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TO: Mayor Richard C. Irvin
FROM: Adrian Perez, Assistant Superintendent of Streets
DATE: 3/3/22
SUBJECT:
Authorization to accept the bid from Superior Asphalt Materials LLC, North Aurora, for the Citywide Asphalt Purchase Program.
PURPOSE:
To Obtain City Council approval to accept the bid from Superior Asphalt Materials LLC, for the Citywide Asphalt Purchase Program.
BACKGROUND:
The Street Division uses the program to purchase asphalt to patch potholes and make small road repairs citywide throughout the year. The bulk of the material purchases is for daily use in our 1.5 ton capacity pothole patcher from April through November.
DISCUSSION:
Street Maintenance has solicited bids for the Citywide Asphalt Purchase Program. Superior Asphalt Materials LLC and Builders Asphalt LLC were the only two companies to bid
Builders Asphalt submitted the lowest bid. However, when you factor in the round-trip wages of $51.04 for city personnel to travel to Builders Asphalt in Elburn, IL, compared to round trip wages of $14.89 to travel to Superior Asphalt in North Aurora, IL. The overall costs are more expensive with Builders Asphalt. For this reason, it is more economical to accept the bid from Superior Asphalt.
The local preference ordinance did apply but was not a factor in the selection process.
Contract will be for one year with the option of three 1-year renewals upon mutual agreement between the City and the vendor.
Dollars have been appropriated for this expenditure in account 101-4460-431.65-22.
IMPACT STATEMENT:
Failure to approve this expenditure could affect the patching of asphalt roadways.
RECOMMENDATIONS:
That the City Council accepts the bid from Superior Asphalt Materials LLC.
cc: Infrastructure and Technology Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution Authorization to accept the bid from Superior Asphalt Materials LLC, North Aurora, IL for the Citywide Asphalt Purchase Program.
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WHEREAS, the City of Aurora has a population of more than 25,000 persons and is, therefore, a home rule unit under subsection (a) of Section 6 of Article VII of the Illinois Constitution of 1970; and
WHEREAS, subject to said Section, a home rule unit may exercise any power and perform any function pertaining to its government and affairs for the protection of the public health, safety, morals, and welfare; and
WHEREAS, the Street Maintenance Division solicited bids to establish a list of unit prices of various types of asphalt materials to secure pricing for 2022 with optional three one year extensions for 2023, 2024, and 2025 based on mutual agreement; and
WHEREAS, the City received two bids and is recommending Superior Asphalt Materials due to its closer proximity to the City's municipal garage resulting in a labor savings of $36.15 per round trip due to the reduced travel time; and
WHEREAS, $54,000.00 has been budgeted in 2022 for this expenditure in account number 101-4460-431-65-22; and
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: Does herby accept the bid from Superior Asphalt Materials LLC, North Aurora, Illinois for the Citywide 2022 Asphalt Purchase Program and does hereby further authorize its Purchasing Director to issue the necessary orders to implement purchase of same.