Consideration and Approval of Contract:  Approve Purchase Contract with Vulcan Materials Company for hot mix asphalt services for the City of Flagstaff Street Section.

The City of Flagstaff Street Section uses approximately 1,140 tons of hot mix asphalt per year on routine maintenance consisting of skim patching, utility cuts, and road repairs. These processes take place in both cold and warm weather. Vulcan Materials Company has provided the City with asphalt for the last several years. They have provided the appropriate gradations, mix specifications, and tonnage needed for the various street maintenance needs within an acceptable time frame.

This Spring, an Invitation for Bids was put out for a hot mix asphalt vendor as the contract with Vulcan Materials Company was at an end. One bid was received from Vulcan Materials Company.

A contract is needed to ensure that the City Street Section can adequately perform the necessary maintenance and have access year-round to the materials to do so.
 

Asphalt is budgeted within the Street Section budget in account 040-06-161-0614-6-4357 with a total budget of $136,224. These mixes are used by the Street Section for routine maintenance. The total bid amount received by Vulcan Materials Company on Planetbids for this Invitation For Bids (IFB) was $89,604.00. This amount may increase due to the amount of asphalt needed throughout the year.

COUNCIL GOAL: Transportation and Other Public Infrastructure - Deliver quality community assets and continue to advocate and implement a highly performing multi-modal transportation system.

No.

Option 1 - Award contract to Vulcan Materials Company to allow the City to continue purchasing asphalt as needed for necessary projects.

Option 2 - Reject the bid submitted by Vulcan Materials Company, in which case the Street Section would be left without a second option for a hot mix asphalt vendor.

The City of Flagstaff Streets Section uses approximately 342 tons of 3/8" asphalt mix, 684 tons of 1/2" asphalt mix and 114 tons of 3/4" asphalt mix annually.  In order to maintain the current needs for repairs in the City of Flagstaff, a contract for the various gradations of asphalt is needed. 

On June 4, 2017, an Invitation for Bid (IFB) was advertised in the Arizona Daily Sun for the purchase of various gradations of asphaltic material to be used by the Public Works department for annual maintenance activities.  This IFB was also posted on the Purchasing PlanetBids website on June 2, 2017. This contract will provide the City of Flagstaff the avenue to purchase asphalt on an as needed basis for maintenance that arises throughout the year. The IFB was closed as of June 20, 2017, at 3:00 p.m. at which time the City of Flagstaff received one bid from Vulcan Materials Company.  Their bid was responsive to the requirements set forth in the IFB and the City of Flagstaff selected this vendor to provide the services described herein.

3/8" Asphalt Mix Gradation at $83.00 per ton
1/2" Asphalt Mix Gradation at $77.00 per ton
3/4" Asphalt Mix Gradation at $75.00 per ton

- The City of Flagstaff Street Section uses approximately 1,140 tons of asphalt to maintain city roads.
- An Invitation for Bid went out and only one bid was received from Vulcan Materials Company.
- A contract for hot mix asphalt is necessary for Street Section function.
- The Street Section has previously worked with Vulcan Materials Company and has established a good, professional working relationship.

The community of Flagstaff will benefit from this contract as the Street Section will have access to hot mix asphalt for maintenance of City roads.