HomeMy WebLinkAbout03/19/2013 Asphalt Restoration ContractMount Prospect Public Works Department
INTEROFFICE MEMORANDUM
TO: VILLAGE MANAGER MICHAEL E. JANONIS
FROM: SUPERINTENDENT OF STREETS & BUILDINGS
DATE: MARCH 11, 2013
SUBJ: SEALED BID RESULTS FOR ASPHALT RESTORATION CONTRACT
($65,000)
BACKGROUND
This contract provides for asphalt restoration following emergency repairs on Village -owned and
privately -owned water and sewer lines installed in Village rights of way. Asphalt restoration of
driveways and streets is necessary throughout the year following water main breaks, service
leaks and sewer repairs. This contract facilitates monthly asphalt repairs, thus reducing the time
our residents are waiting for restoration.
This contract is a two (2) -year agreement including the years 2013 and 2014. It also includes an
optional third year (2015) for the same prices if both parties agree.
BID RESULTS
Sealed bids were publicly opened at 1:00 P.M. on March 4, 2013 for an asphalt restoration
contract. Bid prices were based on estimated quantities. Nine (9) invitational bids were mailed,
and a bid notice was placed in the local paper.
Three (3) bids were received and the results are as follows:
Contractor Bid Price
Allstar Asphalt $39,800
Quality Blacktop, Inc. $65,000
Chicago Land Paving Contractors, Inc. $99,800
DISCUSSION
The apparent low bidder Allstar Asphalt, Inc., did not meet the terms specified in the bid
documents. Specifically, they failed to provide any work experience references. The contract
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Sealed Bid Results for Asphalt Restoration Contract ($65,000)
March 11, 2013
documents required three (3) references on projects of similar scope and scale to verify their
experience and assess overall ability to complete the work contemplated in this proposed
contract. Therefore, I recommend that their bid be considered non - responsive.
Director of Public Works
The second low bidder, Quality Blacktop Inc., met all required terms specified in the bid
documents. Also, the three (3) references submitted were checked and all were favorable.
Quality Blacktop has previously been awarded this contract and has performed satisfactorily.
The unit costs submitted by Quality Blacktop are within 10% of the unit prices received for the
2010 asphalt restoration contract. The 2010 asphalt restoration contract had a two (2) — year
term and was extended for an optional third year. There were no price increases throughout the
entire term of the contract (2010, 2011, and 2012).
It is the opinion of staff that Quality Blacktop's price increase is reasonable and can be largely
explained by increases in oil, asphalt, labor, and other costs that have impacted the pavement
maintenance industry since 2010. Additionally, it is relevant to note that the current proposed
two (2) — year contract (with optional third -year extension) also contains no provisions for price
increases.
RECOMMENDATION
I recommend the Village Board award a two (2) - year contract with an option for a third year to
the lowest qualified bidder, Quality Blacktop, Inc. The first year would be in an amount not to
exceed $65,000. Sufficient funds for this proposed expenditure exist in the current budget.
Subsequent awards would be in amounts appropriated in the 2014 and 2015 budgets.
Paul Bures
Superintendent of Streets & Buildings
I concur:
Sea orsey
c: Director of Public Works Sean P. Dorsey
Deputy Director of Public Works Jason Leib
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