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 id...
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