The Transportation and Public Works and Water Departments (Departments) will use these Non-Exclusive Purchase Agreements to purchase 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 Departments certify that Cleveland Asphalt Products Inc, The Pathlight Company, LLC, and Ergon Asphalt & Emulsions, Inc, and Crafco, Inc., meet the requirements stated in the specifications.
It is recommended that multiple Agreements be awarded to ensure road and highway materials are provided to the City in a timely manner. Under these Non-Exclusive Purchase Agreements, the Departments will 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 Departments have included sufficient resources in their budgets to acquire these products on an as-needed basis. During the first year of the Agreements, the Departments estimate purchases in a combined amount up to $850,000.00.
BID ADVERTISEMENT - The bid was advertised in the Fort Worth Star-Telegram on February 27, 2019, March 6, 2019, and March 13, 2019. Ninety-Nine vendors were solicited through the City purchasing vendor system; four bid responses were received.
PRICE ANALYSIS - The unit prices overall average 20 percent higher for road and highway building materials than the current Agreement awarded in 2014 (M&C P-111682) 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 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 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 upon approval by Mayor and Council and last one year with four options to renew from the contract start date.
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.