STRATEGIC PRIORITY: Government Performance and Financial Management
AGENDA DATE: August 12, 2020
COUNCIL DISTRICT(S): All
DEPARTMENT: Office of Procurement Services
EXECUTIVE: Elizabeth Reich
______________________________________________________________________
SUBJECT
Title
Authorize a two-year master agreement for the purchase of hot mix asphalt and cold patch materials for the Department of Public Works - Austin Asphalt, Inc. in the estimated amount of $9,485,521.60 and Unique Paving Materials Corp. in the estimated amount of $926,541.60, lowest responsible bidders of two - Total estimated amount of $10,412,063.20 - 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 hot mix asphalt, high performance cold patch, hot mix cold laid asphaltic concrete, and high-performance cold patch materials. These materials are utilized but not limited to be used for the repair and maintenance of city streets, alleys, trails, and service drives. These repairs include projects of various scopes. Smaller projects include filling potholes, and repairing bike trials or speed bumps. These materials are also used to cover entire street blocks within the scope of large city street projects.
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. Additionally, in an effort to secure more competition, the Office of Business Diversity sent notifications to chambers of commerce and advocacy groups to ensure maximum vendor outreach.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On December 9, 2015, City Council authorized a two-year master agreement for the purchase of hot mix asphalt and cold patch materials with Austin Asphalt, LP, Unique Paving Materials, and APAC Texas, Inc. by Resolution No. 15-2201.
On March 28, 2018, City Council authorized a two-year master agreement for the purchase of hot mix asphalt and cold patch materials with Oldcastle Materials Texas, Inc. dba TexasBit, Unique Paving Materials, Corp., and Austin Asphalt, Inc. by Resolution No. 18-0453.
FISCAL INFORMATION
|
Fund |
FY 2020 |
FY 2021 |
Future Years |
|
General Fund |
$380,000.00 |
$2,000,000.00 |
$8,032,063.20 |
M/WBE INFORMATION
In accordance with the City’s Business Inclusion and Development Plan adopted on October 22, 2008, by Resolution No. 08-2826, as amended, the M/WBE participation on this contract is as follows:
|
Contract Amount |
Category |
M/WBE Goal |
M/WBE % |
M/WBE $ |
|
$10,412,063.20 |
Goods |
18.00% |
3.17% |
$329,710.42 |
|
• This contract does not meet the M/WBE goal, but complies with good faith efforts. |
|
• Austin Asphalt, Inc. - Dallas County; Workforce - 19.15% Local |
|
• Unique Paving Material Corp. - 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 bids from solicitation number BL20-00012779. We opened them on April 9, 2020. We recommend the City Council award this master agreement in its entirety to the lowest responsive and responsible bidders by group. Information related to this solicitation is available upon request.
*Denotes successful bidders
Bidders Address Amount
*Austin Asphalt, Inc. 6330 Commerce Drive Multiple Groups
Suite #150
Irving, Texas 75063
*Unique Paving Materials Corp. 3993 East 93rd Street Multiple Groups
Cleveland, Ohio 44105
OWNERS
Austin Asphalt, Inc.
Michael D. Manning, Executive President
Unique Paving Materials Corp.
Micheal Pemberton, President