ITEM TITLE:
Approval of Contract with Harris sand & Gravel Inc. for Pavement Management Phase III-B Pioneer Drive in the Amount of $2,586,057.50
SUBMITTED BY: Brad Sontag, Capital Facilities Project Manager
FISCAL NOTES:
Expenditure Required: $2,586,057.50
Unencumbered Balance: $2,600,000.00
Funding Source: 310-1118-55000
RECOMMENDATION:
Approve the contract with Harris sand & Gravel Inc. for Pavement Management Phase III-B Pioneer Drive in the amount of $2,586,057.50
SUMMARY STATEMENT:
Project Funding:
Currently there is only a $2,000,000.00 unencumbered balance for this project. A budget resolution is presented within this agenda to transfer $600,000.00 from the Rural Roads Assessment project to this project. This will bring the unencumbered balance to 2,600,000.00 to fully fund the Pavement Management Phase III-B Pioneer Drive project.
Project Name and Phasing Clarification:
The Pioneer Drive Phase III-B project is part of Pavement Management Plan Phase IV along with Meals Ave & Robe River Drive. When Meals was designated to be funded with outside Grants we prioritized Pioneer as a separate project. At the time we separated the scope, the name was modified to Phase III-B to keep the designs clearly defined and separate and to keep funding discrete. We applied for grant funding for Meals with the “ Pavement Management Phase IV” and in order to not confuse grantor agencies or jeopardize outside funding Pioneer was titled Phase III-B.
Phase III-B - Pioneer (Meals to Hazelet)
Phase IV - Meals & Robe River Drive
Phase V - cul-de-sacs west of Meals
Phase VI - Remainder of Pioneer (TBD)
Project Description:
Base Bid - Harris Sand & Gravel Inc. will provide all labor, equipment, and materials necessary for the reconstruction of Pioneer Drive from Meals Avenue to Hazelett Avenue. The scope of work includes demolition, excavation, paving, and new concrete to reconstruct the asphalt roadway, curb/gutter, and sidewalks. Some of the existing storm drain systems will be replaced, including storm drain structures/catch basins. Replacement of three fire hydrants. Installation of new water service lines to the Subway Restaurant and KCHU Radio buildings. Demolition and Installation of new streetlights and load center. Installation of all signs and traffic markings.
A premium Asphalt mix will be used for this project. This marginally increases the overall cost of the project but will significantly increase the lifespan of the roadway. The highest quality binders, polymers and chemicals are used in the mix to improve the flexibility and strength of the asphalt pavement. Smaller aggregate is also used to make for better compaction of the asphalt. With an increase of freeze\thaw events that damage roadways in Valdez during the winter the added strength and flexibility of this asphalt will improve the lifespan of the roadway and require less annual maintenance.
Alternate #3 (included) - HDPE conduit replaces ridged conduit for the street lighting. This is a deductive cost to the project and will also save on project completion time. The HDPE conduit is easier to install, more suitable for Valdez climate, and has a longer life span.
Alternate #4 (included)- Asphalt replaces portions of concrete sidewalk. This is a deductive cost to the project and will also save on project completion time. Asphalt sidewalks are easier to install, more suitable for Valdez climate, have a longer life span, and require less maintenance.
Alternates #1 and #2 (excluded): Additive Alternate #1 - Excavation and replacement of soil west of bike path on Barney Meyring Park Strip and Additive Alternate #2 - Regrade, Level, and reseed soil east of bike path on Barney Meyring Park Strip will not be awarded to this contract. Instead, $100,000.00 will be added to the owner’s contingency line-item amount and value engineering will be used to make some of the improvements detailed in the scope of work. For this reason, the total owner’s contingency amount will be $250,000.00.
Construction Schedule: Contractor will begin mobilizing and start construction in May 2025. All paving must be completed by September 15, 2025. The substantial completion date for the entire project is October 31, 2025.
Bidding: This project was out to bid for a total of 25 days. Bids were received through Bid Express and opened on February 7, 2025, at 10:00 am Alaska time. Only one Bid was received for this project.
Liquidated Damages: Five Hundred dollars ($500) for each calendar day after the completion date during which the project remains incomplete.
Engineer’s Estimate: The engineer’s estimate was $3,150,00.00
COV Project Manager Estimate: The City’s project manager’s estimate was under $3,000,000.00
Design Review: Brad Sontag, Project Manager City of Valdez; Nate Duval, Capital Facilities Director City of Valdez; Nickolas Conway, Project Engineer DOWL.