AGENDA CAPTION:
Title
Consider approval of Resolution 2026-209R, approving the award of an Indefinite Delivery Indefinite Quantity contract to Westhill Paving, Inc., for pavement repair services for the Public Works Department in the annual amount of $1,000,000.00 with the option for two one-year renewals; authorizing the City Manager, or her designee, to execute the appropriate documents related to this contract and renewals on behalf of the city; and declaring an effective date.
Body
Meeting date: November 17, 2026
Department: Public Works
Amount & Source of Funding
Funds Required: $1,000,000.00
Account or Project Number (C = CIP funds): Various Accounts
Funds Available: Yes
Account Name: Repairs / Improvements
Fiscal Note:
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City Council Strategic Initiative: [Please select from the dropdown menu below]
Public Safety, Core Services & Fiscal Excellence
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Comprehensive Plan Element (s): [Please select the Plan element(s) and Goal # from dropdown menu below]
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N/A Land Use + Community Design and Character - Choose an item.
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Yes Core Services
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Background Information:
This contract will provide pavement repair services for the Public Works Department on an as-needed basis, including restoration of streets, curbs, and sidewalks following main breaks and other utility repairs in City rights-of-way. The scope includes, but is not limited to, the repair, rehabilitation, and reconstruction of City streets and related roadway infrastructure, including asphalt and concrete pavement, sidewalks, and pavement markings. Typical work includes milling, base repair, hot mix asphalt concrete (HMAC) placement, cold patch repair, and concrete flatwork. Individual locations will be assigned through Indefinite Delivery Indefinite Quantity (IDIQ) Work Orders at the unit prices established in the contract. The initial contract term is 365 calendar days from the Contract Effective Date, with the option for up to two (2) additional one-year renewals or until funds are exhausted.
On September 10, 2026, the City received six (6) bids in response to Invitation for Bid #2026-050, Pavement Repair IDIQ. The apparent low bid from Allbrite Constructors of Texas, Inc. was rejected as non-responsive because the bid bond was not submitted on the form included in the IFB, as required by Section 4 of the Instructions to Bidders. The next lowest responsive and responsible bidder is Westhill Paving, Inc., of San Marcos, Texas, with a bid of $646,974.00 based on estimated quantities.
The requested not-to-exceed amount of $1,000,000.00 per year is consistent with the estimated annual construction volume advertised in the IFB, for a total not-to-exceed value of $3,000,000.00 over the base period and both renewal periods. Because the timing and quantity of pavement work cannot be predicted in advance, the not-to-exceed amount provides capacity to issue Work Orders as needs arise. The City is not obligated to spend the full amount, and all work will be paid at the bid unit prices.
Council Committee, Board/Commission Action:
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Alternatives:
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Recommendation:
Staff recommends approval.