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TO: Mayor Richard C. Irvin
FROM: Kurt Muth, P.E., Engineering Coordinator
DATE: February 13, 2023
SUBJECT:
A resolution to award the 2023 Citywide Pavement Patching for Water and Sewer Maintenance to Schroeder Asphalt Services, Inc., P.O. Box 831, Huntley, IL 60142
PURPOSE:
This is an annual project that is required to patch pavement in the public right of way that was damaged in relation to utility repairs such as water main breaks and sanitary sewer repairs. Schroeder Asphalt Services, Inc. has completed similar projects in the past and has performed satisfactory work
BACKGROUND:
This project was bid publicly, with an advertisement in the Aurora Beacon News on January 15th, 2023. The proof of the advertisement is attached as Exhibit A. Bids were received, opened and read aloud publicly on February 1st, 2023. Three bids were received with the tabulation of those bids attached hereto and incorporated as Exhibit B. The lowest responsible bid was from Schroeder Asphalt Services, Inc. of Huntley, IL in the amount of $738,400.00. A copy of the submitted bid is attached as Exhibit C. The lowest bid came in approximately 2.4% below the engineer's estimate. It is anticipated that a small portion of this contract will be used to address individual utility repairs performed by contractors to take advantage of better restoration prices.
This bid is required to follow the City's Local Preference Ordinance, however, there was only one bid received from a certified local vender, Geneva Construction, Co. of Aurora, IL, in the amount of $856,850.00, 16% higher than the lowest bid which is outside the percentage which would allow them to match the lowest bid.
DISCUSSION:
This Citywide project will benefit the entire community, as it is the only contract that will be in place to repair the roadways that are damaged throughout the year due to utility repairs. This work is budgeted on an annual basis. This contract shall have a maximum value of $738,400.00 budgeted in 2023 with funds coming from the entire amount budgeted in Account Number 510-4063-511-38-38 ($699,750.00), $ 19,325.00 from Account Number 510-4063-511-73-14 (Sanitary Sewer Evaluation and Repair, IB018, 2023 Budget amount of $ 7,320,000.00), and $19,325.00 from Account Number 510-4058-511-73-02 (Water Main Evaluation, Repair and Replacement, IC076, 2023 Budget amount of $11,950,000.00).
IMPACT STATEMENT:
Construction is expected to begin in mid-March and will continue throughout the construction season depending on the number of utility repairs that are completed. Impacts to the public will be minimal, though will consist of short-term lane closures associated with the pavement repairs and in certain cases, loss of driveway access to allow adequate time for a concrete apron or curb to cure (when applicable).
RECOMMENDATIONS:
I request the proposed resolution awarding the contract to Schroeder Asphalt Services, Inc. in the amount of seven hundred thirty-eight thousand four hundred dollars and zero cents ($738,400.00) be adopted.
cc: Infrastructure & Technology Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution authorizing the Director of Purchasing to enter into an agreement with Schroeder Asphalt Services, Inc., P.O. Box 831, Huntley, IL 60142 in the amount of $738,400.00 for the 2023 Citywide Pavement Patching for Water and Sewer Maintenance.
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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, it is necessary and desirable to repair roadways that are damaged in relation to underground utility repairs; and
WHEREAS, three qualifying bids were received, publicly opened, and read aloud on February 1st, 2023 with the tabulation of those bids attached hereto and incorporated as Exhibit B; and
WHEREAS, Schroeder Asphalt Services, Inc., P.O. Box 831, Huntley, IL 60142 was the lowest responsible bidder with a bid in the amount of seven hundred thirty-eight thousand four hundred dollars and zero cents ($738,400.00); and
WHEREAS, this contract shall have a maximum value of $738,400.00 budgeted in 2023 with funds coming from the entire amount budgeted in Account Number 510-4063-511-38-38 ($699,750.00), $ 19,325.00 from Account Number 510-4063-511-73-14 (Sanitary Sewer Evaluation and Repair, IB018, 2023 Budget amount of $ 7,320,000.00), and $19,325.00 from Account Number 510-4058-511-73-02 (Water Main Evaluation, Repair and Replacement, IC076, 2023 Budget amount of $11,950,000.00).
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: The Director of Purchasing is hereby authorized to enter into an agreement with Schroeder Asphalt Services, Inc., P.O. Box 831, Huntley, IL 60142 in the amount of seven hundred thirty-eight thousand four hundred dollars and zero cents ($738,400.00) for the 2023 Citywide Pavement Patching for Water and Sewer Maintenance.