Asphalt Maintenance is one of the key responsibilities of the Public Works Department.  Every year crews perform pothole repairs, patching and crack sealing.  Over the years, Staff has been very satisfied with Spray Patching as a contracted tool for asphalt maintenance.  Spray Patching is a unique process where emulsion and stone are sprayed into a pothole or crack.  The process is controlled safely from inside a truck and usually takes only a one-person crew to complete.  The result is a pothole repair that far outlasts the "throw and go" process using cold or hot mix asphalt.  Public Works has been contracting spray patching for five years and has not seen a single failure to date. 

Due to other contractual obligations, the FY2017 Street and Sidewalk Maintenance account does not have sufficient funding to cover the spray patching program. That said, Staff determined that $75,000 worth of Asphalt Spray Patching could occur this year if there is a one-time transfer of funds totaling $50,000 from the Street and Sidewalk Supplies Account 101-7101-531.31-90 to the Street and Sidewalk Maintenance Account 101-7101-531.21-15. This potential transfer is made possible by the light winter season and the reduction in purchasing winter maintenance materials such as road salt, sidewalk salt, and liquid deicer.

On April 3, 2017, a public bid was held and one bid was opened and read publicly aloud.

BIDDER                             BID PRICE / HOUR

Pothole Pros  Elgin, IL            $253 / hour

The bid was designed as an hourly rate.  This rate includes all labor, equipment and materials needed to complete the job.  The proposed contract is a not-to-exceed $75,000. Staff will meet with the contractor daily and provide assigned routes. 

Pothole Pros has satisfactorily performed this work for the Village of Arlington Heights in the past. Therefore, Staff recommends Pothole Pros for the award of the 2017 Asphalt Spray Patching Contract.

RECOMMENDATION

It is recommended that the Village Board award the sole responsible bidder, Pothole Pros of Elgin, Illinois, the 2017 Asphalt Spray Patching contract at the hourly rate of $253/hour, up to a maximum of $75,000 and authorize staff to execute the necessary documents. 

In order to fund the FY2017 Asphalt Spray Patching contract, Staff recommends that the Village Board also approve a one-time transfer of funds of $50,000 from the Street and Sidewalk Supplies Account 101-7101-531.31-90) to the Street and Sidewalk Maintenance Account 101-7101-531.21-15.