Authorize Execution of Non-Exclusive Agreements with Asphalt Patch Enterprises, Inc.,  Austin Asphalt, Inc., JLB Contracting, LLC, Reynolds Asphalt and Construction Company, and The Lane Construction Corporation for Asphalt Paving in an Annual Amount Up to $5,000,000.00 and Authorize Five One-Year Renewal Options for All City Departments (ALL COUNCIL DISTRICTS)

It is recommended that the City Council authorize execution of non-exclusive agreements with Asphalt Patch Enterprises, Inc.,  Austin Asphalt, Inc., JLB Contracting, LLC, Reynolds Asphalt and Construction Company, and The Lane Construction Corporation for asphalt paving in an annual amount up to $5,000,000.00 and authorize five one-year renewal options for all City Departments.

The Transportation and Public Works Department (TPW) approached the Purchasing Division to establish non-exclusive agreements for the purchase of asphalt paving services, including both hot-mix and cold lay.  Staff issued an Invitation to Bid (ITB) consisting of detailed specifications and materials to 33 related vendors.  The Bid was advertised in the Fort Worth Star-Telegram on March 21, 2018, March 28, 2018 and April 4, 2018.  The City received five bids.  

Staff evaluated the bids and recommends awarding non-exclusive contracts to Asphalt Patch Enterprises, Inc., Austin Asphalt, Inc., JLB Contracting, LLC, Reynolds Asphalt and Construction Company, and The Lane Construction Corporation, along with five one-year options to renew. No guarantee was made regarding the amount of these services that would be purchased.  The Bid amount is $4,522,885.75.  An additional $477,114.25 is being requested for contingency purposes.  The proposed contracts would allow the unit price to be increased so long as the City approves the increase.  In addition, an administrative change order or increase may be made by the City Manager in an amount up to $50,000.00 and does not require specific City Council approval as long as sufficient funds have been appropriated.

Compared to the previous contracts awarded in May 14, 2013 (M&C P-11527), prices have not increased. Staff reviewed the pricing and found pricing to be fair and reasonable. The Bid evaluation summary is attached.

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.    

Upon City Council approval, the Agreement shall begin upon execution of the Agreement and shall end on September 30, 2018. The City shall have five options to renew the Agreement; four one-year renewal periods (October 1 to September 30) and the fifth renewal period which shall run from October 1 to the anniversary of the date of execution.