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10 Move to approve a resolution awarding the bid for CRS-2 ans 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 10. 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 ^ P Budgeted Amt. $ 360,000 resentation ^ Ordinance ^ Public H ri ^ O h I'TD Actual $92,542.85 ea ng t er Acct. Name Street & Alley Repairs Acct. Number O 1-0407-46-00 ri~t,t~, ivu r~~: 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 ~ 4 ~ Revised 2/04/08 DRAFT attomey\reswork\cucrent\Award Bid - SS-1 Emulsion Asphalt 2008 Febmary 21, 2008 RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PARIS, TEXAS, AWARDING THE BID FOR THE PURCHASE OF SS-1 EMULSION ASPHALT (TACK OIL) FROM ERGON ASPHALT & EMULSIONS IN THE AMOUNT OF $1.60 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 SS-1 Emulsion Asphalt (Tack Oil) for use in the Street Division of the Public Works Department; and, WHEREAS, bids were opened on February 19, 2008 and there were no bids received for the purchase of SS-1 Emulsion Asphalt (Tack Oil), because no bids were received, 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 SS-1 Emulsion Asphalt (Tack Oil) for use in the Street Division of the Public Works Department, in the amount of $1.60 per gallon, is hereby accepted and let conditioned upon said vendor meeting all of the terms and specifications included in the bid documents, attached hereto as Exhibit A. Section 3. That this resolution shall be effective from and after its date of passage. PASSED AND APPROVED this 14th day of April, 2008. Jesse James Freelen, Mayor ATTEST: Janice Ellis, City Clerk APPROVED AS TO FORM: W. Kent McIlyar, City Attorney • ~ ~l 03/31/2008 09'19 9037942429 CITY OF PARIS 03/12/209$ Z2:44 9037842429 CITY 0~ pQRTS ~~ BID FgRM To: Mayox and City Council City of Pax'ts 3,35 1" S.E. pU Box 9x37 pang, Texas 754bI ~f ~ Fxa~n- ,^.~12~ ©~^~ ~S ~~n I f ~ ~~ u f.Sr ~ ~. S' (Name af)Bidd~) ~- ~? ~ ~c-,.,,^~ ~ /1 /fin C ~ l~~Y ~ (AddrQSS} PAGE 82 PAGE t33 ~~ ~~~Oun f- P,~r.~~ ~~~tiS'`~ (Address) * tf you do no'k wish tp bid on ~w item below please w~tc "N'o Bid" an bid linc. l..) PuTSUent to ar~d is coT-xplisnce with ~rour bid spec'~i'ications far tlae iiunishing aad delivery of CR$-x Emulsi0lu Asphalt, we bird the fbpowang: CRS~Z )~mnlsioa Asgl~ait ~r~ be fin~rnfished aad delivered i~r the pee oi: i; /,~ ~ l~ gallon 2.) Fursuac~t to end in compliance with ~+aur bid spaci~cations for the furnisl~.i~ag and delivery of SS-1 Etlttulsion Asphalt ~'I'sek Ufl), we bid the fo>~awir~: SS-'1 ~//=nnlspa~ .Asphalt (~'eck t~ prlll be furruislsed a~ad delivered tut- the price of: ~ J, I~ ~ per gallon 7 By' Title: e~'~~ ~ ~'/~r'l~ Datad the ~ ~? ,g af~~ ~ 2t?08. EXHIBIT ./~('~ M -- 1 V ~313112~~8 X9:15 937842429 CITY OF PARIS PAGE 81 Publish Dates: Marcb 2, 2008 March 9, 200$ NOTICE TO BX]aDERS The City of Faris will receive sealed bids at the Offzce of the City Manager, City of Paris, 135 1" S.E., P.O. Bvx 9037, Paris, Texas 75461-9037, For the furnishing and delivery of the following materials: CRS-2 Emulsiom Asphalt SS-1 Emulsion Asphalt (Tack Oil) Instructions to bidder Place completed bid form, in a sealed. envelope addressed as shown on bid form. Cleanly mark on the outside of t)xe envelope "Sealed Bid: Street 1Vla.te~rials" and rctum to the Office of the City Manager, City of Paris, 135 1~ SE, P. 0. Box 9037, Paris, Texas 75461 zoo later than 3:00 P.1V>(. on ~'uesday, March 1$, 200$ at which time all bids will be publicly opcncd at the City ofParis City Colmcil Chamber, 107 E. Kaufix-an SL'., Paris, Texas, read aloud, tabulated and referred to the City Council far consideration.- Multiple bids s1~a11 be placed in the same envelope. Bids received after tl~e deadline wi11 be returned to vendor unopened. ~~ i ~.. INVITATION FOR BIDS FOR THE FURNISHING AND DELIVERY OF SS-1 EMULSION ASPHALT (TACK OIL) FOR USE IN THE STREET DIVISION OF THE PUBLIC WORKS DEPARTMENT CITY OF PARIS PARIS, TEXAS FEBRUARY, 2008 ., 50 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. 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 SS-1 EMULSION ASPHALT (TACK OIL) Rec~uirements• It is estimated that 10,000 gallons of SS-1 Emulsion Asphalt (Tack Oil) 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 maybe 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: SS-1 Emulsion Asphalt (Tack Oil) must conform to Item 300, 2004 edition of "Texas Department of Transportation Standard Specifications for Construction and Maintenance of Highways, Streets and Bridges" 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 a product sample maybe 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 contract and/or removal from the City of Paris Bid List. Delivery Bid price, per gallon, will be delivered to the Department of Public Works Service Center, 50 W. Hickory, Paris, Texas 75460. 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 shall 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. d 5~ Cancellation clause: Delivery to be made by vendors within 24 hours after order is placed by the City, cancellation of the order by 6:00 A.M. of the date of delivery is no charge to the City of Paris. 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. 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 VV. Hickory, Paris, Texas 75460. 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 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. -J .~ City of Paris Public Works Department Bid Specifications SS-1 Emulsion Asphalt Ergon Asphalt & Emulsions 209 Airport Rd. Mt. Pleasant, Texas 75455 (903) 572-9839 Attn: Tom O'Leary 2. Southern Asphalt 112 Tanbark Circle Coppell, Texas 75019 (817) 834-2800 Attn: Gary Johnson 3. Sem Material Attn: Chuck Dannheim 600 Minton Rd. Ft. Worth, Texas 76179-5605 r ~~ ~_ m (0 ~L C 0 ^~ W L ~i-+ A 0 N :?