HomeMy WebLinkAboutOpen Market Contract - 2021 Crack Sealing Proj No. 121-020 – 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: Open Market Contract
Dear Mr. Brown:
At its June 22, 2021 meeting, the Board of Public Works approved the above referenced
contract for the 2021 Crack Sealing Project No. 121-020 in an amount not to exceed $103,500.
Enclosed please find a copy of the contract for your records.
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
SUBJECT: Award Open-Market Contract Memo: 121-020 Crack Sealing
DATE: June 15th, 2021
On June 8th, 2021, the Board of Public Works rejected quotes opened May 25th for the above
project, and authorized the Division of Engineering to pursue a contract award on the open market.
The open-market procurement method was recommended by the Board’s Legal Representative
since no quotes received at the May 25th meeting were suitable for award. As documented at the
June 8th meeting, one of the two quotes received exceeded the available budget, and the other
quote received did not include the signed non-collusion affidavit.
Following the Board’s recommendation, the Division of Engineering issued a request for open-
market quotes due by June 15th, 2021 to ensure ample time was given to all bidders. The
solicitation was sent to a list of three vendors that had previously expressed interest in the project,
and the solicitation was inclusive of M/WBE vendors that had been suggested by the Office of
Diversity and Inclusion.
As previously documented at the May 25th Board of Public Works meeting, this project was deemed
non-goal eligible as it pertains to M/WBE subcontracting goals, after joint review by Engineering,
Legal, and Diversity and Inclusion. In accordance with this decision, this open-market quote was
procured without a requirement for M/WBE subcontracting.
All vendors that received the solicitation provided quotes. The quotes ranked as follows:
Bidder Total Quote Amount
1. Asphalt Restoration Services $103,500.00
2. Days Construction $110,700.00
3. Cornerstone Construction Group $121,500.00
All required quote documentation, inclusive of the signed Non-Collusion Affidavit, was provided
by each bidder.
Engineering recommends the open-market contract be awarded to the lowest responsive and
responsible quoter, Asphalt Restoration Services, LLC, in the amount of $103,500.00.
Engineering recommends that all other quotes be rejected.
The Department of Public Works has appropriated sufficient funds from the 2021 Infrastructure
Bond (PR-00008875).
Please respond with any questions.
22nd. June 21
QUOTE TABULATIONCrack Sealing 2021121‐020Crack Sealing 2021Item No. Line ItemQuantity UnitUnit PriceCostUnit PriceCostUnit PriceCostUnit PriceCost1Cracks in Asphalt Pavement, Seal9 TON4,500.00$ 40,500.00$ 3,500.00$ 31,500.00$ 4,100.00$ 36,900.00$ 4,500.00$ 40,500.00$ 2Cracks in Asphalt Pavement, Fill18 TON4,500.00$ 81,000.00$ 4,000.00$ 72,000.00$ 4,100.00$ 73,800.00$ 4,500.00$ 81,000.00$ Total121,500.00$ 103,500.00$ 110,700.00$ 121,500.00$ I hereby certify that the above truly and accurately represents the open-market quotes received for this project on June 15th, 2021Finnian Cavanaugh, Project EngineerDays ConstructionYESCornerstone ConstructionYESEngineer's EstimateAsphalt Restoration ServicesNon-Collusion AffadavitYESS:\Public Works\Projects\Projects by Year\2021 Projects\121‐020 2021 Crackseal Quote\1 ‐ Admin\1 ‐ BPW Documents\06222021 OMC Quotes\121‐020 Quote Tabulation.xlsx
BOARD OF PUBLIC WORKS
AGENDA ITEM REVIEW REQUEST FORM
Date: June 15, 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 Crack Sealing
Project Number 121-020
Funding Source 2021 Infrastructure Bond
Account No. PR-00008875 (455-06-600-506-442001—)
Amount $103,500.00
Terms of Contract NTE
Purpose/Description Recommendation to award open-market contract to Asphalt
Restoration Services LLC. Authorization to pursue open-market
procurement was given at June 8th BPW meeting.
For Change Orders Only
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