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Item 4B Item 4B M E M O R A N D U M (April 18, 2017) To: Shana Yelverton, City Manager From: Rob Cohen, Director of Public Works Subject: Award a contract for Concrete Services to Manning Concrete Sawing (primary) and Apex Concrete Construction Inc. (secondary) in an amount not to exceed $975,000 Action Requested: Award a contract for Concrete Services to Manning Concrete Sawing (primary) and Apex Concrete Construction Inc. (secondary) in an amount not to exceed $975,000. Background Information: The City’s Public Works Department requires the services of a concrete contractor for the repair of, and the placement of, new concrete pavement, curb and gutter, sidewalks, retaining walls, drainage flumes, and other concrete structures throughout the year in order to maintain City streets and drainage infrastructure in good condition. The City’s Streets & Drainage Division is historically the largest consumer of these services and utilized Manning Concrete Sawing most recently to complete numerous Town Square enhancements including the installation of concrete intersections and valley gutters for improved drainage, replacement of handicap ramps for ADA compliance, and re-pouring of new sidewalks at Journey, Altr’d State, and Starbucks to eliminate tripping hazards caused by foundation settling. In order to obtain competitive pricing on concrete services, the City of Southlake partnered with the City of Grapevine and solicited sealed bids for a total of forty five (45) concrete service line items to City standards. The City of Southlake took the lead on this Request for Bids (RFB). This proposal included requirements from each of the cities. By combining these individual city services together under on contract, we all benefit from the expanded purchasing power. Item 4B On February 24, 2017, the City of Southlake received sealed bids for RFP No. RFP1701B200TS170002. Four vendors submitted bids for these products. An internal committee reviewed the bids for overall best value including company’s years in business, services provided, relevant work history with other municipalities, previous work history with Southlake, customer service, number of trained employees and equipment, and unit pricing. Weight Scoring Factor 35% Vendor Category Pricing 30% Vendor experience providing required services 30% Vendor ability to provide required services 5% Vendor past experience with City Table 1 - Scoring Matrix Based on the scoring matrix, two of the four bidders are being recommended for award of a contract: Manning Concrete Sawing (primary) and Apex Concrete Construction Inc. (secondary). Awarding of a secondary vendor will allow each of the cities to ensure concrete services can be provided at all times. The secondary vendor will provide services if the primary is unable to provide service in a timely fashion. They will provide “back-up” services as required. Financial Considerations: The contract awards will be for one (1) year with an additional four (4) year optional renewals. Funding for concrete services is budgeted in the annual FY2017 Public Works Streets Operating budget and annual Capital Improvements Program (CIP). Following are the City’s past expenditures for concrete services. Fiscal Year Expenditures FY 2014 $ 981,868 FY 2015 $ 821,691 FY 2016 $ 714,843 FY 2017 to date $ 413,358 Strategic Link: The award of these contracts links to the City’s strategy map relative to the focus area of Infrastructure. The specific corporate objectives that are met by these services are to (B2) collaborate Item 4B with select partners to implement service solutions and (F2) invest to provide and maintain high quality public assets. Citizen Input/ Board Review: N/A Legal Review: City Attorney reviewed original bid documents as to form. Alternatives: City Council may approve or deny this contract award. Supporting Documents: Attachment A: Contract Award to Manning Concrete Sawing Attachment B: Contract Award to Apex Concrete Construction Inc. Attachment C: Bid Tabulation Form Attachment D: Evaluation Matrix Staff Recommendation: Award a contract for Concrete Services to Manning Concrete Sawing (primary) and Apex Concrete Construction Inc. (secondary) in an amount not to exceed $975,000. Staff Contact: Rob Cohen, Director of Public Works Cristina McMurray, M.P.A, C.P.M, Deputy Director of Public Works/Operations March 9, 2017 Manning Concrete Sawing PO Box 123566 Fort Worth, Texas 76121 Attn: Mr. Henry Manning Subject: Notification of Contract Award for Concrete Services for City of Southlake RFP1701B200TS170002 Dear Mr. Manning: The City of Southlake is pleased to inform you that Manning Concrete Sawing of Fort Worth, Texas is the Primary awarded vendor for “Concrete Services for City of Southlake RFP1701B200TS170002”. The award and this agreement are based on your proposal submission, copy enclosed. This is a multiple vendor award contract. Your company is the Primary vendor for this contract. This award was approved by the City of Southlake City Council on __________. The terms and conditions proposed and accepted in this agreement are as follows: Line Items Awarded All items Primary Vendor per department needs. Payment Terms: Net 30 days (Unless otherwise noted – such as pre- and/or partial payment) Estimated Quantities: The City does not guarantee to purchase any minimum or maximum quantity but does contemplate purchasing the awarded items exclusively during the term of the contract from the successful vendors. Method of Payment: Shall be made by City procurement card or purchase order Delivery Terms: FOB Destination Delivery Locations: Vendor Delivery or City employee pick-up. Term of Contract: The term of awarded contract shall remain in effect for twelve months from date of initial City Council approval and is eligible for up to four (4) one (1) year annual renewals. City Contact: Tim Slifka 817-748-8312 Send all billing to: City of Southlake 1400 Main Street, Suite 440, Accounts Payable Southlake, TX 76092 or via email to accountspayable@ci.southlake.tx.us Other Charges: The City of Southlake is a tax exempt municipal corporation and is exempt from all federal, state, and local sales taxes. All other specifications, terms and conditions shall be as provided in the original procurement documents. No other attachments to or in response to this agreement will be accepted unless approved in writing by the Purchasing Manager or an authorized representative of the City of Southlake. Thank you for participating in our procurement process. Please call 817-748-8312 with any questions. Sincerely, Tim Slifka, CPPO, CPPB Purchasing Manager City of Southlake 1400 Main Street, Suite 440 Southlake, Texas 76092 tslifka@ci.southlake.tx.us Attest: ________________________ Fax: 817-748-8010 L o r i P a y n e , T R M C Contract and Award Accepted: City Secretary Signed: ____________________ Date: ______________ Approved as to Form and Legality: Mayor Laura Hill _____________________ City of Southlake City Attorney March 9, 2017 Apex Concrete Construction Inc. Concrete Sawing 1080 Katy Road Keller, Texas 76244 Attn: Mr. Danny Porter Subject: Notification of Contract Award for Concrete Services for City of Southlake RFP1701B200TS170002 Dear Mr. Porter: The City of Southlake is pleased to inform you that Apex Concrete Construction Inc. Concrete Sawing Keller, Texas is the Secondary awarded vendor for “Concrete Services for City of Southlake RFP1701B200TS170002”. The award and this agreement are based on your proposal submission, copy enclosed. This is a multiple vendor award contract. Your company is the Secondary vendor for this contract. This award was approved by the City of Southlake City Council on __________. The terms and conditions proposed and accepted in this agreement are as follows: Line Items Awarded All items Secondary Vendor per department needs. Payment Terms: Net 30 days (Unless otherwise noted – such as pre- and/or partial payment) Estimated Quantities: The City does not guarantee to purchase any minimum or maximum quantity but does contemplate purchasing the awarded items exclusively during the term of the contract from the successful vendors. Method of Payment: Shall be made by City procurement card or purchase order Delivery Terms: FOB Destination Delivery Locations: Vendor Delivery or City employee pick-up. Term of Contract: The term of awarded contract shall remain in effect for twelve months from date of initial City Council approval and is eligible for up to four (4) one (1) year annual renewals. City Contact: Tim Slifka 817-748-8312 Send all billing to: City of Southlake 1400 Main Street, Suite 440, Accounts Payable Southlake, TX 76092 or via email to accountspayable@ci.southlake.tx.us Other Charges: The City of Southlake is a tax exempt municipal corporation and is exempt from all federal, state, and local sales taxes. All other specifications, terms and conditions shall be as provided in the original procurement documents. No other attachments to or in response to this agreement will be accepted unless approved in writing by the Purchasing Manager or an authorized representative of the City of Southlake. Thank you for participating in our procurement process. Please call 817-748-8312 with any questions. Sincerely, Tim Slifka, CPPO, CPPB Purchasing Manager City of Southlake 1400 Main Street, Suite 440 Southlake, Texas 76092 tslifka@ci.southlake.tx.us Attest: ________________________ Fax: 817-748-8010 L o r i P a y n e , T R M C Contract and Award Accepted: City Secretary Signed: ____________________ Date: ______________ Approved as to Form and Legality: Mayor Laura Hill _____________________ City of Southlake City Attorney CITY OF SOUTHLAKE Department Finance for PW BID TABULATION FORM Proposal Due:2/24/2017 RFP#1701B200TS170002 Form Prepared By: Tim Slifka for Public Works Name of Vendor Date Prepared: 3-7-2017 APEX CONCRETE CONSTRUCTION INC. FORT WORTH CIVIL CONSTRUCTORS, LLC. MANNING CONCRETE SAWING SAZ GLOBAL INC. dba SAZ INFRASTRUCTURE Contact Name:DANNY PORTER AUSTIN ALUMBAUGH HENRY MANNING SABEEL FATEHDIN Contact Number: 817-454-1995 817-562-2292 817-991-9483 469-500-3232 Physical Address: 1080 KATY ROAD KELLER, TEXAS 76244 1675-B SO. MAIN STREET KELLER, TEXAS 76248 PO BOX 123566 FORT WORTH, TEXAS 76121 PO BOX 797822 DALLAS, TEXAS 75379 ITEM Description: Item 1. 4" Thick (1-500SF) (Flatwork to Perform all Concrete Work/ NO REMOVAL OR DISPOSAL 6.00$ 32.74$ 4.97$ 9.95$ Item 2. 6" Thick (1-500SF) (Flatwork to Perform all Concrete Work/ NO REMOVAL OR DISPOSAL 7.80$ 47.22$ 7.85$ 11.58$ Item 3. 8" Thick (1-500SF) (Flatwork to Perform all Concrete Work/ NO REMOVAL OR DISPOSAL 8.75$ 62.04$ 8.03$ 12.15$ Item 4. 4" Thick (500 and up SF) (Flatwork to Perform all Concrete Work/ NO REMOVAL OR DISPOSAL 5.50$ 16.37$ 4.88$ 9.90$ Item 5. 6" Thick (500 and up SF) (Flatwork to Perform all Concrete Work/ NO REMOVAL OR DISPOSAL 7.50$ 23.61$ 7.60$ 10.90$ Item 6. 8" Thick (1-500SF) (Flatwork to Perform all Concrete Work/ NO REMOVAL OR DISPOSAL 8.50$ 31.02$ 9.93$ 11.90$ Item 7. 4" Thick (1-500SF) (Flatwork to Perform all Concrete Work/ INCLUDING REMOVAL AND DISPOSAL 8.50$ 42.74$ 7.29$ 15.75$ Item 8. 6" Thick (1-500SF) (Flatwork to Perform all Concrete Work/ INCLUDING REMOVAL AND DISPOSAL 10.80$ 58.22$ 10.50$ 17.75$ Item 9. 8" Thick (1-500SF) (Flatwork to Perform all Concrete Work/ INCLUDING REMOVAL AND DISPOSAL 12.50$ 74.04$ 13.30$ 19.90$ Item 10. 4" Thick (500 and up SF) (Flatwork to Perform all Concrete Work/ INCLUDING REMOVAL AND DISPOSAL 8.50$ 25.37$ 7.73$ 15.50$ Item 11. 6" Thick (500 and up SF) (Flatwork to Perform all Concrete Work/ INCLUDING REMOVAL AND DISPOSAL 10.00$ 33.61$ 10.20$ 17.25$ Item 12. 8" Thick (1-500SF) (Flatwork to Perform all Concrete Work/ INCLUDING REMOVAL AND DISPOSAL 12.25$ 42.02$ 12.88$ 19.25$ Item 13.Exposed Aggregate Finish 8.95$ 18.52$ 12.30$ 13.00$ Item 14.Colored Concrete 8.95$ 14.81$ 12.30$ 14.00$ Item 15.Stamped Concrete 11.75$ 20.37$ 12.30$ 20.00$ Item 16.Installation of brick pavers and truncated domes - LABOR ONLY 4.25$ 17.00$ 3.90$ 10.00$ Item 17.Wall footings -$ 988.00$ 1.12$ 425.00$ Item 18. 6” thick, Vertical Retaining Wall (to Perform all concrete work) For projects of 1-2’ High Wall 22.00$ 51.85$ 20.22$ 70.00$ Item 19. 6” thick, Vertical Retaining Wall (to Perform all concrete work) For projects of 2’-3' High Wall 25.00$ 77.78$ 21.35$ 80.00$ Item 20. 6” thick, Vertical Retaining Wall (to Perform all concrete work) For projects of 3-4'’ High Wall 30.00$ 69.48$ 22.47$ 100.00$ Item 21. 8” thick, Vertical Retaining Wall (to Perform all concrete work) For projects of 1-2’ High Wall 24.00$ 104.22$ 23.59$ 75.00$ Item 22. 8” thick, Vertical Retaining Wall (to Perform all concrete work) For projects of 2’-3' High Wall 27.00$ 141.04$ 24.72$ 85.00$ Item 23. 8” thick, Vertical Retaining Wall (to Perform all concrete work) For projects of 3-4'’ High Wall 32.00$ 141.04$ 25.84$ 92.00$ Item 24. 1' thick, Vertical Retaining Wall (to Perform all concrete work) For projects of 1-2’ High Wall 30.00$ 103.70$ 26.96$ 80.00$ Item 25. 1' thick, Vertical Retaining Wall (to Perform all concrete work) For projects of 2’-3' High Wall 32.00$ 155.56$ 28.09$ 90.00$ Item 26. 1' thick, Vertical Retaining Wall (to Perform all concrete work) For projects of 3-4'’ High Wall 36.00$ 207.41$ 29.21$ 100.00$ Item 27. 0 - 100 linear feet of 6” curb and 18” gutter. NO REMOVAL OR DISPOSAL 28.00$ 78.90$ 21.06$ 36.50$ Item 28. 101-500 linear feet of 6” curb and 18” gutter. NO REMOVAL OR DISPOSAL 25.00$ 70.52$ 20.08$ 34.22$ Item 29. 501 - 1,000 linear feet of 6” curb and 18” gutter. NO REMOVAL OR DISPOSAL 25.00$ 55.41$ 19.77$ 32.22$ Item 30. 1001 - 1,500 linear feet of 6” curb and 18” gutter. NO REMOVAL OR DISPOSAL 23.00$ 45.33$ 18.34$ 30.81$ Item 31. 1,501- 3,000 linear feet of 6” curb and 18” gutter. NO REMOVAL OR DISPOSAL 23.00$ 40.30$ 19.55$ 30.81$ Item 32. 0 - 100 linear feet of 6” curb and 18” gutter. INCLUDING REMOVAL AND DISPOSAL 32.00$ 90.56$ 26.05$ 42.25$ Item 33. 101-500 linear feet of 6” curb and 18” gutter. INCLUDING REMOVAL AND DISPOSAL 32.00$ 84.52$ 27.50$ 38.90$ Item 34. 501 - 1,000 linear feet of 6” curb and 18” gutter. INCLUDING REMOVAL AND DISPOSAL 30.00$ 68.41$ 23.59$ 41.75$ Item 35. 1001 - 1,500 linear feet of 6” curb and 18” gutter. INCLUDING REMOVAL AND DISPOSAL 30.00$ 57.33$ 21.35$ 35.75$ Item 36. 1,501- 3,000 linear feet of 6” curb and 18” gutter. INCLUDING REMOVAL AND DISPOSAL 28.00$ 51.30$ 20.22$ 35.00$ Item 37.Unclassified Excavation and Disposal 18.00$ 35.00$ 12.00$ 22.00$ Item 38.Four Inch (4”) French Drain Installation 17.00$ 26.00$ 20.00$ 100.00$ Item 39.Six Inch (6”) French Drain Installation 22.00$ 29.00$ 30.00$ 110.00$ Item 40.Eight Inch (8”) French Drain Installation 24.00$ 34.00$ 40.00$ 115.00$ Item 41.Manhole Ring and Lid Adjustment Labor Only 100.00$ 1,550.00$ 20.00$ 300.00$ Item 42.Water Valve Adjustment Labor Only 100.00$ 1,160.00$ 20.00$ 180.00$ Item 43.Other Vendor Charges -$ 1,450.00$ -$ 120.00$ MOBILIZATION PER EACH -$ SPRINKLER/IRRIGATION REPAIR/RELOCATION Item 44.Other Vendor Charges -$ 225.00$ -$ 2.00$ CONCRETE PUMPING IF REQUIRED PER HOUR IN THE EVENT SUBBASE TREATMENT IS REQUIRED ON PAVEMENT ADD-ON TO BASE PRICE OF EACH ITEM Item 45.Other Vendor Charges -$ 55.00$ TOPSOIL PER CY Item 46.TOTAL ONE SERVICE ALL ITEMS 955.50$ 7,806.36$ 729.04$ 2,732.99$ Item 47.First Year Escalation Percentage 4.00%4.00%2.00%4.00% Item 48.Second Year Escalation Percentage 3.00%4.00%2.00%4.00% Item 49.Third Year Escalation Percentage 3.00%4.00%2.00%4.00% Item 50.Fourth Year Escalation Percentage 3.00%4.00%2.00%4.00% Item 51.First Year Renewal 993.72$ 8,118.61$ 743.62$ 2,842.31$ Item 52.Second Year Renewal 1,023.53$ 8,443.36$ 758.49$ 2,956.00$ Item 53.Third Year Renewal 1,054.24$ 8,781.09$ 773.66$ 3,074.24$ Item 54.Fourth Year Renewal 1,085.86$ 9,132.34$ 789.14$ 3,197.21$ Total: $ 5,112.85 $ 42,281.76 $ 3,793.95 $ 14,802.76 NOTE TO PURCHASING MANAGER: 2.00 FEE ADDED TO EACH ITEM AS REQUIRED. SEE ITEM # 44 NOT INCLUDED IN TOTAL Request award to PRIMARY Manning Concrete Sawing, SECONDARY Apex Concrete Construction Inc. for the following reason(s): ________ Low Bid ________ Delivery Time _X_ Other _BEST VALUE_ EVALUATION MATRIX Fill in solicitation number here Points to be awarded:65 ("$EVALPOINT") Raw Points Enter Offeror Name Below Evaluation Received APEX CONCRETE CONSTRUCTION INC 35.88 51.257 FORT WORTH CIVIL CONSTRUCTORS, LLC 16.40 23.429 MANNING CONCRETE SAWING 45.50 65.000 SAZ GLOBAL INC., dba SAZ INFRASTRUCTURE 28.55 40.786 Lowest Raw Evaluation 16.40 ("$LOWEVAL") Highest Raw Evaluation 45.50 ("$HIGHEVAL") Lowest and best price receives maximum points. Points to be awarded:35 Offeror Offer Points APEX CONCRETE CONSTRUCTION INC $5,112.85 33.908 FORT WORTH CIVIL CONSTRUCTORS, LLC $42,281.76 3.141 MANNING CONCRETE SAWING $3,793.95 35.000 SAZ GLOBAL INC., dba SAZ INFRASTRUCTURE $14,802.76 25.887 Lowest Price $3,793.95 [$LOWOFFER] Highest Price $42,281.76 $HIGHOFFER FINAL SCORE: This portion of the worksheet is used to determine the award based on evaluation points and price points. POINTS Offeror Evaluation Price Total RECOMMENDATION APEX CONCRETE CONSTRUCTION INC 51.257 33.908 85.165 FORT WORTH CIVIL CONSTRUCTORS, LLC 23.429 3.141 26.569 MANNING CONCRETE SAWING 65.000 35.000 100.000 Recommend Award SAZ GLOBAL INC., dba SAZ INFRASTRUCTURE 40.786 25.887 66.673 PRICES: This portion of the matrix is used to determine evaluation points based on the lowest and best responsive price submitted. EVALUATION SCORES: This portion of the matrix is used to determine evaluation points based on the the evaluation of the responses received. Highest evaluation score receives maximum number of points. Fields in red are variable. All others are computed. RFP1701B200TS170002 Page 1