Memorandum

City of Lawrence

Public Works

TO:	David P. Cronin, P.E., City Engineer Mark Thiel, Assistant Director of Public Works Charles F. Soules, P.E., Director of Public Works
FROM:	Steven M. Lashley, P.E., Project Engineer
DATE:	May 20, 2015
RE:	Project No. PW1514 – 2015 Overlay and Concrete Rehabilitation Program (tied w/ PW1519 & PW1520 – Mesa Way Street Improvements – Pioneer Ridge Center/ Subdivision Benefit Districts) – City Bid No. B1532;

On May 19, 2015, the City of Lawrence opened proposals for Project No. PW1514 – 2015 Overlay and Concrete Rehabilitation Program (tied w/ PW1519 & PW1520 – Mesa Way Street Improvements – Pioneer Ridge Center/ Subdivision Benefit Districts), City Bid No. B1532 (see attached bid tab).

VENDOR	BASE BID – PW1514	ALT BID – PW1519	ALT BID – PW1520	TOTAL BID
Engineer’s Estimate	$1,717,685.00	$67,505.00	$33,400.00	$1,818,590.00
Sunflower Paving, Inc.	$1,628,860.15	$70,559.00	$32,099.50	$1,731,518.65
Little Joe’s Asphalt, Inc.	$2,193,686.52	$ NO BID	$ NO BID	$2,193,686.52 – BASE BID ONLY

Project Description

This milling and overlay, curb and gutter, and concrete pavement rehabilitation project (Base Bid Section) includes several City residential streets and some collector streets (see location map). The City street mill and overlay, curb and gutter, and concrete rehab 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. An effective rehabilitation program will reestablish desired drainage, structural, and ridability characteristics to a street and reduces other long-term maintenance and rehabilitation costs.

To add, Mesa Way (Private Street) street maintenance improvements are to be tied as Alternate Sections with the project award. There are two separate Benefit Districts, Pioneer Ridge Center Subdivision and Pioneer Ridge Subdivision.

Project History

The City’s annual pavement maintenance program was reviewed and approved by the City Commission on February 24, 2015. Other contracted maintenance program projects such as the 2015 Crack Seal Program (to be performed by City internal crews), the 2015 Overlay, Patch, and Microsurfacing Program, and the KLINK Milling and Overlay project are also planned for this construction season as presented at the February 24, 2015 City Commission Meeting.

For Mesa Way (Pioneer Ridge Center/ Subdivision), property owners/ businesses located along this private street corridor identified the need for pavement maintenance repairs. Representatives for Pioneer Ridge approached the City in October of 2014 to propose formation of Benefit Districts for inclusion of Mesa Way street repairs with a future City street maintenance project. Petitions were reviewed and Resolutions adopted (No. 7116 and No.7117) by City Commission on May 5, 2015.

Project Details

The project includes the removal and replacement of curb and gutter sections and concrete pavement, concrete intersection apron/valley gutter improvements, milling of existing pavement, patching of deteriorated areas, and the placement of a 2-inch asphalt overlay to restore structural capacity, skid resistance, proper drainage, and ride quality to the existing City streets. All existing pavement markings will be reestablished. Additional bicycle pavement markings (sharrows) will be included on several streets (Crestline Dr, W 7^th St, Michigan St) within the project work areas as coordinated by the Public Works Department based on recommendations from Bicycle Advisory Committee.

Mesa Way (Benefit District) will have similar pavement rehabilitation work performed.

The extents of the projects are reflected in the attached location map. However, staff has identified additional need for “timely” maintenance work and to take advantage of existing street closures on Louisiana St, south of W 23^rd St with respect to KDOT’s reconstruction of W 31^st St at Louisiana St. The recommendation is to perform significant rehabilitation work (curb and gutter/ mill and overlay) from W 27^th St to the tie-in south of W 29^th Ter with Sunflower Paving Inc. (low bid Contractor) and intermittent full depth and partial depth patching by City Internal Street Maintenance crews from W 23^rd St to W 27^th St. The estimated total costs = $250,000.00.

Staff has contacted Sunflower Paving Inc. and discussed the proposed scope of additional work and the timeline for completion for July 10, 2015. Sunflower Paving Inc. representatives have agreed to the additional work with the utilization/ extension of line items as bid and to meet the projected timeline contingent upon weather impacts. This extension of work will impact completion timeline of the overall contracted work by approximately four to six weeks.

Project Funding

The pavement maintenance program is typically funded from several sources. Funding for the program was approved in August, 2014 and adopted in the 2015 City Budget. This project was included in the 2015 Pavement Maintenance Program for overlay and concrete rehabilitation to be paid from the general fund, motor fuels tax, storm water fund, and sales tax reserve fund. Base Bid Total = $1,628,860.15. As the current budget stands, award of this contract for the base bid total will over spend the street maintenance budget by approximately $607,000.00. There has been a noticeable (~15% +) increase in overall construction costs and some higher than estimated work quantities impacting overall funding distribution across multiple maintenance projects. To complete all of the comprehensive street maintenance program projects as proposed and approved at the February 24, 2015 City Commission Meeting, an increase in funding will be needed.

One-hundred percent (100%) of the cost of the improvements for Mesa Way shall be funded through assessments on the Pioneer Ridge Improvement Benefit Districts and no costs shall be paid by the City of Lawrence. Alternate Bids Total = $102,658.50.

Staff is requesting that the proposed additional expenditures for maintenance work on Louisiana St from W 23^rd St to south of W 29^th Ter, totaling an estimated $250,000.00, be funded from Infrastructure Sales Tax.

Action Request

1) Authorize additional expenditures in the amount of $607,000.00 from Infrastructure Sales Tax for 2015 contracted street maintenance, then Award City Bid No. B1532, Project No. PW1514 – 2015 Overlay and Concrete Rehabilitation Program and Alternates PW1519 & PW1520 – Mesa Way Street Improvements – Pioneer Ridge Center/ Subdivision Benefit Districts to Sunflower Paving, Inc. in the total amount of $1,731,518.65.

2) Authorize additional expenditures in the amount of $250,000.00 from Infrastructure Sales Tax for Maintenance Rehabilitation of Louisiana St from 23^rd St to Tie-in with the 31^st St KDOT project.