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CITY OF WEST CHICAGO
INFRASTRUCTURE COMMITTEE
AGENDA ITEM SUMMARY
ITEM TITLE:
AGENDA ITEMNUMBER: _ 7-6. __
2023 Asphalt Materials Procurement — DuPage County
Joint Purchasing Program — Plote Construction, Inc. COMMITTEE AGENDA DATE: Jun 1, 2023
COUNCIL AGENDA DATE: June 5, 2023
STAFF REVIEW: Mehul T. Patel, P.E., CFM, Director of Public Works acura
APPROVED BY CITY ADMINISTRATOR: Michael L. Guttman SIGNATURE
ITEM SUMMARY:
For over 34 years the City has utilized the DuPage County Joint Purchasing Program for the procurement
of asphalt materials. DuPage County has a Joint Purchasing Program similar to the State of Illinois Joint
Purchasing Program where annually it solicits bids for materials by way of public bid and then allows
municipalities to take advantage of the competitively bid unit prices. The bid is attached for your
reference.
Recently DuPage County advised staff that it will be utilizing all of the vendors except Superior Asphalt
Company that bid for Asphalt Materials, depending on which site is closest to the ongoing operations
within the County limits. All vendors have agreed to extend its bid to other taxing bodies in DuPage
County through the Joint Purchasing Program. The City staff is proposing to use Plote Construction as its
choice for vendor due to the close proximity. The two commonly used Hot-Mix Asphalt (HMA) products by
the City are HMA Surface Course, Mix D, N50 and HMA Binder Couse, IL-19.0, N50. Although Plote’s bid
pricing for these two products are higher than other vendors, staff believes due to Plote’s close proximity,
Public Works staff will be able to pick up HMA material as needed from the plant located in West
Chicago, Illinois, and/or in Bartlett, Illinois, which will save a lot of transit time. This will help offset the
higher purchase price.
The City uses HMA to repair street openings from water and sewer excavations, for pothole patching,
repair of surface imperfections through grinding and patching, and overlayment of sections of streets
where the surface is deteriorated and the street is not scheduled for contractual reconstruction or
resurfacing. For Fiscal Year 2023, staff anticipates using approximately 600 tons of surface mix and
approximately 100 tons of binder mix. Material cost varies from $67.00 to $125.00 per ton depending on
the type of HMA required. The amount of $51,000.00 has been budgeted in the Capital Projects Fund
(08-34-53-4672) for the purchase of HMA during Fiscal Year 2023.
Staff recommends using the DuPage County Joint Purchasing Program for the procurement of Asphalt
Materials from Plote Construction, Inc. for Fiscal Year 2023.
ACTIONS PROPOSED:
Authorize the purchase of Asphalt Materials, as needed, from Plote Construction, Inc. for an amount not
to exceed $51,000.00, through the DuPage County Joint Purchasing Program, during Fiscal Year 2023.
COMMITTEE RECOMMENDATION:
Pending recommendation from the Infrastructure Committee at its meeting on June 1, 2023.