Title
CONSIDERATION AND AWARDING OF BID 1617-10A FOR THE PURCHASE OF PLANT MIX ASPHALT FOR THE STREET MAINTENANCE AND STORMWATER DIVISIONS.
1. SUPERPAVE ASPHALT
A. SUPERPAVE ASPHALT TYPE - S-3, ZONES 1-5 AND BATCH PLANT
B. SUPERPAVE ASPHALT - TYPE S-4, ZONES 1-5 AND BATCH PLANT
C. SUPERPAVE ASPHALT - TYPE S-5, ZONES 1-5 AND BATCH PLANT
Cancellation
a. CANCELLATION - COST PER MILE PER TRUCK
b. CANCELLATION -COST PER LOAD PER TRUCK
2. EMULSIFIED ASPHALT, TYPE SS-1 OR EQUAL
A. DELIVERED AND APPLIED
B. PICKUP AT PLANT
3. CONTAINER PATCH MIX
A. PICKUP AT PLANT (LESS THAN 50 CONTAINERS/BAGS)
B. 50 POUND BAGS DELIVERED (MINIMUM CONTAINERS/BAGS)
C. BULK PICKUP AT PLANT
D. BULK (TONS) DELIVERED (25 TON MINIMUM)
Body
BACKGROUND: The City of Norman's Street Maintenance Program utilizes the following asphalt materials on a regular basis throughout the year:
Superpave Type S-3, Type S-4 and Type S-5 is a base/surface course material with an aggregate gradation or blend of the mix containing larger aggregate with added modified polymers. These modified asphalt materials have qualities of compressive strength and increased shear resistance, and are used either as a base material or as pavement surface course material, per City of Norman Standard Specifications for paving of streets.
Emulsified Asphalt, Type SS-1 is for tack coat application on existing pavement surfaces and prime coat application on non-cohesive soil subgrade.
Container Patch Mix - Densely graded cold patch mix for pothole patching. For surface course asphalt concrete mix, use insoluble asphalt cement, for base courses, use binder asphalt cement.
With the exception of Emulsified Asphalt and Container Patch Mix all other materials are hot mix-hot applied and they are bid on the basis of dollars per ton delivered to the job site. These bid prices are adjusted for zone delivery as follows:
Zone Delivery of Asphalt Materials
ZONE 1 - Centerline of i-35 to western City Limits.
ZONE 2 - South right-of-way line of Robinson Street to northern City limits, centerline I-35 to right-of-way of 60th Avenue East.
ZONE 3 - South right-of-way line of Alameda Street to northern City limits, east right-of-way line of 60th Avenue East to eastern City limits.
ZONE 4 - South right-of-way line of Alameda Street to southern City limits, east right-of-way line of 60th Avenue East to eastern City limits.
ZONE 5 - South right-of-way line of Robinson Street to southern City limits, centerline I-35 to right-of-way line of 60th Avenue East.
Zone delivery bid prices have been specified since FYE 1985 and it has resulted in more competitive bid prices.
DISCUSSION: Bid 1617-10A opened on December 15, 2016, for asphalt materials. Funding for these materials is available in account numbers listed below. Container Patch Mix is a cold patch material that is utilized during times of inclement weather or emergency situations to make immediate repairs to pavement when hot mix asphalts are not available.
Bid term is for (2) years commencing February 01, 2017 after the date of award by City Council with adjustments in material price to be updated every four (4) months as outlined in the schedule below or until 30 days after notice has been given by the City of Norman of its desire to terminate the contract. The four (4) month price updating was implemented due to the constant fluctuation of the price of oil and discussion with the material suppliers. The suppliers could not give a single annual bid price that was not high due to this uncertainty. This method will ensure the best unit price based on current markets. The lowest unit price received for the four (4) month period will be the first call for material.
ADJUSTMENT SCHEDULE DATES
June 1, 2017
October 1, 2017
February 1, 2018
June 1, 2018
October 1, 2018
FUNDING SOURCES
Street Division - Asphalt/Asphalt Materials (010-5021-431.33-02) - $295,000
Storm Water Division - Asphalt/Asphalt Materials (010-5022-431.33-02) - $10,000
Capital Improvement Projects FYE 2017 (various project numbers within each account)
Rural Roads Improvement (Bond) (050-9371-431.61-01) - $400,000
Asphalt Pavement Maintenance (050-9511-431.63-01) - $833,877
Asphalt Paver Patching (050-9692-431.63-01) - $271,000
Force Account Drainage (050-9906-451.63-01) - $135,000
Rural Road Improvements (050-9696-431.63-01) - $400,001
RECOMMENDATION: Staff recommends Bid 1617-10A be awarded to the low bidder as shown in the bid tabulation. It is further recommended that the bid be awarded to a first alternate and a second alternate, when available so that the material will be available when the primary bidder cannot deliver it.