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Consent 1.
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| Brentwood City Commission Agenda |
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| Information |
| Subject |
| Resolution 2022-48 - Authorizing an Agreement with Four Star Paving, LLC for Annual Roadway Repairs and Improvements. |
| Background |
With the expiration of the current Roadway Repairs and Improvements contract approaching on June 30, 2022, Public Works has solicited bids for annual roadway repairs and improvements. The majority of the work under this contract is for the City's Annual Asphalt Resurfacing Program. Additional services covered under the paving contract can include smaller work elements, such as storm drainage improvements, sidewalk/bikeway repairs and construction, and ADA retrofits all contained within the CIP and Annual Public Works Department budget. The contract is structured to provide unit prices for the types of repair and improvement work that is typically undertaken by the City on a routine or annual basis.
After publicly advertising for bids for a period of six weeks, bids were received on April 12, 2022. Only two bids were received, with the lowest aggregate bid being $3,955,990.61 from Four Star Paving, LLC. of Nashville, Tennessee.
The unit quantities included in the bid form are estimated amounts for each repair or improvement the City may perform throughout the year. They are used for comparison purposes only, in order to determine the lowest-cost bidder using items and quantities representative of actual work. Not all bid items or quantities will be utilized in the course of the contract period. The contract provides that the City is not obligated to the dollar amount of the contract, and the actual amount spent in a year will be based solely on the amount of work issued and authorized by the City. This approach provides the City the advantages of competitive pricing and the flexibility to expand or contract the scope of work as needed throughout the year.
The bids received were as follows (bid tab attached):
| Company Name |
Bid Amount |
| Four Star Paving, LLC |
$3,955,990.61 |
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| Sessions Paving Co. |
$4,114,179.51 |
The agreement, copy attached, includes an option to extend the contract for four additional years if the City and the Contractor mutually agree to the extension on a year-by-year basis. Because of the volatility of asphalt prices, staff has included a provision in this contract that allows the price of asphalt mix to vary based on the TDOT AC index, which is published monthly. Use of this index is standard practice in the industry. Prior to FY 2019, staff required a fixed price which resulted in contractors inflating their bids to financially protect themselves against loss during the contract period. The timing of this bid aligned with historically high asphalt costs, and as those costs hopefully begin to come down, the use of the index will allow us to take advantage of those cost savings relative to the bid amount. Given experience, it is staff's opinion that using the TDOT AC Index is prudent and appropriate.
The FY 2023 Budget includes a total of $2,600,000 in Capital Improvements for Annual Roadway Repairs and Improvements. There are also several other line items that work from this contract could be performed under. The total amount approved may or may not be used in its entirety, and each project will be priced according to the unit pricing in the attached agreement.
Staff, along with Sullivan Engineering, Inc., agree that the contract for the 2022-2023 season should be awarded to Four Star Paving, LLC as the lowest and most qualified bidder (see attached letter of recommendation).
Please direct any questions to the Public Works Director. |
| Staff Recommendation |
Staff, along with Paul Collins, our representative from Sullivan Engineering, Inc. recommend the contract be awarded to Four Star Paving, LLC as the lowest and most qualified bidder.
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| Fiscal Impact |
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| Fiscal Impact: |
The following projects and funding are included in the proposed FY 2023 budget. It is unlikely the full amount for all these projects will be expended. The actual amount expended will be solely dependent on the work authorized by the City based upon the unit pricing included in this contract.
| FY 2023 Street Resurfacing |
2,600,000 |
| FY 2023 Minor Street Repairs |
$50,000 |
| ADA Retrofits |
$285,000 |
| Storm Drainage Work |
$200,000 |
| Bike and Pedestrian Work |
$50,000 |
| Guardrail Repair |
$5,000 |
| Total Contract Allowance |
$3,190,000 |
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