The Public Works and Engineering Department has used an Indefinite Delivery, Indefinite Quantity (IDIQ) contract for pavement maintenance and repairs for the past five years and it has provided the ability to make repairs that are too extensive for staff to handle in a timely manner. Because the contractor is required to hold their prices for the entire year, the uncertainty of fluctuating material and labor prices is alleviated. Having the IDIQ contract in place allows the work to begin more quickly by saving the need to issue bid requests for every project. The contact can also be used by other Town departments for similar projects.
A Request for Bid (RFB) for the Town's IDIQ for Concrete and Asphalt Repairs was posted on February 20, 2019 and closed on March 12, 2019. The RFB required bidders to submit the unit prices for 67 individual pavement related items. The IDIQ covers services related to street pavement, sidewalks, utility adjustments, storm water inlets, curb and gutter, driveways, and accessible ramps, as needed throughout the contract period. The initial contract period will be 12 months with options to extend the term of the agreement for four additional one year periods with the same terms and conditions. Each year the contractor will be required to submit updated material and labor prices for the Town's review and approval. If the Town does not agree with the updated pricing, at the Town's option, the amounts can be negotiated or the contracts can be terminated and a new Request for Bids can be issued.
The Jim Bowman Construction Company and Aleksander Omega, LLC. submitted bids in response to the RFB. Each bidder was required to provide prices for 67 individual pavement related items. The proposals were scored by an evaluation committee consisting of Town staff based on the following criteria:
- Price - Lowest Price receives the maximum points.
- Past Performance - type of work, cost control, and references.
- Location - knowledge of locality, local laws, regulations, and practices.
The following is a breakdown of those evaluation scores:
| Vendor Name |
Price
(50 point max.) |
Past Performance
(30 point max.) |
Location
(20 point max.) |
Total Score
(100 point max.) |
| Jim Bowman Construction |
49.4 |
23 |
20 |
92.4 |
| Aleksander Omega LLC. |
50 |
13 |
20 |
83 |
Funds for these expenditures are budgeted in the Streets ($220,000), Stormwater ($50,000), Utility ($30,000), and Parks ($20,000) annual budgets. Also, in Fiscal Year 2019, $700,000 was allocated in the Self-Funded Special Projects Fund for street maintenance activities. |