The 2023 Public Works Operating budget includes $339,000 for materials used in roadway maintenance. The Department uses roadway maintenance materials for street repairs, the in-house paving program, and roadway restoration of emergency utility work excavations. 

On April 20, 2023, a bid opening was held, and two bids were publicly opened and read aloud. An itemization of bids by material type is listed below. In addition, the bid specifications include a mileage differential to equalize the bids because the Public Works Department picks up the material directly from the material plants, and distance to the source is an essential factor. Therefore, the mileage differential has been factored into the unit prices shown below:

2.16 Mile Charge Per Bid Unit Price - Miles Indicate Roundtrip

BIDDER Hot Mix Asphalt Hot Mix Asphalt Bituminous UPM
   Surface Course Binder Course Materials Materials

Arrow Road  $84.58 $82.33 $30.08 $178.33

(Mt. Prospect - 10.8 miles)

Builders Asphalt LLC   $88.20 $86.70 $40.45

(Elk Grove - 15.6 miles)

Builders Asphalt LLC $81.72 $80.22 $33.97

(Wheeling - 12.6 miles)

Staff requests authorization to purchase from multiple vendors due to material availability and project location. Periodically, the lowest bidder cannot furnish materials when needed, and placing an order from the next lowest responsible bidder becomes necessary. 

Funds are available for this material in Account Nos. 101-7101-531-900 ($324,000) and #505-7201-531-900 ($15,000).

RECOMMENDATION

It is recommended that the Village Board award the 2023 Roadway Maintenance Materials contract to the lowest responsible bidders, Builders Asphalt of Hillside, Illinois, and Arrow Road Construction of Mount Prospect, Illinois, per unit bid prices up to the approved budgeted amount of $339,000 and authorize Staff to execute the necessary documents.