AGENDA INFORMATION SHEET
DEPARTMENT: Materials Management
ACM: Bryan Langley
AGENDA DATE: May 23, 2017
SUBJECT
Title
Consider adoption of an ordinance accepting competitive proposals and awarding a three (3) year contract for the supply of hot mix asphalt concrete and the installation of asphalt for the City of Denton Street Department; providing for the expenditure of funds therefor; and providing an effective date (RFP 6386-awarded to Jagoe-Public Company, in the three (3) year not-to-exceed amount of $20,000,000 for Sections A and C and The Lane Construction Corporation in the three (3) year not-to-exceed amount of $9,000,000 for Sections B and D for a three (3) year total not-to-exceed amount of $29,000,000).
Body
RFP INFORMATION
This RFP is for an annual contract to supply hot mix asphalt concrete and specialized equipment for installation services as needed. This contract is utilized in the construction, renovation, and maintenance of City streets. The contract allows for delivery of asphalt to the jobsite, pickup of asphalt using City trucks at the plant. In addition, give access to a price per ton for equipment and operations or installation of the asphalt at the direction of the Streets Division. A list of the major Capital Improvement Plan and Bond projects is included as Exhibit 1.
The Dallas/Ft.Worth area is experiencing a major increase in economic growth and highway construction. This has put a strain on the availability of materials and labor causing the unit price to increase for asphalt, concrete and building materials. As a result, it is in the best interest of the City to secure a unit cost on an annual basis.
Requests for Proposals were sent to ninety-eight (98) prospective suppliers of this item. In addition, specifications were placed on the Materials Management website for prospective suppliers to download and advertised in the local newspaper. Four (4) proposals were received. The proposals were evaluated based upon published criteria including compliance/performance and price. Jagoe-Public Company was ranked the highest and determined to be the best value for Sections A and C. The Lane Construction Corporation was ranked the highest and determined to be the best value for Sections B and D (Exhibit 2).
Staff anticipates increased demands for street repairs. Efforts to meet this new demand is to solicitation specifications by dividing the City into north (Sections A & B) and south (Section C & D) delivery districts. The intent is to seek two suppliers for each district. During the evaluation, it was evident that each firm would be awarded the same product in both districts. Therefore the recommendation is to award to each vendor like items in the two delivery districts (Exhibit 2).
During the best and final offer process, liquidated damages were added to the contract at no additional cost to the City. This will allow the City to seek damages for delayed performance by the contractor. In addition, should either firm be unable to meet the City’s increased demand, the City may opt to change order the other firm’s contract to add additional items. This will allow the City to have an alternate sources for the awarded goods and services.
RECOMMENDATION
Award to Jagoe-Public Company, in in the three (3) year not-to-exceed amount of $20,000,000 for Sections A and C and The Lane Construction Corporation in the three (3) year not-to-exceed amount of $9,000,000 for Sections B and D; for a three (3) year total not-to-exceed amount of $29,000,000. The not-to-exceed amount reflects estimated quantities based on current and future Street Department projects but does not obligate the City to expending the full award amount.
PRINCIPAL PLACE OF BUSINESS
Jagoe-Public Company The Lane Construction Corporation
Denton, TX Justin, TX
ESTIMATED SCHEDULE OF PROJECT
This is an initial one (1) year contract with options to extend the contract for two (2) additional one (1) year periods, with all terms and conditions remaining the same.
STRATEGIC PLAN RELATIONSHIP
The City of Denton’s Strategic Plan is an action-oriented road map that will help the City achieve its vision. The foundation for the plan is the five long-term Key Focus Areas (KFA): Organizational Excellence; Public Infrastructure; Economic Development; Safe, Livable, and Family-Friendly Community; and Sustainability and Environmental Stewardship. While individual items may support multiple KFAs, this specific City Council agenda item contributes most directly to the following KFA and goal:
Related Key Focus Area: Public Infrastructure
Related Goal: 2.1 Optimize resources to improve quality of City Roadways
EXHIBITS
Exhibit 1: Street Project List and Maps
Exhibit 2: Evaluation and Scoring Sheet
Exhibit 3: RFP Section Map
Exhibit 4: Ordinance
Exhibit 5: Jagoe-Public Contract
Exhibit 6: The Lane Corporation Contract
Respectfully submitted:
Ethan Cox, 349-7421
Customer Service Manager
For information concerning this acquisition, contact: Keith Gabbard at 349-7144.