Reply From Mr. Adkins

As I read the new topics on the site this morning (as I do every morning) I came across the topic "Poverty City, Ohio is it gonna happen" In that post there a few questions posed to Mr Adkins. I felt that they were legitimate questions so I emailed him this morning. In the span of 10 minutes he had emailed me back with a response. Before I post the answers to the questions I would like to say a little bit about my experience in dealing with Mr. Adkins. I have meet a few times in person and he has always talked with me and answered any question I have asked. He has never not responded to an email I have sent. And As many of you know this has not always been the case when I try to get some answers from people.

I know that many of you do not care for Mr. Adkins and that is your right to feel that way. But in my dealings with him he has been upfront and willing to answer anything I have asked. I do not have some special email address for him I use the same one anybody can use.

Now please bloggers do not misunderstand my comments here, I do not not agree with some of the decisions he and other leaders in our city have made. As is my right! I just wanted to say thank you to Mr. Adkins for always answering my emails and questions.

So here are the questions I asked of Mr. Adkins.

1. Can you  identify locations of alleys to be paved?

Answer: see the attached pdf.   Alley Paving Map

2. Can you provide the cost for Butler Asphalt LLC to pave these alleys?

Answer: See Below

2009 ALLEY PAVING PROGRAM   BID TABULATION   LEGAL NOTICE NO. 7049                BIDS RECEIVED:  September 28, 2009
CONTRACTOR’S NAME & ADDRESS	AMOUNT
ENGINEER’S ESTIMATE	$75,771.00
BUTLER ASPHALT, LLC 7500 Johnson Station Road, Vandalia, Ohio 45377	$122,931.50
BARRETT PAVING MATERIALS, INC. 2551 Needmore Road, Dayton, Ohio 45414	$155,088.25
VANDALIA BLACKTOP & SEALCOATING, INC. 6740 Webster Street, Dayton, Ohio 45414-2613	$86,616.37
Butler Asphalt, LLC. was the low bid in the amount of $122,931.50 which is 62% over the Engineer’s Estimate of $75,771.00

eptember 28, 2009

 

TO:                  Judy Gilleland, City Manager

                      
FROM:            David J. Duritsch Jr., Public Works & Utilities Director

                        Prepared by: Robert E. Nicolls, Senior Engineer

 


 

 

PURPOSE

         

To authorize the City Manager to enter into a contract with Butler Asphalt LLC for paving 6 alleys within the Community Development Block Grant (CDBG) eligible areas.

 
BACKGROUND and FINDINGS

 

This project involves paving 6 existing alleys within the CDBG eligible areas of the City.  The Engineering Division reviewed all of the alleys within the CDBG eligible areas and selected alleys that were most in need of repair to be included in the program.

 

Bids were submitted by 3 contractors for the project on September 28, 2009 with Butler Asphalt LLC submitting the lowest and best bid.  One bid was disqualified due to an error on the bid sheet, and the 2 remaining bids were well above the engineers estimate and the project budget.  The large discrepancy between the engineers estimate and the bid amount is most likely attributable to the relatively small quantities included in the program as well as the logistics of operating the paving equipment within the confined spaces of the alleys.

 

In order to reduce the total cost of the project to within the cost budgeted for the project, 1 alley that required significant base repair will be non-performed and a second alley will have a revised scope of work.  This proposed cost reduction has been discussed with and verbally agreed to by Butler Asphalt LLC.

 

ALTERNATIVES  

 

   1. Do Nothing
   2. Award contract to a different contractor

 
FINANCIAL IMPACT

 

A CDBG grant provides up to $69,315 for this project.  The proposals received for this project on September 28, 2009 ranged in price from $122,931.50 to $155,088.25.  The low bid submitted by Butler Asphalt LLC was 26% lower than the next-lowest bidder (Barrett Paving Materials Inc.) and 62% above the engineer’s estimate.

 

The project will be administered according to the unit rates bid for the project.  A potential 7th alley has been selected for paving if the work can be added to the project while keeping the total cost under the grant amount.

 

There are no city funds involved with this project.

 

EMERGENCY/NON-EMERGENCY

 

Emergency.  In order to meet the project completion date of November 15, 2009, the contract needs to be awarded at the earliest opportunity.

 

OTHER CONSIDERATIONS

 

The contract will be awarded by legislation because we are throwing out the bids and negotiating with the apparent low bidder to revise the scope of work to meet the grant amount.  While we will be using the unit prices provided in the original bid, the formal bid process will have to be waived.

 

RECOMMENDATION

 

Staff recommends award of a contract to Butler Asphalt LLC in an amount not to exceed $69,314.00.

 

 
ATTACHMENTS

 

Vicinity Map

Bid Tab

 

 

randy wrote: Now please bloggers do not misunderstand my comments here, I do not not agree with some of the decisions he and other leaders in our city have made. As is my right! I just wanted to say thank you to Mr. Adkins for always answering my emails and questions.

Randy -

Mike
I have not been able to open the workbook on either link this week for some reason. Is anyone else having this problem?

Question why is the Engineers estimate so far off from the actual bids, is this the norm?