BACKGROUND

Included in the 2017 operating budget is $538,000 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 April 3, 2017 a bid opening was held and three bids were publicly opened. An itemization of bids by material type is summarized below. Included in the bid specifications is 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 important factor. The mileage differential has been factored into the itemization below.

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

As shown in the itemization below, 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 continued authorization to purchase from Ozinga Concrete as they are on our approved over $20,000 contract list.

ITEM                                                            BIDDERS

                             Plote Construction          Orange Crush                Arrow           

                            Hoffman Estates,  IL         Hillside, IL               Mt. Prospect, IL

Hot Mix Asphalt          $45.20/ton                    $46.30/ton               $47.50/ton

Surface Course

Hot Mix Asphalt          $44.20/ton                    $43.80/ton               $46.50/ton

Binder Course

Bituminous Matls.          $7.00/gal.                    $6.50/gal                $7.00/gal.

Portland Cement Concrete   no bid                     no bid                       no bid

Cold Mix Asphalt UPM          no bid                     no bid              $128.00/ton               

  or Equal

RECOMMENDATION

It is recommended that the Village Board award the 2017 Roadway Maintenance Materials contract to the lowest responsible bidders, Plote Construction of Hoffman Estates, Illinois and Orange Crush LLC, of Hillside, Illinois per unit price for asphalt materials, and continue to use Ozinga of Des Plaines, IL for concrete materials, up to an approved budget amount of $538,000.