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CONSIDERATION AND AWARDING OF BID-2021-36 FOR THE PURCHASE OF PLANT MIX ASPHALT FOR THE STREET MAINTENANCE AND STORMWATER DIVISIONS.
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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 Interstate 35 to western City Limits.
• ZONE 2 - South right-of-way line of Robinson Street to northern City limits, centerline U.S. Interstate 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 Interstate 35 to right-of-way line of 60th Avenue East.
Zone delivery bid prices have been specified since fiscal year 1984-1985 (FYE 1985) and it has resulted in more competitive bid prices.
DISCUSSION: Bid-2021-36 was opened on January 7, 2021, 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, 2021 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 given the first call for material.
ADJUSTMENT SCHEDULE DATES
• June 1, 2021
• October 1, 2021
• February 1, 2022
• June 1, 2022
• October 1, 2022
FUNDING SOURCES
1. Street Division - Asphalt/Asphalt Materials (10550221-43302) $159,000
2. Storm Water Division - Asphalt/Asphalt Materials (10550222-43302) $4,000
3. Capital Improvement Projects FYE 2021:
a. Asphalt Pavement Maintenance (50595511-46301) $206,703
b. Asphalt Paver Patching (50596692-46301) $253,000
c. Force Account Drainage (50599906-46301) $121,000
d. Rural Roads Improvement (Bond) (50593376-46101) $700,000
e. Rural Road Improvements (50596696-46301) $400,000
RECOMMENDATION: Staff recommends Bid Number 2021-36 be awarded as follows:
• Section 1: A to Paving Materials, Inc., Moore, OK as the lowest and best bidder meeting specifications and Haskell Lemon, Oklahoma City, OK as the alternate bidder.
• Section 1: B & C to Haskell Lemon as the lowest and best bidder meeting specifications and Paving Materials, Inc. as the alternate bidder.
• Cancellation Charges - Asphalt Delivery - Section A to Haskell Lemon and Paving Materials, Inc. as the lowest and best bidder meeting specifications. Section B to Paving Materials, Inc., as the lowest and best bidder meeting specification and Haskell Lemon Construction Company as the alternate bidder.
• Section 2A: No Bidders
• Section 2B: to Haskell Lemon Construction Company as the lowest and best bidder meeting specifications and Paving Materials, Inc. as the alternate bidder.
• Section 3A & 3B: to T & C Asphalt Materials, Chandler, OK, as the lowest and best bidder meeting specifications, Crafco, Inc., Naples, TX, as the alternate bidder and Logan County Asphalt, Guthrie, OK as the tertiary bidder.
• Section 3C & 3D: to Asphalt Producers, Inc., Oklahoma City, OK, as the lowest and best bidder meeting specifications, Crafco, Inc., as the alternate bidder and Logan County Asphalt as the tertiary bidder.
We further recommend that the bid also be awarded to the secondary bidder and tertiary bidder so that the material will be available when the primary bidder cannot deliver it.