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RES 21-025-R 2021 Crackfilling Program.Pdf TO: Committee of the Whole – City Services 3/2 FROM: Timothy Grimm, P.E., Civil Engineer DATE: February 24, 2021 RE: Resolution 21-025-R, Authorizing Execution of a Contract for the 2021 Crackfilling Program with Denler, Inc. for $193,316.75 Summary This project will include crackfilling City streets and will also include sealcoating, striping, and crackfilling. The fiberized crackfilling consists of cleaning and sealing of any cracks, voids or joints two inches in width or less with asphalt cement reinforced by polypropylene fibers. Map exhibits are provided in the contract showing the street and parking lot locations to be addressed this year. Crackfilling is a very cost-effective preventative maintenance technique and is performed routinely to keep water and debris from getting into the pavement. In addition, crackfill helps keep the roadway in safe condition by interrupting the propagation of cracking, potholes and other distresses in the roadway. The project is expected to start in early May and will be completed by June 25, 2021. Background The total budget for the annual crackfill program is $200,000. Estimated quantities are based on the number of streets areas that are currently in need of crackfilling maintenance and the severity of asphalt cracking. The sole funding source for the project is: • Street Maintenance MFT, 18-47-6471 ($200,000) Proposals Bids were opened on February 18, 2021 with the following results: 1. Denler, Inc. Bid: $175,742.50 2. SKC Construction, Inc Bid: $185,716.50 The lowest bidder for the 2021 Crackfilling Program was Denler, Inc. of Joliet, Illinois. The Engineer’s estimate for the work was $195,600. The unit pricing for the bituminous crackfill material came in about 1% lower than last year’s contract at $1.19/lb, most likely due to lower oil prices. The overall prices came are very favorable compared to the last five years of bid prices for this work. Denler has completed the crackfilling work for the past two years and we found their workmanship to be satisfactory. Construction is expected to begin in early May when the weather is more moderate and suitable for this type of work. Memo to: City Services Committee February 24, 2021 Page Two Staff Recommendation Every year there are several streets which could use crackfill maintenance but may not be addressed due to limited budget and this year will be no exception. So far the winter of 2021 has been unusually harsh on our streets and we expect to see a lot of pavement cracking this Spring. Staff typically awards projects up to 10% over bid amount to allow for fluctuations in constructed quantities. For this project, staff recommends increasing the contingency amount to 10% over the bid amount to account for field changes in quantities. If extra material is available the contingency amount will be used to address streets that require crackfill but were not included in the 2021 list due to budget limitations. Denler Bid MFT Budget for Total Award Contingency Price Street Amount Including % Maintenance Contingency (18-47-6471) 2021 Crackfilling $175,743 $200,000 $193,317 10% Program Recommended Committee/Council Action 1. The approval of Resolution 21-025-R authorizing execution of a contract for the 2021 Crackfilling Program with Denler, Inc. of Joliet, Illinois, for an amount not to exceed $193,316.75 (Bid price of $175,742.50 plus 10% contingency amount). 2. Adopt the IDOT Resolution (BLR 14220 form) to appropriate $193,316.75 from the Motor Fuel Tax (MFT) Fund. CITY OF BATAVIA, ILLINOIS RESOLUTION 21-025-R A RESOLUTION AUTHORIZING EXECUTION OF A CONTRACT WITH DENLER, INC., OF JOLIET, ILLINOIS, FOR THE 2021 CRACKFILLING PROGRAM IN THE AMOUNT OF $193,316.75 WHEREAS, the City of Batavia has identified the need for crackfill for various city streets; and WHEREAS, the City of Batavia requested bids on the project and reviewed the submitted bids; and WHEREAS, Denler, Inc. has submitted a bid and is the lowest responsible bidder for the project; and WHEREAS, the construction company of Denler, Inc has the appropriate expertise and experience necessary to provide construction services; and WHEREAS, the total cost of said construction services is in the amount not to exceed $193,716.75; and NOW, THEREFORE, BE IT RESOLVED, by the Mayor and City Council of the City of Batavia, Kane and DuPage Counties, Illinois, as follows: SECTION 1. That the Mayor and City Clerk are hereby authorized to execute the Contract with Denler, Inc of Joliet, Illinois, attached hereto as Exhibit 1, for construction services in the amount not to exceed $193,716.75. SECTION 2. That the City Clerk is hereby authorized to execute the IDOT Resolution (BLR14220 form) to appropriate $193,716.75 from the Motor Fuel Tax (MFT) Fund. 1 of 2 page excluding Exhibit 1 CITY OF BATAVIA, ILLINOIS RESOLUTION 21-025-R PRESENTED to and PASSED by the City Council of the City of Batavia, Illinois, this 15th day of March, 2021. APPROVED by me as Mayor of said City of Batavia, Illinois, this 15th day of March, 2021. Jeffery D. Schielke, Mayor Ward Aldermen Ayes Nays Absent Abstain Aldermen Ayes Nays Absent Abstain 1 O’Brien Baerren 2 Callahan Wolff 3 Meitzler Chanzit 4 Malay Knopp 5 Uher Beck 6 Cerone Russotto 7 McFadden Miller Mayor Schielke VOTE: Ayes Nays Absent Abstentions Total holding office: Mayor and 14 aldermen ATTEST: ______________________________ Ellen Posledni, City Clerk 2 of 2 pages excluding Exhibits 1 EXHIBIT 1 Resolution for Maintenance Under the Illinois Highway Code Resolution Number Resolution Type Section Number 21-025-R Original 21-00000-02-GM BE IT RESOLVED, by the Council of the City of Governing Body Type Local Public Agency Type Batavia Illinois that there is hereby appropriated the sum of one hundred Name of Local Public Agency ninety-three thousand three hundred sixteen and seventy-five cents Dollars ( $193,316.75 ) of Motor Fuel Tax funds for the purpose of maintaining streets and highways under the applicable provisions of Illinois Highway Code from 03/16/21 to 03/15/21 . Beginning Date Ending Date BE IT FURTHER RESOLVED, that only those operations as listed and described on the approved Estimate of Maintenance Costs, including supplemental or revised estimates approved in connection with this resolution, are eligible for maintenance with Motor Fuel Tax funds during the period as specified above. BE IT FURTHER RESOLVED, that City of Batavia Local Public Agency Type Name of Local Public Agency shall submit within three months after the end of the maintenance period as stated above, to the Department of Transportation, on forms available from the Department, a certified statement showing expenditures and the balances remaining in the funds authorized for expenditure by the Department under this appropriation, and BE IT FURTHER RESOLVED, that the Clerk is hereby directed to transmit four (4) ceritified originals of this resolution to the district office of the Department of Transportation. I Ellen Posledni City Clerk in and for said City Name of Clerk Local Public Agency Type Local Public Agency Type of Batavia in the State of Illinois, and keeper of the records and files thereof, as Name of Local Public Agency provided by statute, do hereby certify the foregoing to be a true, perfect and complete copy of a resolution adopted by the Council of Batavia at a meeting held on . Governing Body Type Name of Local Public Agency Date IN TESTIMONY WHEREOF, I have hereunto set my hand and seal this day of . Day Month, Year (SEAL) Clerk Signature APPROVED Regional Engineer Department of Transportation Date Printed 02/24/21 BLR 14220 (Rev. 02/08/19) EXHIBIT 2 RETURN WITH BID County KANE Local Public Agency CITY OF BATAVIA NOTICE TO BIDDERS Section Number 21-00000-02-GM Route VARIOUS Sealed proposals for the improvement described below will be received at the office of Department of Public Works, 200 N. Raddant Road, Batavia IL, 60510 until 2:00 PM on February 18, 2021 Address Time Date Sealed proposals will be opened and read publicly at the office of Department of Public Works 200 N. Raddant Road, Batavia IL, 60510 at 2:00 PM on February 18, 2021 Address Time Date DESCRIPTION OF WORK Name 2021 Crackfilling Program Length: 105286.0 feet ( 19.94 miles) 0 Location Various Locations (Refer to the Location Maps) Proposed Improvement The proposed improvement will include the application of fiberized crackfilling material at various locations within the City of Batavia. 1. Plans and proposal forms will be available in the office of City of Batavia - Department of Public Works 200 North Raddant Road, Batavia, Illinois 60510 (Contact Timothy Grimm, [email protected]) Address 2. Prequalification If checked, the 2 low bidders must file within 24 hours after the letting an “Affidavit of Availability” (Form BC 57), in duplicate, showing all uncompleted contracts awarded to them and all low bids pending award for Federal, State, County, Municipal and private work. One original shall be filed with the Awarding Authority and one original with the IDOT District Office. 3. The Awarding Authority reserves the right to waive technicalities and to reject any or all proposals as provided in BLRS Special Provision for Bidding Requirements and Conditions for Contract Proposals. 4. The following BLR Forms shall be returned by the bidder to the Awarding Authority: a. BLR 12200: Local Public Agency Formal Contract Proposal b. BLR 12200a Schedule of Prices c. BLR 12230: Proposal Bid Bond (if applicable) d. BLR 12325: Apprenticeship or Training Program Certification (do not use for federally funded projects) e. BLR 12326: Affidavit of Illinois Business Office 5. The quantities appearing in the bid schedule are approximate and are prepared for the comparison of bids.
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