Item 4DCITY OF
SOUTHLAKE
MEMORANDUM
(April 5, 2011)
To: Shana Yelverton, City Manager
From: Robert H. Price, P.E., Director of Public Works
Subject: Award purchase agreement with The Lane Corporation for the
purchase of hot mix asphaltic cement
Action
Requested: Award purchase agreement with The Lane Corporation for the
purchase of hot mix asphaltic cement (HMAC)
Background
Information: The city's Street division is responsible for the maintenance of all
the public streets in Southlake. In order to repair or replace asphalt
pavement the Street division will buy several thousand tons of this
material over the course of the year. Through an interlocal
agreement with the City of Grapevine, The Lane Corporation has
agreed to honor the unit pricing offered to that city. The unit prices
under this agreement are as follows.
Type B (picked up by city) $40.00 /Ton
Type D (picked up by city) $42.50 /Ton
Delivery charge $ 0.28 /Mile
Southlake has used this vendor in the past and is satisfied with the
quality of the material and services they provide.
Financial
Considerations: Funding for the purchase of street materials is provided in the FY
2012 operating budget of the Street division.
Strategic Link: The award of this agreement links to the city's strategy map relative
to the focus areas of Performance Management and Service
Delivery. The specific corporate objective that is met by the sale is:
Improve performance of delivery and operational processes.
Citizen Input/
Board Review: N/A
Legal Review: None
Alternatives: The City Council may approve or deny the award of this contract.
Supporting
Documents: City of Grapevine HMAC bid document
Staff
Recommendation: Award purchase agreement with The Lane Corporation for the
purchase of hot mix asphaltic cement.
Staff Contact: Robert H. Price, P.E., Public Works Director
Chuck Kendrick, Asst. Director of Public Works
,V�lr G3J�J
CITY OFGRAPEVINE, TEXAS
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Purchasing Divlslon - 501 Shady Brook Dr., Grapevine, TX 75051
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Telephone: 817 - 410 -3336 Fait; 817-410,3066
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invitation to Bid 328 -2010
Bid Number: 328 -2009
ANNUAL CONTRACT FOR
ASPHALT ROAD SURFACING PRODUCTS
DUE NO LATER THAN: 2:00 P.M. ON NOVEMBER_ 6
Bids received
later than the date and time above will not be considered for an award.
BIDDERS NOTE[
Carefully read all instructions, requirements and specifications. Fill out all forms properly and completely.
Submit your bid with an ORIGINAL and THEE (3) copies. and include all appropriate supplements
andlor samples.
Please return your bid in a SCALED envelope andlor package. Be sure that the envelope indicates the Bid
Number, Bid Description, and the Date and Time of the Bid Opening.
RETURN YOUR BID TO:
City of Grapevine
Purchasing Division
501 Shady Brook Dr.
Room 108
Grapevine, Texas 76051
CITY CONTACTS:
To obtain additional information regarding
the bid specifications contact;.
Gary Roscher, Purchasing Coordinator
Telephone: 817 -410 -3336
Fax: 817- 410 -3066
Email: groscher @grapevinetexas.gov
To obtain additional information regard_ ing
bid terms or conditions contact:
Kirk Howard, Streets Manager
Telephone: 817-410-3326
Fax: 817 -410 -3051
invitation to bid 328 -2010 Annual Contract for Asphalt Road Surfacing Products Page 2
SCOPE AND INTENT OF BID:
The City of Grapevine is soliciting bids from Qualified Contractors to establish an annual contract for
Asphalt Road Surfacing Products to be ordered on an as needed basis. The work shall include all items
required and as outlined in the specifications of this bid document that are necessary to satisfactorily
complete the project. The contract will be to provide a turn -key job including all the necessary labor,
material and services required by the enclosed specifications for the successful delivery of the material or
services.
The primary objectives of this contract are:
a. To establish an annual contract that will meet or exceed the specifications listed in accordance with all
terms and conditions listed in the bid document.
BID REQUIREMENTS
In addition to submitting the required documents of this bid each bidder will be responsible for submitting
the following with their bid:
1. Cover Letter. to include signature of person authorized to bind the bidder. Include a statement
Indicating that the bid is valid for 90 days and that the bidder has the capability and available staff to
complete the project within schedule and budget.
2, References: Provide three references for similar assignments completed by or currently underway by
your company.
PRE -BID MEETING:
A pre -bid meeting will not be conducted on this bid.
Questions regarding the bid may be submitted in writing to Gary Roscher, groscher ggrapvinefexas,goy
or fax number 817- 490 -3066 or mailed to:
City of Grapevine, Texas
Purchasing Division
501 shady Brook, Room 108
Grapevine, Texas 76059
All questions concerning this bid must be submitted no later than Friday, October 30, 2009.
TERMS AND CONDITIONS:
The terms and conditions set forth in this Invitation to Bid shall be incorporated into and be a part of any
bid submitted to the City of Grapevine for the goods and/or services specified. No other terms and
conditions shall apply unless approved in writing by the City of Grapevine, Texas
FUNDING:
Funds for payment have been provided through the City of Grapevine, Texas budget approved by the City
Council for this fiscal year only. State of Texas statutes prohibit the obligation and expenditure of public
funds beyond the fiscal year for which a budget has been approved. Therefore, anticipated orders or other
obligations that may arise past the end of the current fiscal year shall be subject to budget approval.
CONFLICT OF INTEREST:
No public official shall have interest in this Invitation to Bid or any resulting contract, in accordance with
Vernon's Texas Codes Annotated, Local Government Code Title 5, Subtitle C, Chapter 171.
Invitation to bid 328 -2010 Annual Contract for Asphalt Road Surfacing Products page 3
GENERAL PRODUCT DESCRIPTIONSIPRICING:
QUOTE RE9UESTED UNIT TYPE AND PACKAGING_ ONLY:
Because the City has specific needs and storage capabilities, vendors should quote only the specific packaging and
unit type (Gallon, Pound, Case, etc.) requested. Any other type of packaging or unit quoted WILL NOT BE
CONSMERED FOR AN AWARD.
Please quote your best pricing on the following Items. All unit costs must be extended and a Grand Total
must be entered,
Invitation to bid 328-2010 Annual Contract for Asphalt Road Surfacing Products Page 11
Pst. Annual
item Descri Lion
Unit
Total Price
Hot Mix Asphaltic Concrete Pavement, Type "A", (Coarse -
1
Graded Rase Course ) Loaded on City Truck at plant
1
Ton
$ IWO i A
Hot Mix Asphaltic Concrete Pavement, Typo'S ", (Fine -
2
Graded Base Course ) Loaded on City Truck at Plan
1
Ton
$� • O�
Hot Mix Asphaltic Concrete Pavement, Type "C ", (Coarse -
p .
3
Graded Surface Course) Loaded on City Truck at plant
1
Ton
$
Hot Mix Asphaltic Concrete Pavement, Typo "D ", (Fine -
4
Graded Surface Course ) Loaded on City Truck at Plant
1
Ton
$ IC(
5
DeRvery Charges for items 1-4
1
Mile
$ 0-
GRAND TOTAL
$ YJ A
Invitation to bid 328-2010 Annual Contract for Asphalt Road Surfacing Products Page 11
BIDDERS C ERTIFICATION;
I, the undersigned, by signing the following statement agree that I have read and understand all
of the terms and conditions, specifications, and requirements contained on each page of this
Invitation to Bid. I also understand that if this proposal Is accepted by The City of Grapevine that
all of the terms and conditions, specifications, and requirements submitted in my proposal and
any additions, changes, or deletions made during negotiations will be made a part of this
proposal under a binding contract between my company and the City of Grapevine, Texas.
also certify that this proposal is made without previous understanding, agreement, or
connection with any person, firm, or corporation making a proposal for the same materials, and
is in all fair and without collusion or fraud:
OUR company is a(Check One):
Corporation ,(The bid MUST be signed by an Officer of the company)
Partnership _(The bid MUST be signed by a General Partner)
Joint Venture _(The bid MUST be signed by an Officer of the company)
Sole Proprietor ,_,(The bid MIDST be signed by the Owner)
COMPANY NAME:
COMPANY NAME (TYPED /PRINTED): - 24 LA&16 sovJ
COMPANY ADDRESS: (TYPED /PRINTED): AQ, L'C - V
CITYISTATE /ZIP(TYPED /PRINTED): RM0 LIP _ X 74 62�
PICKUP PLANT L.00ATiON:
ADDRESS (TYPED/PRINTED): 11801 1?eA9fW&S 2 �,�� �ysr ►�.' - 2'6Q
DISTANCE TO CITY OF GRAPEVINE: (TYPED /PRINTED):
AUTHORIZED COMPANY REPRESENTATIVE PLEASE SIGN BELOW:
NAME (TYPED /PRINTED): j RfU� h ,LQor ' '15 r, ka "A j�"
SIGNATURE: /
DATE: /
Your signature attests to your offer to provide the goods and/or services in this proposal
according to the published provisions of this Invitation to Bid. When an award letter is issued, it
becomes a part of this contract, Contract is not valid until a Purchase Order is issued.
Invitation to bid 328 -2010 Annual Contract for Asphalt Road Surfacing products Pago 14