AGENDA MEMO

City Council

April 16, 2012

Issue Statement

Approval of the 2012 Street Maintenance contract with James D. Fiala Paving Inc. in the amounts of $1,253,108.49 for the base bid; and Option No 1-Resurfacing Public Works Facility $174,849.30; and Option No 2-Darien Pathway Development $23,557.10; and Option No 3-Capra Trail-Bailey Park Homeowners Association $66,191.90; and Option No 4-Mark Delay School Parking Lot $63,411.60 and Option No 5-Selective Base Repair 1,500 Square yards $74,250.00 for a grand total cost of $1,655,368.39.

RESOLUTION

Background/History

The City’s 2012 Street Maintenance Program includes 4.9 miles. The program consists of the following roads:

2012 ROAD RESURFACING PROGRAM
STREET	SUBDIVISION	LIMIT	RATING	LAST REHAB	ROAD LENGTH
Poplar Lane	Marion Hills South	Janet Avenue to Elm Street	53	1999	840
Maple Lane	Hinsbrook	Richmond Ave to Clarendon Hills Rd	61	1997	2840
Donegal Drive	Carriage Hill	Meyers Wood Park to Donegal Court	62	1995	1254
Stewart Drive	Bailey Park	Bailey Road to limit	63	1996	1400
Cramer Lane	Farmingdale Village	Brewer Road to Drover Lane	64	1998	480
Tamarack Drive	Hinsbrook	Richmond Avenue to Beechnut Lane	64	1999	2200
High Road	Marion Hills North	67^th Street to Plainfield Road	65	1998	2950
Arrow Lane	Farmingdale Terrace	Portsmouth Drive to limit	65	1992	600
Comstock Lane	Farmingdale Terrace West	Walnut Drive to Nantucket Drive	65	1995	900
Del Court	Farmingdale Terrace West	79^th Street to limit	65	1996	400
Bantry Court	Darien Club	Darien Club Drive to limit	65	1996	660
Clover Court	Darien Club	Darien Club Drive to limit	65	1995	350
Burgess Lane	Farmingdale Village	Drover Lane to limit	65	1998	390
Pine Court	Farmingdale South	Greenbriar Lane to limit	65	1998	600
High Road	Marion Hills South	Plainfield Road to Janet Avenue	66	1998	440
Bentley Avenue	Plainfield Highlands	71^st Street to 72^nd Street	66	1998	480
Hayenga Lane	Farmingdale Terrace West	Walnut Drive to Andermann Lane	66	1994	980
Allison Lane	Farmingdale Unit 5 – 9	Cass Avenue to limit	66	1989	335
Sandalwood Drive	Farmingdale Village	Beller Drive to Water Tower Lane	66	1987	600
Clare Court	Darien Club	Darien Club Drive to limit	67	1996	360
Irish Court	Darien Club	Darien Club Drive to limit	67	1995	350
Exner Court	Farmingdale Unit 5 – 9	Exner Road to limit	67	1994	160
Maple Lane CDS #1	Hinsbrook	Maple Lane to limit	67	1997	180
Andermann Lane	Farmingdale Terrace West	Hayenga Lane to Nantucket Drive	68	1994	660
Baker Court	Farmingdale Terrace West	Andermann Lane to limit	68	1996	640
Water Tower Lane	Farmingdale Village	Pearson Drive to Sandalwood Drive	68	1996	340
Maple Lane CDS#2	Hinsbrook	Maple Lane to limit	68	1997	180
Alden Lane	Farmingdale Village	Brewer Road to Burgess Lane	69	1998	760
Barrymore Drive	Bailey Park	Bailey Road to Capra Trail	69	1996	1500

2012 ROAD RESURFACING PROGRAM
STREET	SUB DIVISION	LIMIT	RATING	LAST REHAB	ROAD LENGTH
Robert Road	Carriage Hill	Oldfield Road to Donegal Drive	69	1995	820
Sleepy Hollow Lane	Regency Grove	Adams Street to Cass Avenue	69	2000	1100
Shannon Court	Carriage Hill	Robert Road to limit	70	1995	325
	Totals	Ln Feet			25,974
		Miles			4.9
OPTIONS
Public Works Parking Lot		1041 S. Frontage Road
Darien Pathway	Darien Path	Cass Avenue to limit
Capra Trail	Bailey Park	Barrymore Drive to limit
Mark DeLay School South Parking Lot/Kelly Circle

The bid tabulations included 5 additional options and are broken down as follows:

Base Bid-Includes the proposed schedule as listed above “2012 Road Resurfacing Program” $1,253,108.49

Option No 1-Resurfacing Public Works Facility $174,849.30 - Included the removal and replacement of the bituminous surface of the Public Works Facility parking lot at 1041 South Frontage Road.

Option No 2-Darien Pathway Development $23,557.10 - This item includes selective base repair and resurfacing for Darien Pathway as part of the Public Improvements. The funding for the proposed improvement is secured from the letter of credit on file and called by the City Council on February 21, 2012.

Option No 3-Capra Trail-Bailey Park Homeowners Association $66,191.90 -See Attachment B - This item includes the removal and replacement of a private roadway, Capra Trail located in the Bailey Park Subdivision. The scope of work includes removal of the existing bituminous roadway, aggregate base repair, and bituminous surface products. Funds for the project are required to be on file with the City by March 2, 2012.

Option No 4-Mark DeLay School Parking Lot $63,411.60 - See Attachment C - This item includes selective removal and replacement of the Mark DeLay parking lot as per the attachment. The scope of work includes selective bituminous and aggregate base repair, and bituminous surface products. The proposed work is further covered through an Intergovernmental Agreement and under a separate agenda memo.

Option No 5-Selective Base Repair 1,500 Square yards $74,250.00 - See Attachment D – This item includes selective roadways for 1,500 square yards of base repair on roads outside the scope of the scheduled 2012 roadway resurfacing program. The base repair was identified as a preventive maintenance program that would address identified sections of roadways that require sooner than later repairs. This maintenance item also preserves the roadways from more costly repairs in the future. The identified sections are considered base repair patches and are identified as sections of roadways that the existing asphalt is breaking apart and/or developing severe alligatoring, rutting and potholes. The identified deficiencies indicate that base is weakened and requires stabilization. The identified areas are excavated 6-inches and replaced with a bituminous product.

Sealed bids were opened on February 1, 2012. A summary of the three (3) bids received is attached as Attachment A. James D. Fiala Paving provided the lowest competitive bid for the base bid and any addition of the options.

The proposed 2012 Road Program would be funded from the following FY 12-13 Budget:

ACCOUNT NUMBER	ACCOUNT DESCRIPTION	FY 12-13 BUDGET	PROPOSED EXPENDITURE
25-35-4855	STREET RECONSTRUCTION/REHAB-2012 City Road Maintenance Program	$ 1,253,108.49	$ 1,253,108.49
25-35-4855	OPTION 1-Public Works Facility	$ 174,849.30	$ 174,849.30
25-35-4855	OPTION 5-Base Repair 1500 Square Yards	$ 74,250.00	$ 74,250.00
TOTAL CITY PROGRAM EXPENDITURE		$ 1,502,207.79	$ 1,502,207.79
25-35-4855	REIMBURSEMENT-Option No 2-Darien Pathway Development	LETTER OF CREDIT CALL (received)	$ 23,557.10
25-35-4855	REIMBURSEMENT- Option No 3-Capra Trail-Bailey Park Homeowners Association	FUNDS ON FILE	$ 66,191.90
25-35-4855	REIMBURSEMENT- Option No 4-Mark DeLay School Parking Lot/Kelly Circle	IGA ON FILE – to be invoiced upon completion	$ 63,411.60
TOTAL PROGRAM EXPENDITURE		$ 1,502,207.79	$ 1,655,368.39

Committee Recommendation

The Municipal Services Committee, Christopher B. Burke Engineering and staff recommend awarding the base bid and Options 1-5 to James D. Fiala Paving Inc. for the 2012 Road Maintenance Contract in the amount of $1,655,368.39. James D. Fiala Paving Inc. was awarded the street maintenance contracts in 2005, 2007, 2008, 2009, 2010 and 2011 and has provided quality results for the program.

Alternate Consideration

As directed by City Council.

Decision Mode

This item will be placed on the April 16, 2012 City Council agenda for formal approval.