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ITEM 3.5 Street Mainentance Project 14-07P OtkzoF MINNESOTA V DEPARTMENT INFORMATION Request for City Council Action ORIGINATING DEPARTMENT: REQUESTOR: MEETING DATE: Public Works City Engineer Wagner August 11, 2014 PRESENTER(s): REVIEWED BY: ITEM #: Consent Agenda City Administrator Johnson 3.5 AGENDA ITEM DETAILS RECOMMENDATION: City Staff Recommends approval of Final Payment #1 in the amount of $24,964.95 for the 2014 Proactive Maintenance Patching Project, City Project No. 14-07 to Northern Asphalt, Inc. ARE YOU SEEKING APPROVAL OF A CONTRACT? IS A PUBLIC HEARING REQUIRED? No No BACKGROUND/JUSTIFICATION: Northern Asphalt, Inc. has completed the paver laid maintenance patching which occurred within Island View Estates and along Kadler Avenue. The project was slightly above the bid due to additional milling which provided a smoother transition from existing pavement to the paver laid patches. The work was completed on time and in conformance with City standards. The overage of approximately $450 is well within the budget for contractor maintenance patching of $39,000. Plan and specification preparation, contract administration and construction observation account for an additional $1200. With the $6000 spent on infrared heating for repair around man holes and gate valves, the total so far for 2014 is approximately $32,165 leaving $6,835. Therefore we recommend payment to Northern Asphalt, Inc. in the amount of $24,964.95 for work completed. SUPPORTING DOCUMENTS: © ATTACHED ❑ NONE • Final Payment No. 1 • IC134 POSSIBLE MOTION Please word motion as you would like it to appear in the minutes. Motion to approve Final Payment #1 in the amount of $24,964.95 for the 2014 Proactive Maintenance Patching Project, City Project No. 14-07 to Northern Asphalt, Inc. BUDGET INFORMATION FUNDING: BUDGETED: X YES Assessment 201— Pavement Management Fund ° NO ACTION TAKEN ❑ APPROVED AS REQUESTED ❑ DENIED ❑ TABLED ❑ OTHER (List changes) COMMENTS: FINAL PAYMENT CITY OF OTSEGO 2014 Proactive Maintenance Patching Project August 4, 2014 Honorable Mayor & City Council City of Otsego 13400 90th Street Otsego, MN 55330 RE: 2014 Proactive Maintenance Patching Project Contractor: Northern Asphalt, Inc. Contract Amount: $24,525.00 Award Date: July 29, 2014 Completion Date: August 1, 2014 Dear Honorable Mayor and Council Members: The following work has been completed on the above -referenced project by Northern Asphalt, Inc. WrWr ITEM NO. ITEM DESCRIPTION ESTIMATED QUANTITY UNIT I CONTRACT UNIT PRICE CONTRACT AMOUNT USED TO DATE $ 1 MOBILIZATION 1 LS $625.00 625.00 1��E�XTENSION 2 MILL BITUMINOUS SURFACE 1 112 in 71 SY $17.65 $ 194.15 511$ 900.15 3 Type SP 9.5 WEARING COURSE MIXTURE 260 TON $85.00 $ 22 100.00 258.08 $ 21 936.80 4 BITUMINOUS MATERIAL FOR TACK COAT 140 GAL $5.50 $ 770.00 146.00 $ 803.00 5 TRAFFIC CONTROL 1 LS $700.00 $ 700.00 ll 700.00 Quote TOTAL Total Work Completed to Date WE RECOMMEND FINAL PAYMENT OF: Total Quote $ 24,389.15 $ 24,389.15 Please verify the amount of previous payments, and the receipt of the following items prior to making payment. 1. Affidavit of payment of States taxes (MN State TAX Form IC 134). APPROVALS: CONTRACTOR: NORTHERN ASPHALT, INC. Certification by Contractor: J certify that at) items and amounts are correct for the work completed to date. s? e i 2 ? f ENGINEER: HAKANSON ANDERSON Certification by Engineer. We,,recoM OWNER: CITY OF OTSEGO Date '� I final payment for work and quantities as shown. OT387-2014 - PMP - PE PE - 1 $ 24,964.96 $ 24,964.95 $ 24,964.95 $ 24,964.95 $ 24,964.95 MINNESOTA- REVENUE Withholding Affidavit for Contractors IC134 This affidavit must be approved by the Minnesota Department of Revenue before the state of Minnesota or any of its subdivisions can make final payment to contractors. For more detailed information, see the instructions on the back of this form. m a U C 0 U Please type or print clearly. This information will be used for returning the completed form. / Company name _ , Daytime phone Minnesota tax ID number NORTHERN ASPHALT INC. i 763-784-1805 9888232 Address Total contract amount Month/year work began 18533 BUCHANAN ST. N.E. $ 24,964.80 0712014 city state ZIP code I Amount still due Month/year work ended ( EAST BETHELMN55011 ^ _ _ _ _ -------------- J J $24,964.80 07/2014 Project number Project location Proactive Maintenance Patching Project Project owner Address city State ZIP code City of Otsego 13400 90th St. Otsego MN 55303 Did you have employees work on this project? Q Yes ❑ No. If no, who did the work? Check the box that describes your involvement in the project and fill in all information requested. Sole contractor ❑ Subcontractor Name of contractor who hired you Address ❑ Prime contractor—If you subcontracted out any work on this project, all of your subcontractors must file their own contractor af- fidavits (IC134) and have them certified by the Department of Revenue before you can file your affidavit. For each subcontractor you had, fill in the information below and attach a copy of each subcontractor's certified IC134. If you need more space, attach a separate sheet. Business name Address owner/Officer I declare that all information 1 have filled in on this form is true and complete to the best of my knowledge and belief. 1 authorize the Department of Revenue to disclose pertinent information relating to this project, including sending copies of this form, to the prime contractor if I am a subcontractor, and to any subcon- tractors if I am a prime contractor, and to the contracting agency. contractors signature ��� aIF ) e.f Title Date _ »rs- President 8/4/2014 Mail to: Minnesota R( enue Mail Station 6610, St. Paul, MN 55146-6610 Phone: 651-282-9999 or 1-800-657-3594 (TTY: Call 711 for Minnesota Relay). Certificate of Compliance Based on records of the Minnesota Department of Revenue, I certify that the contractor who has signed this certificate has ful- filled all the requirements of Minnesota Statutes 290.92 and 2706.66 concerning the withholding of Minnesota income tax from wages paid to employees relating to contract services with the state of Minnesota and/or its subdivisions. Department of Revenue approval Date