R-1353 - 04/08/2014 - ENGINEERING - Resolutions Supporting Documents ITEM 6.F. 1)
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AGENDAITEM
Regular Board of Trustees Meeting
of
April 8, 2014
SUBJECT. 2014 Crack Sealing Project
Award of Construction Contract
FRO Jim Bosnia,P.E.,Project Engineer Y43
BUDGET SOURCE/BUDGET IMPACT: $100,000 for Crack Sealing within Roadway
Improvements Account 461-90700
RECOMMENDED MOTION: I move that the Village Board award a contract for the
2014 Crack Sealing Project, based on the unit prices listed
Below, to SKC Construction and approve Resolution
R-1353.
Background/History;
Included within the 2014 Budget are funds for the 2014 Crack Sealing Project. It involves
placing one type of material (rubberized asphalt) into reservoirs that are machine-routed over
primary cracking and along concrete gutters and shoulders. Another type of material (fiberized
asphalt) is later placed, without routing, over all secondary cracking. This two-step process was
developed several years ago and has achieved the most successful results. SKC's bid prices are
as follo ws:
Estimated Unit
Item Unit Quanti1y Price Extended
Fiberized Asphalt LB 24,604 $1.61 $39,612.44
Routing and LB 31,492 $1.61 $50,702.12
Rubberized Sealant
Rubberized Sealant LB 5 $1.61 $93.38
Total $90,407.94
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It should be noted that estimating the amount of material necessary to completely seal the project
streets is difficult. It should be expected that the final quantities may be significantly different
than the estimated quantities. However, our practice has been to ensure that the final quantities
are no more than ten percent over the estimates while also being completely under the original
budget amount. In some years, the final quantities can also be significantly less than the
estimates. However, we strive to give the bidder a good faith estimate in our bid package rather
than being extremely conservative.
Finally, another bidder voluntarily withdrew their bid per discussing with them that they did not
answer correctly a major question about their experience with fiberized asphalt, after checking
with another municipality, and that they had only approximately one year of experience versus
the required five years in the contract for the required fiberized asphalt. Their letter indicating
their voluntary bid withdrawal is on file along with my initial letter to them. Their withdrawal is
partially due to desiring not to follow through further on our extra scrutiny of them during the
course of the project to verify their contract compliance. In 2010, the Village experimented with
another crack sealing company that wanted to be trusted to do things basically their own way and
it did not go well.
SKC has approximately twenty-five years of widely-respected experience among municipalities
and has done at least ten satisfactory projects previously with the Village. In the spirit of
encouraging the withdrawn company to bid possibly on a future project, after they acquire more
proven experience with the required fiberized asphalt, the Village is waiving any bid withdrawal
penalty. The withdrawn company's bids were approximately ten percent less than SKC's which
is not much when considering crack sealing projects are paid per poundage which more-or-less
relies significantly on an honor system during the work as there is no way to observe every
aspect of the poundage they report. Crack sealing projects also significantly rely on an honor
system regarding the thickness of the layers applied which SKC has proven consistently to meet
the Village's expectations of keeping the layers as thin as reasonably possible. Moreover, the
Village would have had to test the withdrawn company's fiberized asphalt, due to their very
limited experience and due to our concerns about their mentioned available equipment, which
could alone cost five percent of the total project cost. Testing the required fiberized asphalt
material of the relatively inexperienced company is also necessary since Village staff is typically
unable to observe them for more than one to two hours a day to observe project compliance.
Recommendation:
I move that the Village Board award a contract for the 2014 Crack Sealing Project to SKC
Construction.
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RESOLUTION 2014-ENG-q L-AG-R-1353
A RESOLUTION APPROVING AND AUTHORIZING THE EXECUTION OF
AN AGREEMENT FOR CRACK SEALING SERVICES
BY AND BETWEEN THE VILLAGE OF OAK BROOK AND SKC CONSTRUCTION, INC.
WHEREAS,various streets and curbs within the Village of Oak Brook("Village's are cracked and are in
need of being sealed to prevent further deterioration of the roadways("Sealing Services';and
WHEREAS,the Village solicited bids for Sealing Services;and
WHEREAS,following the opening of the bids for the Sealing Services, the lowest price bidder: (i) did not
have the required experience to provide the Sealing Services;and(ii)withdrew its bid;and
WHEREAS, the Village has determined that SKC Construction, Inc. ("SKC' was the low responsive and
responsible bidder to provide the Village with Sealing Services;and
WHEREAS, the Village and SKC desire to enter into and execute an agreement for SKC to perform the
Sealing Services("Agreement's;and
WHEREAS, the President and Board of Trustees have determined that it is in the best interests of the
Village to enter into the Agreement in a final form as approved by the Village Attorney;
NOW THEREFORE,BE IT RES0LVIEDD BY THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF OAK
BROOK,DU PAGEAND 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 the Agreement. The President and Board of Trustees hereby approve the
Agreement by and between the Village and SKC in a form acceptable to the Village Manager.
Section 3: Authorization and Execution of the Agreement. The Village President and Village Clerk
shall be,and hereby are,authorized to execute the final Agreement on behalf of the Village.
Section 4: 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 2014-ENG-CRKSL-AG-R-1353
Authorizing Agmt.w1SKC Construction Inc.
For Crack Sealing Services
Page 2 of 2
APPROVEDTHIS 8t"day of April,2014
Gopal G.Lalmalani
Village President
PA=THS 8tn day of April,2014
Ayes:
Nays:
Absent:
ATTEST:
Charlotte K.Pruss
Village Clerk
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