Item 3C
AGENDA ITEM #3C
FEBRUARY 9, 2004
CITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
STAFF REPORT
AGENDA ITEM: Renewal of Annual Asphalt Repair Contract
SUBMITTED BY: Donna Kaluzniak, Utility Directo
DATE: January 30, 2004
~. BACKGROUND: This item was deferred during the January 26, 2004 Commission meeting
because there was concern over some poor pavement repairs in the City. There are numerous
pavement repairs throughout the City, and even the best pavement repairs are not going to be
±~ unnoticeable, but some of the roadway repairs have settled, resulting in an uneven roadway
surface. These problems result from several difficulties:
^ Many repairs are the result of road cuts performed by utilities, including BellSouth,
Comcast, JEA and others. These utilities generally have their own contractor to make
repairs.
^ Other roadway cuts are done by City staffwhen repairing underground infrastructure. In
most cases, the compaction and preparation for asphalt is performed by City crews.
Compacting the sandy soil is often difficult, especially in narrow road cuts.
^ Hard tamping over water and sewer services can not be done as the services are smaller
and break more easily than main lines.
Typically, City staffperforms the sawcutting, compaction and preparation for the paving repairs
on road cuts resulting from City infrastructure repairs. The asphalt contractor merely lays the
~,,, asphalt over the cut and performs a final rolling.
Tom's Asphalt has had a contract for Asphalt Repairs for several years, and this company has
,~ done an excellent job. They respond quickly, are very dependable, and stand behind their work.
The few problems City staff has found were corrected immediately.
The following steps will be taken help improve the outcome of roadway repairs:
^ Staffwill purchase a portable soil density meter to test compaction prior to paving repairs
and check compaction on other utilities' repairs.
^ Purchase two smaller "jumping jack" soil compactors. (Staff already have larger
compactors that require two men to lift the units, and the units cannot turn easily in a
trench).
^ Require outside utility companies to provide the City with density testing reports on
roadway repairs.
~.
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AGENDA ITEM #3C
FEBRUARY 9, 2004
BUDGET: Asphalt repairs are budgeted in the Water, Stormwater and Streets Funds under
account numbers 001-5002-541-3400, 470-0000-538-3400, and 400-5504-533-3400 in the
amount of $14,000. The new equipment will cost approximately $8,000. Funds are available in
the above accounts under supplies.
RECOMMENDATION: Extend the contract for Asphalt Repair with Tom's Asphalt Repairs,
Inc. for another year at the current prices.
ATTACHMENTS: 1. Letter signed by Nancy Miller, President of Tom's Asphalt Repairs,
Inc. agreeing to the extension.
REVIEWED BY CITY MANAGER:
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January 5, 2004
~„ Nancy Miller
President
Tom's Asphalt Repairs, Inc.
,~, 7135 Beach Blvd.
Jacksonville Florida 32216
Dear Mrs. Miller:
AGENDA ITEM #3C
FEBRUARY 9, 2004
DEPARTMENT OF PUBLIC WORKS
1200 SANDPIPER LANE
ATLANTIC BEACH, FLORIDA 32233-4318
TELEPHONE: (904) 247-5834
FAX: (904) 247-5843
SUNCOM: 852-5834
http://ci. atlantic-beach.fl.us
As you are aware, the contract with the City of Atlantic Beach for asphalt repairs expires on
~ February 28, 2004. We would like to extend the contract for another year at the current prices, if
this is acceptable to your company. If acceptable, please sign below and return to me before
January 27, 2004, so I can prepare a staff report for the City Commission to accept the extension:
We look forward- to recommending that we continue our contract with your company.
~~
Phil Nodine
"~ Streets and Maintenance
Division Director
TOM'S ASPHALT REPAIRS~NC. AGREES TO EXTEND THE CONTRACT FOR ONE
~.. YEAR FOR THE SAME PEE STARTING MARCH 1, 2004.
~/ ~:_ . ,
!~ Nancy • ler; President Iaa a ...... ,
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