Commissioners Court Meeting

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Meeting Date:	05/23/2022
Award Multiple Contracts for Bid No. 2022-013 Road Construction Material
Submitted for:	Joe Lopez	Submitted By:	Joe Lopez
Department:	Purchasing

Subject:

Discussion and possible action to award the following annual contracts, effective June 1, 2022 through September 30, 2023 and to further authorize the Webb County Judge to execute all independent contractor and vendor agreements and any other matters incident thereto.

Bid No. 2022-013 Contract for Road Construction TXDOT Flexible Base Material/Type F Pit Run Caliche & Fill Dirt (Item I, II, III, IV):

Emperor Services, Sierra Dump and Backhoe Services

Item Description	Emperor Bid Prices	Sierra Bid Prices

Item I - Type E TxDot Approved Flexible Base
per cubic yard when weekly Diesel price per gallon is $2.500 - 3.499	$17.95	$52.50
per cubic yard when weekly Diesel price per gallon is $3.500 - 4.499	$18.25	$53.75
per cubic yard when weekly Diesel price per gallon is $4.500 ≥	$19.70	$54.75

Item II - Type A Grade 1-2 TxDot Approved
per cubic yard when weekly Diesel price per gallon is $2.500 - 3.499	$17.95	$29.10
per cubic yard when weekly Diesel price per gallon is $3.500 - 4.499	$18.25	$32.00
per cubic yard when weekly Diesel price per gallon is $4.500 ≥	$19.70	$33.75

Item III - Type F Pit Run Caliche
per cubic yard when weekly Diesel price per gallon is $2.500 - 3.499	$16.58	$28.13
per cubic yard when weekly Diesel price per gallon is $3.500 - 4.499	$17.95	$29.37
per cubic yard when weekly Diesel price per gallon is $4.500 ≥	$18.90	$29.75

Item IV - Fill Dirt
per cubic yard when weekly Diesel price per gallon is $2.500 - 3.499	$19.75	$20.25
per cubic yard when weekly price per gallon is $3.500 - 4.499	$20.45	$21.50
per cubic yard when weekly Diesel price per gallon is $4.500 ≥	$21.10	$23.50

Bid No. 2022-013 Contract for Road Construction – Item V - LRA Premix Type D Cold Mix: Vulcan Construction Materials (Sole Bidder)

Item Description	Bid Price plus fuel surcharge fees
Item V - LRA Premix Type D Cold Mix
price per ton delivered to locations	7210 E. Saunders $97.45

SWD Fuel Surcharge Table

Fuel Price
$3.25 - $3.24	1%	$4.75 - $4.84	16%	$6.25 - $6.34	31%
$3.35 - $3.44	2%	$4.85 - $4.94	17%	$6.35-$6.44	32%
$3.45-$3.54	3%	$4.95-$5.04	18%	$6.45-$6.54	33%
$3.55-$3.64	4%	$5.05-$5.14	19%	$6.55-$6.64	34%
$3.65-$3.74	5%	$5.15-$5.24	20%	$6.65-$6.74	35%
$3.75-$3.84	6%	$5.25-$5.34	21%	$6.75-$6.84	36%
$3.85-$3.94	7%	$5.35-$5.44	22%	$6.85-$6.94	37%
$3.95-$4.04	8%	$5.45-$5.54	23%	$6.95-$7.04	38%
$4.05-$4.14	9%	$5.55-$5.64	24%	$7.05-$7.14	39%
$4.15-$4.24	10%	$5.65-$5.75	25%	$7.15-$7.24	40%
$4.25-$4.34	11%	$5.75-$5.84	26%	$7.25-$7.34	41%
$4.35-$4.44	12%	$5.85-$5.94	27%	$7.35-$7.44	42%
$4.45-$4.54	13%	$5.95-$6.04	28%	$7.45-$7.54	43%
$4.55-$4.64	14%	$6.05-$6.14	29%	$7.55-$7.64	44%
$4.65-$4.74	15%	$6.15-$6.24	30%	$7.65-$7.74	45%

Bid No. 2022-013 Contract for Road Construction – Item VI – MS-2 (5,600 gal. per order): Martin Asphalt Company (Sole Bidder)

Item Description	Bid Price
Item VI - MS-2 (5600 gallons per order)
per 5600 gallons when weekly Diesel price per gallon is $2.500 - 3.499	$2.94
per 5600 gallons when weekly Diesel price per gallon is $3.500 - 4.499	$2.94
per 5600 gallons when weekly Diesel price per gallon is $4.500 ≥	$3.04

Bid No. 2022-013 Contract for Road Construction – Item VII – Water 130 BBL: Emperor Services (Sole Bidder)

Item Description	Bid Price
Item VII - Water 130 BBLS
per 130 BBLS when weekly Diesel price per gallon is $2.500 - 3.499	$450.00
per 130 BBLS when weekly Diesel price per gallon is $3.500 - 4.499	$485.00
per 130 BBLS when weekly Diesel price per gallon is $4.500 ≥	$515.00

Background:

Excerpt from Addendum #1 dated April 28, 2022 reference Testing & Inspection requirements:

Except as described below, the original bid document remains unchanged. The bid documents are modified and/or clarified, as follows:

1. Form A - #3 Testing and Inspections is modified as follows:

Testing and Inspection: Sampling and testing procedures shall conform to the requirements of the Texas Department of Transportation – Flexible Base Selection and Information Guide (Materials & Tests Division – Soils & Aggregates Section). After official award by Commissioner Court but prior to execution of contract, awarded Vendor(s) will be required to submit a Proctor Test with the minimum of the following three major conclusive tests as follows: 1.) Atterberg Limits 2.) Sieve Analysis and 3.) Wet Ball Mill test for all flexible or aggregate base materials as requested by this formal solicitation.

Testing will be performed by an independent testing laboratory designated by the Webb County Purchasing Agent or his designee. Vendors will be required to notify and coordinate with the Webb County Road and Bridge Director or his designee when testing of any / all construction materials so both parties are on site / pit location during the sampling by independent testing laboratory personnel. One copy of the proctor test report shall be submitted to the Webb County Road & Bridge Superintendent and one to the Purchasing Agent.

Webb County through its Road and Bride Director reserves the right to test flexible base and aggregate base material of all types during the term of the contract to be conducted as “surprise spot checks” without notice and Webb County shall be provided access to enter property where construction materials are located/pit location with independent testing laboratory personnel to retrieve samples for testing at County’s expense. Negative test results may be grounds to terminate contract, if not rectified immediately, at the discretion of Commissioner’s Court through official action.

Previous Court Action:

To terminate Bid No. 2022-04 annual contracts for road materials for convenience pursuant to terms and conditions of annual contract.

Fiscal Impact

Budget Account Number:	N/A
Funding Source:	N/A
Balance:	N/A
Financial Impact:
N/A

Attachments
Bid Tab 2022-013 Road Construction Material