5.1. SR 08-04-2008REQUEST FOR ACTION
To Item Number
Ci Council 5.1.
Agenda Section Meeting Date Prepared by
Administration Au ust 4, 2008 Ter Maurer, Public Works Director
Item Description Reviewed by
Resolution Accepting Bid and Authorizing Execution of Tim Simon, Finance Director
Contract in the Matter of the Seal Coating Improvement of 2008 Reviewed by
Phil Hals, Street Su erintendent
Action Requested
Adoption of the attached resolution accepting the bid and authorizing execution of the contract in the
matter of the seal coating improvement of 2008.
Background/Discussion
The City annually undertakes a seal coating improvement. These projects are typically made up of streets
determined to be in need of seal coating and relatively new developments that are being seal coated fox
the first time, utilizing fees collected at the time of the development.
The City's street division purchases the seal coat aggregate and provides the sweeping of the streets
before and after, in attempt to extend the seal coating dollars even further. Therefore, the bid is for the
placement of the seal coat aggregate and the furnishing and placement of the bituminous material. This
year there were a total of three bids received. They are as follows:
Pearson Bros., Inc. $173,910.25
Allied Blacktop Company $210,467.55
Coldwell Asphalt $289,100.77
Pearson Bros., Inc. has previously successfully completed seal coating projects in the City of Elk River.
Their total bid falls within the scope of the budgeted amount in the 2008 budget. Therefore, we would
recommend award to them as the lowest responsible bidder.
Financial Impact
There is $100,000 in the 2008 budget for seal coating. In addition, $88,175 of previously collected
developer fees are proposed to be utilized. Finally, up to a $20,000 budget amendment has been
discussed with the Finance Director reallocating funds from the miscellaneous overlay line item, due to a
greater need to seal coat in 2008. The total of these will fund the Pearson Bros, Inc. contract and the City
purchase of seal coat aggregate to be used for the project.
Attachments
Resolution Accepting Bid and Authorizing Execution of the Contract in the Matter of the Seal
Coating Improvement of 2008
Area map showing the locations to be seal coated
QCtlOtl Motion by Second by Vote
Follow Up
C:\Documents and Settings\jmiller\Local Settings\Tempoxary Internet Files\OLK3E\O8 04 08 cc memo.doc
RESOLUTION 08-
A RESOLUTION FOR THE CITY OF ELK RIVER
A RESOLUTION ACCEPTING BID AND AUTHORIZING
EXECUTION OF CONTRACT IN THE MATTER OF THE
SEAL COATING IMPROVEMENT OF 2008
WHEREAS pursuant to a City Council Resolution 08-47 passed at the July 7, 2008 meeting,
competitive bids were solicited and received for the 2008 Seal Coating Improvement;
and
WHEREAS the City Council has considered the amount of the bids and the responsibility of the
bidders and determined that Pearson Bros. Inc. is the lowest responsible bidder;
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Elk River,
Minnesota:
1. The Mayor and City Administrator are authorized and directed to execute, on behalf of the
City, such contract with Pearson Bros. Inc., as is approved by the City Attorney, for the
completion of the 2008 Seal Coating Improvement according to the approved plans and
specifications designed by City Council Resolution.
2. The City Administrator is authorized and directed to forthwith return to all bidders the
deposits made with their bids upon execution of the contract specified above.
Passed and adopted this 4`'` day of August, 2008.
Stephanie A. Klinzing, Mayor
ATTEST:
Tina Allard, City Clerk
C:\Documents and Settings\jmiller\Local Settings\Temporary Internet Files\OLK3E\Res accept bid authorize contract.doc