CC MEETING: December 5, 2023
DATE: November 21, 2023
TO: Erin Rinehart, City Manager
FROM: Jody Byerly, Director of Public Works
Marc Guy, Assistant City Manager
Title
Consider Approval Of RFP #24-001 For The Purchase Of Flexbase For The Public Works Department From Various Vendors In An Amount Not To Exceed $90,000.00 Annually, For A Total Three-Year Contract Amount Not To Exceed $270,000.00.
Body
BACKGROUND:
The materials to be purchased will be used by the Public Works Department for street and alley repairs as base material at various locations. Flexbase provides foundation support and reduces pavement stresses caused by vehicular traffic.
Bid notifications were posted online, previous and interested vendors were contacted and advertisements were placed in the Dallas Morning News, to which five vendors responded.
FINANCIAL IMPLICATIONS:
The flexbase will be purchased from budgeted funds for the cost centers and amounts as listed below, in an amount not to exceed $90,000.00.
DIVISION LINE ITEM BUDGET
STREETS Base Materials 402001-60350 $ 40,000.00
DRAINAGE Base Materials 403001-60350 $ 5,000.00
UTILITY REPL. Base Materials 405005-60350 $ 25,000.00
WATER DIST. Base Materials 405002-60350 $ 15,000.00
WASTEWATER Base Materials 405003-60350 $ 5,000.00
TOTAL $ 90,000.00
IMPACT ON COMMUNITY SUSTAINABILITY:
This project supports and aligns with the City Council’s goals and objectives to properly maintain the City’s infrastructure.
STAFF RECOMMENDATION/ACTION DESIRED:
Staff recommends that City Council award RFP #24-001 as listed below in an amount not to exceed the budget allocation of $90,000.00 for an initial first-year term, for a total three-year contract amount not to exceed $270,000.00. This is a line-item award based on the best value offered by the supplier.
COMPANY NAME CATEGORY
Big City Crushed Concrete Vendor Items 1 & 2 (Type 1 Grade A Crushed Concrete) Flexible Base
P&K Stone Vendor Items 3 & 4 (18x24 Rip Rap & 4x8 Rip Rap)(Gabion Stone)
NOTE: Item 2 - Staff recommends Big City Crushed Concrete for this item. Big City is located 8.4 miles from IH-35 compared to a delivery distance of 61 miles for P&K Stone.