R-1295 - 09/10/2013 - PUBLIC WORKS - Resolutions Supporting Documents ITEM 10.C.1.
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AGENDA ITEM
Special Board of Trustees Meeting
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September 10, 2013
SUBJECT: Award of Contract— Safety Pathway Repaving
FROM: Mike Hullihan, Director of Public Works
BUDGET SOURCE/BUDGET IMPACT: Infrastructure Fund: $50,000 will be required from Program
366-71900, Safety Path Maintenance,for this item.
RECOMMENDED MOTION: I move that the Village Board award a contract to the
lowest responsive and responsible bidder, Ingstrup Paving, Inc., Villa Park, Illinois,
subject to staff and attorney review, for the 2013 Safety Pathway Specialty Paving
Project in the amount of $42,125 and approve Resolution 2013-SS-PP-CNTRCT-R-
1295, A Resolution Approving and Authorizing the Award and Execution of a
Contract to Repave Certain Village Safety Pathways by and Between the Village of
Oak Brook and Ingstrup Paving, Inc., of Villa Park, Illinois.
Bachtround/History: Due to foliage or structures(e.g. retaining walls) in the vicinity of some Village
safety pathways, Public Works crews are not able to repave certain sections of our safety pathways using
Village standard equipment. This project will provide for a specialty paving contractor who will have the
requisite equipment and expertise to complete the work. The locations of paving include 31" Street
immediately east of Midwest Road, 31s`Street from Midwest Road to Meyers Road and 22"d Street west
of the I-88 bridge.
A notice for Request for Bids was placed on the Village website on August 14, 2013 and bid packages
were sent to nine(9)companies. Four(4) bids were submitted and opened on Wednesday,August 28,
2013:
Ingstrup Paving, Inc. $47,125
Lemont Paving Company $72,450
Central Blacktop Co., Inc. $81,500
M&J Asphalt Paving Co., Inc. $88,147
Ingstrup Paving has completed Village paving projects in the past and has performed well. Staff has
reviewed references and is satisfied.
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Options: Normally the Village Public Works Department performs paving work of this type.
The vegetation constraints are the primary reason for bidding this work out. The Board does
have several options in how the work is to be performed:
1) Approve the bid as is. This is the easiest way to get the project done quickly, would be
at no cost to the Midwest Club, and the Village's infrastructure fund would pay for this
which is relatively healthy. The downsides are that the Village has not budgeted for the
cost contracting; we have only budgeted for materials which is about a third of the cost.
Also, to my knowledge this would be the first time the Village would be hiring an outside
contractor for paving work, so it could open the door for other areas of town to ask us to
do this rather than spending money on trimming backing the bushes to allow our
equipment to repave.
2) Approve the bid as is and ask Midwest Club for a contribution. Midwest Club
management did offer this during an on-site meeting, citing the fact that this would be
cheaper than trimming the bushes.
3) Buy a special piece of equipment for this project, which is approximately $20,000, or
renting a paver (about $4000). However our current paving equipment can do the job in
almost every other path in town, other than the two narrow paths in town that are part of
this current bid. With both projects there are significant costs for materials (about
$11,000). Also, training is about 96 man hours and completing the project is another 480
hours, or about $20,000 in time. This would affect our ability to complete other
construction projects that have been scheduled.
4) Just do seal coating at a cost of$2,200 plus staff time as we did on 35th St. with different
equipment that can fit on the path without further trimming. However, sealcoating will
only last a couple of years, while repaving should last 15 years.
5) Asphalt emulsion. This would last about 3-4 years and the approximate cost is $3,000
plus staff time.
Recommendation: That the Village Board award a contract to the lowest responsive and
responsible bidder, Ingstrup Paving, Inc., Villa Park, Illinois, subject to staff and attorney
review, for the 2013 Safety Pathway Specialty Paving Project in the amount of $42,125
and approve Resolution 2013-SS-PP-CNTRCT-R-1295, A Resolution Approving and
Authorizing the Award and Execution of a Contract to Repave Certain Village Safety
Pathways by and Between the Village of Oak Brook and Ingstrup Paving, Inc., of Villa
Park, Illinois.
RESOLUTION 2013-SP-PP-CNTRCT-R-1295
A RESOLUTION APPROVING AND AUTHORIZING THE AWARD AND EXECUTION OF A
CONTRACT TO REPAVE CERTAIN VILLAGE SAFETY PATHWAYS
BY AND BETWEEN THE VILLAGE OF OAK BROOK AND
INGSTRUP PAVING, INC., OF VILLA PARK, ILLINOIS
WHEREAS, certain safety pathways within the Village are in need of repaving ("Work"), and the
Village Department of Public Works lacks the specialized equipment required to complete this Work; and
WHEREAS, on August 14, 2013, the Village solicited bids for the Work("Contract'); and
WHEREAS, the Village received four bids for the Contract; and
WHEREAS, Ingstrup Paving, Inc. of Village Park, Illinois ("Ingstrup"), was the lowest responsive
and responsible bidder for the Contract, with a bid of$47,125; and
WHEREAS, sufficient funds exist in the Village's Safety Path Maintenance fund to pay Ingstrup to
complete the Work pursuant to the Contract; and
WHEREAS, the President and Board of Trustees have determined that it is in the best interests of
the Village to enter into the Contract with Ingstrup in substantially the form attached hereto as Exhibit A;
NOW THEREFORE, BE IT RESOLVED BY THE PRESIDENT AND BOARD OF TRUSTEES OF
THE VILLAGE OF OAK BROOK, DU PAGE AND COOK COUNTIES, ILLINOIS as follows:
Section 1: Recitals. The foregoing recitals are hereby incorporated into, and made a part
of, this Resolution as the findings of the President and Board of Trustees of the Village of Oak Brook,
Section 2: Approval of Purchase. The purchase of construction services from Ingstrup to
complete the Work in a total amount not to exceed $47,125 shall be, and is hereby, approved.
Section 3: Approval of the Contract. The President and Board of Trustees hereby approve
the Contract by and between the Village and Ingstrup in substantially the form attached hereto as Exhibit
A and in a final form acceptable to the Village Manager and the Village Attorney.
Section 4: Authorization and Execution of the Contract. The Village President and Village
Clerk shall be, and hereby are, authorized to execute the final Contract on behalf of the Village after
review and approval of the final form of the Contract by the Village Manager and the Village Attorney.
Section 5: Effective Date. This Resolution shall be in full force and effect upon passage and
approval in the manner provided by law.
[SIGNATURE PAGE FOLLOWS]
Resolution 2013-SP-PP-CNTRCT-R-1295
Repaving Contract with Ingstrup Paving, Inc.
Page 2 oft
APPROVED THIS 10th day of September, 2013
Gopal G. Lalmalani
Village President
PASSED THIS 10th day of September, 2013
Ayes:
Nays:
Absent:
ATTEST:
Charlotte K. Pruss
Village Clerk
EXHIBIT A
CONTRACT
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