M&C Review


COUNCIL ACTION:  Approved on 10/17/2017 

DATE: 10/17/2017 REFERENCE NO.: **P-12112 LOG NAME: 13P17-0345 CONSTRUCTION AGGREGATES DMP TPW
CODE: P TYPE: CONSENT PUBLIC HEARING: NO
SUBJECT:   Authorize Non-Exclusive Purchase Agreements with Big City Crushed Concrete, Inc., CJA Enterprises, LLP, TexGlobal Contractors, Inc., and Earth Haulers, Inc., to Provide Construction Aggregates for Street Repairs and Road Construction Projects Throughout the City for a Combined Amount Up to $336,032.00 for Each Year and Authorize Four Annual Renewal Options in an Amount Not to Exceed $336,032.00 Annually (ALL COUNCIL DISTRICTS)

RECOMMENDATION:

It is recommended that the City Council authorize a non-exclusive purchase Agreement with Big City Crushed Concrete, Inc., CJA Enterprises, LLP, TexGlobal Contractors, Inc., and Earth Haulers, Inc., for construction aggregates for the Transportation and Public Works Department for a combined amount up to $336,032.00 for each year and authorize four annual renewal options.

 
DISCUSSION:

The Transportation and Public Works department will use these Agreements to provide construction aggregates for street repairs and road construction projects.  The awarded vendors will provide materials on an as-needed basis.  

No guarantees were made that the City would purchase specific quantities of product.  Based on the user department's anticipated usage, staff recommends awarding to multiple vendors to ensure that demands are met in a timely manner.  

BID ADVERTISEMENT - The Invitation to Bid was advertised in the Fort Worth Star-Telegram on May 24, 2017, May 31, 2017 and June 7, 2017.  Two hundred and twenty-five vendors were solicited from the purchasing database system and four bids were received.

PRICE ANALYSIS - The Transportation and Public Works Department staff reviewed the proposed pricing and certified that the prices offered by the recommended proposers were fair and reasonable.  See attached Bid Tabulation.

M/WBE OFFICE - A waiver of the goal for MBE/SBE subcontracting requirements was requested by the Purchasing Division and approved by the M/WBE Office, in accordance with the BDE Ordinance, because the purchase of goods or services is from sources where subcontracting or supplier opportunities are negligible.  Additionally, Earth Haulers, Inc. is a certified M/WBE firm.

AGREEMENT TERMS - Upon City Council approval, the Agreements will begin on the date that the Agreements are executed and end one year from that date.

RENEWAL OPTIONS - This Agreement may be renewed for up to four additional one-year terms at the City's option.  This action does not require specific City Council approval provided that the City Council has appropriated sufficient funds to satisfy the City's obligations during the renewal term.  Staff anticipates that the costs for renewal years shall remain approximately the same as the first year.

ADMINISTRATIVE CHANGE ORDER - An administrative change order or increase may be made by the City Manager in the amount up to $50,000.00 and does not require specific City Council approval as long as sufficient funds have been appropriated.

 
FISCAL INFORMATION/CERTIFICATION:

The Director of Finance certifies that funds are available in the current operating budgets and capital budgets, as appropriated, of the participating department and that prior to an expenditure being made, the department has the responsibility to validate the availability of funds.

BQN\17-0345\DMP
TO
    Fund Department
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Account Project
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Program Activity Budget
Year
Reference #
(Chartfield 2)
Amount

FROM
    Fund Department
ID
Account Project
ID
Program Activity Budget
Year
Reference #
(Chartfield 2)
Amount

Submitted for City Manager's Office by:
Jay Chapa (5804)
Originating Department Head:
Aaron Bovos (8517)
Additional Information Contact:
Cynthia B. Garcia (8525)
Darla Miller-Powell (2058)

 
 
ATTACHMENTS
  Big City Crushed Concrete Form 1295.pdf
  CJA Enterprises signed 1295 form.pdf
  Earth Hauler Inc Form 1295.pdf
  ITB 17-0345 BID TAB.pdf
  TexGlobal signed Form 1295.pdf