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LEGISLATIVE MEMORANDUM
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TO:
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Honorable Mayor and Members of the City Council | | FROM:
| Suzanne Sherman, City Manager |
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| | | | | | | | | THRU:
| Juliet Misconi, Chief Procurement Officer & Acting Public Works Director |
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| | | | | | | | DATE:
| 8/5/2021 | RE:
| Award of Bid: Fiscal Year 2021 pavement rejuvenation – IFB 55-0-2021 – Public Works Department (Pavement Technologies, Inc. - $964,979). |
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| | | | | | | | As part of the FY 2021 Road Maintenance Program, the Public Works Department has identified the Phase 1 paved streets at the end of first year as good candidates for pavement rejuvenation for FY 2021. Rejuvenation is a petroleum-based additive to help revitalize and restore the chemical properties to extend the life of the asphalt as a tool for pavement preservation. Rejuvenation of roads after 1-3 years are the best candidates to extend the asphalt life for another 10 years to the original 20 year-life of the pavement.
The Procurement Department issued a bid on behalf of the Public Works department for pavement rejuvenation for four of the Phase 1 Units to include: Units 31, 32, 41, 42 and Eldron Boulevard. Only one bid was received from Pavement Technology, Inc. (PTI). This is an extremely limited vendor pool, and the bids the City has historically piggybacked also only had one response from PTI. In addition, Procurement Staff reached out to planholders to ask why they did not bid; reasons include not being able to meet the scope of work, and Palm Bay being outside of the contractor’s business operations range.
The Procurement Department staff reviewed the bid for responsiveness. The Public Works Department evaluated the bid for responsibility and ability to perform the scope of services and found the sole bid to be acceptable, responsible and able to perform the work. The City also has had previous experience with Pavement Technologies, Inc. through piggyback agreements in Fiscal Years 2020, 2019, 2017 and 2016.
The budget for the FY 2021 is $1 million and the bid from PTI is $964,978.70. Utilizing this contract provides the City with the opportunity to initiate the City’s Road Maintenance Program for roadway preservation. Public Works staff has reviewed the low bidder’s Summary of Pay Items, Equipment List and References and is satisfied with the evidence provided by the contractor. Staff recommends Pavement Technologies, Inc. of Westlake, Ohio for award of IFB #55-0-2021/MS – Pavement Rejuvenation for $964,978.70.
REQUESTING DEPARTMENT:
Public Works, Procurement |
| | | | | | | | FISCAL IMPACT:
Total project award will be $964,978.70. Funds are available in the Road Maintenance Fund to G/L Account 307-7090-541-6304, Project No 21RD01 Unit 31, 32, 41, 42 and Eldron Boulevard.
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| | | | | | | | RECOMMENDATION: Motion to approve award of IFB #55-0-2021/MS – Pavement Rejuvenation to Pavement Technologies, Inc. of Westlake, Ohio. |
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