Recommendation
Staff recommends that the Mayor and Council award Bid #42-08 to the three lowest bidders, Romano Concrete Construction, Inc.; Olney Masonry Corp., and D&F Construction, Inc. in an aggregate amount not to exceed $2,000,000 for the period through December 30, 2008.

Discussion

Project Description
The annual Concrete Maintenance Program provides contracted construction services for repair, replacement, and maintenance of the City’s infrastructure, including: concrete curbs, sidewalks, driveway aprons, storm drain inlets, bridge repairs, minor asphalt repairs, and other minor construction projects as necessary. This program also funds the installation of new driveway aprons, minor geometric intersection improvements, pedestrian safety improvements, and improvements to keep the City in compliance with ADA regulations.

This annual award is made to the three lowest bidders to ensure an adequate work force and response time. The work is generally done in response to citizen requests, citizen complaints, and evaluation of conditions by staff, but also may include small projects that are too small to efficiently bid separately.

Mayor and Council History
This is the first time this item has been brought before the Mayor and Council.

Options Considered

Staff continuously looks at and evaluates new construction methods, materials, and techniques and considers all options in maintaining concrete sidewalks, curbs and gutters, and aprons. The potential impact on proposed and future budgets and the City’s potential to risk and liability also are considered.

Public Notification and Engagement
Staff utilizes a variety of public notification processes based on the particular type of project to be completed. These include mailed neighborhood advisories, variable message boards, newspaper articles, Rockville Channel 11, and other media as appropriate.

Procurement Information

Notes on the bid
The bid amounts shown are based on estimated quantities. These estimates were developed using a three-year average of actual quantities used in previous contracts, as well as anticipated work. The total bid amounts shown below, are for bid evaluation purposes only and do not reflect an obligation by the City for specific amounts to specific bidders. Total payments to the three lowest bidders shall not exceed an aggregate amount of $2,000,000. The purpose of awarding this bid to multiple bidders is to assure an adequate pool of manpower and resources and to minimize delays in responding to work requests.

Staff prepared and publicly advertised Bid #42-08 in December 2007. Bid information was provided to 37 prospective bidders, five of which were Rockville firms. Eleven bids were received.

Bid Amounts Based
Firm Location on Est. Quantities
Romano Concrete Construction, Inc. Laurel, MD $465,060
Olney Masonry Corp. Beltsville, MD $475,135
D&F Construction, Inc. Forestville, MD $502,660
NZI Construction Corporation Beltsville, MD $521,565
Fort Myer Construction Corporation Washington, DC $692,555
Arthur Construction Co., Inc. Dulles, VA $734,766
Ardent Company LLC McLean, VA $814,200
A&M Concrete Corporation Dulles, VA $865,365
Metro Paving Corporation Hyattsville, MD $1,053,835
Highway & Safety Services Inc. Gaithersburg, MD $1,496,515
Prince Construction Co., Inc. Washington, DC $1,583,910

References
Staff reviewed all references and found all to be acceptable. Staff also has a successful history with all three companies on previous City projects, either as a primary or sub-contractor.

Fiscal Impact
Funding is provided primarily through the Concrete Repair Program (420-850-7F11) with approximately $1,300,000 in currently available funding; additional funding is included in the FY09 CIP for this project and is subject to approval by the Mayor and Council through the budget process. In addition, several other CIP accounts may be charged as appropriate, including, but not limited to, Asphalt Pavement Maintenance (420-850-8H11), Pedestrian Safety (420-850-4B71), and others as appropriate. Funding for all work done beyond June 30, 2008 is contingent on the approval of the FY 2009 Capital Improvements Program.

Next Steps
Purchasing Division will issue contracts to the three lowest responsible bidders and subsequently issue Master Agreements.

Department Head:



Craig Simoneau, P.E.; , Director of Public Works
Approved on: 02/05/2008

City Manager:

Scott Ullery, City Manager
Approved on: 02/05/2008