City of Delray Beach - File #: 18-356

• File #: 18-356
• Version: 1
• Type: Purchasing
• Status: Passed
• File created: 5/25/2018
• In control: City Commission
• On agenda: 6/19/2018
• Final action: 6/19/2018
• Title: APPROVAL OF RESOLUTION NO. 71-18 TO AWARD AN AGREEMENT WITH AUSTIN TUPLER TRUCKING, INC. FOR ROAD CONSTRUCTION MATERIALS IN A TOTAL AGREEMENT VALUE NOT-TO-EXCEED $140,000 THROUGH THE INITIAL TWO-YEAR AGREEMENT TERM
• Sponsors: Utilities Department, Public Works Department, Purchasing Department

Date	Ver.	Action By	Action	Result
6/19/2018	1	City Commission	approved

TO: Mayor and Commissioners
FROM: Marjorie Craig, P.E., Utilities Director
Susan Goebel-Canning, Public Works Director
THROUGH: Mark R. Lauzier, City Manager
DATE: June 19, 2018

Title
APPROVAL OF RESOLUTION NO. 71-18 TO AWARD AN AGREEMENT WITH AUSTIN TUPLER TRUCKING, INC. FOR ROAD CONSTRUCTION MATERIALS IN A TOTAL AGREEMENT VALUE NOT-TO-EXCEED $140,000 THROUGH THE INITIAL TWO-YEAR AGREEMENT TERM

Body
Recommended Action:
Recommendation
Motion to approve Resolution No. 71-18 to award an agreement with Austin Tupler Trucking, Inc. for road construction materials in a total agreement value not-to-exceed $140,000 through the initial two-year agreement term.

Body
Background:
On March 19, 2018, the City of Delray Beach (City) advertised Invitation to Bid (ITB) No. 2018-038 for the purchase of road construction materials used by the Utilities Department in the course of repairing water, sewer, and stormwater utilities, and by the Public Works Department for street maintenance and repairs. The ITB was viewed by 53 suppliers via BidSync. In addition to the supplier’s notified via BidSync, six local suppliers were sent an email notification inviting them to submit a bid.

The City received one bid in total, from Austin Tupler Trucking, Inc. (Austin Tupler). Hardrives, Inc. submitted a bid after the deadline and via email, so the City was unable to accept it. Staff reached out to the other five local suppliers that were invited to bid in order to gather information on why they did not bid for the agreement. Only one response was received, stating that they don’t offer the product that we’re requesting. Staff performed market research (stated below) to ensure that the City was receiving a good value, despite only receiving one bid.

Austin Tupler’s bid was for non-asphalt materials only in a total annual amount of $286,587.50 (delivered) based on the estimated annual usage. Staff re-evaluated the estimated annual usage from the bid and arrived at a lower es...