09 Resolution awarding bid for CRS-2 and SS-1 materialsCITY COUNCIL AGENDA ITEM BRIEFING SHEET
Submittal Date: Originating Department: Presented By: Agenda Item No.:
3-28-2008 Street Dept. 46 Shawn Napier, P.E. City Engineer
Council Date: /Director of Public Works 9
4-14-2008
RECOMMENDED MOTION: Move to approve a resolution awarding the bid for CRS-2 and
SS-1 materials to be used in the street department and authorizing the City Manager to
negotiate and execute all necessary documents.
POLICY ISSUE(S~:
Awarding bid
BACKGROUND:
This was part of the bid submittal that was approved last month, but we only received one
bid for CRS-2 and no bids for SS-l. We rebid the CRS-2 (asphalt emulsion) and SS-1
(tack oil) that we use in our seal coat program. The bid tabulation sheet is attached for
details of the bids and materials. The bid we originally received for CRS-2 was 10 cents
higher than the new bid we received.
BOARD/COMMISSION RECOMMENDATION:
EXHIBITS:
Resolution and bid tabulation
ACTION: BUDGET INFO:
^ Financial Report ^ Minute Order Expense $
^ Department Report ®Resolution Budgeted Amt. $ 360,000
^ Presentation ^ Ordinance yTD Actual $92,542.85
^ Public Hearing ^ Other Acct. Name Street & Alley Repairs
Acct. Number O1-0407-46-00
FISCAL NOTES:
REVIEWED AND APPROVED BY:
® Administration ®City Clerk ^ Community Development ^ EMS/IT ^ Finance ^ Fire
^ Municipal Court ,~ Legal ^ Library ^ Police ®Eng./Public Works ^ Utilities
City of Paris ~ ~ ~ Revised 2/04/08
DRAFT
attomeytreswork\current\Awazd Bid -CRS-2 Emulsion Asphalt 2008
February 21, 2008
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PARIS, TEXAS,
AWARDING THE BID FOR THE PURCHASE OF CRS-2 EMULSION ASPHALT
FROM ERGON ASPHALT & EMULSIONS IN THE AMOUNT OF $1.70 PER
GALLON, FOR USE IN THE STREET DIVISION OF THE PUBLIC WORKS
DEPARTMENT; MAKING OTHER FINDINGS AND PROVISIONS RELATED TO
THE SUBJECT; AND DECLARING AN EFFECTIVE DATE.
WHEREAS, the City Council of the City of Paris did heretofore, on the 17th day of
September, 2007, in Ordinance No. 2007-029, authorize the advertisement for bids for the
purchase of CRS-2 Emulsion Asphalt for use in the Street Division of the Public Works
Department; and,
WHEREAS, bids were opened on February 19, 2008 and there was only one bid
received for the purchase of CRS-2 Emulsion Asphalt, because only one bid was received and
in accordance with City policy the City re-advertised for bids; and,
WHEREAS, new bids were opened on March 18, 2008 and the lowest responsible bid
received for such material was made by Ergon Asphalt & Emulsions in the amount of $1.60 per
gallon;
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 Ergon Asphalt & Emulsions for the furnishing and delivery
of CRS-2 Emulsion Asphalt for use in the Street Division of the Public Works Department, in
the amount of $1.60 per gallon, is hereby accepted and let conditioned upon said vendor
meeting all of the terms and specifications included in the bid documents, attached hereto as
Exhibit A.
Section 3. That this resolution shall be effective from and after its date of passage.
PASSED AND APPROVED this 14th day of April, 2008.
Jesse James Freelen, Mayor
ATTEST:
Janice Ellis, City Clerk
APPROVED AS TO FORM:
W. Kent McIlyar, City Attorney
~~
031311200$ 09:18 903?842429 CITY OF PARIS
03!12/2098 22:44 9037842429 CITY OF PARIS
~~
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Ta: Mayox end Gity Gavncii
City ofPez~i,s
1.35 1°` 9.1r.
pD Box 9037
Paris, Texas 75451
Fxora- w_ ~ R~,~ ,~5~~~ jf ~,~=r_r7 ~tf.1t a~-. C (Name of~txdd~)
~- ~J `T J~t~~' /V~n L' e 1~~~ ~Addtcss)
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~7 au~ ~ ~~r.~.~,~ /~~~s ~~5~ ~Aaaress)
If you do not visit tp bid Vu ~ item below please w~tc'~To $id" o~ bid !inc.
NAU~ al
~A~E A3
l.,) ~'ursus~nt to a~zd in coraplian:ee with y~nu; bid spe~c`~i'ications for tl~e furTUShing and delivery
of CRS-2 EmuisiD~a Asphalt, we bid the foilowang:
CRS-Z >~malsfoa Asphalt w~ be ~xnished mad delivered tar the price uf:
~ /,[.t~ ~ per gallon
Z.) Fursvatat, to end ire compliaace with P~ bid spscikeatiQns for the :furnisl~.irtg and delivery
of $5-1 TlttluJsion Asphalt ~'I'ack tJflj, we iaid the failowix~:
55-'i/~~//zanls~iax~ Asphalt (T'eck t)ik) r~1 be furr>~hed sad delivered fd~1r tlNe price nf:
~ 1, C~ ~ pa gallon
7
By. Title:lj~~.-,~+~r~~~r' ,,r'l~
Dated the ~' ~ /? ,y. of ~~ , 208.
EXHIBIT .g.
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0313112008 09:18 9037842429 CITY OF PARIS F'~~~ bl
Publish Dates: Marcb 2, 2008
March 9, 2U08
NOTICE TO BTl]DERS
The City of Faris will receive sealed bids at the OfF.zce cf the City Ma~iager, City of Paris, 135 l't
S.E., P.O. Box 9037, Paris, Texas 75461-9037, Tor the fumishi.ng and. del.jvery of the following
materials:
CRS-2 Ernulsiom Asphalt
SS-~ Emulsion Asphalt (Tack Oil)
Tnstructions to bidder
Place corripletedbid form. in a sealed. envelope addressed as shawt~ on.bid forni. Clearlyrnarlc on the
outside of the envelope "Sealed Bid: Street Materials" and rctum to the Office of the City
Manager, City of 1'ari.s, 135 1~ SE; P. 0. Box 9037, Paris, Texas 7541 z~.v later than 3:00 P.1Vl. an
'~uesday, March 18, 200$ at which time all bids will be publicly opened at the City dfParis City
Council Chamber, 107 E. Kaufman St., Faris, Texas, read aloud, tabulated and refenced to the City
Council for cansideration._ Multiple bids shall be placed in the same envelope. Bids received after
the deadline wi11 be returned to veztdor unopened.
~- 3 9
INVITATION FOR BIDS
FOR FURNISHING AND DELIVERY OF
CRS-2 EMULSION ASPHALT
FOR USE IN THE STREET DIVISION
OF PUBLIC WORKS DEPARTMENT
CITY OF PARIS
PARI5, TEXAS
FEBRUARY, 2008
~~
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 1St
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 1St 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. Kaufrnan 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.
r ~~
CITY OF PARIS
DEPARTMENT OF PUBLIC WORKS
BID SPECIFICATIONS FOR FURNISHING
CRS-2 EMULSION ASPHALT
Requirements
It is estimated that 75,000 gallons of CRS-2 Emulsion Asphalt 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 requirement of the operations of the Street Division of
Public Works during the period shown above. A minimum is not guaranteed.
Specifications:
CRS-2 Emulsion Asphalt must conform to Item 300, 2004 edition of "Texas Department of
Transportation Standard Specifications for Construction and Maintenance of Highways, Streets
and Bridges" or later addition. Minimum temperature at delivery shall be 150 degrees F.
All materials must come from a source on the approved list of asphalt refineries by TXDOT as of
bid opening date. Throughout the term of the purchase order, product sample 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.
Deliveries are to be made in tank truck loads not to exceed 6,500 gallons.
Routine deliveries must be made within the hours of 8:00 AM. To 4:00 P.M., Monday through
Friday. Special deliveries as stipulated by the Street Division of Public Works must be made at
times designated in order to meet work requirements.
Delivery shall be made within 24 hours after order is placed by telephone. Delivery she be made
at specified times of day, with the time to be stated when order is placed, usually this will be 7:00
A.M.
• 42
Cancellation clause:
Provided cancellation of shipment is made by 6:00 A.M. of the day of delivery, no charge will be
billed to the City.
Provided after 6:00 A.M. of the day of delivery and the transport truck arrives at 50 W. Hickory,
only freight charges involved in shipment will be billed to the City.
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; 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 maybe advantageous to the City of Paris.
Bid price, per ton, will be delivered to the Department of Public Works Service Center, 50 W.
Hickory, Paris, Texas, or other site within the city limits of 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 gallon, will be delivered to the Department of Public Works Service Center, 50 W.
Hickory, Paris, Texas, 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 asphalt bid upon and must actively engage in the
sale of asphalt. Such stock and facilities maybe 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.
43
City of Paris
Public Works Department
Bid Specifications
CRS-2 Emulsion Asphalt
Ergon Asphalt & Emulsions
Attn: Tom O'Leary
209 Airport Rd.
Mt. Pleasant, Texas 75455
(903) 572-9839
(903) 572-1408
2. Southern Asphalt
PO Box 7637
Ft. Worth, Texas 76111
(817) 834-2800
3. Sem Material
Attn: Chuck Dannheim
600 Minton Rd.
Fort Worth, Texas 76179-5605
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