2008-013-RES-accepting the bid and awarding the contract for the purchase of hot mix cold laid asphalt, type "D"RESOLUTION N0. 2008-013
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PARIS,
TEXAS, ACCEPTING THE BID AND AWARDING THE CONTRACT FOR
THE PURCHASE OF HOT MIX COLD LAID ASPHALT, TYPE "D" (FINE
MIXTURE), MATERIAL TO R. K. HALL IN THE AMOUNT OF $42.26 PER
TON, FOR USE IN THE PUBLIC WORKS DEPARTMENT OF THE CITY
OF PARIS; MAKING OTHER FINDINGS AND PROVISIONS RELATED TO
THE SUBJECT; AND DECLARING AN EFFECTIVE DATE.
WHEREAS, by Invitation to Bid published in the Paris News on February 4, 2008 &
February 10, 2008, the Public Works Department of the City of Paris solicited bids for roadway
materials to be used by the Street, Water and Sewer Divisions of the Public Works Department
during fiscal year 2007-2008; and,
WHEREAS, the lowest responsible bid received for Hot Mix Cold Laid Asphalt, Type "D"
(Fine Mixture) was made by R. K. Hall in the amount of $42.26 per ton;
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF PARIS, TEXAS:
Section 1. That the findings set out in the preamble to this resolution are hereby in all things
approved.
Section 2. That the bid of R. K. Hall, for the furnishing and delivery of Hot Mix Cold Laid
Asphalt, Type "D" (Fine Mixture), Material for use in the Street Division of the Public Works
Department, in the amount of $42.26 per ton, is hereby accepted and let conditioned upon said
vendor meeting all of the terms and specifications included in the bid documents, attached hereto
as Exhibit A.
Section 3. That this resolution shall be effective from and after its date of passage.
PASSED AND APPROVED this l Oth day of March, 2008.
~
,~---'''r
se James eelen, Mayor
ATTEST:
, ,
ice Ellis, City Clerk
APPROVED AS TO FORM:
~
W. Kent yar, ' Attorney
INVITATION FOR BIDS
FOR THE FURNISHING AND DELIVERY OF
HOT MIX COLD LAID ASPHALT
TYPE "D" (FINE MIXTURE) MATERIAL
FOR USE IN THE STREET DIVISION
OF THE
PUBLIC WORKS DEPARTMENT
CITY OF PARIS
PARIS, TEXAS
FEBRUARY, 2008
EXHIBITA
Publish Dates: February 4, 2008
February 10, 2008
NOTICE TO BIDDERS
The City of Paris will receive sealed bids at the Office of the City Manager, City of Paris, 135 15`
S.E., P.O. Box 9037, Paris, Texas 75461-9037, for the furnishing and delivery of the following
materials:
• Hot Mix Cold Laid Asphalt, "Type "A", (Coarse Base) Material
• Hot Mix Cold Laid Asphalt, Type "B" (Fine Base) Material
• Hot Mix Cold Laid Asphalt, Type "D" (Fine Mixture) Material
• Aggregate Cover Stone (Type B, Grade 4, Uncoated)
• Aggregate Cover Stone (Type B, Grade 5, Uncoated)
• Aggregate Cover Stone (Type B, Grade 5, Coated)
• CRS-2 Emulsion Asphalt
• SS-1 Emulsion Asphalt (Tack Oil)
• Portland Cement Concrete
• Flexible Base Material (Red Rock)
• Flexible Base Material (White Rock)
• Sand
Instructions to bidder
Place completed bid form in a sealed envelope addressed as shown on bid form. Clearly mark
on the outside of the envelope "Sealed Bid: Street Materials" and return to the Office of
the City Manager, City of Paris, 135 1 S` SE, P. 0. Box 9037, Paris, Texas 75461 no later than
3:00 P.M. on Tuesday, Februaryl9th, 2008 at which time all bids will be publicly opened
at the City of Paris City Council Chamber, 107 E. Kaufinan St., Paris, Texas, read aloud,
tabulated and referred to the City Council for consideration. Multiple bids shall be placed
in the same envelope. Bids received after the deadline will be returned to vendor unopened.
CITY OF PARIS
DEPARTMENT OF PUBLIC WORKS
BID SPECIFICATIONS FOR FURNISHING
HOT MIX COLD LAID ASPHALT, TYPE "D" (FINE MIXTURE) MATERIAL
Requirements •
It is estimated that 5,000 tons of Hot Mix Cold Laid Asphalt, Type "D" (Fine Mixture) Material
will be required in the operation of the Street Division of Public Works during the period of
March 1, 2008 through March 1, 2009.
Exact quantities cannot be determined, but estimates are given as shown above. Quantities may be
increased or decreased to meet the requiremeiit of the operations of the Street Division of Public
Works during the period shown above. A minimum is not guaranteed.
Specifications:
Hot Mix Cold Laid Asphalt, Type "D' (Fine Mixture) Material must conform to Item 334, 2004
edition of "Texas Department of Transportation Standard Specifications for Construction and
Maintenance of Highways, Streets and Bridges" or a later edition.
All materials must come from a source on the approved list of asphalt material suppliers by TXDOT
as of bid opening date. Throughout the term of the purchase order, product samples may be randomly
taken by City employees and tested at an independent laboratory selected by the City. Failure of
product to meet TXDOT specifications will be reason for termination of purchase order and/or
removal from the City of Paris Bid List.
Delivery:
Delivery to be made to the Public Works Service Center, 50 W. Hickory, Paris, Texas, or other site
within the city limits of the City of Paris.
Due to limited storage space, the City of Paris will place individual orders of approximately 800 to
1,000 tons of material during the life of the contract. The supplier will begin deliverywithin 72 hours
of placing the order, and will complete the order within 14 calendar days. City forces will stockpile
material as it is delivered.
Basis of Award•
It is the intention of the City of Paris to award this contract on the basis of the lowest delivered price
that meets the specifications, and the special work requirements stipulated by the Street Division
department; however, the City of Paris reserves the right to reject any and all bids, to waive any
informality in bidding, and to award the bid as may be advantageous to the City of Paris.
Price/payment:
Price is to be delivered price, exclusive of any applicable taxes. Bidder is hereby notified that the
City is exempt from state and local sales taxes. The City of Paris tax exemption number is
1-756000635. A tax exempt certificate will be furnished upon request.
Payment will be made within thirty (30) days after receipt and acceptance of the materials.
Bid price, per ton, will be delivered to the Department of Public Works Service Center, 50 W.
Hickory, Paris, Texas 75460, or other site within the city limits of the city of Paris.
Qualification of bidder:
Bids will be considered only from manufacturers or their authorized distributors. The authorized
distributors must maintain a substantial stock of material bid upon and must actively engage in the
sale of such material. Such stock and facilities may be examined by a representative of the City of
Paris at any time either before award is made or during the life of the purchase order.
City of Paris
Public Works Dept.
Bid Specifications
Hot Mix Cold Laid Asphalt
Type "D" (Fine Mixture) Material
1. R.K. Hall
Attn: Robert Hall
2810 N.W. Loop 286
Paris, Texas 75460
(903) 785-8941
(903) 785-8947 Fax
2. Richard Drake Construction Co.
Attn: Rick McDougall
6290 Hwy 271 N.
Powderly, Texas 75473
(903) 732-4781
(903) 732-4340 Fax
MEMORANDUM
To: Mayor and City Council
From: Shawn Napier, P.E.,
City Engineer / Directoi° of Public Works
Date: February 26, 2008
Subject: Bid Tabulation and Recommendation
The following bids were received at a bid opening on Tuesday, February 18, 2007 at
3 p.m., for Hot Mix Cold Laid Asphalt, Type "D" (Fine Mixture) Material.
1.) R.K. Hall
2810 N.W. Loop 286
Pai-is, Texas 75460
$42.26 per ton
2.) Richard Drake Consti-uction Co., L.P.
6290 Hwy 271 North
Powderly, Texas 75473
$45.39 per ton
I ain recommending the low bid of $42.26 per ton from R.K. Hall. be accepted far Hot
Mix Cold Laid Asphalt, Type "D" (Fine Mixture) Material.
These funds are budgeted in 2008-2009.
SN/as