|
| Information |
| TITLE: |
| Consideration and Approval of Contract: Approve a Contract for Materials and Services with Vulcan Materials Company in an amount not to exceed $118,000 for hot mix asphalt for the Street Section. |
| STAFF RECOMMENDED ACTION: |
- Approve a Contract for Materials and Services with Vulcan Materials Company in an amount not to exceed $118,000 for hot mix asphalt for the Street Section; and
- Authorize the City Manager to execute the necessary documents.
|
| Executive Summary: |
The City of Flagstaff Street Section uses approximately 1,140 tons of hot mix asphalt per year on routine maintenance consisting of skim patching, utility cuts, and road repairs. These processes take place in both cold and warm weather. Vulcan Materials Company has provided the City with asphalt for the last several years. They have provided the appropriate gradations, mix specifications, and tonnage needed for the various street maintenance needs within an acceptable time frame. This Spring, an Invitation for Bids was put out for a hot mix asphalt vendor as the contract with Vulcan Materials Company was at an end. One bid was received from Vulcan Materials Company. A Contract for Materials and Services is needed to ensure that the City Street Section can adequately perform the necessary maintenance and have access year-round to the materials to do so.
Vulcan Materials Company for the following gradations of hot mix asphalt and applicable sales tax:
- 3/8" Asphalt Mix Gradation contracted for $120.00 per ton.
- 1/2" Asphalt Mix Gradation contracted for $117.00 per ton.
- 3/4" Asphalt Mix Gradation contracted for $115.00 per ton.
- Cold Patch at $150.00 lump sum
|
| Financial Impact: |
| The purchase of hot mix asphalt is budgeted within the Street Section budget in account 040-06-161-0614-6-4357 with a total annual budget of $118,000. These mixes are used by the Street Section for routine maintenance. |
| Policy Impact: |
|
|
| Connection to PBB Priorities/Objectives, Carbon Neutrality Plan & Regional Plan: |
| Regional Plan
COUNCIL GOAL: Transportation and Other Public Infrastructure - Deliver quality community assets and continue to advocate and implement a highly performing multi-modal transportation system.
|
| Has There Been Previous Council Decision on This: |
| There has been no previous decision on the present Contract for Materials and Services. However, the same necessary request was approved by the City Council five (5) years ago for the same produces and solicitation. This is a desired contract for materials used this year by the Streets Section. |
| Options and Alternatives: |
- Award the Contract for Materials and Services to Vulcan Materials Company in an amount not to exceed $118,000 to allow the City to continue purchasing asphalt as needed for necessary projects; or
- Reject the Contract with Vulcan Materials Company, and direct staff to conduct a second formal solicitation. This is not a recommended option as it would delay the ability of the Street Section to repair streets.
|
| Background/History: |
The City of Flagstaff Streets Section uses approximately 342 tons of 3/8" asphalt mix, 684 tons of 1/2" asphalt mix and 114 tons of 3/4" asphalt mix annually. In order to maintain the current needs for repairs in the City of Flagstaff, a contract for the various gradations of asphalt is needed.
On January 15 and 22, 2023, an Invitation for Bid (IFB) was advertised by the City Procurement Department in the Arizona Daily Sun for the purchase of various gradations of asphaltic material to be used by the Public Works - Streets department for annual
maintenance activities. The IFB was also posted on the Purchasing PlanetBids website on January 3, 2023. This Contract for Materials and Services will provide the City of Flagstaff the avenue to purchase asphalt on an as needed basis for maintenance that arises throughout the year. The IFB was closed as of January 26, 2023, at 12:00 p.m. at which time the City of Flagstaff received one bid from Vulcan Materials Company. Their bid was responsible and responsive to the requirements set forth in the IFB and the City of Flagstaff selected this vendor to provide the services described herein.
3/8" Asphalt Mix Gradation at $120.00 per ton
1/2" Asphalt Mix Gradation at $117.00 per ton
3/4" Asphalt Mix Gradation at $115.00 per ton
Cold Patch at $150.00 lump sum/ton |
| Key Considerations: |
- The City of Flagstaff Street Section uses approximately 1,140 tons of asphalt to maintain city roads.
- An Invitation for Bid went out and only one bid was received from Vulcan Materials Company.
- A contract for hot mix asphalt is necessary for Street Section function.
- The City of Flagstaff Street Section has previously worked with Vulcan Materials Company and has established a good, professional working relationship.
|
| Community Benefits and Considerations: |
| The community of Flagstaff will benefit from this contract as the Street Section will have access to hot mix asphalt for maintenance of City roads. |
|
|
|