CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Waive the applicable provisions of the Naperville Procurement Code in order to establish pricing for the 2023 construction season and award Procurement RFQ 23-071, Concrete Restoration Program - Citywide, to various contractors for an amount not to exceed $350,000 and for the period of May 1, 2023 through December 31, 2023 (requires six positive votes)
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DEPARTMENT: Department of Public Works
SUBMITTED BY: Richard Dublinski, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The Department of Public Works (DPW) manages concrete, landscaping, and asphalt restoration services at locations throughout the City primarily resulting from Water and Electric Utilities’ and DPW system repairs and maintenance projects. The concrete restoration services include the replacement of sidewalk, roll curb and gutter, barrier curb, and concrete driveway aprons. Services also include topsoil and seed installation in the area surrounding the newly poured concrete.
DISCUSSION:
DPW has historically bid concrete restoration services. Over the past few years, contractors have struggled to complete the work in a timely fashion. The size of the restoration varies substantially, with most of the repairs being relatively small. In addition, the hundreds of sites needing restoration services are scattered throughout the city making it difficult for some contractors to complete the work efficiently.
DPW is proposing a pilot program to have the City Council waive the Code and approve set pricing in the form of square or linear feet prices for concrete restoration services. The attached pricing is based on recent bid pricing and market conditions.
The City will advertise and accept applications from contractors to complete the work. All applicants meeting the following criteria will be considered for contracts:
1. Minimum of five years of experience providing concrete restoration services for commercial accounts.
2. Ability to provide a minimum of two favorable current commercial customer references for projects similar in nature for accounts serviced within the last three years.
3. Ability to provide labor, material and equipment that meets or exceeds DPW concrete restoration specifications.
4. Ability to provide competent and skilled workers capable of efficiently providing concrete restoration services.
5. Ability to provide a Supervisor on site to whom orders and instructions may be given.
6. The Contractor shall be required to obtain a sidewalk Contractor’s license, in accordance with Municipal Ordinance 82-26.
7. Ability to meet or exceed all liability insurance requirements as required by the City of Naperville.
Qualified contractors willing to complete the work at the set pricing will be placed on a list and will be given access to shared files and maps with sites by geographical location. All Contractors will be given the opportunity to request the work. The first Contractor that notifies the City that they are able to perform the work within 10 days of the request for that geographical area will be offered the work. If the contractors do not volunteer for the work, the City will contact Contractors directly to offer the work on a rotating basis. Awarding the contract to multiple vendors will ensure that the work will be done in a timely manner and will reduce the time it takes to restore areas adjacent to residences and businesses.
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.
FISCAL IMPACT:
CIP: SC223
Concrete Restoration Services are expensed to the Operational Service and Infrastructure accounts listed below. A total of $130,000 has been budgeted for concrete restoration service in 2023. Additional funding is associated with SC223, Pavement Improvement Program, for which $125,000 has been budgeted for construction in 2023, as well as various Water and Electric capital projects. The requested award of $350,000 is within the budgeted amount for this expense.
|
Account Number |
Fund Description |
Total Budget Amount |
|
31252400-551502 |
Road and Bridge Fund |
$125,000 |
|
31251100-531308 |
General Fund |
$1,947,670 |
|
31341100-531302 |
General Fund |
$785,100 |
|
31101100-531308 |
General Fund |
$926,550 |
|
40251300-531308 |
Electric Utility Fund |
$908,951 |
|
40251300-551502 |
Electric Utility Fund |
$15,096,000 |
|
41251540-531308 |
Water Utilities Fund |
$278,000 |