Included in the FY2016 operating budget is $550,000 for materials used in roadway maintenance. Roadway maintenance materials are used by the Public Works Department for street and sidewalk repairs, the in-house paving program, and roadway restoration work due to utility repairs.

On March 31, 2016 a bid opening was held and three bids were publicly opened. An itemization of bids by material type is attached to this request. Included in the bid specifications is a mileage differential to equalize the bids since the Public Works Department picks up the material directly from the material plants and distance to the source is an important factor. The mileage differential has been factored into the attached itemization.

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

As shown in the attached itemization, pricing for Portland Cement Concrete (PCC) was not submitted. Despite the lack of bids for PCC, the Public Works Department will still need to purchase this material and requests authorization to purchase from nearby vendors that we have worked with in the past.

RECOMMENDATION

It is recommended that the Village Board award the 2016 Roadway Maintenance Material contract to the lowest responsible bidders, Arrow Road Construction of Mount Prospect, Illinois and Orange Crush LLC, of Wheeling, Illinois per unit bid price up to approved budgeted amount of $507,000. It is further recommended that the Village Board authorize PCC purchasing from Prairie Material of Rolling Meadows, Illinois and Ozinga of Des Plaines, Illinois. PCC purchases will not exceed $43,000 for FY2016.