SUBJECT
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Consideration to award contract FY24-076 for the supply of Tack Coat Emulsified Asphalt Oil used for street paving projects to:
Anderson Columbia, Weslaco, Tx. as the Primary Vendor: $375,000.00 annually.
Ergon Asphalt & Emulsions, Inc. Jackson, Ms. as the Secondary Vendor: $100,000.00 annually.
The term of this contract shall be for a period of one year and may be extended for three, additional one year periods. All materials will be purchased on an as needed basis. Funding is available in General Fund-Public Works Department and construction project budgets.
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PREVIOUS COUNCIL ACTION
None
BACKGROUND
The City went out on formal bid solicitations through Cit-E-Bid for awarding a contract for the supply of Tack Coat Emulsified Asphalt Oil used in street paving, street construction, and general repair projects for all City departments. Two submitted Ergon Asphalt & Emulsions, Inc. Jackson, Ms. & Anderson Columbia, Weslaco, Tx. Ergon Asphalt & Emulsions was the lowest based on the unit cost per gallon but there is a special condition for F.O.B. plant for the purpose of low bid determination which a mileage rate of $1.00 Dollar per each mile from Public Works compound to the Vendor’s plant is to be added to the unit price. Staff is recommending awarding the second lowest Anderson Columbia as the cost per gallon is less picking up material from that location. The term of this contract shall be for a period of one year and may be extended for three, additional one year periods.
Price Summary:
Vendor: Ergon Asphalt & Emulsions
Location/Miles: Corpus Christi, Tx./136
Rate $1.00/mile: $136
Unit Price/gal: $2.85
Environmental Fee/gal: $0.00150
Unit Price/gal w/mileage: $138.8515
Vendor: Anderson Columbia
Location/Miles: Laredo, Tx./4.1
Rate $1.00/mile: $4.10
Unit Price/gal: $5.00
Unit Price/gal w/mileage: $9.10
COMMITTEE RECOMMENDATION
None
STAFF RECOMMENDATION
recommendation
It is recommended that this contract be approved
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Fiscal Impact
Fiscal Year: 2024
Budgeted Y/N?: Yes
Source of Funds: Construction Project Budget
Account #: 101-2730-532-3014.
Change Order: Exceeds 25% Y/N: Click or tap here to enter text.
FINANCIAL IMPACT:
The purpose of this contract is to establish prices for the commodities or services
needed, should the City need to purchase these commodities or services. The City's
obligation for performance of an annual supply contract beyond the current fiscal year
is contingent upon the availability of appropriated funds from which payments for the
contract purchases can be made. If no funds are appropriated and budgeted during
the next fiscal year, this contract becomes null and void