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HomeMy WebLinkAbout2014-04-02 PACKET 04.F.REQUEST OF CITY COUNCIL ACTION COUNCIL MEETING DATE 4/2/14 PREPARED BY: Community Development ORIGINATING DEPARTMENT AGENDA ITEM # . ' Jennifer Levitt STAFF AUTHOR ******�*******�*********�***�******�*********�** COUNCIL ACTION REQUEST Consider approving the plans and specifications and establishing a May 1, 2014 bid date for the 2014 Seal Coat Program. STAFF RECOMMENDATION Adopt the resolution approving the plans and specifications and establishing a May 1, 2014 bid date for the 2014 Seat Coat Program. BUDGET IMPLICATION: $425,000 BUDGETED AMOUNT ADVISORY COMMISSION ACTION ❑ PLANNING ❑ PUBLIC SAFETY ❑ PUBLIC WORKS ❑ PARKS AND RECREATION ❑ HUMAN SERVICES/RIGHTS ❑ ECONOMIC DEV. AUTHORITY ❑ SUPPORTING DOCUMENTS DATE $203,780.00 Sealcoating Fund ACTUAL AMOUNT FUNDING SOURCE REVIEWED ❑ ❑ ❑ ❑ ❑ ❑ ❑ APPROVED ❑ ❑ ❑ ❑ ❑ ❑ ❑ DENIED ❑ ❑ ❑ ❑ ❑ ❑ ❑ � MEMO/LETTER: Memo from Jennifer Levitt and Ryan BurFeind dated 3/27/14 � RESOLUTION: Draft ❑ ORDINANCE: ❑ ENGINEERING RECOMMENDATION: ❑ LEGAL RECOMMENDATION: � OTHER: Seal Coat Maps ADMINISTRATOR'S COMMENTS .__.� � City ministrator r -°�°� ****************************�*��***�; COUNCIL ACTION TAKEN: ❑ APPROVED ❑ DENIED **�**�� ■ • ' Cottage / Grove � Pride anaProsPerity Meet To: Honorable Mayor and City Council Ryan Schroeder, City Administrator From: Jennifer Levitt, P.E., City Engineer Ryan Burfeind, Graduate Engineer Date: March 27, 2014 Subject: 2014 Seal Coat Program — Approve Plans & Specifications and Establish Bid Date BACKGROUND: The 2014 Seal Coat Program is primarily located in the four following areas of Cottage Grove: Area A— 2013 Pavement Management Mill and Overlay Area Area B— 2010 Pavement Management Area Area C— 2011 Pavement Management Area Area D— Hillside Trail between East Point Douglas Road and Jamaica Avenue Joint City Seal Coat maps are attached showing the seal coat areas for Cottage Grove, Afton, Denmark Township, Newport, and St. Paul Park. Seal coating is a common preventive maintenance activity in Minnesota perFormed by most cities, counties and Minnesota Department of Transportation districts. The primary reason to seal coat a bituminous pavement is to protect the pavement from the deteriorating effects of sun and water. When pavement is exposed to sun, wind, and water, the bituminous hardens, causing the pavement to become brittle. As a result, the pavement will crack because it is un- able to bend and flex when exposed to traffic and temperature changes. A seal coat combats this situation by providing a waterproof inembrane, which not only slows down the hardening process, but also helps the pavement to shed water, preventing it from entering the gravel sub- base material. DISCUSSION: Plans and Specifications Plans and specifications have been prepared in accordance with the City's standards and spe- cifications. The engineer's estimate for the seal coat application is $161,260 for the City of Cottage Grove. The City of Cottage Grove's total cost for seal coating, which includes the pur- chase of seal coat aggregate, is estimated at $203,780. Funding for this project will come from the City's Sealcoating Fund as outlined in the current CIP and 2014 budget. The total project cost for seal coat application for all communities is estimated at $303,700. The total cost of seal coating for all communities is estimated $377,760. Honorable Mayor, City Council, and Ryan Schroeder 2014 Seal Coat Program — Approve Plans and Specifications and Establish Bid Date March 27, 2014 Page 2 Bid Date A bid date of May 1, 2014, at 10:00 a.m. offers ample time to provide the legal advertisement and notification to contractors. RECOMMENDATION: It is recommended the City Council adopt the attached resolution approving the plans and specifications and establishing a May 1, 2014, bid date for the 2014 Seal Coat Program. RESOLUTION NO. 2013-XXX RESOLUTION APPROVING THE PLANS AND SPECIFICATIONS AND ESTABLISHING A BID DATE FOR THE 2014 SEAL COAT PROGRAM WHEREAS, plans and specifications have been prepared in accordance with the City Standards and Specifications for the 2014 Seal Coat Program; and WHEREAS, a bid date has been established for May 1, 2014; and WHEREAS, the City Engineer has presented such plans and specifications to the City Council for approval. NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Cottage Grove, County of Washington, State of Minnesota, approves the plans and specifications and establishes a bid date of May 1, 2014, for the 2014 Seal Coat Program. Passed this 2nd of April, 2014. Myron Bailey, Mayor Attest: Caron M. 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