R2016-51 TO APPROPRIATE ADDITIONAL MOTOR FUEL TAX FUNDS FOR MICROSURFACING OF STREETS AND HIGHWAYS

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condition of the streets based on the biannual inspections, historical condition, surface type (i.e. brick, concrete, asphalt, etc.), average daily traffic, and traffic type (i.e. trucks, cars, etc.). This data is then paired with available funding and is used as a basis to aid the Public Works Department in the preparation of the City's yearly street improvement program. Staff then determines what type of improvement would be appropriate for each street. Project Description The 2016 Intergovernmental Microsurfacing project is a joint project between the City of Decatur, Macon County, Village of Mt. Zion, Village of Long Creek, Hickory Point Township, and Long Creek Township. Microsurfacing is focused on prolonging the life of pavements with moderate deterioration. It is designed to protect the pavement surface and slow deterioration thereby delaying the need of more expensive treatments such as mill and overlay or reconstruction. When microsurfacing is combined with a chip seal, (called a"cape seal")the pavement is further benefited by providing another layer of protection. When performed at the right time with only moderate wear on the street, microsurfacing treatments can last up to 5 years with cape seals lasting longer than that. The City's portion of the intergovernmental project will include portions of the Greendell Neighborhood and a section of Boiling Springs Road. See attached location maps for location information. Hickory Point Township plans to place a cape seal on its portion of Boiling Springs Road and the City will pay for the 837 foot portion that is in the City. In 2015 the City appropriated $140,000 to perform a microsurfacing project on its own. When bids came in higher than what was considered reasonable, the City rejected the bids and delayed the project in order to add it to this year's intergovernmental project. The City is the lead agency as designated in the intergovernmental agreement and must appropriate the full amount for the cost of the project. The City will be responsible for paying the contractor and the other participating agencies will reimburse the City's State Motor Fuel Tax Fund for their portions of the work in accordance with the approved agreements. The City's portion of the contract amount is $113,351.65. Letting Results The project scope and specifications were prepared by the Engineering Division in cooperation with the other participating agencies, and approved by the Illinois Department of Transportation(IDOT) for the use of State Motor Fuel Tax funds. The project was advertised on Apri120 and 27, 2016, and bids were opened on May 4, 2016. The results of the letting are as follows (bid tabulation attached): Bidder Bid Price Compared to Engineer's Est. Over (-Under) Microsurfacing Contractors, LLC $823,325.60 (20.52%) A.C. Pavement Striping Co. $870,00222 (16.01%) Missouri Petroleum Products Co., LLC $924,829.41 (10.72%) Engineer's Estimate $1,035,860.57 ------ , Four contractors took out bid packages and three submitted a bid proposal for the 2016 Intergovernmental Microsurfacing Project. Microsurfacing Contractors, LLC provided the lowest responsive and responsible bid at 20.52%below the Engineer's Estimate. Page � 2