M&C Review


COUNCIL ACTION:  Approved on 5/14/2019 

DATE: 5/14/2019 REFERENCE NO.: **P-12325 LOG NAME: 13P19-0108 CRUSHED LIMESTONE AND RIP RAP MATERIALS WD JPB
CODE: P TYPE: CONSENT PUBLIC HEARING: NO
SUBJECT:   Authorize Execution of a Purchase Agreement with DFW Materials, LP for Crushed Limestone and Rip Rap Materials in an Annual Amount Up to $1,500,000.00 and Authorize Five Renewal Options for the Water Department, Park and Recreation Department, and the Transportation and Public Works Department (ALL COUNCIL DISTRICTS)

RECOMMENDATION:

It is recommended that the City Council authorize execution of a purchase agreement with DFW Materials, LP for crushed limestone and rip rap materials in an annual amount up to $1,500,000.00 and authorize five renewal options for the Water Department, Park and Recreation Department, and the Transportation and Public Works Department.

 
DISCUSSION:

The Water Department approached the Purchasing Division to secure an agreement for crushed limestone and rip rap materials. Materials to be ordered under the contract include crushed limestone for various construction projects including trench backfill, street foundations, emergency repairs and routine maintenance of City projects. The rip rap (larger rough-cut stones) will be used for special projects such as temporary damming of creeks. Staff issued an Invitation to Bid (ITB) to 24 related vendors. The ITB consist of detailed specifications.

The ITB was advertised in the Fort Worth Star-Telegram on March 27, 2019, April 3, 2019, and April 10, 2019. The City received two bids. The bids were reviewed and bid from DFW Materials was the lowest value bid. The unit prices overall average 11 percent higher than the current Agreement awarded in 2014 (M&C P-11669 and M&C P-11685) due to increased costs for material.

Staff recommends awarding an Agreement to DFW Materials, LP for crushed limestone and rip rap materials in an annual amount up to $1,500,000.00. No guarantee was made that a specific amount of these materials will be purchased. The proposed agreements would allow the unit prices to be increased as 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.

M/WBE OFFICE - A waiver of the goal for MBE/SBE subcontracting requirements was requested by the Purchasing Division. The waiver was 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 and shall end on September 30, 2019. 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.

 
FISCAL INFORMATION/CERTIFICATION:

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

BQN\19-0108\JPB
TO
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Program Activity Budget
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FROM
    Fund Department
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Account Project
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Program Activity Budget
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Submitted for City Manager's Office by:
Susan Alanis (8180)
Originating Department Head:
Kevin Gunn (8517)
Additional Information Contact:
Cynthia Garcia (8525)
John Padinjaravila Baby (2279)

 
 
ATTACHMENTS
  DFW Form 1295_Redacted.pdf