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ANALYSIS: <br />The Public Works Department has reviewed the submitted bids and has determined Community Asphalt <br />to be the lowest, responsive and responsible bidder. Community Asphalt has performed well in the past <br />as the County's paving and resurfacing primary contract holder and is currently providing asphalt <br />resurfacing services to the County under the secondary award of the current agreement. On February 7, <br />2020, All Pave, Inc., submitted a letter requesting increases to the unit prices approved and awarded by <br />the Board and effective through the initial term of the agreement (July 2, 2019 through July 1, 2020). <br />These increases were substantial, not justifiable, and therefore not acceptable to staff. The Purchasing <br />Manager responded in writing, denying the requested increase. Thereafter, All Pave, Inc., refused to <br />perform work underthe agreement. Public Works has since been utilizing Community Asphalt, underthe <br />secondary contract for the 2019 asphalt paving and resurfacing services. <br />Due to the high demand for paving services, the Public Works Department is requesting a secondary <br />award be authorized, as well. The Public Works Department has determined that C.W. Roberts <br />Contracting is the second lowest, responsive and responsible bidder and able to complete work under <br />this bid as the secondary contractor. <br />The lowest bid represents an average increase in pricing of 54% for asphalt placement from the previous <br />low bid. Since the previous contractor did not honor the contract for the entire first year and requested <br />an increase in the unit costs, staff compared the four commonly used asphalt unit prices bid by <br />Community Asphalt for the 2019 and proposed 2020 costs, the average increase of asphalt placement is <br />6%. Staff compared the four commonly used. asphalt unit prices between the lowest bid and second <br />lowest bid and found an average price increase of 12% between the two bids. <br />SOURCE OF FUNDS: <br />Annual expenditures for paving and resurfacing for the past five years are: <br />Period <br />Miles Resurfaced <br />Tons of Asphalt <br />Total Cost <br />FY 19/20 (to date) <br />3.8 <br />5,730.85 <br />$711,352.00 <br />FY 18/19 <br />7.4 <br />6,156.23 <br />$685,062.25 <br />FY 17/18 <br />10.4 <br />11,695.66 <br />$1,427,142.41 <br />FY 16/17 <br />12.8 <br />12,699.13 <br />$1,249,983.49 <br />FY 15/16 <br />10.7 <br />12,784.09 <br />$1,054,397.38 <br />Account Number <br />Account Description <br />Spent FY to date <br />Projected total FY <br />10921441-053360. <br />Road Resurfacing <br />$711,352.00 <br />$1,269,013.00 <br />11121441-035310 <br />Paving Material <br />$28,638.00 <br />$50,000.00 <br />RECOMMENDATION: <br />Staff recommends the Board award Bid 2020042 to Community Asphalt Corp., as the primary contractor <br />and to C.W. Roberts Contracting, Inc., as the secondary contractor and authorize the Purchasing Division <br />to issue blanket purchase orders forthe period of July 2, 2020 through July 1, 2021 to the recommended <br />bidders. Staff also recommends the Board authorize the Purchasing Managerto renew this bid underthe <br />same terms and conditions for two additional one-year periods subject to satisfactory performance, <br />vendor acceptance, and the determination by Public Works that renewal of this annual bid is in the best <br />interest of Indian River County. <br />APPROVED AGENDA ITEM FOR: June 23, 2020 <br />149 <br />