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AI- 3404   12. B. 5.    
BOC Regular
Meeting Date: 12/17/2020  
RFQ#124-20 Pothole Patching Award
Submitted For: Kelli Scott
FROM: Leslie Obrig, Purchasing Coordinator, Administrative Services
Department: Administrative Services  

Information
RESOLUTION:
Resolved the Calhoun County Board of Commissioners does hereby approve the list of pre-qualified contractors who will be eligible for selection by the Calhoun County Road Department to provide pothole patching for the 2021 season and authorizes the County Administrator/Controller to sign contracts with the approved contactors including: All Weather Construction, Diamond Cut Lawn & Snow, Gutters-R-Us, Gardner Brothers Lawn & Landscaping, and Next Generation Landscaping.
RECOMMENDATION:
County Administration requests the Board of Commissioner’s approval of the recommended list of pre-qualified contractors who will be eligible for selection by the CCRD to provide pothole patching on Calhoun County roads for the 2021 road maintenance season, including: All Weather Construction, Diamond Cut Lawn & Snow, Gutters-R-Us, Gardner Brothers Lawn & Landscaping, and Next Generation Landscaping, in an amount estimated at $1,000,000.
BACKGROUND:
The Pothole Patching Request for Qualification (RFQ) process was designed by the Joint CCRD/JCDOT Purchasing Team to pre-qualify contractors that are eligible for selection to provide pothole patching on Calhoun County roads for the 2021 road maintenance season. Responsive contractors were required to provide a truck with two-ton asphalt hauling capacity minimum, which will undergo periodic safety inspections by CCRD staff. Contractors would be required to provide all labor, tools and equipment necessary to patch potholes including, but not limited to, shovels, lutes, leaf blowers, brooms, and hand tamps. The CCRD will provide hot or cold mix asphalt to be picked up at the County's expense. Contractor must pick up material at the location closest to the job site as designated by CCRD supervisors. All contractor’s vehicles must be equipped with the proper safety equipment. The CCRD supervisors and contract managers will direct the pothole patching and the County does not guarantee a specific number of projects to be assigned to the Contractor. The work of the contractors is intended to supplement the work of CCRD crews.

The Joint Purchasing Team issued RFQ#124-20 and six contractors responded with statements of qualifications including: All Weather Construction (Albion, MI), Diamond Cut Lawn & Snow (Albion, MI), Fortnite Construction (Albion, MI), Gardner Brothers Lawn and Landscaping (Springfield, MI), Gutters-R-Us (Marshall, MI), and Next Generation Landscaping (Parma, MI). Five contractors were pre-qualified and selected based on their qualifications and hourly rates for pothole patching. The Road Department supervisors will be responsible for awarding the work for each individual project based on contractor’s capacity to complete the work, low bid and other factors. The term of the proposed contract will be for one (1) year.
ALTERNATIVES:
 
SUMMARY:
County Administration requests Board approval of the recommendation from the Joint Purchasing Team to pre-qualify pothole patching Contractors to participate in providing work for the 2021 road maintenance season as presented in this recommendation.
 

Fiscal Impact
BUDGETARY IMPACT:
The expense of using pothole patching contractors is included in the CCRD 2021 fiscal year budget. The projected expense is the same as 2020.
Attachments
Orig. RFQ
Diamond Cut RFQ
Gardner Bros RFQ
Gutters R Us RFQ
Next Gen RFQ
All Weather RFQ
All Weather Qual
tabulation
Contract Form

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