TITLE
Consider a memorandum/resolution authorizing the award of Bid No. 17-12 for concrete, street materials, top soil, and slurry seal services.
SUMMARY
DATE: June 06, 2017
TO: Ronald L. Olson, City Manager
FROM: David Olson, Executive Director of Public Works
SUBJECT: Authorize the award of purchase contracts to Killeen Ready Mix, Crafco, Oldcastle Materials - Wheeler, Killeen Crushed Stone, Viking Construction, and DIJ Construction for Concrete, Street Materials, Top Soil, and Slurry Seal Services, Bid 17-12
BACKGROUND AND FINDINGS:
On May 03, 2017, at 2:15pm, bids were opened and read aloud for the procurement of the City’s estimated annual requirements of concrete, street materials, top soil, rock, and slurry seal services. These items include Concrete, Sac Grout, Bedding material, Thermoplastic, Crack Seal, Slurry Seal Services, Type D Asphalt, Type C Asphalt, 1.5 Asphalt Overlay, Cold mix Asphalt, Top Soil, Base Material, and Rip Rap Rock. The City’s various departments and divisions utilize these materials in a variety of different applications, including construction and repair of roadways, parking areas, etc. The City’s previous material contracts have all expired.
Eight (8) vendors submitted bids: Maxwell Products, Killeen Ready Mix, Crafco, International Slurry Services Inc., Oldcastle Materials-Wheeler, Killeen Crushed Stone, Viking Construction, and D.I.J. Construction. Bidders were instructed to bid items based upon an estimated annual need per item.
The lowest responsive and responsible bidder for each item is outlined below:
|
ITEM |
MOST RESPONSIBLE BIDDER |
BID PRICE |
|
Concrete 3,000 PSI |
Killeen Ready Mix |
100.00 |
|
Concrete 3,000 PSI plus 2% Calcium |
Killeen Ready Mix |
106.50 |
|
Concrete 4,000 PSI |
Killeen Ready Mix |
110.00 |
|
8 Sac Grout |
Killeen Ready Mix |
130.00 |
|
Bedding Material 3/8F - Plant |
Killeen Crushed Stone |
14.50 |
|
Bedding Material 3/8F - Destination |
Killeen Crushed Stone |
20.00 |
|
Bedding Material 1/2D - Plant |
Killeen Crushed Stone |
14.50 |
|
Bedding Material 1/2D - Destination |
Killeen Crushed Stone |
20.00 |
|
Bedding Material 1D - Plant |
Killeen Crushed Stone |
14.50 |
|
Bedding Material 1D - Destination |
Killeen Crushed Stone |
20.00 |
|
Thermoplastic - White |
DIJ Construction |
0.62 |
|
Thermoplastic - Yellow |
DIJ Construction |
0.62 |
|
Thermoplastic - Black |
DIJ Construction |
0.60 |
|
Crack Seal Material - Polyflex III |
Crafco |
0.38 |
|
Slurry Seal Services 25lbs |
Viking Construction |
2.69 |
|
Slurry Seal Services 18lbs |
Viking Construction |
2.46 |
|
Type D Asphalt - Plant |
Oldcastle _ Wheeler |
63.00 |
|
Type C Asphalt - Plant |
Oldcastle - Wheeler |
63.00 |
|
1.5 Asphalt Overlay |
Oldcastle - Wheeler |
13.00 |
|
Cold Mix Asphalt |
Oldcastle - Wheeler |
70.00 |
|
Quality Sandy Loam Top Soil - Plant |
Killeen Crushed Stone |
10.00 |
|
Quality Sandy Loam Top Soil - Destination |
Killeen Crushed Stone |
15.00 |
|
Base Material - Plant |
Killeen Crushed Stone |
4.95 |
|
Base Material - Destination |
Killeen Crushed Stone |
10.50 |
|
Rip Rap 18-24” - Plant |
Killeen Crushed Stone |
23.00 |
|
Rip Rap 18-24” - Destination |
Killeen Crushed Stone |
31.00 |
|
Rip Rap 12-18” - Plant |
Killeen Crushed Stone |
23.00 |
|
Rip Rap 12-18” - Destination |
Killeen Crushed Stone |
30.00 |
|
Rip Rap 8-12” - Plant |
Killeen Crushed Stone |
10.50 |
|
Rip Rap 8-12” Medium - Destination |
Killeen Crushed Stone |
16.00 |
|
Rip Rap 3-5” Plant |
NO BID |
|
|
Rip Rap 3-5” - Destination |
NO BID |
|
The bid solicitation also provided that if the current bidder(s) cannot fulfill an order, the City will then purchase from other area vendors that have available material that meet specification. Due to fluctuating market conditions of the materials, the bid solicitation requires that bidder’s prices remain fixed during the first twelve (12) months of the contract. The contract term for this award is for a term of one (1) year with the option to extend the same for four (4) additional six (6) month periods, if agreed to by both parties.
THE ALTERNATIVES CONSIDERED:
Due to the amounts of materials exceeding the $50,000.00 purchasing limit, there are no other alternatives for purchase of listed material.
CONFORMITY TO CITY POLICY:
Purchase amounts of $50,000.00 or more triggers the competitive procurement process. This method is used when the requirements are clearly defined, negotiations are not necessary, and price / best value are the major determining factor for selection. This is required per State Law and the City of Killeen’s Purchasing Policy.
FINANCIAL IMPACT:
Estimated expenditure for item/service/ project spanning several fiscal years: $4,155,215.00.
Projected estimate expenditures are utilized for the City to obtain the best rate per unit pricing and can cover numerous city departments and numerous fiscal years, actual cost per fiscal year for each Department will significantly lower and will not exceed Departmental budgets. The City cannot determine the amounts per fiscal year, as these are based off of current budget, project sizes, and emergency responses per Department.
The funding for this action will be available as budgeted in the following accounts: 575-3445-434.42-90, Drainage Roadway; 550-3405-435.42-65, Water & Sewer; 010-3445-434.42-05, Walks & Drives; 575-3448-434.42-95, Ditches; 010-3445-434.42-65, Street Maintenance; and individual Departments as needed.
RECOMMENDATION:
City staff recommends that City Council award purchase contracts to Killeen Ready Mix, Crafco, Oldcastle Materials-Wheeler, Killeen Crushed Stone, Viking Construction, and DIJ Construction for the purchase of various concrete, street materials, Top Soil, Rock, and Slurry Seal Services; authorize the City Manager to enter into a contract with the same, including the proposed extensions described; and finally, authorize the City Manager to execute any and all change orders in the amounts established by State and Local law.
DEPARTMENTAL CLEARANCES:
Legal
Finance
Purchasing
Public Works
ATTACHED SUPPORTING DOCUMENTS:
Bid Tabulation
Certificate of Interested Parties