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Award of Term Contract to Asphalt Paving Systems, Inc., for Premium Microsurfacing for County Road Projects (Contract No. 23-T00029/AP; Amount: $600,000.00)
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BRIEF OVERVIEW
The Hernando County Procurement Department issued Invitation to Bid (ITB) No. 23-T00029/AP for Premium Microsurfacing for Hernando Roads.
The Procurement Department placed the legal advertisement and the ITB on the County’s electronic Procurement Portal on February 1, 2023. The bid was sent to two thousand two hundred and eighty (2,280) matching vendors from the website. The bid document was downloaded by eighteen (18) vendors and one (1) bid was received.
The solicitation is based on-line item pricing for estimated quantities per unit of measurement. Base bid received using the quantity and unit of measurement formula are listed below:
Total Base Amount Total Base Amount
Bidder One (1) Year Three (3) Year
Asphalt Paving Systems, Inc. $26,480.72 $79,442.16
Initial estimated projects and costs are:
• Project No. 109880 - Croom Road $221,750.00
• Project No. 108380 - Endsley Road $153,321.00
• Project No. 109770 - Dunkirk Road/Spring Hill Area 4B $195,247.00
The Bids were evaluated on the basis of price, conformance with specifications, and the bidder’s ability to perform the contract in accordance with the terms, conditions and specifications required. The Bid responses were reviewed and evaluated by County department staff and found to be responsive and responsible. The Department review and award recommendation indicates that bid pricing is fair and reasonable.
The solicitation result is based on a three (3) year term with two (2) twelve (12) month renewals. The Department estimates an annual budget for Premium Microsurfacing at $600,000.00 per fiscal year.
The Chief Procurement Officer has reviewed this requirement for conformance to Procurement Ordinance and Purchasing Policies and Procedures.
FINANCIAL IMPACT
Funds are available in following accounts:
• 1022-03241-5616305 ($221,750.00) Croom Road
• 1022-03241-5616367 ($348,568.00) Endsley Road; Dunkirk Road/Spring Hill Area 4B.
LEGAL NOTE
In accordance with Part II, Chapter 2, Article V of the Hernando County Code of Ordinances.
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RECOMMENDATION
It is recommended that the Board approve award of Contract No. 23-T00029/AP to Asphalt Paving Systems, Inc., for premium microsurfacing of Hernando County roads for an initial thirty-six (36) month term.
It is further recommended that the Board authorize the Chief Procurement Officer to renew the Contract in accordance with contract terms and conditions and approve change orders as they become necessary and required and up to allowable budget amounts. There are two (2), twelve (12) month renewal options.