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Consent 2.
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| Brentwood City Commission Agenda |
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| Information |
| Subject |
| Resolution 2020-82 - Approval to Purchase Bulk Rock Salt for the 2020/2021 Winter Season, through a piggyback option of the State (TDOT's) contract. |
| Background |
For a number of years, the City of Brentwood has piggybacked off the Tennessee Department of Transportation (TDOT) contract for bulk rock salt (sodium chloride) purchase. This allows the City to obtain bulk rock salt for winter snow and ice operations at a competitive rate and maintain the flexibility to adjust our actual order volume based on our need each winter. If kept dry and free of debris accumulation, rock salt can last for a very long time.
At this time, the City stockpiles approximately 1,600 tons of rock salt in two different covered shelters. There is one large shed at the Service Center, where the Public Works Department is located, and a smaller storage shed at Fire Station #4, which is used when we are working on the east side of the City. Currently, both stockpiles are nearly full, largely due to the extremely mild winter conditions that we have experienced the past two seasons. Since our ordering needs can vary widely from season to season, selecting a volume of order for the upcoming contract period is largely an educated guess.
We believe that by allocating 600 tons of rock salt combined with our current stockpile should suit our needs, even in the event of a more challenging winter. The contract does allow for ordering up to 120% (up to 720 tons) of the allocated amount. Thankfully, this size of order on the back of TDOT's much larger anticipated volume allows us to be excused from the allocated commitment, in the event of another mild winter.
The current contract began June 1, 2020, and expires May 31, 2023. However the City is required to declare an anticipated allocated quantity each year. Therefore, this agreement is only valid until May 31, 2021. The TDOT bid price for local governments within Williamson County is $74.46 per ton, the second lowest cost of 50 participating Tennessee counties. This is a reasonable cost given that Brentwood has paid as much as $98.00 per ton in previous years.
We are requesting City Commission approval to purchase up to 720 tons of bulk rock salt from Morton Salt, Inc. through the statewide contract #66848, on an as-needed basis for $74.46 per ton, at a total cost not to exceed $53,611.20. This give us the flexibility to order between 0 and 720 tons depending on winter demands.
Please direct any questions to the Public Works Director.
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| Staff Recommendation |
| Staff recommends approval to purchase up to 720 tons of bulk rock salt from Morton Salt, Inc. through the TDOT contract #66848 on an as-needed basis, at a total cost not to exceed $53,622.20. |
| Previous Commission Action |
| A similar one-year agreement was most recently approved at the August 26, 2019, City Commission meeting. |
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| Fiscal Impact |
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| Fiscal Impact: |
| The actual expenditure may be significantly less, depending on the amount of bulk rock salt ordered throughout the entire winter season, therefore we are requesting approval for a not to exceed amount of $53,611.20. That will give us the flexibility to adjust our order between 0-720 tons, depending on the severity of winter and the amount of rock salt used. |
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