HomeMy WebLinkAboutAward Quote - 2021 Microsurfacing Proj No. 121-035 - Asphalt Restoration Services, LLC
ELIZABETH A. MARADIK GARY A. GILOT JORDAN V. GATHERS JOSEPH R. MOLNAR MURRAY L. MILLER
1316 COUNTY-CITY BUILDING
227 W. JEFFERSON BOULEVARD
SOUTH BEND, INDIANA 46601-1830
PHONE 574/ 235-9251
FAX 574/ 235-9171
CITY OF SOUTH BEND JAMES MUELLER, MAYOR
BOARD OF PUBLIC WORKS
June 22, 2021
Mr. Jamie Brown
Asphalt Restoration Services, LLC
PO Box 2484
South Bend, IN 46680
arsllc@comcast.net
RE: Quotation Award – 2021 Microsurfacing – Project No. 121-035
Dear Mr. Brown:
At its June 22, 2021 meeting, the Board of Public Works awarded the above referenced
quotation to you in an amount not to exceed $149,137.50.
Please forward the following documents in one submittal by July 13, 2021 to my
attention for Board of Public Works approval at lhensley@southbendin.gov :
1) One (1) signed original of the Contract (enclosed); and
2) Certificate of Insurance naming the City of South Bend as an additional insured.
If you have any further questions regarding this matter, please call this office at (574)
235-9251.
Sincerely,
/s/ Anne Fuchs
Anne Fuchs, Clerk
Enclosures
AF/lh
INTER-OFFICE MEMORANDUM
DEPARTMENT OF PUBLIC WORKS
DIVISION OF ENGINEERING
TO: Anne Fuchs, Clerk
Board of Public Works
FROM: Finn Cavanaugh, Project Engineer, Division of Engineering
SUBJECT: Open Quotes Memo: 121-035 Micro-Surfacing
DATE: June 10th, 2021
On May 25th, 2021, the Board of Public Works opened and read quotes for the above project. One
quote was received, from Asphalt Restoration Services, LLC.
Bidder Base Quote Alternate 1 Alternate 2 Total
Asphalt Restoration
Services, LLC
$92,150.00 $19,885.00 $37,102.50 $149,137.50
The quote submitted by Asphalt Restoration Services, LLC (ARS) did not include the Non-Collusion
affidavit upon opening at the May 25th Board of Public Works meeting. Engineering contacted a
representative of ARS and found that the affidavit had been omitted in error. Since no other bidders
had submitted a quote for this project, the Board’s legal representative elected to allow ARS to
supplement their quote with the necessary pages included, as this would not provide any unfair
advantage over other bidders. ARS responded with a completed quote form containing all
necessary documentation.
Engineering recommends award of the base quote and all alternates to Asphalt Restoration
Services LLC, in the amount of $149,137.50.
The Department of Public Works has appropriated sufficient funds from the 2021 Infrastructure
Bond (PR-00008831).
Please respond with any questions.
22nd. June 21
BOARD OF PUBLIC WORKS
CITY OF SOUTH BEND, INDIANA
PUBLIC WORKS CONTRACT
This Agreement is made and entered into this 22nd Day of June, 2021, by and between Asphalt
Restoration Services, LLC, PO Box 2484, South Bend, IN 46680 (the “Contractor”), and the Board
of Public Works (the "Board").
The Contractor covenants and agrees to make the following improvement, as fully set out in the
Request for Quotations, Standard Specifications, Special Provisions, Plans, and Bid Proposals, all
of which are set forth as a part of this Contract, for:
PROJECT NO. 121-035
DESCRIPTION: 2021 MICROSURFACING
COMPLETION DATE: SEE SPECIFICATIONS
AMOUNT: NTE $149,137.50
FUNDING: PR-00008831
The unit prices for this improvement were those prices as received and accepted by the Board on
the 25th Day of May, 2021.
The Contractor further agrees to notify the assigned Engineer when this improvement is
completed. This notification shall be in the form of a Project Completion Affidavit, signed by the
Contractor. Upon final acceptance of the improvement by the Engineer, the Contractor’s final
estimate will be presented to the Board for final Payment with one (1) copy of the Project
Completion Affidavit and one (1) copy of a Waiver of Lien.
Each of the Parties, by signing below, represents and warrants to the other Party that he/she/it has
the authority to bind the named person or entity to this Agreement.
BOARD OF PUBLIC WORKS ASPHALT RESTORATION
SERVICES, LLC
President Member Printed Name
Member Member Signature
Member Attest: Anne Fuchs, Clerk
QUOTE TABULATION
#121-035: 2021 Microsurfacing Quote
#121-035: 2021 Microsurfacing Quote
BASE QUOTE
Item No. Line Item Quantity Unit Unit Price Cost Unit Price Cost
1 ASPHALT MICROSURFACING 19,000 $5.00 $95,000.00 $4.85 $92,150.00
Total Base $95,000.00 $92,150.00
ALTERNATE 1
Item No. Line Item Quantity Unit Unit Price Cost Unit Price Cost
1 ASPHALT MICROSURFACING 4,100 $5.00 $20,500.00 $4.85 $19,885.00
Total Alternate 1 $20,500.00 $19,885.00
ALTERNATE 2
Item No. Line Item Quantity Unit Unit Price Cost Unit Price Cost
1 ASPHALT MICROSURFACING 7,650 SYD $5.00 $38,250.00 $4.85 $37,102.50
Total Alternate 2 $38,250.00 $37,102.50
Total Base + All Alternates
I hereby certify that the above truly and accurately represents bids received for this project on May 25th, 2021
Finnian Cavanaugh, Project Engineer
Engineer's Estimate Asphalt Restoration Services, LLC
Non-Collusion Affadavit YES
Engineer's Estimate Asphalt Restoration Services, LLC
Engineer's Estimate Asphalt Restoration Services, LLC
$153,750.00 $149,137.50
S:\Public Works\Projects\Projects by Year\2021 Projects\121-035 2021 Microsurfacing Quote\1 - Admin\1 - BPW Documents\121-035 Quote Tabulation.xlsx
BOARD OF PUBLIC WORKS
AGENDA ITEM REVIEW REQUEST FORM
Date: June 10, 2021
Name: Finnian Cavanaugh Department of Public Works – Engineering Division
BPW Date: June 22, 2021
Phone Extension: 5961 or
fcavanau@southbendin.gov
Required Prior to Submittal to Board BPW Attorney X Attorney Name Clara McDaniels
Dept. Attorney Attorney Name
Purchasing
Check the Appropriate Item Type – Required for All Submissions
Professional Services Agreement Contract Proposal
Open Market Contract Amendment/Addendum Special Purchase, QPA
Bid Opening Bid Award Req. to Advertise Title Sheet
Quote Opening Quote Award Reject Bids/Quotes
Proposal Opening C/O & PCA No. PCA
Chg. Order, No. Traffic Control Resolution
Other: Ease./Encroach
Required Information
Company or Vendor Name Asphalt Restoration Services LLC
New Vendor Yes If Yes, Approved by Purchasing
No
MBE/WBE Contractor MBE
WBE Completed E-Verify Form Attached Yes
No
Project Name 2021 Microsurfacing
Project Number 121-035
Funding Source 2021 Infrastructure Bond
Account No. 455-06-600-506-442001— (PR-0008831)
Amount $149,137.50
Terms of Contract NTE
Purpose/Description Award of base quote and both alternates (1 and 2) to Asphalt
Restoration Services.
For Change Orders Only
Amount of
Increase
Decrease
$
($ )
Previous Amount $
Current Percent of Change:
Increase
Decrease
%
( %)
New Amount $
Total Percent of Change:
Increase
Decrease
%
( %)
Time Extension Amount:
New Completion Date: