Vendor Questions and Agency Responses Round 2.docx
DOCX document 19 KB Posted
- Attached to
- Bituminous Mixtures Districts 1-9 FY25
- Solicitation number
- 24-494DOT-FINAD-B-43652
- Issued by
- Cook County, Illinois
About this file
This document contains vendor questions and agency responses related to a contract opportunity issued by the Illinois Department of Transportation (IDOT) for the provision of bituminous materials throughout the state for district and day labor operations. The contract covers a 2-year term from September 1, 2024 to December 31, 2029, with estimated quantities provided. The solicitation includes both proprietary and non-proprietary cold patch mixtures, as well as line items for polymer add-ons, concrete dump fees, and day labor services. Vendors are required to enter pricing directly into the BIDBUY system, and the bid due date has been extended to August 7th, 2:00 PM CST.
The document provides clarification on the pricing structure, including that delivery costs are based on mileage, concrete dump fees are per ton, and the day labor line item is an all-inclusive price. The agency also notes that if vendors have issues accessing the BIDBUY system, they should contact the help desk. Overall, this contract opportunity seeks to secure bituminous materials for IDOT's district and day labor operations across the state of Illinois.
View the file
Other files
| File | Type | Posted |
|---|---|---|
| vendor-disclosure-(formerly-forms-a)-v.24.1 (6).docx | DOCX document | |
| B43652 NOA.pdf | ||
| Bituminous Mixture IFB B.43652 AMENDED.docx | DOCX document | |
| Vendor Questions and Agency Responses.docx | DOCX document | |
| ipg-active-registered-vendor-disclosure-(formerly-forms-b)-v.23.1 (4)~1.docx | DOCX document |
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Text version
Vendor Questions and Agency Responses #2 IDOT- Bituminous Mixtures Districts 1-9 FY25
24-494DOT-FINAD-B-43652
| Vendor Question |
| Agency Response |
| 1 |
| I believe there is an issue when exporting the Excel file from BidBuy. Items 66-75 do not populate. Those lines include the polymer add-on lines. |
| The Chief Procurement Officer requires vendors to login to the BIDBUY system and enter the pricing directly into the system instead of the spreadsheet that we’ve used in the past. If you have any trouble logging into the system, please contact il.bidbuy@illinois.gov. |
| 2 |
| What is Agua Patch? |
| Aqua Patch is a rapid cure asphaltic concrete mixture for repair of small areas of flexible and rigid type of pavements. This material usually comes in 3.5 gallon buckets. |
| 3 |
| Please clarify if concrete is dumped by the ton or by the load. |
| Concrete dump fee is per ton. |
| 4 |
| If the delivery cost based on 100-mile increments, could you please explain how that works. |
| The delivery cost is per mile. The estimated quantity is 100 miles which is simply an estimate and placeholding for the milage. Additional miles may be used over the length of the contract if we request delivery. |
| 5 |
| Is item 1 M120-16 UPM, EZ Street, or QPR |
| Line item #1 is for Cold Patch Proprietary Mixture. We understand that specific suppliers have their own proprietary mixture. The department will accept the proprietary mixture that you supply as long as it meets or exceeds the M120-16 UPM, EZ Street and/or QPR specification. |
| 6 |
| The line items descriptions state “Contract Term September 1, 2024 to December 31, 2029. Quantities herein are estimated for a five (5) year contract term.” |
Will an addendum be issued to correct that language to reflect a 2-year term?
Please note that the bid amendment has revised the contract template to reflect only a 2-year term.
| 7 |
| There is not any line items for a polymer add on. The Vendor Questions and Agency Responses form stated that the addendum would add them to the bid in lines 66-74. Our form does not contain those lines. |
| Pricing must be entered into the BidBuy system directly. Line items 66 through 74 in the BIDBUY system are specifically for the polymer add on. If you do not see those line items in BIDBUY, please let the help desk and me know so that we can ensure that there isn’t an issue with your account. |
| 8 |
| Line 66 is “Day Labor: HOT MIX Asphalt Binder, 19.0mm (Contract Term September 1, 2024 to December 31, 2029. Quantities herein are estimated for a five (5) year contract term.)” |
| Please reach out to the help desk at il.bidbuy@illinois.gov if you have a different view of the bid. |
| 9 |
| There is no data below line 66 and polymer is not listed elsewhere in the document. |
| This information is in BIDBUY. |
Day labor:
Should that be by the hour?
Does it apply to the whole state instead of district (should be per district as is the case for all the other items).
Day Labor is a mobile unit that moves throughout the state for projects. The price for Day Labor should reflect the pricing that you would extend to the district that you are bidding. For example, if you are bidding on District 5 only, entering the same pricing for Day Labor will allow the Day Labor unit to purchase the materials directly from you any time they have a project within a district territory that your cover. The estimated tons for Day Labor account for their projects that are scattered throughout the state.
| 10 |
| Does it include equipment to place the asphalt? |
| This is only a contract for the material and costs to deliver to a job site. |
| 11 |
| Is the price of the asphalt also rolled into the per ton price of day labor or not included in the day labor price? |
| Correct. The price for Day Labor line items is all inclusive. The additional cost for polymerized hot-mix asphalt was added at the bid amendment. The amendment includes line items 66-74 in the BidBuy system and includes 1 line per district. If Day Labor needs the polymerized hot-mix add on, they will utilize the district pricing that falls within the area of their worksite. |
| 12 |
| Dump Fees: |
Currently the unit of measurement is “EA”. The state has both semis carrying up to 20 tons, 6-wheelers carrying up to 14 tons and 4 wheelers carrying up to 8 tons. The concrete dump line item does not designate the truck size yet the HMA does designate 4 wheelers only. When a 6 wheeler comes on the property to dump asphalt, there will not be a line item to cover it. I recommend that both concrete and HMA have a line item for all 3 trucks 4 wheeler, 6 wheeler, semi.
Unfortunately, I’m not able to add additional dump line items this late in the bid phase. If you are able to provide a dump fee for the 4-wheeler only at this time, we’ll comply with that requirement. If the Department has a need for a larger or smaller dump option, a separate small procurement will be required.
| 13 |
| Trying to get our bid numbers together for next week’s bid and are needing some clarification on the cold patch items as to what is meant by Non-proprietary and Proprietary Mixtures. |
The cold patch proprietary is UPM, Easy Street, QPR or other proprietary mixes that meet the IDOT specification for cold patch. The intention this contract was to allow the vendor to provide the proprietary mix that they produce. The non-proprietary mix does not include the proprietary additives. Below is a link to the IDOT specifications for bituminous materials.
Please let me know if you have any additional questions.
https://idot.illinois.gov/doing-business/procurements/engineering-architectural-professional-services/consultant-resources/standard-specifications.html
Please note: The bid due date has been extended to August 7th at 2:00 PM CST.
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