Road Report 2

The reason the Council authorized LM Contract 1-2010 was to award the job to the lowest responsible bidder for the reconstruction of the sanitary sewer in the N. 100 block of Main Street. There where four bids received at the April bid letting for the Main Street Sanitary Sewer Project. The Engineer reviewed the bids and recommended to the Manager that Council direct the Manager to sign the contract with Sun Prairie Sand and Gravel, LLC.

Prior Council Action:
In January of 2010, staff determined that the sanitary sewer under the N. 100 block of Main Street was collapsing and further evaluations were attempted.
The Council was notified February 10, 2010 of the need to modify the 2010 Capital Improvement Plan to eliminate the Lakeshore Drive Lining Project and to not purchase an easement trailer and move the money to the reconstruction of the sanitary sewer in the N. 100 block of Main Street.
Staff added the project to the planning process and scheduled it for completion in 2010.
On April 20th, 2010, the City Council reviewed the proposed bids for the project and voted to approve awarding the bid for contract 1-2010, Main Street Sanitary Sewer Project to Sun Prairie Sand and Gravel, LLC for $108.968.00.

Summary:
In January of 2010, a second major collapse of the sanitary sewer occurred in the 100 block of N. Main Street. Staff discussed and proposed adding the project to the 2010 Capital Improvement Plan. A planning process and schedule of options for completing the Main Street Sanitary Sewer Project were discussed with the Manager.
An email was sent to the Council on February 10, 2010 informing them that the Lakeshore Drive Lining Project would be eliminated and the easement trailer would not be purchased and the money moved to the reconstruction of the sanitary sewer in the N. 100 block of Main Street.
Staff began gathering information on material prices, utility conditions, project scope, contracts and legal issues.
The base geographic data for the project was collected by March of 2010 and staff started preparing designs, notifying utilities and applying for permits.
WisDOT was notified of the project status on March 1, 2010.
The schedule for bidding and construction was prepared and reviewed at the beginning of March. The schedule plan to advertise the bid on April 1st and 8th, open bids on April 15th, award the bid at the April 20th Council meeting and complete the project by June 18th.
Preliminary construction plans and designs were reviewed by staff after they were received March 23rd.
The Engineer’s Construction Cost Opinion submitted on March 23rd, 2010 was $88,000.
March 25th the detour route was selected.
The bid documents were completed on March 26th and ready to be advertised as scheduled to meet the April 15th bid date for the construction of sanitary sewer, road base and pavement for the Main Street Project.
The Engineer applied to DWD for a White Sheet determination and received the White Sheet on March 26, 2010.
The approval for Sanitary Sewer System Improvements were received from the DNR on March 26th.
The final set of plans were issued on March 29th to Department Heads.
WisDOT was again notified of the project status on April 1, 2010.
The Advertisement to Bid was in the Lake Mills Leader on April 1 and 8.
The bids were opened at 1:00 pm on April 15th and Sun Prairie Sand and Gravel, LLC was the apparent low bidder.
April 16th, the Engineer notified the City Manager and Sun Prairie Sand and Gravel, LLC that they recommended awarding the contract to Sun Prairie Sand and Gravel, LLC as the low qualified bidder for the project.
The Council awarded Contract 1-2010 at their April 20, 2010 meeting to Sun Prairie Sand and Gravel, LLC for $108.968.00.
On April 23rd, Sun Prairie Sand and Gravel, LLC was notified that the contract was awarded to their firm.
The contract was executed on May 25th.
The pre-con meeting was held on May 27th at the Municipal Building. Sun Prairie Sand and Gravel, LLC did not present a work schedule, but indicated that they plan to start on June 2nd and complete the project on June 18th.
WisDOT was notified for the third time on May 27th of the status of this project including the construction start date.
Sun Prairie Sand and Gravel, LLC started sanitary construction on June 2nd of 2010.
On June 16th, Sun Prairie Sand and Gravel, LLC requested and received an extension to June 22nd to completed the project. City staff was skeptical that Sun Prairie Sand and Gravel, LLC would have the project completed by June 22nd.
On June 21st, contaminated soil was discovered in the right of way near 217 N. Main Street. The area is near a PECFA site known as Lighthouse Marine.
On June 21st, Strand took soil samples from the trench to be sent to Test America for testing. Strand, Sun Prairie Sand and Gravel, LLC and staff worked on a plan to open the street for the parade and restarted construction on June 29th. The Notification of Hazardous Substance Discharge (Lighthouse Marine) was filled out and sent to the DNR.
On June 22nd, Strand made arrangements for temporary storage of hazardous materials, sent the city agent status forms, priced landfills, arranged for trucking to the landfill and prepared to start construction on the street June 30th.
On June 24th, Strand worked with the contractor to make repairs to the temporary pavements on Main Street.
On June 25th, the project received an official detour permit from WisDOT. The original contact indicated a permit should not be need, but eventually WisDOT determined a permit was need and notified the City to apply for the permit.
On June 28th, Strand received the contaminated soil test results. Strand also provided quotes from landfills and a schedule for trucking.
Staff completed the PECFA Form 6 Agent Assignment Certification for signature by the owner and city. The agent status allows the City to file for reimbursement of 95% of the contaminated soil costs from the PECFA fund.
On July 2nd, Sun Prairie Sand and Gravel, LLC completed the construction of sanitary sewer main on Main Street.
The 1st pay request was received on July 10th by the engineer and July 15th by the City for the amount of $92,960.37. The final pay request will come in the spring of 2011 after a freeze/thaw cycle and final pavement repairs.
The project has to date installed 1 sanitary manhole, 506 lf of twelve inch sanitary sewer, 107 lf of six inch sanitary sewer laterals, and related appurtenances and materials. The street improvements were 1337 sy of ¾” base course, 1450 sy of three inch base course, 726 sy of two inch asphalt binder and 726 sy of 1 ½” asphalt surface.
The agreement with Waste Management for disposal services was completed on July 13, 2010.
The owner of 217 N. Main Street on September 16th asked the City to pay for a new water service to the property in exchange for signing the PECFA Form 6 Agent Assignment Certification. The engineer prepared an estimate of cost for the water service and determined that because of contaminated soil the potential cost would be $9,600. The City offered to provide a set amount to the owner.
On October 1st, the contaminated soil hauling was offered to Krause Excavating because Sun Prairie Sand and Gravel, LLC wasn’t available.
Krause Excavating hauled the contaminated soil on October 6th to the Deer Track Waste Management site in Johnson Creek.
On October 8th a local plumber started his investigation into why the sanitary lateral at 127 N. Main Street was not draining.
On October 11th and 12th the WWTP staff became involved in the sanitary lateral investigation. It was suspected that Sun Prairie Sand and Gravel, LLC had failed to reconnect the lateral to 127 N. Main Street.
On October 11th, Sun Prairie Sand and Gravel, LLC was notified of the problem. They indicated they would not have a pipe crew available to fix the lateral for at least two weeks.
On October 13th, the city applied for and received a WisDOT detour permit on N. Main Street.
On October 14th, Krause Excavating repaired the lateral at 127 N. Main Street. The superintendent from Sun Prairie Sand and Gravel, LLC was on site when the sanitary lateral was exposed.
On December 2nd, the new owner of 217 N. Main Street signed the PECFA Form 6 Agent Assignment Certification and the engineer began preparing the PECFA reimbursement claim.

The project was substantially completed by July 2nd and the final payment will not be processed until the spring of 2011 as noted above. The Contractor has been paid $92,960.37 to date with the balance due at contract completion.