Village of Northbrook
Illinois

Resolution
2018-27

A Resolution Authorizing the Execution of a Contract with Schroeder Asphalt Services, Inc. of Huntley, Illinois for the 2018 Asphalt Street Rehabilitation Program

Information

Department:Public WorksSponsors:
Category:Contract

Body

Section 1.              Recitals.


                            The Village's Draft FY 2018/19 Budget provides for the maintenance of asphalt streets.  The Village's asphalt street rehabilitation program for Fiscal Year 2018/19 ("Asphalt Street Rehabilitation Program") includes pavement milling and resurfacing for nearly two and one quarter (2.24) miles of public asphalt streets as well as select patching of defective areas of pavement on various streets. Bid packages for the Asphalt Street Rehabilitation Program were prepared by staff and picked up by ten local paving contractors, nine of whom submitted sealed bids on March 16, 2018 with the low responsive bid submitted by Schroeder Asphalt Services, Inc. of Huntley, Illinois in the amount of $657,989.

Of the total bid amount $543,989 is for residential street milling and resurfacing work, with the remaining $114,000 for pavement patching. Of the patching work, approximately $17,097 worth of work will be completed in FY 2017/18 with the remaining work to be completed during FY 2018/19. Sufficient funds remain in Account No. 11-4100-531-71 (General Fund - Street Repairs) in the FY 2017/18 Budget for the work. The Village's Draft FY 2018/19 Budget contains sufficient funds for the resurfacing and milling work in Account No. 40-7400-531-11 (Infrastructure Capital Projects Fund) and sufficient funds in Account No. 11-4100-531-71 (General Fund - Street Repairs) for the patching work. The President and the Board of Trustees intend to retain this funding in the Final FY 2018/2019 Budget as approved.

Based on these factors, the Village staff recommends entering into a contract between the Village and Schroeder Asphalt Services, Inc. of Huntley, Illinois (“Contractor”) for the 2018 Asphalt Street Rehabilitation Program (“Contract”).

              The President and the Board of Trustees have considered the Contract and determined that it is in the best interest of the Village and the public to enter into the Contract.

Due to various unforeseeable factors and the involvement of outside agencies for the review and approval associated with the Asphalt Street Rehabilitation Program, Village staff recommends authorizing the Village Manager to enter into one or more change orders to the Agreement for additional unforeseen design services that are deemed necessary to complete the Asphalt Street Rehabilitation Program in an amount not to exceed $65,790 subject to the Village Manager making the necessary determination that the work contemplated by each change order complies with Section 33E-9 of Article 33E of the Criminal Code of 1961 and placing a copy of such determinations in the contract file.

 

Section 2.               Approval of Contract.

 

              The Contract with the Contractor shall be, and is hereby, approved in a form acceptable to the Village Attorney and the Village Manager.

 

              Section 3.              Authorization to Execute Contract.

 

The Village Manager and the Village Clerk shall be, and are hereby, authorized and directed to execute and seal, on behalf of the Village, the Contract only after receipt by the Village Clerk of at least five original copies of the Contract executed by the Contractor and compliance by the Contractor with all required conditions for closing include the delivery of bonds and insurance certificates.

 

              Section 4.              Authorization to Execute Change Order

             

              The Village Manager and Village Clerk are authorized to execute one or more Contract Change Orders for additional work consisting of additional unforeseen items of work related to, or arising from other work contemplated by, the scope of work in the Contract in the amount of $65,790, subject to the Village Manager making the necessary determination that the work contemplated by the change order complies with Section 33E-9 of Article 33E of the Criminal Code of 1961 and placing a copy of such determinations in the project file.

Meeting History

Apr 10, 2018 6:30 PM Video Board of Trustees Special Meeting
RESULT:ADOPTED [UNANIMOUS]
MOVER:Bob Israel, Trustee
SECONDER:James Karagianis, Trustee
AYES:Sandra Frum, James Karagianis, A.C. Buehler, Kathryn Ciesla, Bob Israel, Muriel Collison, Jason Han