AGENDA CAPTION:
Title
Consider approval of Resolution 2023-146R, awarding an Indefinite Delivery-Indefinite Quantity Contract with Ergon Asphalt & Emulsions, Inc., Colorado Materials, Ltd., and Texas Materials for the provision of road building materials on an as-needed basis for use by multiple City departments in the estimated annual amount of $3,000,000 with the option to extend for up to four (4) one-year periods for a total contract term not to exceed five (5) years and a total estimated cumulative contract amount of $15,000,000; authorizing the City Manager, or her designee, to execute the contract on behalf of the City; and declaring an effective date.
Body
Meeting date: September 5, 2023
Department: Public Works, Sabas Avila, Director (by Veronica Bradshaw, Purchasing & Contracting Manager)
Amount & Source of Funding
Funds Required: $3,000,000 annual estimate ($15,000,000 cumulative over 5-year period)
Account Number: Not to Exceed - Various GLs (20006300.53045; 10006150.53010; 10006150.52505; among others)
Funds Available:
Account Name: N/A
Fiscal Note:
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Background Information:
On June 29, 2023, four (4) bids were received in response to Invitation for Bids (IFB) 223-115 for Road Building Materials Indefinite Delivery-Indefinite Quantity (IDIQ). Staff recommends award to the three (3) lowest responsive and responsible bidders for each of the material types in the combined estimated annual amount of $3,000,000, as follows:
• Ergon Asphalt & Emulsions, Inc., located in Austin, Texas;
• Texas Materials located Cedar Park, Texas; and
• Colorado Materials, LTD, located in New Braunfels, Texas.
Each resulting contract is subject to optional extension for up to four (4) one-year periods for a not-to-exceed contract term of five (5) years. At the estimated annual amount of $3,000,000 per year, the total estimated cumulative amount of the contracts is $15,000,000. Contract extensions will be administratively executed via formal contract amendment.
The purpose of this IDIQ contract is to provide road building and other materials on as-needed basis for the construction, repair, and maintenance of the City’s street system. This contract will serve a variety of City departments including Public Works and Utilities.
Council Committee, Board/Commission Action:
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Recommendation:
Staff recommends approval of award to the three (3) lowest responsive and responsible bidders in the combined estimated annual amount of $3,000,000, as follows:
• Ergon Asphalt & Emulsions, Inc., located in Austin, Texas;
• Texas Materials located in Cedar Park, Texas; and
• Colorado Materials, LTD, located in New Braunfels, Texas.