Item 4D - Award of Bid 1516-07 for Asphalt RepairsCITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
STAFF REPORT
AGENDA ITEM # 40
JANUARY 11,2016
AGENDA ITEM: Bid No. 1516-07 for Asphalt Repairs
Douglas E. Layton, PE f) SUBMITTED BY:
Public Works Director --X
Decem ber 18, 2015 ~ DATE:
BACKGROUND:
Contractor
Total Bid
BUDGET:
The purpose of this work Is to select a Contractor to perform small,
miscellaneous asphalt work. This work is primarily repairs to street surfaces after
repair of utility lin es. The actual quantity of work to be performed under this
contract is unknown. As needs are determined the work will be performed at the
bid unit prices.
The contract is for a 5 year period with the bids evaluated for an estimated
1 year usage . The Contractor must hold his prices for the entire 5 year
duration but is allowed to opt out of the agreement at the end of year 3 or
4. The City may cancel the purchase order at any time.
I
8 firms were sent Invitation s to bid. 3 bids were received on December 16, 2015
as shown in the table below. Bids were evaluated based on the sum of the cost
of 1 of each of the types of repa irs anticipated. The low bid rece ived was
submitted by Tom's Asphalt Repairs, Inc.
$12,172 was expended in FY 14/15 for similar work .
All Pro Asphalt DT Services, inc. Tom's Asphalt
Repairs, Inc
$10 .71 $16.95 $9.00
The FY 15/16 budget includes a total of $38,000 for asphalt repairs under
multiple line items including stormwater, streets, water and sewer accounts .
RECOMMENDATION:
Award a Purchase Order to Tom 's Asphalt Repairs , Inc. under the terms of bid
1516-07.
ATTACHED: List of invited Bidders
Bid Tabulation & Analysis
Bid Specifications
REVIEWED BY: --1?. (/t&n d"(b<1
Nelson Van Liere, City Manager
Company N ame:
All Pro Asphalt
AP AC Southcst, In c.
DT Serv ices
Gruhn May. Inc.
K udzue 3 T m cking
Tom 's Aspha lt Repairs, In c.
tom s asgha lt@ ao l. com
Warren 's Asphal t
List of Vendors Notified of
Bid Opening
Bid 1516-07
Annual Contract for Asphalt Repairs
Bid Opening Date: Dec . 16, 2015
Method of Notification:
Fax
Fax
Pax
Fax
Fax
E-Mai l
Notified through p lan room o r C it y site
ACI~NDA ITEM# 4.D
JANUARY 11 ,2016
Contact Information:
355-1467
288-6301
78 1-7007
269-0679
904-384-9638
Stan Mi ll er,
Wayne Wan·en
Al l b id sol ici tatio ns arc p os ted to th e C ity 's web s ite at www.coab.us/bi ds, c-ma ile d o r faxed to potential
bidders, and advertised in the Financial News & Daily Record http://www.jaxdail vrecord.com/. For more
exposure, a d s typicall y r un in thi s publication o n Wednesday's, as this i s the same date that the City of
Jackso nville advertises t heir bids .
Most contractors are a lso member s of construction p la n roo ms, where they arc not ified via e -mai l of projects
withi n thei r experti se. Bidders may a lso s u bscribe to C ity e-mail s, where they arc auto maticall y notified v ia e-
mail of bids posted within th e c ategori es t hey c hose to s ubscribe to.
Bid 1516-07
Required Documents
Submission in Triplicate-All Documents
Document Requirements Checklist
Bid Form
Insurance Certificate
References -3
Business Tax Receipt
Drug Free Workplace
Public Entity Crimes Statement
New Vendor Information Form
W-9 Form
Written Confirmation of Adenda
Overlay one (1) inch thick-Price per sq. ft.
Overlay two (2) inch thick-Price per sq. ft.
Patch up to two (2) inches thick -Price per sq.
ft.
Saw cut and patch up to two (2) inches thick-
Price per sq. ft.
TOTAL COST OF ALL SERVICES
City of Atlantic Beach
Asphalt Repairs, Annual Contract
December 16,2015
All Pro Asphalt D.T. Services, Inc.
X X
X X
X X
X X
X X
NO X
X X
X X
NO X
X X
N/A N/A
$0.99 $2.85
$1.50 $3.10
$3.25 $5.00
$4.97 $6.00
$10.71 $16.95
Award of Bid based on Department Analysis and Commission Approval
Tom's Asphalt Repairs, Inc.
X
X
X
X
X
X
X
X
X
X
N/A
$1.70
$2.15
$2.40
$2.75
$9.00
CITY OF ATLANTIC BEACH
PURCHASING DEPARTMENT
800 SEMINOLE ROAD
ATLANTIC BEACH, FLORIDA 32233
(904) 247-5880
REQUEST FOR BID
CONTRACT-ASPHALT REPAIRS FOR THE PUBLIC WORKS DEPT.
1. Resulting Contract
AGENDA ITEM# 4D
JANUARY 11, 2016
BID NUMBER 1516-07
It is the intention of the City of Atlantic Beach to retain one asphalt repair contractor for
asphalt repairs to City streets.
Any agreement or contract resulting from acceptance of a bid shall be on forms either
supplied by, or approved by, the City and shall contain, as a minimum, applicable provisions
of the Request for Bid. The City reserves the right to reject any agreement that does not
conform to the Request for Bid and any City requirements for agreements and contracts.
2. Renegotiation
During the contract period, the City reserves the right to restate and/or renegotiate with
the asphalt contractor such additions, deletions, or changes to the contract as may be
necessitated by law or changed circumstances. In the event that the City and the contractor
cannot come to mutual agreement and negotiation on any such addition, deletion or change,
that portion of the contract concerning the services in the addition, deletion or change shall
be terminated.
3. Contractor Contract Performance
During the contract period, the Public Works Director or his designee, shall assess the
asphalt repair contractor's performance on the contract and reserves the right to inspect
the contractor's work, materials and methods during any specific project. In the event of a
breach of the contract by the contractor or unsatisfactory performance as assessed by the
Public Works Director, or if the contractor performs in a manner that precludes the City
from administering its functions in an effective and efficient manner, and if, after (3 0) days
following written notice to the contractor, the City will be authorized to cancel the contract,
thereafter reserving the right to proceed against the contractor for any and all damages
permitted by law arising from said breach. The contractor shall not be held responsible for
any failure determined to the satisfaction of the Public Works Director to be due to any
action or inaction on the part of the City.
4. Tax Identification Number
Bidder must note Federal Employer J.D. Number on Bid Summary Form. The City's Federal
Employer J.D. Number is 59-60000267.
REQUEST FOR BID
CONTRACT-ASPHALT REPAIRS FOR THE PUBLIC WORKS DEPT.
Page 2 of 4
II. BID SCOPE
1. Intent and Duration
It is the intent of the City to select one asphalt repair contractor to provide repair
work needed for the City's Public Works Department. The objectives are to obtain
the best repair services while minimizing cost to the City.
AGENDA ITEM #4D
JANUARY 11, 2016
The period of the contract for asphalt repair services shall commence on the contract date
and shall terminate five (5) years after the date of commencement. The contractor may
cancel the contract at the end of the 3rd or 4th anniversary year, without cause, upon six (6)
months prior written notice to the City.
Prices, terms and conditions shall remain firm through this contract period unless modified
or canceled in accordance with the provisions of the bid.
2. Bid Forms
Bids are to be submitted on the attached Bid Summary Form or copies thereof.
Bids will not be considered unless they are submitted on this form.
a. It shall be assumed that asphalt repair services which are offered, meet or exceed the
requirements as stated in the Bid. This Bid Invitation presents the City's requirements
under proposed methods of operation. Responses to this request should address these
requirements.
b. All work and materials shall be done in conformity with the appropriate standards.
3. Minimum Qualifications
a. Minimum five (5) years experience for all types of asphalt work.
b. Submit at least three (3) references from companies for whom the bidder has
completed work during the past 12 (twelve) months, of a comparable size and nature as
this project.
4. Volume ofWork
No warranty or guarantee is given or implied as to the types, quantities or location of
services that will actually be required.
REQUEST FOR BID
CONTRACT-ASPHALT REPAIRS FOR THE PUBLIC WORKS DEPT.
Page 3 of 4
5. Award Criteria
AGENDA ITEM #4D
JANUARY 11, 2016
The bid award will be based on the lowest sum of the unit prices furnished on the asphalt
repair Bid Summary Form and positive references.
III. GENERAL REQUIREMENTS
The City intends to apply very strict requirements for timely and accurate additions and
more specific requirements as will be necessary.
1. The City's Right to Use Other Contractors
The City reserves the right to provide for additional services from other asphalt repair or
other type contractors, if the City so deems necessary. If the City elects to exercise this
right, the contract covered by the bid shall remain in effect as regards all terms, agreements
and conditions without penalty or diminution of ongoing asphalt repair services as
contained therein and previously provided by the successful contractor in this bid.
2. Payment for Services
Payment will be based on work completed in accordance with the unit prices furnished on
the asphalt Bid Summary Form. Invoices shall reference the proper City purchase order
number, location of repair and call out number. The total amount of an invoice shall be paid
within 14 days upon receipt.
3. Notification of Project
Subsequent to notification of a project, the contractor shall commence no later than five
(5) working days after receipt of a purchase order. If an emergency condition exists, the
contractor shall respond as quickly as reasonably possible.
4. Asphalt Specifications
Asphalt must meet the requirements of City of Jacksonville Standard Specifications Section
115, including mix temperature at time of application. Asphalt not meeting the
temperature range requirements will be accepted only with the specific
authorization of the City Inspector.
REQUEST FOR BID
AGENDA ITEM# 4D
JANUARY 11, 2016
BID NUMBER 1516-07
CONTRACT-ASPHALT REPAIRS FOR THE PUBLIC WORKS DEPT.
Page 4 of 4
BID SUMMARY FORM
This bid will be based on unit prices per square foot. All debris is to be removed from job site by
contractor. Areas to be repaired will be filled with limerock by City crews to a level with existing
asphalt. Contractor will remove between 1:lfz to 2 inches oflimerock to accomplish repairs and
return removed material to the city yard and put in the limerock pile.
CLEANING: Prior to the laying of the mixture, the surface of the base or pavement to be covered
shall be cleaned of all loose and deleterious material by the use of power brooms or blowers,
supplemented by hand brooming where necessary.
PATCHING AND OVERLAYS: Where a surface course is constructed on an existing pavement or old
base which is irregular, the existing surface shall be brought to proper grade and cross section by
the application of patching or leveling courses.
COATING SURFACES OF CONTACTING STRUCTURES: All structures which will be in actual contact
with the asphalt mixture, with the exception of the vertical faces of existing pavements and curbs or
curb and gutter, shall be painted with a uniform coating of asphalt cement to provide a closely
bonded, watertight point.
TYPE S-3 or Type II ASPHALT REQUIRED
Overlay one inch (1") thick: $ _______ Per Square Foot
Overlay two inches (2") thick: $. _______ Per Square Foot
Patch up to two inches (2") thick: $ _______ Per Square Foot
Saw cut and patch up to two inches (2") thick: $ _______ Per Square Foot
BIDDER'S INFORMATION:
By: ______________ ___
BIDDER Name, Title
BIDDER ADDRESS SIGNATURE
CITY, STATE AND ZIP CODE TITLE
BUSINESS TELEPHONE BUSINESS FAX
DATE EMAIL