CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Waive the applicable provision of the Naperville Procurement Code and award Procurement 26-069, Hot Mix Asphalt, to Builders Asphalt, Chicago Materials Corporation, PT Ferro Asphalt, RW Dunteman and Superior Asphalt Materials for an amount not to exceed $95,000 and for a one-year term (requires six positive votes)
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DEPARTMENT: Department of Public Works
SUBMITTED BY: Dan Randolph P.E., Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The Department of Public Works (DPW) maintains approximately 500 centerline miles of pavement. This requires the use of hot mix asphalt (HMA) to perform day-to-day maintenance and emergency repairs. HMA is required to comply with the latest edition of the State of Illinois standard specifications for hot mix asphalt material.
HMA plants produce a limited number of types (mix) and tons of asphalt daily. If one HMA plant is not operating or not producing the mix that DPW requires that day, DPW must call other suppliers to determine if they are producing the required mix.
DPW previously solicited bids for HMA. Since 2013, the only responsive bid came from Chicago Materials Corporation (K-Five). When staff contacted other vendors to determine why they chose not to bid, their responses were: 1) demand uncertainty, and 2) the general sense that the City would use Chicago Materials Corporation due to its proximity.
In May of 2019, as an alternative procurement method, staff identified six HMA suppliers within a 35-mile radius of the City of Naperville. A 35-mile radius was chosen to offset trucking costs and HMA temperature concerns. HMA must be applied above a minimum temperature for it to be properly compacted. Suppliers within the radius are: Builders Asphalt, Chicago Materials Corporation, PT Ferro, RW Dunteman, and Superior Asphalt Materials.
The City Council approved the use of this procurement method as a pilot and awarded Procurement 19-152, Hot Mix Asphalt, to the identified suppliers for one year. This program was designed to give DPW the flexibility to use multiple area vendors to ensure that the material would be available when needed. Based on the success of the initial pilot program, the City Council has approved a similar award using the same alternative procurement method since 2020.
Chicago Materials Corporation is the closest facility, thus minimizing associated trucking costs. However, to ensure that DPW could obtain hot mix asphalt when needed, staff recommended that the City Council approve this award to all the identified HMA suppliers within a 35-mile radius.
DISCUSSION:
A waiver of Section 1-9B-4 (Methods of Source Selection) of the Naperville Code is required because the recommended process is not one of the enumerated methods under the Code. Staff recommends awarding the contract to Builders Asphalt, Chicago Materials Corporation, PT Ferro, RW Dunteman and Superior Asphalt Materials.
The program proved to be an effective method of procuring HMA. In 2025, DPW procured HMA for 75 days. The daily rate for the HMA remained consistent throughout the 2025 season, with almost no variance in pricing amongst suppliers. As such, staff do not anticipate the need in 2026 to lock in a rate for the season.
In addition to the day-to-day maintenance and emergency repair by DPW crews in 2026, HMA will be used to pave drive aisles in selected City parking lots and other City-owned properties.
The term of this procurement method is one year from April 1, 2026, through March 31, 2027.
FISCAL IMPACT:
CIP #: NA
Hot mix asphalt is expensed to the Operating Supplies account listed below. A total of $125,000 has been budgeted for street maintenance supplies, including hot mix asphalt in 2026. The requested award of $95,000 is within the budgeted amount for this expense.
|
Account Number |
Fund Description |
Total Budget Amount |
|
31251100-541407 |
General Fund |
$695,130 |