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HomeMy WebLinkAboutPR 16080: PROVIDING & HAULING OF SOILS CONTRACT PUBLIC WORKS DEPARTMENT COUNCIL ACTION MEMO TO Stephen B. Fitzgibbons, City Manager FROM Ross E. Blackketter P.E., Director of Public Works SUBJECT P.R. #16080 — Providing and Hauling of Soils Contract DATE 31 August 2010 RECOMMENDATION: It is recommended that the City Council approve Proposed Resolution No. 16080 authorizing the 2nd year (V renewal) of the contracts for the providing and hauling of materials to J. M. Kaufman, Mid County Materials and Construction, and Carla's Transport Services, Inc. These services will be provided on an AS- NEEDED BASIS. BACKGROUND: This is 2nd year (1 renewal) of an annual contract for the providing and hauling of materials for the Public Works Department and other City departments. Historically, the City landfill, the Streets Division, and Parks Department have been the major users of this service. The first year of these contracts were awarded to J. M. Kaufman for the hauling of hot -mix asphaltic concrete, Mid County Materials and Construction for the hauling and providing of top soil, and Carla's Transport Services, Inc. for the hauling of materials (Limestone, Cement - stabilized Sand, and Concrete Debris /Rubble). The contracts included the stipulation that each year's unit price would be adjusted according to the Consumer Price Index category "Transportation ". This reflects a 4.44% based on the June 2009 and June 2010 (most recent month available) values. The price increases are shown on the attached contracts for this year's renewal. Each contractor is not guaranteed any minimum amount of work under these contracts. BUDGETARY /FISCAL EFFECT: Funds are provided in the Public Works Budget and other departmental budgets. EMPLOYEE /STAFF EFFECT: Acceptance of this recommendation will have no effect on staffing levels at this time. SUMMARY It is recommended that the City Council approve Proposed Resolution No. 16080, authorizing the 2nd year (1 renewal) of the contracts for the providing and hauling of materials to J. M. Kaufman, Mid County Materials and Construction, and Carla's Transport Services, Inc. These services will be provided on an AS- NEEDED BASIS. , z3 /-/A Ross E. Biackketter, P.E. Director of Public Works REB /reb S:\ engineer \Documents \Contracts \Soils and Hauling \Matls Hauling CAM- 10.docx 1 P.R. 16080 08/31/10 reb RESOLUTION NO. A RESOLUTION AUTHORIZING THE 2 YEAR (1 RENEWAL FOR THE CONTRACTS BETWEEN THE CITY OF PORT ARTHUR AND J. M. KAUFMAN, MID COUNTY MATERIALS AND CONSCTRUCTION, AND CARLA'S TRANSPORT SERVICES, INC. FOR PROVIDING AND HAULING OF MATERIALS ON A UNIT COST BASIS, WITH PRICES ADJUSTED ACCORDING TO THE TRANSPORTATION CONSUMER PRICE INDEX. FUNDING IS AVAILABLE IN ACCOUNT NO. 403 - 1274 - 533.59 -02. WHEREAS, the City requires the services of a contractor to provide and haul materials for various projects within the different departments; and, WHEREAS, on September 8, 2009, the City entered into a one year agreement with the option to renew for two (2) additional years with J. M. Kaufman for the hauling of hot -mix asphaltic concrete, with Mid County Materials and Construction for the hauling and providing of top soil, and with Carla's Transport Services, Inc. for the hauling of materials (Limestone, Cement - stabilized Sand, and Concrete Debris /Rubble); and, WHEREAS, the prices will be indexed by using the Consumer Price Index category "Transportation ", which reflects a 4.44% for this year, said unit price increase is shown in this year's agreements, attached as Exhibits "A" through "C "; 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 the second year of a contract attached hereto as Exhibit "A" with J. M. Kaufman for the hauling of hot -mix asphaltic concrete, the second year of a contract attached hereto as Exhibit "B" with Mid County Materials and Construction for the hauling and providing of top soil, and the second year of a contract attached hereto as Exhibit "C" with Carla's Transport Services, Inc. for the hauling of materials (Limestone, Cement - stabilized Sand, and Concrete Debris /Rubble), with the subsequent year's P.R. 16025 Page 2 prices of each contract adjusted according to the Consumer Price Index category "Transportation "; 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. 2010 at a meeting of the City of Port Arthur, Texas by the following vote: AYES: Mayor Councilmembers: Noes: Mayor ATTEST: City Secretary APPROVED FOR ADMINISTRATION: APPROVED AS TO AVAILABILITY OF FUNDS: if 1 Stephen B. Fitzgibbons Deborah Echols, CPA City Manager Director of Finance Ross E. Blackketter, P.E. Shawna Tubbs Director of Public Works Purchasing Manager S:\ engineer \Documents \Contracts \Soils and Hauling \PR16080.docx APPROVED AS TO FORM: 17A CITY ATTORNE EXHIBIT A CONTRACT FOR HAULING OF MATERIALS THIS AGREEMENT, made this 07 day of September , 2010, 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 3. M. Kaufman a(n) Individual herein acting Individual, firm, partnership, or corporation by and through James Kaufman 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. Pursuant to Resolution No. 09 -401, the City entered into a one -year contract with the option of renewal for two additional years. The parties hereby agree to exercise said option for a second year. 2. The term of this Contract shall be from 07 September 2010 to 07 September 2011. It shall be renewable by mutual agreement for one (1) additional one - year periods. Prices quoted for the first year of the contract were firm, and shall be indexed for the next two (2) years using the Consumer Price Index category "Transportation ". Each subsequent yearly contract renewal shall require approval of the City Council. 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. 4. The CONTRACTOR agrees to perform all the work described in the Specifications and contract documents and comply with the terms therein for unit prices as stated below: HAULING OF MATERIALS Item Unit Cost Full Partial HMAC $ 5.74/TON $ 8.36/TON Z: \engineer \Documents \Soils and Hauling \Kaufman Hauling Contract- 10.doc WAIT TIME (greater than 30 minutes) Item Unit Cost 30 minute wait $ 57.44/HR (wait time shall be paid in 15- minute increments after the first 30 minutes) 5. The term "Contract Documents" means and included the following: (A) Agreement (B) Advertisement for Bids (C) General Information (D) Specifications (E) Bid (F) Bidder's Information Sheet 6. This Agreement shall be binding upon all parties hereto and their respective heirs, executors, administrators, successors, and assigns. 6. IN WITNESS WHEREOF, the parties hereto have executed, or caused to be executed by their duly authorized officials, the Agreement in two (2) copies, each of which shall be deemed an original on the date first above written. OWNER CONTRACTOR BY: BY: City Manager Stephen B. Fitzgibbons James Kaufman Printed Name Printed Name Z: \engineer \Documents \Soils and Hauling \Kaufman Hauling Contract- 10.doc EXHIBIT B CONTRACT FOR PROVIDING AND HAULING OF SOILS THIS AGREEMENT, made this 7 day of September , 2010, 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 Mid - County Land Co, Ltd, DBA Mid County Materials and Construction a(n) Partnership herein acting by and through Mark S. Vernon Individual, firm, partnership, or corporation 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. Pursuant to Resolution No. 09 -400, the City entered into a one -year contract with the option of renewal for two additional years. The parties hereby agree to exercise said option for a second year. 2. The term of this Contract shall be from 07 September 2010 to 07 September 2011. It shall be renewable by mutual agreement for one (1) additional one - year periods. Prices quoted for the first year of the contract were firm, and shall be indexed for the next two (2) years using the Consumer Price Index category "Transportation ". Each subsequent yearly contract renewal shall require approval of the City Council. 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. 4. The CONTRACTOR agrees to perform all the work described in the Specifications and contract documents and comply with the terms therein for unit prices as stated below: SOILS DELIVERED WITHIN THE CITY OF PORT ARTHUR Item Unit Cost Top Soil $ 6.27/CY SOILS PICKED UP BY CITY OF PORT ARTHUR TRUCKS Item Unit Cost Top Soil $ 3.13/CY Z: \engineer \Documents \Soils and Hauling \Mid County Soils Contract- 10.doc 5. The term "Contract Documents" means and included the following: (A) Agreement (B) Advertisement for Bids (C) General Information (D) Specifications (E) Bid (F) Bidder's Information Sheet 6. This Agreement shall be binding upon all parties hereto and their respective heirs, executors, administrators, successors, and assigns. 6. IN WITNESS WHEREOF, the parties hereto have executed, or caused to be executed by their duly authorized officials, the Agreement in two (2) copies, each of which shall be deemed an original on the date first above written. OWNER CONTRACTOR BY: BY: City Manager Stephen B. Fitzgibbons Mark S. Vernon Printed Name Printed Name Z: \engineer \Documents \Soils and Hauling \Mid County Soils Contract- 10.doc EXHIBIT C CONTRACT FOR HAULING OF MATERIALS THIS AGREEMENT, made this 0 day of September , 2010, 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 Carla's Transport Services, Inc. a(n) Corporation herein acting Individual, firm, partnership, or corporation by and through Carla E. Finnell 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. Pursuant to Resolution No. 09 -399, the City entered into a one -year contract with the option of renewal for two additional years. The parties hereby agree to exercise said option for a second year. 2. The term of this Contract shall be from 07 September 2010 to 07 September 2011. It shall be renewable by mutual agreement for one (1) additional one year periods. Prices quoted for the first year of the contract were firm, and shall be indexed for the next two (2) years using the Consumer Price Index category "Transportation ". Each subsequent yearly contract renewal shall require approval of the City Council. 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. 4. The CONTRACTOR agrees to perform all the work described in the Specifications and contract documents and comply with the terms therein for unit prices as stated below: HAULING OF MATERIALS Item Unit Cost Full Partial Limestone $ 4.44/TON Negotiable Cement - stabilized Sand $ 4.44/TON Negotiable Concrete Debris /Rubble $ 4.70/TON Negotiable Response time: 12 hours or 1 day Z: \engineer \Documents \Soils and Hauling \Carlas Hauling Contract- 10.doc WAIT TIME (greater than 30 minutes) Item Unit Cost 30 minute wait $ 57.44/HR (wait time shall be paid in 15- minute increments after the first 30 minutes) 5. The term `Contract Documents" means and included the following: (A) Agreement (B) Advertisement for Bids (C) General Information (D) Specifications (E) Bid (F) Bidder's Information Sheet 6. This Agreement shall be binding upon all parties hereto and their respective heirs, executors, administrators, successors, and assigns. 6. IN WITNESS WHEREOF, the parties hereto have executed, or caused to be executed by their duly authorized officials, the Agreement in two (2) copies, each of which shall be deemed an original on the date first above written. OWNER CONTRACTOR BY: BY: City Manager Stephen B. Fitzgibbons Carla E. Finnell Printed Name Printed Name Z: \engineer \Documents \Soils and Hauling \Carlas Hauling Contract- 10.doc