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AI- 3523   12. B. 6.    
BOC Regular
Meeting Date: 03/18/2021  
HMA Bid Recommendation
Submitted For: Kelli Scott
FROM: Brad Wilcox, Assistant County Administrator , Administration
Department: Administration  

Information
RESOLUTION:
 Resolved the Calhoun County Board of Commissioners does hereby approve a one-year contract with Lakeland Asphalt Corp., Capital Asphalt LLC., Rieth & Riley Construction Co., and Michigan Paving & Materials Company, as the qualified vendors for Calhoun County Road Department , to provide plant pickup of hot mix asphalt paving materials as presented.
RECOMMENDATION:
 The CCRD Purchasing Team recommends Lakeland Asphalt Corp., Capital Asphalt LLC., Rieth & Riley Construction Co., and Michigan Paving & Materials Company for the award of a one-year year contract to provide for the plant pickup of hot mix asphalt materials for the CCRD in a total contracted amount estimated at $600,000.
BACKGROUND:
 The Hot Mix Asphalt (HMA) bid provides plant pickup of hot mix asphalt (HMA) paving material for making repairs on county roads. For purposes of estimating the intended volume of HMA material during the term of this bid, the road departments uses about 12,000 tons of HMA per year at a cost of $600,000.

The CCRD Purchasing Team developed bid specifications which resulted in the bid solicitation for HMA RFB#105-21. Four (4) bids were received in response to the RFB including; Lakeland Asphalt (Battle Creek, MI), Michigan Paving & Materials (Jackson, MI), Rieth-Riley, Mason, MI and Capital Asphalt, Lansing MI. The evaluation of the RFB responses by the CCRD Purchasing Team resulted in the determination that all four vendors were qualified for suppliers of HMA. Vendors will be selected based on the availability and location of the road work that requires the use of HMA.

The CCRD has used each of the recommended vendors for HMA material with satisfactory results. The price per ton was relatively close and the savings associated with trucking costs will make up the difference in material costs. The term of the proposed contract will be for one (1) year. All asphalt materials are required to meet the latest Michigan Department of Transportation (MDOT) standard specifications. The contractor is required to provide the Road Department with density testing per MDOT specifications on orders to the County. The Road Department will inspect each asphalt load and randomly test for compliance.
ALTERNATIVES:
 
SUMMARY:
 The CCRD Purchasing Team recommends the award of a one-year contract for Hot Mix Asphalt bid to Lakeland Asphalt Corp., Capital Asphalt LLC., Rieth & Riley Construction Co., and Michigan Paving & Materials Company for a total contract amount estimated at $600,000.

Fiscal Impact
BUDGETARY IMPACT:
The amount required for the purchase of HMA as presented in this recommendation is funded within the CCRD Budget.

The variances of each bidder comparing 2020 season to 2021 ;

Lakeland 4.3% Increase
Michigan Paving 0% No Change
Capital 25.2% Decrease
Rieth Riley 23.9% Decrease

CCRD 12,000 Tons ~ $600,000

Attachments
HMA Capital Bid
HMA Bid Tabulation
Mich Paving Bid
HMA Lakeland Bid
HMA Rieth Riley Bid
HMA RFB105-21
HMA Contract Capital
HMA Contract Lakeland
HMA Contract Mich Paving
HMA Contract Rieth Riley

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