AGENDA MEMO

City Council

April 5, 2010

Issue Statement

Approval of the 2010 Street Maintenance contract with James D. Fiala Paving Inc. in the amount of $1,298,473.34, including Alternate 1-Mystic Trace; Alternate 2-Williams Street and Alternate 3-James Peter Court.

RESOLUTION BACKUP

Background/History

The City’s 2010 Street Maintenance Program includes 5.52 miles under the base bid and 5.75 with options, of roadway. The program is as follows:

	STREET	LIMIT	LENGTH In Feet	WIDTH	RATING	LAST REHAB
1	Eleanor Place	Janet Avenue to Elm Street	980	18	64	1984
2	Brookbank Road	Janet Avenue to Elm Street	500	18	69	1996
3	Leonard Drive	67^th Street to Chestnut Lane	1093	18	64	1984
4	Western Avenue	67^th Street to Chestnut Lane	1093	18	64	1984
5	Columbia Lane	Charleston Dr to Richmond Av	650	30	66	1991
6	Nantucket Drive	75^th Street to City Limits	2600	37	65	1994
7	Stratford Place	Walnut Drive to 79^th Street	1800	28	64	1993
8	Linden Avenue	Plainfield Road to 79^th Street	1420	18	62	1983
9	77^th Street	Williams Street to Adams Street	1500	28	69	1994
10	Lyman Avenue	75^th Street to Manning Road	1350	37	62	1993
11	Beller Drive	83^rd Street to Lemont Road	4870	30	67	1995
12	Ailsworth Drive	Beller Road to Dead End	1420	28	66	1995
13	Ailsworth Court	Ailsworth Drive	535	28	71	1995
14	Downers Drive	Dead End to 87^th Street	150	23	65	1993
15	Thistlewood Court	Evergreen Ln to Evergreen Ln	1125	30	64	1987
16	Ashley Court	Knottingham Circle west	225	30	64	1999
17	Durham Court	Knottingham Circle	300	30	64	1999
18	Lakeview Drive	Plainfield Road to Bailey Road	3800	37	65	1994
19	Adams Street	Greenbriar Ln to Iroquois Ln	1000	28	64	1995
20	Ripple Ridge Drive	Hinswood Drive east	2750	28	65	1995
		Total	29,161
			5.52291	Miles
	Option #1
21	Mystic Trace	Ripple Ridge Drive to North Frontage Road	970 (.18 Mile)	28	68	1995
22	Williams Street	Holly Ave to Claremont Dr	280 (.05 Mile)	28	65	2000
	Total w/Option #1		5.75291

The bid tabulations included four alternates broken down as follows:

Base Bid-

Alternate 1-Includes the Base Bid and the paving of Mystic Trace from Ripple Ridge Drive to North Frontage Road. Mystic Trace is considered an alternate if the bid results exceeded the budget, thus allowing consideration of the alternates to be reprogrammed for FY11/12.

Alternate 2-Includes Williams Street plus Alternate 1 from Holly Avenue to Claremont Drive.

Alternate 3-Includes James Peter Court plus Alternate 2. The developer will reimburse the City through the letter of credit.

Alternate 4-Was discussed at the Budget workshop and is not included for funding.

Sealed bids were opened on January 21, 2010. A summary of the five (5) bids received is attached as Attachment A.

James D. Fiala Paving provided the lowest competitive bid for the base bid and Alternatives 1, 2, 3 and 4.

The expenditure is to be expended as follows:

ACCOUNT NUMBER	ACCOUNT DESCRIPTION	FY 10-11 BUDGET	PROPOSED EXPENDITURE	PROPOSED BALANCE
25-30-4855	STREET RECONSTRUCTION/REHAB	TBD	$ 1,235,016.57	N/A
ALTERNATE 1	Mystic Trace	TBD	$ 1,271454.70	N/A
ALTERNATE 2	Williams Street plus Alternate 1	TBD	$ 1,287,521.93	N/A
ALTERNATE 3-REIMBURSEMENT	James Peter Ct plus Alternate 2	TBD	$ 1,298,473.34	N/A
TOTAL REIMBURSEMENT			$ ( 10,951.41)
TOTAL PROGRAM EXPENDITURE		TBD	$ 1,287,521.93	N/A

Committee/Staff Recommendation

The Municipal Services Committee and Staff recommend awarding the base bid and Alternates 1, 2 & 3 to James D. Fiala Paving Inc. for the 2010 Road Maintenance Contract in the amount of $1,298,473.34. James D. Fiala Paving Inc. was awarded the street maintenance contracts in 2005, 2007, 2008 and 2009 and has provided satisfactory results for the program. Please note that $10,951.41 is reimbursable

Alternate Consideration

As directed by the Municipal Services Committee.

Decision Mode

This item will be placed on the April 5, 2010 City Council agenda for formal consideration.