Title
Resolution to Approve a Two (2) Year Construction Contract with Sommerset Paving Companies, LLC for Street Cut and Miscellaneous Pavement Repair (Not-to-Exceed $1,983,072.00, RFP 24-39)
Memorandum
Attached for your review and action is a resolution to approve a construction contract with Sommerset Paving Companies, LLC in the amount not-to-exceed $1,983,072.00 to perform street cut and miscellaneous pavement repairs. This contract is used to perform permanent asphalt repairs for utility excavations, path maintenance, parking lots, and major and local road deficiencies.
The request for proposals was advertised on the City’s website and on the Michigan Intergovernmental Trade Network (MITN) website. Four (4) proposals were received and publicly opened on June 25, 2024. A selection committee comprised of Public Services staff reviewed the proposals and determined which proposal was the Best Value based on the criteria in ORD-21-41:
• Qualifications, Experience, & Accountability (20%)
• Workplace Safety (20%)
• Workforce Development (20%)
• Social Equity & Sustainability (20%)
• Schedule of Pricing/Cost (20%)
After reviewing and scoring the proposals, staff ranked the responding firms in the following order:
1. Sommerset Paving Companies, LLC
2. CB Asphalt Paving
3. Gibralter Construction Co.
4. H.G. Sartor LLC (Bid pricing error, not scored)
Sommerset Paving Companies, LLC received the highest score among the proposals reviewed by the selection committee. Therefore, staff recommends that City Council approve a contract with Sommerset Paving Companies, LLC for this work. Sommerset Paving Companies, LLC complies with the City’s Non-Discrimination, Conflict of Interest and Living Wage ordinances.
This contract was bid with the understanding that it could be extended for one (1) additional two-year period at the mutual consent of the City and the Contractor with a onetime cost escalator of 3%. This Resolution would authorize the City Administrator to approve such an extension.
Budget/Fiscal Impact: Funding is available in the approved FY25 Public Works and Parks and Recreation’s Operations and Maintenance budgets and will be available in subsequent budgets if approved by Council. Costs will be allocated to the appropriate funding source based on the individual tasks performed under this contract.
Staff
Prepared by: Paul Matthews, Public Works Manager
Reviewed by: Sue F. McCormick, Interim Public Services Area Administrator
Approved by: Milton Dohoney Jr., City Administrator
Body
Whereas, Public Works needs a contractor to perform street cut and miscellaneous pavement repairs for utility excavations, path maintenance, parking lots, and major and local road deficiencies;
Whereas, Four competitive bids (RFP 24-39) were received by Purchasing on June 25, 2024;
Whereas, Sommerset Paving Companies, LLC, submitted a proposal that offered the most advantageous combination of low price and highest qualifications/experience in performing street cut and miscellaneous pavement repairs;
Whereas, The contract provides for an extension of One (1) two-year term, subject to a 3% price escalator, if agreeable by the City and Contractor; and
Whereas, Sommerset Paving Companies, LLC complies with the City’s Non-Discrimination, Conflict of Interest and Living Wage Ordinances;
RESOLVED, That City Council approve a 2-year construction contract with Sommerset Paving Companies, LLC in the amount of $1,983,072.00 for Street Cut and Miscellaneous Pavement Repairs;
RESOLVED, That the City Administrator be authorized to extend the agreement for up to one (1) 2-year period by agreement of the parties and subject to a 3% increase in unit prices and the annual appropriation of funds;
RESOLVED, That the Mayor and City Clerk be authorized and directed to execute said agreements after approval as to substance by the City Administrator and approval as to form by the City Attorney; and
RESOLVED, That the City Administrator be authorized to take necessary administrative actions to implement this resolution, including issuing temporary and permanent Traffic Control Orders and night work authorizations as required for the construction of the project.