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08-H Hot Mix, Type BMEMORANDUM To: Michael Malone, City Manager From: Terry Townsend, Director of Public Works Subject: Bid Tabulation and Recommendation Date: February 6, 2002 The following bid was received at a bid opening on Tuesday, February 5, 2002 at 3 p.m., for Hot Mix Cold Laid Asphalt, Type "B" (Fine Base) Material. 1.) Buster Paving P.O. Box 278 Brashear, Texas 75420 $32.25 per ton I am recommending the bid of $32.25 per ton from Buster Paving be accepted for Hot Mix Cold Laid Asphalt, Type "B" (Fine Base) Material. These funds are budgeted in 2001-2002. TT/as INVITATION FOR BIDS FOR THE FURrTISHING AND DELIVERY OF HOT MIX COLD LAID ASPHALT TYPE "B" (FINE BASE) MATERIAL FOR USE IN THE STREET DIVISION OF THE PUBLIC WORKS DEPARTMENT CITY OF PARIS PARIS, TEXAS JANUARY, 2002 Publish Dates: January 20, 2002 January 27, 2002 NOTICE TO BIDDERS The City ofParis will receive sealed bids at the Office ofthe CityManager, City of Paris,1351" S.E., P.O. Box 9037, Paris, Texas 75461-9037, for the furnishing and delivery of Hot Mix Cold Laid Asphalt, Type "B" (Fine Base) Material, for use in the Street Division of the Public Works Department of the City of Paris. Bids will be received unti13:00 p.m., Tuesday, February 5, 2002, at which time all bids received will be publicly opened, read aloud, tabulated, and forwarded to the City Manager. All bids will then be referred to the City Council for consideration. All bids must be submitted on City of Paris bid form(s). Information, specifications, and bid forms may be obtained at the Office of the City Manager, City Hall, 135 SE 1" Street, Paris, Texas, telephone (903) 784-9202. The City of Paris reserves the right to reject any or all bids, to waive any informality in bidding, and to awazd the bid as may be advantageous to the City. Those submittingbids are notified of Cityexemption from otherwise applicable sales and excise taxes Delivery time may be a consideration in the awazding of this bid. Mattie Cunningham City Clerk BID FORM To: Mayor and City Council, City of Paris 135 1"SE P. 0. Box 9037 Paris, Texas 75461 From: of Bidder) Re: Fumishing and delivering, Hot Mix Cold Laid Asphalt, Type "B" (Fine Base) Material Pursuant to and in compliance with your bid specifications for furnishing and delivery of Hot Mix Cold Laid Asphalt, Type "B" (Fine Base) Material, we bid the following: Hot Mix Cold Laid Asphalt, Type "B" (Fine Base) Material will be furnished and delivered for the price of: per ton By: Title: Dated the of , 2002. INSTRUCTIONS TO BIDDER Place completed bid form in a sealed envelope addressed as shown on bid form. Clearly mazk on the outside of the envelope "Sealed Bid: Hot Mix Cold Laid Asphalt, Type "B" (Fine Base) Material" and return to the Office of the City Manager, City of Paris, 135 1" SE, P. 0. Box 9037, Paris, Texas 75461 no later than 3:00 P.M. on Tuesday, February 5, 2002 at which time all bids will be publicly opened at the City of Paris City Hall Building, 135 1" SE, Paris, Texas, read aloud, tabulated and referred to the City Council for consideration. CITY OF PARIS DEPARTMENT OF PUBLIC WORKS BID SPECIFICATIONS FOR FURNISHING AOT MIX COLD LAID ASPHALT, TYPE "B" (FINE BASE) MATERIAL Requirements• It is estimated that 9,000 tons of Hot Mix Cold Laid Asphalt, Type "B" (Fine Base) Material will be required in the operation of the Street Division of Public Works during the period of February 1, 2002 through February 1, 2003. Exact quantities cannot be detemuned, but estimates aze 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. Soecifications: Hot Mix Cold Laid Asphalt, Type "B" (Fine Base) Material must conform to Item 334,1993 edition of "The State Department of Highways and Public Transportation Specifications" or later edition. All materials must come &om a source on the approved list of asphalt material suppliers by SDHPT 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 SDHPT specificationswill bereason fortermination ofpurchase order and/orremoval &om the City of Paris Bid List. Deliverv: Delivery to be made to the Public Works Service Center, 50 W. Hickory, Paris, Texas 75460. 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 delivery within 72 hours of placing the order, and will complete the order within 14 calendar days. City forces will stockpile material as it is delivered. Bid price per ton will be F.O.B., Department of Public Works Service Center, 50 W. Hickory, Paris, Texas 75460. Basis of Award• It is the intention of the City of Paris to awazd this purchase order on the basis of the lowest delivered price that meets the specifications and special work requirements; however, the City of Paris reserves the right to reject any and all bids, to waive any informality in bidding, and to awazd the bid as may be advantageous to the City of Paris. Price/oavment: 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 fumished upon request. Payment will be made within thirty (30) days after receipt and acceptance of the materials. Bid price shall be F.O.B., City of Paris, 50 W. Hickory, Paris, Texas. OualiTication of bidder: Bids will be considered only from manufacturers or their authorized distributors. The authorized distributors must maintain a substantial stock ofmaterialbid upon and must activelyengage inthe sale of such material. Such stock and facilities may be examined by a representative of the City of Paris at any time either before awazd is made or during the life of the purchase order. DRAFT J:\Attorney\Lisa\Resolutions\CiJRRENT\Hot Mix, Type B- Award Bid.wpd February 7, 2002 RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PARIS, PARIS, TEXAS, AWARDING THE BID FOR THE PURCHASE OF HOT MIX COLD LAID ASPHALT, TYPE "B" (FINE BASE), MATERIAL 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 14th day of January, 2002, in Resolution No. 2002-015, authorize the advertisement for bids for the purchase of Hot Mix Cold Laid Asphalt, Type "B" (Fine Base), Material for use in the Street Division of the Public Works Department; and, WHEREAS, the best bid for such material was made by Buster Paving, a Division of APAC- Texas, Inc., and it should be awarded the bid for the same; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PARIS, 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 Buster Paving, a Division of APAGTexas, Inc., for the furnishing and delivery of Hot Mix Cold Laid Asphalt, Type "B" (Fine Base), Material for use in the Street Division of the Public Works Department, in the amount of $32.25 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 lth day of February, 2002. Michael J. Pfiester, Mayor ATTEST: Mattie Cunningham, City Clerk APPROVED AS TO FORM: Larry W. Schenk, City Attorney MEMORANDUM To: Michael Malone, City Manager From: Terry Townsend, Director of Public Work~ Subject: Bid Tabulation and Recommendation Date: February 6, 2002 The following bid was received at a bid opening on Tuesday, February 5, 2002 at 3 p.m., for Hot Mix Cold Laid Asphalt, Type "B" (Fine Base) Material. 1.) Buster Paving P.O. Box 278 Brasheaz, Texas 75420 32.25 per ton I am recommending the bid of $32.25 per ton from Buster Paving be accepted for Hot Mix Cold Laid Asphalt, Type "B" (Fine Base) Material. These funds aze budgeted in 2001-2002. TT/as RECEIVED Bm FoxM FEB 0 5 2002 CITY 11Q~A~,~R PARIS. TEXAS To: Mayor and City Council, City of Paris 135 1" SE P. 0. Box 9037 Paris, Texas 75461 From: ;~;ar laving, a Uiiiision ot APAC•Tezas, laa. of Bidder) Re: Fumishing and delivering, Aot Mix Cold Laid Asphalt, Type "B" (Fine Base) Material Pursuant to and in compliance with your bid specifications for furnishing and delivery of Hot Mix Cold Laid Asphalt, Type "B" (Fine Base) Material, we bid the following: Hot Mix Cold Laid Asphalt, Type "B" (Fine Base) Material will be furnished and delivered for the price of: perton r-oB P1j,61.1c c.,oa,rs stEv,rc ceN~aq gy; Titte: P2~ s ia~~~r Dated the of AtO't , 2002. INSTRUCTIONS TO BIDDER Place completed bid form in a sealed envelope addressed as shown on bid form. Cleazly mazk on the outside of the envelope "Sealed Bid: Aot Mix Cold Laid Asphalt, Type "B" (Fine Base) Material" and retum to the Office of the City Manager, City of Paris, 135 1" SE, P. 0. Box 9037, Paris, Texas 75461 no later than 3:00 P.M. on Tuesday, February 5, 2002 at which time all bids will be publicly opened at the City of Paris City Hall Building, 135 1" SE, Paris, Texas, read aloud, tabulated and refeaed to the City Council for considenrion.