Resolution Accepting the Bid and Authorizing the Execution of a Contract with Dunn Company, A Division of Tyrolt, Inc. for 2021 Local Motor Fuel Tax Street Improvement Project, 
City Project 2021-25

It is recommended that the City Council approve the resolution awarding the contract for the 2021 Local Street Improvement Project, City Project 2021-25, to Dunn Company, A Division of Tyrolt, Inc. as the lowest, responsible bidder in the amount of $1,120,512.71 and that the Mayor be authorized to execute the contract and the City Clerk to attest. The contract documents excluding project specific drawings, conditions and provisions are attached.

Streets Inspected Annually

The Engineering Division inspects and rates approximately 1/2 of the City’s streets on a yearly basis.  The results of these inspections are input into a computer database which is used to project the future condition of the streets based on their current and historical condition, and surface type (i.e. brick, concrete, asphalt, etc.).  This data is then paired with available funding and is used as a basis to aid City Engineering in the preparation of the City’s yearly street improvement project. The City Council has requested that Local Motor Fuel Tax funds should only be used on residential streets.  Staff then determines what type of improvement would be appropriate for each street.

Project Description

The 2021 Local Street Improvement project will primarily perform asphalt milling and overlay work along streets that have surface distresses where replacing the surface will help prevent costlier repairs in the future. Nelson Boulevard will be reconstructed using a technique where we add cement to the soil underneath the road to make it stiffer. The City has used this technique on numerous other streets with good results. In total, 2.74 lane miles of the City’s 825 total lane miles will be rehabilitated as part of this project.

The proposed street list for Street Improvement is as follows (see attached location maps):

Prior to paving these streets, lead water services will be replaced where they exist. Vacant lots will have their old water services disconnected at the water main.

In addition to the paving on these streets, there will also be asphalt patching done on various miscellaneous streets to repair base failures. There will also be concrete work including sidewalk curb ramps, curb and gutter, and catch basin work.

Letting Results

The project scope and specifications were prepared by the Engineering Division.  The project was advertised on January 27, 2021, and bids were opened on February 18, 2021.  The results of the letting are as follows (bid tabulation attached):

Two contractors that attended the pre-bid meeting took out a bid package for the Local Street Improvement Project, and one (1) submitted a bid. Dunn Company provided the lowest responsible bid at 3.13% below the engineer’s estimate. Dunn Company has successfully completed many jobs of this type for the City.

Contractors for City Projects shall comply with City Code Chapter 28, Article 10, “Minority Participation Goals for Public Works Contracts.” 

Contractors for City projects shall make a good faith effort to comply with the following minimum goals:

1. Ten (10) percent of the total dollar amount of the contract should be performed by Minority Business Enterprises if subcontracting opportunities are available; and, 
2. Eighteen (18) percent of the total hours worked should be performed by minority workers. 

Subcontracting is not a requirement for City Projects.  Dunn Company will self-perform 68.64% of the contract and subcontract out the other 31.36% with 9.2% being performed by Minority Business Enterprises (MBE). This is below the 10% minimum goal to be performed by MBE’s, but Dunn Company provided documentation showing they made a good-faith-effort to search for MBE’s for each subcontracting opportunity.

February 16, 2016 – Council approved adding Chapter 51.4 of the City Code establishing a Local Motor Fuel Tax to be used to generate revenue for the construction and maintenance of municipal streets and extensions, sidewalk repairs and maintenance, curbing, grade separations and approaches and engineering services related to those items.

None 

LEGAL REVIEW: The project plans and specifications were forwarded to Legal for review before bidding on January 22, 2021.

Budget Impact:  Funding for this project will come from the Local Motor Fuel Tax Fund, the Water Fund, Sanitary Sewer Fund, and a portion will be reimbursed by the Decatur Park District.  Water service replacements and valve box replacements will be funded from the Water Fund ($85,591.00).  Sanitary sewer manhole replacements will be funded from the Sewer Fund ($39,600.00). A portion of Nelson Boulevard on Park District jurisdiction will be reimbursed by the Decatur Park District ($20,557.64). It is proposed that a total project expenditure of $1,120,512.71 be authorized which includes $995,321.71 of Local Motor Fuel Tax funds including the $20,557.64 reimbursed by the Decatur Park District and the amounts from the other sources listed.  These amounts represent the low bid amount of $1,120,512.71.

Staff Impact:  Staff time has been allocated for this project in the Capital Improvement Plan.

SCHEDULE:  

Following approval of the contract by the City Council, work on this project shall begin after a “Notice to Proceed” has been issued from the City.  The 2021 Local Street Improvement project is scheduled to be completed in August 2021.