `} Address A j C )ra 1,4 r 12J) t5 `f '7 '}— 71rf- F?`f X6,70 Telephone No. 2012 JOINT CITY WIDE - CRACK SEALING QUOTE FOR Cottage Grove, Newport, St. Paul Park & Denmark Twp. City of Cottage Grove Public Works Department 8635 W. Point Douglas Road Cottage Grove, Minnesota 55016 We the undersigned have examined the quote documents and hereby agree to furnish the following: ITEM -1: Price per pound for application of up to 53,939 pounds of Crafco 535 Joint Sealant s IJ Quantities: Cottage Grove: 40,000# of Crafco 535 (Furnished by City) St. Paul Park: 6,500# of Crafco 535 (Furnished by City) Newport. 4,168# of Crafco 535 (Furnished by City) Denmark Township: 3,271# of Crafco 535 (Furnished by Twp.) It is understood that quotes may not be withdrawn for a period of 30 days after the date and time set for the opening of quotes. In submitting this quote, it is understood the city retains the right to reject any and all quotes, to waive irregularities and informalities therein, and to award the contract in the best interest of the city. Respectfully submitted, � Corporation /�� �' CC3 " "individual) Name (A Partnership) I95P� ABC IQ Address City of Cottage Grove Minimum Specifications for Crack Sealing 1. Intent of Specification: To provide the City of Cottage Grove, with a crack sealing contractor, to seal City streets and City property; as directed by the Stroot Maintenance Jivisicn. 2. Non - Collusion Clause: Vendor's, agent /employee hereby agree to comply and fully perform in accordance with the law and state that they have not, directly or indirectly, entered into an agreement or understanding, participated in any collusion, or otherwise taken any action in restraint of free competitive bidding in connection with the proposal submitted with respect to the above referenced invitation to bid. Vendor fully acknowledges that such an act of non- compliance may be deemed unlawful and would be considered a violation of the law and subject to prosecution. 3. Sealant: Sealant will be provided by the City of Cottage Grove and will be Crafco 535. 4. Procedure: The Contractor shall heat the asphalt rubber sealant in a jacketed double boiler type melting unit equipped with both agitation and re- circulation systems or approved alternate. The temperature of the heat transfer oil shall not exceed 500 degrees F when melting asphalt rubber sealant. The melting unit shall be capable of safely heating the sealant to 400 degrees F. Blocks of sealant may be added to the melting unit as long as the recommended application temperature is maintained between 350 degrees F and 400 degrees F. Asphalt cracks will be routed to a width of 1" and a depth of 3/4" and will be blown clean and dry with a hot air lance. Following appropriate cleaning, sealant should be applied to a slightly overfilled condition and then leveled with a squeegee in a narrow (not to exceed 2.5 inches wide) band across the crack with an overlap beyond the crack edges. Approximately 50% of the sealant will be applied to designated streets using the blow and go method with over - banding and blotting paper. Sealant shall not be applied to damp or improperly cleaned cracks. Sealant temperature at application shall be at least 350 degrees F and shall not exceed 400 degrees F. Blotting material will be placed over sealant. Cracks that have a depressed surface and the sealant shall be leveled to the pavement surface with a squeegee. Those deep cracks that experience sealant settlement shall be given a second application of sealant material. The Contractor, may use a backer rod at no additional cost to the project; however, sealant must be at least 3/4" thick over rod. Special care shall be taken when sealing cracks on steep hills to avoid flow of material out of routed cracks. 5. Pot Life: Pot life of Crafco 535 Rubber Sealant at application temperatures is approximately 12 to 15 hours. Application life may be extended by adding fresh blocks of sealant as sealant is applied and the quantity in the kettle decreases. The sealant should be agitated while being applied. The sealant may be reheated to application temperature, after initial heat -up. Excessive use of prolonged heating will cause degradation of sealant properties as indicated by thinning of the sealant. 6. Safety Precautions: it is the responsibility of the Contractor to make sure all personnel involved with the sealing operation should read and understand the Material and Safety Data Sheet for Crafco 535 before sealing is started. 7. Storage: During storage, pallets should not be stacked and the outer protective wrap should be left intact. Pallets may be stored outdoors without cover. 8. Payment: Payment at the unit price bid per pound of material to repair the designated bituminous surface cracks shall be considered full compensation. The City of Cottage Grove will provide on -site inspectors to verify quantities of materials used and quality of work done. 9. Warning Signs and Barricades: The Contractor shall provide, erect and maintain all necessary barricades, signs, danger signals and lights meeting or exceeding O.S.H.A. Standards for the protection of the work and the safety of the public. The Contractor shall provide the City of Cottage Grove Street Maintenance Division with the name and telephone number of a person who can be reached at all times during construction. All sealing activities affecting vehicular or pedestrian traffic must conform to "Temporary Traffic Control Zone Layouts" of the Minnesota Department of Transportation manual on uniform traffic control devices. The Cottage Grove Public Works Director must approve the closure of any street for crack sealing. The Cottage Grove Police Department must be notified by 9:00 a.m. each day when sealing operations will require the closure of any street for more than 15 minutes. 90. Air and Water Pollution: Pollution of natural resources of air, land and water by operations under this Contract shall be prevented, controlled and abated in accordance with the rules, regulations and K standards adopted and established by the Minnesota Pollution Control Agency, and in accordance with the provisions of this section. The Contractor shall provide and maintain all sanitary accommodations for the use of his employees as may be necessary to provide for their health and welfare which complies with Federal, State and local codes and regulations. 11. Warranty: All work to be warranted for at least one year after application for any defects in workmanship. The Contractor will reseal failures at no cost to the City of Cottage Grove. The City of Cottage Grove will hold back payment equal to 10% of the total contract amount for said warranty period, pending completion of repairs required, if any. 12. Miscellaneous: Any damage to private property shall be at Contractor's expense. Equipment and /or materials shall not be stored on roadways or aprons. 13. Insurance: The Contractor shall, at the time of execution of the contract, secure and maintain such insurance from an insurance company authorized to write casualty insurance in the State of Minnesota as will protect himself, subcontractors, if any, and the owner from all claims for bodily injury, death or property damage that may arise from operations under the contract. The Contractor shall not commence work until he has obtained all insurance required and shall have filed the Certificate of Insurance or a certified copy of the insurance policy with the City. Each policy shall contain a clause providing that it shall not be canceled without ten (10) days' written notice to the City of intent to cancel. The amounts of insurance shall not be less than the following as required by the City: "INSURANCE REQUIREMENTS FOR WORK UNDER $100,000.00" The Contractor shall indemnify and save harmless the City, and each of its officers and employees and agents, from and against all losses and all claims, demands, payments, suits, actions, recoveries and judgments of every nature and description, brought or recovered against it by reason of any omission or acts of the Contractor, his agents or employees, in the execution of the work. The Contractor shall obtain in the name of the City and shall maintain and pay the premiums for such insurance in the same amount as specified above for Contractor's liability under this contract and a copy of such insurance policy shall be delivered to the City before the work commences. The risks assumed by Contractor under this paragraph shall be insured under an owner's protective contingent public liability policy. 14. Completion: Completion date for the project is set for June 25, 2012. A request for additional time may be granted by the Public Works Director if an extension is required due to weather conditions. 3 INSURANCE REQUIREMENTS FOR WORK UNDER $100,000 In order for your firm to provide products or services to the City of Cottage Grove, we require that a certificate of insurance must be provided prior to the onset of any work. INSURANCE REQUIREMENTS CERTIFICATE HOLDER: City of Cottage Grove 7516 80 Street South Cottage Grove, MN 55016 2. GENERAL LIABILITY: Limits: • $ 1,000,000 Per Occurrence $ 1,000,000 Personal & Advertising Injury • $ 1,000,000 Products - Completed Operations Aggregate • $ 2,000,000 General Aggregate • $ 100,000 Fire Damage • $ 10,000 Medical Expense (Any one person) 3. AUTOMOBILE LIABILITY: • $1,000,000 (Any Auto) Combined Single Limit (Each Accident) 4. WORKERS COMPENSATION & EMPLOYERS' LIABILITY • Statutory Limits Contractor shall also provide Additional Insured Endorsement on ISO Form CG 20 10 11 -85 (or on a substitute form providing equivalent coverage) or on a combination of ISO Forms CG 20 1010 01 and CG 20 3710 01 naming the City of Cottage Grove as Additional Insured thereunder. Additional insured coverage shall apply as Primary Insurance with respect to any other insurance afforded to the City. The Cancellation Clause must read as follows: Should any of the above - described policies be cancelled before the expiration date thereof, the issuing insurer will endeavor to mail 30 days written notice to the certificate holder named to the left, but failure to do so shall impose no obligation or liability of any kind upon the insurer, its agent or representatives. Please forward the certificate of insurance to: City of Cottage Grove 7516 80 Street South Cottage Grove, MN 55016 Attn. City Clerk PERFORMANCE BOND KNOW ALL MEN BY THESE PRESENTS: that Principal (hereinafter called Contractor) and %6y Surety (hereinafter called Surety) are held and firmly bound unto the City of Cottage Grove, Minnesota as Obligee (hereinafter called Obligee) in the amount of for the payment whereof Contractor and Surety bind themselves, their heirs, executors, administrators, successors and assigns, jointly and severally, firmly by these presents. WHEREAS, Contractor has by written agreement dated 1 2012 entered into a contract with the obligee to: Provide the City of Cottage Grove with a crack sealing contractor to seal streets as directed by the street maintenance division: in accordance with Drawings and Specifications prepared by the City of Cottage Grove which contract is by reference made a part hereof, and is hereinafter referred to as the Contract. NOW, THEREFORE, THE CONDITION OF THIS OBLIGATION is such that if Contractor shall promptly and faithfully perform said Contract in conformance with the Contract Documents, and all guaranty, indemnity and warranty obligations specified therein, and shall promptly and faithfully remedy any breach of its obligations under the Contract Documents discovered within the time limits set by statute for commencement of actions, and shall pay any damages for unexcused late completion, then this obligation shall be null and void; otherwise it shall remain in full force and effect. The Surety hereby waives notice of any alteration, changes or extension of time made by the Obligee. Whenever the Contractor shall be, and declared by the Obligee to be in default under the Contract, the Surety may promptly remedy the default, or shall promptly: (1) Complete the Contract in accordance with its terms and conditions, or if appropriate, (2) Obtain a bid or bids for completing the Contract in accordance with its terms and conditions, and upon determination by the Obligee and the Surety jointly of the lowest responsible bidder, arrange for a contract between such bidder and Surety and make available as Work progresses (even though there shall be a default or a succession of defaults under the contract or contracts of completion arranged under this paragraph) sufficient funds to pay the cost of completion and other costs and damages for which the Surety may be liable hereunder, but not exceeding the amount set forth in the first paragraph hereof less the balance of the contract price. The term "balance of the contract price" as used in this paragraph shall mean the total amount payable by the Obligee to Contractor under the Contract and any amendments thereto, less the amount paid by the Obligee to Contractor, or if appropriate. (3) Promptly pay such sums to the Obligee as the Obligee may be entitled from the Contractor under the Contract Documents, or for the breach thereof, but not exceeding the amount set forth in the first paragraph hereof. The surety agrees to be bound by any award granted to the obligee against the Contractor in arbitration or judicial proceedings commenced pursuant to the Contract Documents. No right of action shall accrue on this bond to or for the use of any person or corporation other than the Obligee named herein or the successors of the Obligee. Signed and sealed this day of 2012 Contractor Signature (Typed or Printed Name of Signer) Title Witness Signature M (Typed or Printed Name of Signer) (If the contractor is a partnership or joint venture, all partners or co- venturers must execute this Bond.) Surety Address Phone Number Witness By Signature (Typed or Printed Name of Signer) (Local Address & Phone No.) (The attorney -in -fact shall attach hereto a copy of his power of attorney or other document which authorizes him to act on behalf of and to bind the surety.)