7.e1 Road maintenance proposalSCANDIA
Staff Report
Date of Meeting: June 16th, 2020
To: Mayor, City council
From: Adam Hawkinson, Director of Public Works
Re: Road Maintenance
Background:
In recent years the City has begun to reconstruct its roads with full depth reclamation or mill
and overlay. Due to the costs for this process, the City is able to do a limited number of
segments and miles of road per year. Some of the roads are failing at a faster rate than the
segments of road that can be reconstructed. Public Works personnel patches the major
potholes every spring and then throughout the summer in-between other services that need to
be completed. The PW staff can accomplish pothole patching and other smaller patches but the
crew is limited in resources to perform large projects that require more equipment or
personnel such as the delamination in long stretches, and long stretches of potholes or wheel
rutting.
Issue:
Delamination and potholes in areas throughout the city would require the PW staff to focus
mainly on patching all summer. Other services could suffer the consequences such as ROW
mowing, shouldering, sign replacement, and so on. The longer the roads go without
maintenance, the faster they will deteriorate.
Proposal Details:
The Director is suggesting using contractors to address some of the roads that are three years
out or more for reconstruction with some maintenance practices. These practices have worked
in other communities to help alleviate the continual patching and allow time for the road
projects to catch up to the roads that are failing. The roads include: 18St", 202na Maxwill.
One process is called a smear patch. The road area is tacked with liquid asphalt, asphalt mix is
then dumped on the surface in a line and a grader or skid steer levels out the mix, and then
compacted.
The other process is called micro surfacing. The product is a mix of asphalt and rock that is laid
out behind a machine in a slurry, which is semi firm and flat (similar to a paver), and dries hard.
It is about %" to 3/4" thick.
Fiscal Impact:
Total amount in the budget is $145,000.00. To allow for possible unforeseen circumstances the
PW Director suggests that the City use approximately half of the funds in the account to
perform the maintenance on the roads which were quoted by the contractors.
Options:
1.) Have Farhner perform the micro surfacing on 1851h manning to Langly for $26,043.51
and Bluhm Construction perform the smear patch and mill and overlay on 20211 and
Maxwill for $49,580.00. Total would be $75,623.51
2.) Award contract to Fahrner $73,784.50
3.) Award the shorter road distance on 202nd and 185th Fahrner and Bluhm Maxwill
$83,263.86
4.) Not accept the proposal
Recommendation:
Option #1
PROPOSAL/CONTRACT
Job. No.
PLOVER,WI 54467
WAUNAKEE, WI 53597
2800 Mecca Drive
316 Raemisch Road
Ph. 715.341.2868
Ph.: 608.849.6466
Fax: 715.341.1054
Fax 608.849.6470
KAUKAUNA, WI 54130
EAU CLAIRE, WI 54703
860 Eastline Road
6615 U.S. Hwy 12 W
Ph. 920.759.1008
Ph. 715.874.6070
Fax 920.759.1019
Fax: 715.874.6717
FAHRNER
asphaltwsealersii,
Date: Mav 05, 2020
FREDERIC, WI 54837 SAGINAW, MI 48601
3468 115th Street 2224 Veterans Memorial Pkwy
Ph.: 715.653.2535 Ph., 989.752.9200
Fax 715.653.2553 Fax 989.752.9205
DUBUQUE, IA 52002 OAKDALE, MN 55128
Pavement Maintenance Contractors 7680 Commerce Park Hudson Blvd., Ste. 305
Ph.:
Section C Ph.: 651.340.6212
EEO/AA Employer
Ph.: 563.556.6231 Fax 651.340.6221
Fax: 563.588.1240
CORPORATE OFFICE: 1.800.332.3360
Contact Name: Adam Hawkinson Contract Price $73,784.50
PURCHASER: City of Scandia TELEPHONE: (651) 325-5218
ADDRESS: 14727 209th Street North DESCRIPTION OF PROPERTY:
Scandia, MN 55073 City of Scandia
15040 Scandia Trail
Scandia, MN 55073
1. FAHRNER Asphalt Sealers, L.L.C. (CONTRACTOR) and PURCHASER agree that, CONTRACTOR shall furnish
the labor and materials to complete certain construction in accordance with the following specifications:
Microsurfacing:
Thoroughly sweep asphalt with self-propelled broom. Apply Microsurface material in
accordance with ISSA guidelines. A scratch course will be utilized in depressed and
spalled areas ahead of applying a final course.
202nd St (Olinda - Orwell) = $ 20,544.58
Maxwill (195th st north 2500') = $ 27,196.41
185th St (Manning East to Langley) = $ 26,043.51
This proposal may be withdrawn if not accepted and received by CONTRACTOR within days of the date above and/
or at any time before performance of the work hereunder upon CONTRACTOR'S determination that the PURCHASER is not creditworthy.
2. If proposal is accepted please sign, retain one copy and forward a copy to our office.
3. The undersigned ("PURCHASER") agrees to pay CONTRACTOR the total price of $73,784.50 and/or the unit prices
specified above for the labor and materials specified above which payment shall be due upon completion of each stage of work.
PURCHASER acknowledges that the specifications, conditions and price quotes specified above are satisfactory and hereby accepted.
Acceptance of this Proposal includes acceptance of all the terms and conditions on back.
CONTRACTOR: PURCHASER:
Fahrner Asphalt Sealers, LLC:Cell: 651-346-9026 1 have read and understand the terms and conditions on both sides
jason.pearson@fahrnerasphalt.com of this contract.
Jason Pearson
(PRINT OR TYPE NAME)
By: gad_I?� dd/?i By:
(CONTRACTOR REPRESENTATIVE)
(PRINT OR TYPE NAME)
(PURCHASER AUTHORIZED REPRESENTATIVE)
Date: May 05, 2020 Date of acceptance:
TERMS AND CONDITIONS
NOTICE OF LIEN RIGHTS
PERSONS OR COMPANIES FURNISHING LABOR OR MATERIALS FOR THE IMPROVEMENT OF REAL PROPERTY MAY ENFORCE A LIEN UPON THE
IMPROVED LAND IF THEY ARE NOT PAID FOR THEIR CONTRIBUTIONS, EVEN IF THE PARTIES HAVE NO DIRECT CONTRACTUAL RELATIONSHIP WITH
THE OW NER. MINNESOTA LAW PERMITS THE OWNER TO WITHHOLD FROM THE OWNER'S CONTRACTOR AS MUCH OF THE CONTRACT PRICE AS MAY
BE NECESSARY TO MEET THE DEMANDS OF ALL OTHER LIEN CLAIMANTS, PAY DIRECTLY THE LIENS AND DEDUCT THE COST OF THEM FROM THE
CONTRACT PRICE, OR WITHHOLD AMOUNTS FROM THE OWNER'S CONTRACTOR UNTIL THE EXPIRATION OF ONE HUNDRED TWENTY (120) DAYS
FROM THE COMPLETION OF THE IMPROVEMENT UNLESS THE CONTRACTOR FURNISHES TO THE OWNER WAIVERS OF CLAIMS FOR MECHANICS'
LIENS SIGNED BY PERSONS WHO FURNISHED ANY LABOR OR MATERIAL FOR THE IMPROVEMENT AND WHO PROVIDED THE OWNER WITH TIMELY
NOTICE.
ACCEPTANCE OF WORK
All labor and material is conclusively accepted as satisfactory unless excepted to in writing within seven (7) days of performance.
EXTRA WORK
All alterations or deviations from any of the terms of this contract shall be in writing and executed by the parties hereto. Any extra cost involved therein will become an
extra charge to be paid by PURCHASER over and above the contract price.
PURCHASER'S RESPONSIBILITIES
PURCHASER acknowledges and understands that it shall be responsible for obtaining any and all permits which may be required in connection with the performance
of this Proposal/Contract. Where applicable, PURCHASER shall also be responsible for backfilling areas that border along the newly paved surface to eliminate
potential cracking. PURCHASER assumes all liability for any damages done to underground utilities and/or structures unless CONTRACTOR has been notified, upon
acceptance of this Proposal, as to the specific location and depth of any such buried utilities/structures.
Unless exempt, in accepting this Proposal/Contract, PURCHASER acknowledges that it shall comply with the requirements of all applicable federal, state, and local
employment laws, executive orders, codes and regulations (the "Requirements") effective where the work and/or services are being performed including, but not limited
to, 41 CFR §§ 60-1.4(a)(1)-(8), 60-1.4(b), 60-1.4(c) or their successors effective where this Proposal/Contract is performed. To the extent required by law, all provisions
of the Requirements are hereby incorporated into and made apart of this Agreement and any applicable agreements of CONTRACTOR. To the extent applicable, the
Requirements include, but are not limited to, (1) prohibition of discrimination because of protected veteran status, disability, race, color, religion, sex, sexual orientation,
gender identity, national origin and because of inquiry or discussion about or disclosure of compensation, (2) affirmative action to employ and advance in employment
individuals without regard to race, sex, disability, or protected veteran status, (3) compliance with the Employee Notice clause contained in 29 C.F.R. part 471, Appendix
A to Subpart A, or its successors, (4) compliance with the EEO -1 and VETS -4212 reports filing requirements in 41 C.F.R. §§ 60-1.7 and 41 C.F.R. §61-300.10, or their
successors, (5) compliance with paycheck transparency obligations of 48 C.F.R. § 22.2005, including the contract clause found at 48 C.F.R. § 52.222-60, which is
incorporated by reference as if fully set forth herein, (6) other affirmative action in employment, (7) required/certified payrolls, (8) social security acts, (9) unemployment
compensation acts, (10) worker's compensation acts, (11) equal employment opportunity acts and (12) the required contract provisions for Federal -Aid Construction
Contracts, Form FHWA-1273, if applicable.
When applicable, PURCHASER and CONTRACTOR shall abide by the requirements of 41 CFR 60-300.5(a). This regulation prohibits discrimination against
qualified protected veterans, and requires affirmative action by covered prime contractors and subcontractors to employ and advance in employment
qualified protected veterans. When applicable, PURCHASER and CONTRACTOR shall abide by the requirements of 41 CFR 60-741.5(a). This regulation
prohibits discrimination against qualified individuals on the basis of disability, and requires affirmative action covered by prime contractors and
subcontractors to employ and advance in employment qualified individuals with disabilities.
INCLEMENT WEATHER
Inclement weather may alter the completion of the work to be furnished hereunder. Furthermore, special consideration should be given if work is to be performed
before May 1 or after October 15 in light of less than desirable weather conditions which could potentially impair the quality of the work performed hereunder.
WARRANTY
All material is guaranteed to be as specified and all work is to be completed in a workmanlike manner according to standard practices. All labor and materials will be
guaranteed against defect for one (1) year from date of installation. Due to Minnesota winters and expansion and contraction of the ground, some cracking of the
pavement may be experienced. There are no express or implied warranties of merchantability, quality, quantity or of fitness for any particular purpose, which extend
beyond those specifically set out in this document.
All warranties are void if oavment is not made as stipulated.
DELINQUENCY CHARGE
Payment is due and payable upon completion of each stage of the work. If PURCHASER defaults on the payment required, PURCHASER will be liable for all costs
of collection, including reasonable attorney's fees, and a delinquency charge on the balance at the maximum rates allowed by law. The Delinquency Charge rate shall
be 1.5% per month (18% APR) plus all costs of collection, including reasonable attorney's fees. CONTRACTOR retains title to all merchandise covered by this
Agreement until full payment is received according to the above terms of sale. PURCHASER consents in any action or legal proceeding relating to this Contract
commenced by the CONTRACTOR to the personal jurisdiction of any court that is either a court of record in the State of Minnesota or a court of the United States
located in the State of Minnesota.
INDIVIDUAL LIABILITY
The undersigned PURCHASER agrees to be individually liable for all terms of the Agreement, regardless of whether he or she signs individually or as an agent for the
owner of the property upon which the work is being performed or for any other individual, partnership or corporation.
PRODUCT INFORMATION AND MAINTENANCE
Since the asphalt in blacktop needs time to harden and cure, usually 6-12 months, your asphalt pavement will remain soft and pliable during warm weather. During
this time, don't park in the same spot every time and do not turn your steering wheel back and forth when your car is not moving. It is not unusual to experience some
cracking over the winter due to the contraction and expansion of the ground, especially over culverts, pipes, electric wires, etc. Avoid gasoline and petroleum product
spills as they will destroy your pavement. If spills do occur, immediately flush with lots of soapy water. If you decide to seal coat your pavement, wait until the summer
following installation. We recommend a good quality coal tar emulsion sealer as they are impervious to gasoline and petroleum product spills.
BINDING EFFECT
This Agreement shall be binding upon the parties hereto, their heirs, personal representatives, successors and assigns.
ENTIRE AGREEMENT
This written Proposal/Contract consisting of two (2) sides contains the entire Agreement and understanding between the parties, and no provision, terms, warranties,
representations or promises, either expressed or implied, other than those set forth herein are binding on either party.
Page 2 of 2
Proposal
a
BLACKTOPPING 32635 NORTH LAKES TRAIL EXCAVATION
SEALCOATING P.O.BOX 708 SEPTIC SYSTEMS
ROAD CONSTRUCTION LINDSTROM,MN. 55045 SEWER & WATER
DRIVEWAY CONSTRUCTION (651) 257-2877 MATERIALS HAULING
PROPOSAL SUBMITTED TO: City of Scandia
PHONE: 655"1-433-2274
DATE: 6/1112020
STREET: 1417,27 209th St. N.
JOB NAME- Adam 661-325-5218
CITY,STATE AND ZIP cool Scandia, Mn. 55073
JOBk-OCATiON: Scandia
ESTIMATOR: Don STATE. LICENSE #313
JOB #
JOB PHONE:
We hereby submit specifications and estimates for:
202nd St, 160'X 12', Clean, tack, l" Hot Mix Asphalt Wear Material overlay,machine compact.
Includes, Mobilization,traffic controls, material, labor and equipment. $1,575.00-
1,575.00202nd
202ndSt., 623'X 4', mill 2", clean,repave 2" Hot Mix Asphalt Wear material,machine compact.
Includes, Mobilization,traffic controls, material, labor and equipment. $6,855.00
Maxwill St. 2500'X 24'= 60,000 S.F. Clean,tackoil and 1" Hot Mix Asphalt Wear Material
Overlay, machine compact.
Includes. Mobilization, traffic controls. Material,labor and equipment. $41,150.00
NOTE: All work areas cleaned upon completion
a
TOTAL: $49,580.00
We Propose hereby to furnish material and labor - complete in accordance with above specifications, for the sum of:
Forty-nine thousand five hundred eighty and No/100------------------------- dollars $ 49,580.00
Payment to be made as follows: PAID IN FULL UPON COMPLETION OF PROJECT
All material is guaranteed to be as specified. All work to be completed in a workman#'Ike
manner according to standard practices. Any alteration or deviation from above Authorized +
specifications involving extra costs will be executed only upon written orders, and will Signature:
become an extra charge over and above the estimate, All agreements contingent upon DcffidW G. BMW,
strikes,accidents,er delays beyond our control, Owner to carry fre,tornado,and other nessary
insurance. A mechanics lien will be filed on property involved in this contract, within the legal time * Note: This proposal may be withdrawn by
limit, if the bill ;s not paid in full as outlined in said contract its if not accepted Within 30 days.
Our workers are fully covered by Workman's Compensation Insurance.
Acceptance of Proposal - The above prices, specifications and
conditions are satisfactory and are hereby accepted. You are authorized Signature:
�7
to do the work as specified. Payment will be made as outlined above.
Date of Acceptance: Signature;
PROPOSAU CONTRACT
Job. No.
PLOVER,Wl 64467
WAUNAKEE, WI 63597
2800 Mecca Drive
316 Raemisch Road
Ph., 715.341.2868
Ph.: 608.849.6466
j Fax: 715.341.1054
Fax: 608.849.6470
KAUKAUNA, WI 64130
EAU CLAIRE, WI 64703
860 Eastline Road
6615 U,S. Hwy 12 W
Ph : 920.759.1008
Ph.: 715.874 6070
Fax: 920.759.1019
Fax: 715.874.6717
FAHRNER
asphalt""Wsealers,tr
Date: May 05 2020
FREDERIC, WI 64637 SAGINAW, MI 48601
3468 115th Street 2224 Veterans Memorial Pkwy
Ph.: 715.653 2535 Ph.: 989.752.9200
Fax: 715.653.2553 Fax: 989.752.9205
DUBUQUE, IA 52002 OAKDALE, MN 66128
Pavement Ylaintenan.ce Contra 7680 Commerce Park 7500 Hudson Blvd , Ste. 305
SE611on C Ph.: 651.340.6212
Ph.: 563-5S6-6231 Fax: 651.340.6221
EEO/AAEmploVer Fax: 563.588.1240
CORPORATE OFFICE: 1.800.332.3360
Contact Name: Adam Hawkinson Contract Price $73,784.50
PURCHASER: City of Scandia
ADDRESS: 14727 209th Street North
Scandia, MN 55073
TELEPHONE: (651) 325-5218
DESCRIPTION OF PROPERTY:
City of Scandia
15040 Scandia Trail
Scandia, MN 55073
1. FAHRNER Asphalt Sealers, L.L.C. (CONTRACTOR) and PURCHASER agree that, CONTRACTOR shall furnish
the labor and materials to complete certain construction in accordance with the following specifications:
Microsurfacing:
Thoroughly sweep asphalt with self-propelled broom. Apply Microsurface material in
accordance with ISSA guidelines. A scratch course will be utilized in depressed and
spalled areas ahead of applying a final course.
202nd St (Olinda - Orwell) _ $ 20, 544.58 ; �y 3S Se -A' t D
Maxwill (195th at north 25001) _ $ 27,196.41 I >�' , lel,
185th St (Manning East to Langley) = $ 26,043.51
This proposal may be withdrawn if not accepted and received by CONTRACTOR Within days of the date above and/
or at any time before performance of the work hereunder upon CONTRACTOR'S determination that the PURCHASER is not creditworthy.
2. If proposal is accepted please sign, retain one copy and forward a copy to our office.
3. The undersigned ("PURCHASER") agrees to pay CONTRACTOR the total price of $7,3.784.50 and/or the unit prices
specified above for the labor and materials specified above which payment shall be due upon completion of each stage of work.
PURCHASER acknowledges that the specifications, conditions and price quotes specified above are satisfactory and hereby accepted.
Acceptance of this Proposal includes acceptance of all the terms and conditions on back.
CONTRACTOR: PURCHASER:
Fahrner Asphalt Sealers, LLC:Cell: 651-346-9026 1 have read and understand the terms and conditions on both sides
jason.pearson@fahmerasphaitcom of this contract
Jason Pearson
(PRINT OR TYPE NAME)
By: gae_i� P¢G�.d81fi
(CONTRACTOR REPRESENTATIVE)
By:
(PRINT OR TYPE NAME)
(PURCHASER AUTHORIZED REPRESENTATIVE)
Date: May 05, 2020 Date of acceptance:
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