HomeMy WebLinkAboutPR 21384: AUTHORIZING A CONTRACT WITH MARTIN ASPHALT COMPANY City Of r+w.n.`` l Ai1
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INTEROFFICE MEMORANDUM
Public Works Department — Administrative Division
Date: April 28, 2020
To: Ron Burton, City Manager
From: Alberto Elefano, Public Works Director
RE: P. R. No. 21384
Introduction:
Authorize a one year contract with the option to renew for two additional one year periods with
Martin Asphalt Co. of Houston, Texas. This contract will have a projected budgetary impact
of$100,000.
Background:
This is an annual contract for the purchase of asphalt, oil and emulsions that will be used by
the Streets Division for maintenance and construction.
We received bids from two vendors with Martin Asphalt as the only vendor meeting the
criteria for pick-up distance. City vehicles will pick-up the purchased materials at Martin's
facility.
Budget Impact:
The projected budgetary impact is estimated at $100,000. Funds are provided in account nos.
Public Works - Streets Division- Streets Maintenance- 001-1203-531.36-00, Capital
Improvement Fund - Capital Projects - Streets - 307-1601-591.86-00.
Recommendation:
Approve PR 21384 authorizing the City Manager to enter into an agreement with Martin
Asphalt for the first year with the option for two additional one year periods for the purchase
of asphalt, oil, and emulsion.
/aw
"The vocation of Public Works is to serve the Public"
P.R.21384
04/28/20 aw
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE
A CONTRACT WITH MARTIN ASPHALT COMPANY FOR THE FIRST
YEAR WITH OPTION TO RENEW FOR TWO ADDITIONAL ONE YEAR
PERIODS FOR THE PURCHASE OF ASPHALT, OIL AND EMULSIONS
WITH A PROJECTED BUDGETARY IMPACT OF$100,000. FUNDS ARE
AVAILABLE IN ACCOUNT NOS. 001-1203-531.36-00—PUBLIC WORKS
DEPARTMENT STREETS DIVISION—STREETS MAINTENANCE AND
CAPITAL IMPROVEMENT FUND—CAPITAL PROJECTS—STREETS—
307-1601-591.86-00.
WHEREAS,Purchasing advertised in the Port Arthur News for the annual supply contract
for the purchase of asphalt, oil and emulsions; and,
WHEREAS,two bids were received and opened on April 22,2020 for the above reference
materials,attached as Exhibit"A"and have been evaluated by Public Works and Purchasing; and,
WHEREAS, the bid from Martin Asphalt Company of Houston, Texas, was the only one
meeting the specifications and the only vendor available for pickup by City vehicles; now
therefore,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR:
THAT, the facts and opinions in the preamble are true and correct; and,
THAT, the City Manager is hereby authorized to execute on behalf of the City, the first
year of a contract between the City of Port Arthur and Martin Asphalt Company of Houston,Texas
with a projected budgetary impact of$100,000 for the purchase of asphalt, oil and emulsions with
the option of renewal for two additional one year periods in substantially the same form as attached
hereto as Exhibit"B"; and,
THAT, the purchase of these materials will be by picked up from the Port Neches facility
by City vehicles; and,
P.R.21384
04/28/20 aw
THAT, funding for these materials is provided for in account numbers Public Works
Department - Streets Division - Streets Maintenance — 001-1203-531.36-00 and Capital
Improvement Fund—Capital Projects—Streets—307-1601-5941.86-00; and,
THAT, a copy of the caption of this Resolution be spread upon the Minutes of the City
Council.
READ, ADOPTED, AND APPROVED this the day of , A.D. 2020 at
a meeting of the City of Port Arthur, Texas by the following vote:
AYES: Mayor
Councilmembers:
Noes:
Thurman"Bill"Bartie
Mayor
ATTEST: APPROVED AS TO FORM:
V4:/:
Sherri Bellard Valecia Tiz-no
City Secretary City Attorney IP
APPROVED FOR ADMINISTRATION: APPROVED AS TO AVAILABILITY OF
FUNDS: nn
Ron Burton Kandy Dani
City Manager Interim Director of Finance
Alberto Elefano Clifton Williams
Director of Public Works Purchasing Manager
P.R.21384
04/28/20 aw
Exhibit A
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P.R.21384
04/28/20 aw
Exhibit B
MATERIALS SUPPLY AGREEMENT
THIS AGREEMENT,made this day of , 2020,
by and between the City of Port Arthur, a municipal corporation organized under the laws
of the State of Texas,hereinafter called "OWNER" or "CITY" and Martin Asphalt Co. a(n)
hereinafter called "CONTRACTOR"
WITNESSETH: That for and in consideration of the payment terms, conditions
and agreements set forth herein, OWNER and CONTRACTOR agree as follows:
1. The term of this Contract renewal shall be from to . It
shall be renewable by mutual agreement for one (1) additional one-year period. Each
subsequent yearly contract renewal shall require approval of the City Council.
2. The CONTRACTOR will perform the work as delineated in the Scope of Work and
Specifications attached hereto.
3. During the term of this Contract, the Contractor will furnish at his own expense all of the
materials, supplies, tools, equipment, labor and other services necessary to connection
therewith, excepting those supplies specifically not required of Contractor in the
Specifications and Score of Work.
4. The CONTRACTOR agrees to supply the materials described in the specifications and
contract documents at the unit prices shown in the attached bid.
5. The term "Contract Documents" means and includes the following:
1) Agreement
2) Invitation to Bid*
3) General Information*
4) Specifications*
5) Bid*
6) Notice to Proceed
*These items were attached to the original letting contract. This agreement is only
included in this renewal.
6. This Agreement shall be binding upon all parties hereto and their respective heirs, executors,
administrators, successors and assigns.
7. IN WITNESS WHEREOF, the parties hereto have executed, or caused to be executed by their
duly authorized officials, this Agreement in(2 copies) each of which shall be deemed an original
on the date first above written.
I
Signed on the day of 2020
OWNER:
CITY OF PORT ARTHUR
Ron Burton, City Manager
Signed on the day of 2020
CONTRACTOR:
Martin Asphalt Co.
Representative