Memorandum

City of Lawrence

Public Works

TO:	Mark Thiel, Assistant Director of Public Works – Infrastructure Management
FROM:	Steven M. Lashley, P.E., Project Engineer – Infrastructure Management
CC:	Charles F. Soules, P.E., Director of Public Works
Date:	April 18, 2012
RE:	Project No. PW1209 – 2012 Overlay Program Phase 1 – City Bid No. B1228 April 24, 2012 Consent Agenda Item – Award Contract

Please include the following item on the City Commission consent agenda for consideration at the April 24, 2012 meeting:

On April 17, 2012, the City of Lawrence opened proposals for Project No. PW1209 – 2012 Overlay Program Phase 1, City Bid No. B1228 (see attached bid tab).

VENDOR	TOTAL BID
Engineer’s Estimate	$764,506.60
Sunflower Paving, Inc.	$669,773.70
Seal-O-Matic Paving Co.	$776,014.20
Bettis Asphalt & Construction, Inc.	$793,630.46
Little Joe’s Asphalt, Inc.	$794,682.12

Project Description.  This milling and overlay project includes a number of City residential streets along with the arterial Kentucky St from W 12^th St to W 19^th St (see attached location map).  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.

Installation of traffic calming devices (speed humps or cushions) on Massachusetts St south of 23^rd St and Winona St from Mass St to Barker St has been proposed for inclusion with this contract.  A final determination will be made after review by the Historic Resources Commission in an upcoming meeting.

Project History.  The City’s annual pavement maintenance program was reviewed and approved by the City Commission on December 20, 2011.  Of the various program projects, the 2012 Microsurfacing Program was awarded on February 28, 2012, the 2012 Concrete Rehabilitation Program was awarded on April 17, 2012, the KLINK Overlay & Geometric Improvements work on 6^th St from Iowa St to Monterey Way is planned for bid on April 24, 2012, the 2012 Crack Seal Program (to be performed by City internal crews), the 2012 Overlay Program Phase 2, and the 2012 CIP Reconstruction of Wakarusa Dr from Research Park Way to Oread West Dr are also planned for this construction season as presented at the December 20, 2011 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.  Staff has reviewed the project with the “Complete Streets” policy and has incorporated elements that are fiscally and financially appropriate.  Elements planned for inclusion are:  proposed traffic calming and improved safety from pavement rehabilitation.

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.  Funding for the program was approved in August, 2011 and adopted in the 2012 City Budget.  This project was included in the 2012 Pavement Maintenance Program for overlay rehabilitation to be paid from infrastructure sales tax funds. The contract includes an asphalt index which may require change order(s) based on the increases/decreases in asphalt oil pricing.

Action Request.  Award the bid for the 2012 Overlay Program Phase 1, Project No. PW1209, to Sunflower Paving, Inc., for a total amount of $669,773.70.

Attachment:  Location Map(s) & Bid Tab