STRATEGIC PRIORITY: Government Performance & Financial Management
AGENDA DATE: September 11, 2024
COUNCIL DISTRICT(S): All
DEPARTMENT: Office of Procurement Services
EXECUTIVE: Donzell Gipson
______________________________________________________________________
SUBJECT
Title
Authorize a three-year master agreement for the purchase of asphalt emulsion for the Department of Public Works - P Squared Emulsion Plants, LLC., only bidder - Estimated amount of $486,600.00 - Financing: General Fund
Body
BACKGROUND
This action does not encumber funds; the purpose of a master agreement is to establish firm pricing for goods, for a specific term, which are ordered on an as needed basis according to annual budgetary appropriations. The estimated amount is intended as guidance rather than a cap on spending under the agreement, so that actual need combined with the amount budgeted will determine the amount spent under this agreement.
This master agreement will provide for the purchase of asphalt emulsion for the Department of Public Works. The agreement will allow for the purchase of asphalt emulsion to be utilized in the repair of streets and alleys throughout the City. The asphalt emulsion is a binding agent used to adhere asphaltic material to a surface. Asphalt emulsion is used in the repair process of potholes, full-depth repairs, street rehabilitation projects, and street restoration projects. Asphalt emulsion is used in the repair of approximately 400 lane miles of asphalt streets and alleys each year.
As part of the solicitation process and in an effort to increase competition, the Office of Procurement Services used its procurement system to send out email notifications to vendors registered under relevant commodity codes. To further increase competition, the Office of Procurement Services uses historical solicitation information, the Internet, and vendor contact information obtained from user departments to contact additional vendors.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On March 8, 2023, the City Council authorized a three-year master agreement for the purchase of asphalt emulsion for the Department of Public Works with Ergon Asphalt & Emulsions, Inc. and P Squared Emulsion Plants, LLC by Resolution No. 23-0380.
FISCAL INFORMATION
|
Fund |
FY 2024 |
FY 2025 |
Future Years |
|
General Fund |
$40,000.00 |
$240,000.00 |
$206,600.00 |
M/WBE INFORMATION
In accordance with the City’s Business Inclusion and Development Policy adopted on September 23, 2020, by Resolution No. 20-1430, as amended, the M/WBE participation on this contract is as follows:
|
Contract Amount |
Procurement Category |
M/WBE Goal |
|
$486,600.00 |
Goods |
32.00% |
|
M/WBE Subcontracting % |
M/WBE Overall % |
M/WBE Overall Participation $ |
|
0.00% |
0.00% |
$0.00 |
|
• This item does not meet the M/WBE subcontracting goal. |
|
• P Squared Emulsion Plants, LLC - Non-local; Workforce - 0.00% Local |
PROCUREMENT INFORMATION
Method of Evaluation for Award Type:
|
Low Bid |
• Recommended vendor is based on the lowest competitive quoted price, who is also technically and financially capable of performing and completing the contract, and otherwise meets all material specification requirements |
|
|
• Negotiations are not allowed |
The Office of Procurement Services received the following bid from solicitation number BW24-00024835. We opened it on May 9, 2024. We recommend the City Council award this master agreement in its entirety to the only bidder.
Bidder Address Amount
P Squared Emulsion 516 South McLennan Loop $486,600.00
Plants, LLC Elm Mott, TX 76640
Note: The Office of Procurement Services conducted a single bid review and found no exceptions.
OWNER/EXECUTIVE
P Squared Emulsion Plants, LLC
Seth McGinnis, President