CC MEETING: May 21, 2024
DATE: May 14, 2024
TO: Erin Rinehart, City Manager
FROM: Jody Byerly, Director of Public Works
Marc Guy, Assistant City Manager
Title
Consider Approval Of BID #24-029 For Asphalt Supplies From Reynolds Asphalt And Construction Company And Austin Asphalt, Inc. In An Amount Not To Exceed $100,000.00 Annually, For A Total Three-Year Contract Amount Not To Exceed $300,000.00.
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BACKGROUND:
This bid is for asphalt supplies for the City. On March April 15, 2024, the City issued BID #24-029 for asphalt supplies. The asphalt will be used for miscellaneous paving and repair work throughout the City. Bid notifications were posted online, interested vendors were contacted and advertisements were placed in the Dallas Morning News. The bid closed on May 1, 2024. Two vendors submitted responses.
The Public Works Department reviewed the submissions and selected vendors based on the lowest responsive bid per item. The Department elected to award the bid to two vendors by line item based on the need for an adequate supply of asphalt and to maintain continuation of operations if a single vendor cannot provide the requested supplies.
The award will be for a one-year initial term. The award also includes two additional, one-year renewal options, if mutually agreed upon by the City and the vendors, for a potential three-year total contract.
FINANCIAL IMPLICATIONS:
The asphalt supplies in BID #24-029 will be purchased from budgeted funds for the cost centers and amounts listed below.
COST CENTER LINE ITEM BUDGET AMOUNT
Streets 402001-60300 $94,000.00
Water Distribution 405002-60300 $ 3,000.00
Wastewater 405003-60300 $ 2,000.00
Utility Replacement 405005-60300 $ 1,000.00
TOTAL $100,000.00
The staff-recommended approval amount is based on the Public Works Department’s budget allocation for the purpose of asphalt supplies. The quantities listed on the tab sheet and in the bid document were stated as estimates only.
IMPACT ON COMMUNITY SUSTAINABILITY:
This project supports and aligns with City Council’s goals and objectives of properly maintaining the City’s infrastructure.
STAFF RECOMMENDATION/ACTION DESIRED:
Staff recommends that City Council approve BID #24-029 for asphalt supplies from Reynolds Asphalt and Construction Company and Austin Asphalt, Inc. in an amount not to exceed $100,000.00 annually, for a total three-year contract amount not to exceed $300,000.00.