Annually, the Public Works Department awards a contract for pavement restoration of utility excavations and contractual street and sidewalk maintenance of needed roadway repairs. This year, the approved budget has allocated $265K from the General Fund (Streets Unit) and $250K from the Water Enterprise Fund (Utilities Division). Bids were duly advertised and publicly opened March 24, 2020.

This work is being contracted out in order to expedite the road and driveway restoration for residents that have been inconvenienced as long ago as November 2019, when the weather would not allow permanent repairs. Contracting for this work also frees up our crews to concentrate on other pavement maintenance work such as pothole and pavement patching.

The lump sum price is based on asphalt patching at known locations which resulted from utility excavations and necessary pavement restorations due to utility repair that has occurred since November 2019. The unit prices that were submitted for the bid reflect pricing for all subsequent work in 2020 and the following two years. The following bids were received: 

Based upon current known quantities, the lowest bid was submitted by Schroeder Asphalt of Huntley, Illinois. The contract has set unit prices for 2020 and will allow for a nominal increase in the amount of CPI (Consumer Price Index) for FY 2021 and 2022. Schroeder Asphalt has successfully completed this work for the last several years for  the Arlington Heights Public Works Department. Their bid meets specifications and Staff recommends awarding the bid to the lowest responsible bidder, Schroeder Asphalt.

Funds are available for the material and services in Account Nos. 505-7201-561.21-30 (Water & Sewer) and 101-7101-531.21-15 (Streets).

RECOMMENDATION

It is recommended that the Village Board award the three-year contract for Hot Mix Asphalt Restoration 2020 to Schroeder Asphalt of Huntley, Illinois at bid unit prices, up to the annual budgeted amount, and authorize Staff to execute the necessary documents.