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Home My WebLink About[07a] Seal Coating • CITY J OF ST. JOSEPH Council Agenda Item 7 MEETING DATE: June 16, 2011 AGENDA ITEM: City Engineer /Public Works Director a. 2011 Seal Coating SUBMITTED BY: Public Works Director PREVIOUS COUNCIL ACTION: In 2008 the City Council accepted the City's First Street Maintenance Plan. The purpose of the plan was to develop a plan to help protect the infrastructure. Budgetary restraints delayed some of the work identified and the City is two years behind on the seal coating plan. In 2010 the City Council approved the crack seal of 70,000 ft of crack and 38,349 sq yds of seal coat. The City Council also approved the rejuvenator seal of the Klinefelter trail in Klinefelter Park which has been completed. To help reduce costs the City has authorized a joint powers agreement encouraging the area Cities to cooperate and collaborate and a second agreement specifically for the solicitation of bids for area Seal Coating. BACKGROUND INFORMATION: Staff has identified 133,000 square yards to be seal coated in 2011. According to the proposed seven year crack seal /seal coat plan the remaining 2009 orange and 2010 Tight blue section would be seal coated. Staff has been working with the surrounding cities to try and lower cost by combining quantities for the actual seal coat work to be performed. The City of Sartell has prepared and will receive the bids. Staff does not recommend receiving quotes for crack seal or rejuvenator until after the seal coat bids are received due to not knowing bid amounts and limited funds. Staff has identified additional areas in the City that require pavement maintenance, the Wobegon parking lot, Public works parking lot, bituminous trail in Northland addition, Cedar St crack seal and Northland Dr crack seal. The City of St. Joseph has a maintenance contract with the county and is responsible for the crack sealing of the county roads identified within the contract. The City of St. Joseph will need to crack seal East Minnesota St. in 2011, the county has plans to seal coat the Street in 2012/2013. This cost is estimated to be $11,500.00. Note that the map illustrates seal coating in the Graceview Addition. The subcommittee working on Graceview concerns agreed that the road is in need of seal coating and the association will be reimbursing the City for the seal coating cost of the private streets. BUDGET /FISCAL IMPACT: $ 135,000.00 ATTACHMENTS: Request for Council Action 7(a):1 -2 Map illustrating affected areas 7(a) :3 Extract of CIP 7(a):4 REQUESTED COUNCIL ACTION: Authorize the solicitation of bids for sealcoating. 7(a):1 Judy Weyrens From: Terry Thene Sent: Monday, June 13, 2011 10:52 AM To: Judy Weyrens Subject: FW: seal coat Attachments: SEAL2011.doc; Seal Coat BID 2011.doc Judy, here is the info for the seal coat, let me know what you would like to do about the signatures required for the joint powers agreement. Terry Thene Public Works Director City of St. Joseph o - 320- 229 -1579 f - 320 - 363 -0342 tthene @citvofstioseph.com www.cityofstioseph.com From: Brad Borders f mailto:brad@ sartellmn.coml Sent: Monday, June 13, 2011 10:02 AM To: wschluenz@ waitepark.orq; Bill McCabe; Terry Thene; Kirk Abraham Cc: Pete Eckhoff Subject: seal coat Gentlemen, Advertisement for bid will be in the June 15th issue of St. Cloud Times. Due to the size of the project I also need to place in Construction Bulletin. The size of project also means we have to have project bid for three weeks before bid date, which means bid opening will be held at Sartell City Hall on Thursday July 7th at 2:pm and will go to council for approval July 11th. Attached is the bid packet, there are two changes from original and that is the insurace coverage is spelled out what is needed, and all cities need to be listed as additional insurers.. I need to put bid packet together so I need maps with a contact person for each individual city. If I already have your info thanks, I also have orinal Joint Powers Agreement that needs to be signed by all parties. Signatures needed Administrator and Mayor. Let me know when I can drop document off for signatures. Bradley Borders Public Works Director City of Sartell 125 Pine Cone Road PO Box 140 Sartell,MN 56377 Phone -320- 258 -7304 Fax - 320 - 257 -0665 e -mail brad(a�sartellmn.com 1 7(a):2 I 4 . , o - - -r I S L - -- -- Za0 r7 Lj �_ — - - -- c JO -0 Cn N 1L �� j J . _ I i II I 2 i'la d . „ *...40 0 _ cc Ii IIINIIIHIIt 4 �IiIIIIIIV�� 0 /girl Ig11i1 ► tQ000 . 1111111111111 F.- . r 1 4 sommol noillowi a al Flip ciD : - r‘ ,� ��1� -111 -t ��■ _ ��I. '� I J i �■ a + AI ��`0 -Q � 61�■ ■ j� .11 1 '''•. � c l M AINSI A, 4-i-0$ - Ml 1114 _ . Ill • 2��111 ■■ i l . ku L u!!' 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JOSEPH CAPITAL IMPROVEMENT PLAN 2011 - 2015 PROJECT TITLE: Sealcoating Streets (TOTAL COST: varies each year 2011 BUDGET $8¢;000:00 ' 'PROJECT CATEGORY: Improvements other than Buildings DESCRIPTION: Street Maintenance Program (Sealcoating and crack filling) JUSTIFICATION: (Account Code: E101 -43120 -530/ E490- 43120 -530 The sealcoating program began in 2004. The 2011 budget request is $80,000 which includes $11,500 to crack fill East MN Street (City cost per maintenance agreement with County). Staff suggests budgeting at least $80,000 to avoid falling behind on the sealcoating program causing premature street failure. With the increased oil costs, the costs per year should increase to maintain coverage on the crack fill /sealcoat maintenance plan. The estimated 2011 full sealcoating/crack filling cost (including the County roads) is estimated to be $135,000 plus $1,000 in engineering fees. In addition, Stearns County is planning on sealcoating East MN Street and a portion of Co. Rd. 133 between CSAH 75 and 15th Ave NE in 2012/2013. The City can expect a portion of the cost to flow from Stearns County for the County Roads sealcoating projects. The 2012 County budget represents the City cost for East Minnesota Street and CR 133. PROJECT COSTS AND FUNDING SOURCES BY YEARS: Project Funding Prior Source Years 2011 2012 2013 2014 2015 Total General Fund: Streets 36,439.00 80,000.00 85,000.00 85,000.00 85,000.00 85,000.00 456,439.00 County 4,011.45 0.00 25,000.00 29,011.45 Fund 490 - Streets 14,713.00 14,713.00 2011 available $ 135,163.45 PROJECT COSTS PROJECT STARTING DATE: 2004 Preliminaries Land Acquisition PROJECT COMPLETION DATE: ongoing annually Construction Equipment and Other 485,450.45 NEIGHBORHOOD: Total $485,450.45 Presented to the City Council on Approved _ Denied Tabled Comments Approval to Purchase Date Authorizing Initials Date 7(a):4