Title
2014 Road Improvement Program - Proposal Award
History
The 2014 Capital Improvement Roadway Maintenance Program Budget includes $2,884,000 plus $56,000 rolled over from FY2013 for a total of $2,940,000 to fund the following ongoing programs: (1) road improvement program, (2) shotcrete curb and gutter repair program, (3) pavement marking program, (4) concrete slab raising/mud jacking program, (5) roadway crack filling program. The Capital Improvement Roadway Maintenance Program also includes funding for miscellaneous pavement patching and infrastructure repairs. Competitive pricing for the Road Improvement portion of the Capital Improvement Roadway Maintenance Program is bid annually. The four remaining programs are competitively bid on a multi-year basis and will encumber approximately $317,000 of the annual Capital Improvement Roadway Maintenance Program funds.
As was the case in FY2013, in order to provide flexibility in procuring the highest quality professional services and to ensure a successful road improvement program, staff is requesting to waive the bid process and utilize a competitive request for proposal (RFP) process. A request for proposals for the Road Improvement program was advertised in the SouthtownStar Newspaper on Thursday, March 13, 2014. Six (6) sealed proposals were received for evaluation. Proposals were received from: Austin Tyler Construction of Elwood, Illinois; Central Blacktop Co. Inc. of LaGrange, Illinois; Crowley-Sheppard Asphalt, Inc. of Chicago Ridge, Illinois; D. Construction of Coal City, Illinois; K-Five Construction Corp. of Lemont, Illinois; and P.T. Ferro Construction Company of Joliet, Illinois. The sealed proposals were opened by the Clerk’s Office at 11:00 a.m. on Thursday, March 27, 2014 [see attached Proposal Summary Sheet].
Following an internal proposal review, including a proposed evaluation [see attached Evaluation Sheet and Scoring Explanation], Austin Tyler Construction of Elwood, Illinois, was identified as the best qualified company with a submitted project cost of $2,391,748.00, which is below staffs estimate of $2.5 million for the anticipated 2014 Road Improvement Program. Therefore, it is staff's recommendation that Austin Tyler Construction of Elwood, Illinois, be awarded the project for the 2014 Road Improvement Program in the amount of $2,391,748.00, plus $215,252.00 for additional pavement patching and infrastructure repairs for a total of $2,607,000.00. The additional funding amount will allow the Village to take advantage of this year’s unit pricing costs for miscellaneous patching and paving. The result will be the Village’s ability to address additional road repairs identified during the construction season. In response to a request during the Public Works Committee meeting on 4/7/14, an attachment is included detailing the scoring methodology utilized in the bid evaluation process.
On April 16, 2014, this item was reviewed and approved by the Public Works Committee and referred to the Board for approval. Trustee Dodge requested an explanation of the evaluation criteria. An explanation is provided in the attached memo.
Financial Impact
The 2014 Capital Budget, account 054-0000-471250, has sufficient funding available to accommodate the 2014 Road Improvement Program.
Recommended Action/Motion
I move to approve waiving the bid process;
And
Approve entering into a contract with Austin Tyler Construction of Elwood, Illinois, for the 2014 Road Improvement Program for an amount not to exceed $2,607,000.00 based on results from the competitive RFP process.