M&C Review


COUNCIL ACTION:  Approved on 5/14/2019 

DATE: 5/14/2019 REFERENCE NO.: **C-29119 LOG NAME: 13P19-0086 ASPHALTIC ROAD AND HIGHWAY MATERIALS - LRH
CODE: C TYPE: CONSENT PUBLIC HEARING: NO
SUBJECT:  

Authorize Execution of Non-Exclusive Purchase Agreements with Paisano Redi-Mix, Inc., H & H Concrete on Demand Inc., and CJA Enterprises LLP for a Combined Annual Amount Up to $1,200,000.00 for Asphaltic Road and Highway Materials and Authorize Four Renewal Options for the Transportation and Public Works Department (ALL COUNCIL DISTRICTS)


RECOMMENDATION:

It is recommended that the City Council authorize non-exclusive purchase agreements with Paisano Redi-Mix Inc., H & H Concrete on Demand Inc., and CJA Enterprises LLP for a combined annual amount up to $1,200,000.00 for asphaltic road and highway materials and authorize four renewal options for the Transportation and Public Works Department.

 
DISCUSSION:

The Transportation and Public Works Department and Water Departments will use these Agreements to purchase asphaltic road and highway materials for various street repairs, new installations of utilities, and road construction projects throughout the City of Fort Worth.

The Invitation to Bid (ITB) consisted of detailed specifications for asphaltic road and highway materials from the Texas Department of Transportation describing the grade of materials and method of delivery required.  The Department certifies that Paisano Redi-Mix Inc., H & H Concrete on Demand Inc., and CJA Enterprises LLP meet the requirements stated in the specifications.

It is recommended that multiple agreements be awarded to ensure asphaltic road and highway materials are provided to the City in a timely manner.  Under these non-exclusive purchase agreements, the Department shall request products in order of lowest cost, availability, vendor proximity to the worksite, and scheduling.

No guarantee was made that a specific amount of product would be purchased.  The Department has included sufficient resources in its budget to acquire these products on an as-needed basis.  During the first year of the agreements, the Department estimates purchases in a combined amount up to $1,200,000.00.

This is a city-wide contract providing needed available capacity for when projects come up and are being funded with other sources. The participating departments will not spend more than their budgets allow.

BID ADVERTISEMENT - The bid was advertised in the Fort Worth Star-Telegram on February 27, 2019, March 6, 2019,  March 13, 2019, and March 20, 2019.  Fifty vendors were solicited through the City purchasing vendor system; three bid responses were received

PRICE ANALYSIS - The unit prices overall are within industry standards on Emulsified Liquid Asphalt while the unit prices are 30 percent higher on Pre-Coated Aggregate due to increased costs for fuel, concrete sand, and gravel used in making the product.  Staff reviewed the proposed pricing and certified that the prices are fair and reasonable.

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.

M/WBE OFFICE - A waiver of the goals 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 service is from sources where subcontracting or supplier opportunities are negligible.

AGREEMENT TERMS - Upon City Council approval, these Agreements shall begin on April 17, 2019 and end on April 16, 2020.

RENEWAL OPTION - These Agreements may each be renewed for up to four successive 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.

 
FISCAL INFORMATION/CERTIFICATION:

The Director of Finance certifies that upon approval of the above recommendation funds are available in the current budgets, as appropriated, of participating departments.  Prior to an expenditure being made, the department has the responsibility to verify the availability of funds.

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Submitted for City Manager's Office by:
Susan Alanis (8180)
Originating Department Head:
Cynthia Garcia (8525)
Additional Information Contact:
Sheila Baker (8356)
Laurena Hamilton (8321)

 
 
ATTACHMENTS
  1295 - CJA Enterprises_Redacted.pdf
  1295 H and H Concrete_Redacted.pdf
  Paisano 1295_Redacted.pdf