Regular Agenda. New Business. Memorandum. To: Honorable Mayor and City Council. From: Linda Styczen, Procurement Officer. Date: January 3, 2017

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1 Regular Agenda New Business Memorandum To: From: Honorable Mayor and City Council Linda tyczen, Procurement Officer Date: January 3, 2017 ubject: Recommendation for the Execution of Amendment #2 Contract #C with Chicagoland Paving for HMA Pavement Removal Project Background In 2014, Public Works initiated a program expand the surface repair of street sections include the entire width of the road. Previously, pot hole patching and surface repairs were completed in sections up half the width of the road. By expanding the resurfacing the full width, roads with sporadic patching could be repaired outside of the Road, Water and ewer Rehabilitation Program. The Public Works Department does not have the necessary equipment mill the entire width of the road. A public solicitation for milling services was issued in March ix (6) bids were received. Chicagoland Paving was awarded the contract in The initial contract with Chicagoland Paving was not exceed 46,000. Based on the success of this program in 2014, the Public Works department expanded and extended the program in 2015 and At this time, Amendment #1 was issued Chicagoland Paving renew services for 2015 and The contract was amended include 24,000 square yards of surface repairs each year and included a five percent (5%) price reduction in the cost/square yard for pavement removal. The annual contract cost was 64,400. cope of ervices The Public Works Department deems it appropriate continue this program and therefore, has a need for contracted milling services. urface repairs are estimated be 24,000 square yards in 2017 and Recommendation Based on their past performance, an Invitation Renew was sent Chicagoland Paving. Chicagoland Paving opted for a two-year renewal period which extends the contract The terms of the agreement are for 24,000 square yards of surface repairs at a cost which incorporates an additional five percent (5%) price reduction per square yard for pavement removal. I recommend the City Council approve the attached resolution authorizing the execution of a two year contract extension with Chicagoland Paving for HMA Pavement Removal at a cost of 61,640 annually. Amendment #1 and the original Agreement dated April 8, 2014 are on file with the City Clerk.

2 REOLUTION R- -16 A REOLUTION AUTHORIZING THE EXECUTION OF AMENDMENT #2 TO CONTRACT #C WITH CHICAGOLAND PAVING FOR HMA PAVEMENT REMOVAL PROJECT WHEREA, the City of Whean, DuPage County, Illinois and Chicugoland Paving entered in an Agreement dated April 8th, 2014 provide labor, and/or materials anj or equipment hereinafter Contract ); and perform the HMA Pavement Removal Project (City Contract #C WHEREA, the City and the Contracr amended this Contract via Amendment extending services in 2015 and 2016 at a five percent (5%) price reduction; and WHEREA, the City and Chicagoland Paving have elected an additional two years in 2017 and 2018, at a #1 extend the Contract for cost which incorporates an additional five percent (5%) price reduction per square yard of pavement removal, resulting of 61.40, as referenced in the Contracr s dated December 19, in an annual cost NOW, THEREFORE, BE IT REOLVED by the Mayor and City Council of the City of Whean. Illinois directed thai. the Mayor is hereby authorized execute and the City Clerk attest an Amendment #2 between the City of Whean and Chicagoland Paving for the HMA Pavement Removal Project. is hereby ADOPTED this 3rd day of January, ATTET: Mayor City Clerk Roll Call Vote: Ayes: Nays: Absent:

3 AMENDMENT #2 OF CONTRACT #C Agreement between the CITY of WHEATON, ILLINOI And CHICAGOLAND PAVING for HMA PAVEMENT REMOVAL PROJECT City of Whean 303 W. Wesley treet Whean, IL w whean ii us This Amendment is entered in as of this 3 day of January, 2017 by and between the CITY OF WHEATON, an Illinois municipal corporation ( City ), 303 West Wesley treet, Whean, , and Chicagoland Paving (Contracr), 225 Telser Rd; Lake Zurich, IL WHEREA, the City and the Contracr entered in a Contract dated April 8, 2014 provide labor, and/ or materials and/or equipment perform the HMA Pavement Removal Project (hereinafter the Contract ) as more fully recited in the Invitation Bid issued March 2014, which was incorporated as Exhibit A of the initial Contract; and WHEREA, the City and the Contracr amended this Contract extend services as recited in Option B: 2015 and 2016 for a five percent (5%) price reduction per cost/square yard; and WHEREA, the City has a continued need for this service, as referenced in the City s letter of December 6, 2016 incorporated herein as Exhibit E; and WHEREA, the Contracr has agreed Option B: 2017 and 2018 for a five percent (5%) price reduction for cost/square yard as referenced in the contracr s emaii of December 19, 2016 incorporated herein as Exhibit F. NOW, THEREFORE, in consideration of the agreements contained in this instrument and such other sufficient considerations, the parties agree as follows: 1. Contracr hereby agrees perform the services described in the Contract dated April 8, 2014, for the timeframe and price depicted in Exhibit E, and defined as Option B. 2. All other provisions of the Agreement, except as modified herein, are hereby ratified and reaffirmed. CITY: CITY OF WHEATON By: Mayor Attest: CONTRACTOR: CHICAGOLAND PAVING By: Title: Page 1 of 1 Contract #C 3684 Amendment #2

4 Contract Exhibit E City of Whean 303 W. Wesley treet Whean, IL O260-2OO0 December 6, 2017 William R. Bowes CHICAGOLAND PAVING 225 Telser Rd Lake Zurich. IL RE: HMA PAVEMENT REMOVAL PROJECT Contract # C Invitation Renew Contract Dear William, The City of Whean awarded CHICAGOLAND PAVING contract # C for the work entitled HMA PAVEMENT REMOVAL PROJECT as defined in the Invitation Bid issued March The contract was two-year term as established in Amendment extended for a #1 the contract. The City plans continue this program. The current estimate for 2017 and 2018 is Y per year. The City of Whean appreciates the service that Chicagoland Paving has provided. Thus, the City seeks extend the current contract. Please advise if Chicagoland Paving is amenable extending the contract with one of the options listed below: A. for one (1) year: ummer 2017 by retaining existing price B. for two (2) years: ummer 2017 and 2018 by reducing price by 5 (five per cent) OPTION A OPTION B Traffic Control Protection 1-IMA Removal Pavement and I Each ,600,00 Y , , l 3, , , Remobilization A -t Each 950,00 3, , , TOTAL 64, , , * The frequency ofremobilizations may change with the increased volume Please advise your intentions by December 16, look forward your favorable response. incerely i Linda tyczen Procurement Officer

5 itn Contract Exhibit F i1 Delete Junk RE: Invitation Renew Contract # C Julie Heide man <chicacjolandl@sbcglohalnet> 2 Bc es D Cb ago3ru Pa. ig cc o ic t ete it Co it dc: Oc i B Peasec ry:1losl :oa you B Julie Heiderman Chicagoland Paving 22% eiser oad Lake Zuucl i From; ty czen, Linda [mail: lstyczendwheanlus] ent; Tuesday, December 06, :21 PM To; ch caqoiand1soccj obaknet ubject: Invitation Renew Contract = C Please see attached. We would appreciate a response by December 16, 2016, incerely, Linda tyczen Procurement Officer City of Whean (630) RECORD RCT:CE [ m:. :: t :ecv d f:n :: Cr: :f eat 1iz :,:hthra e-m. ad± e::e: and: tent e :oe:: t tne p:,cn: