Agenda Item Wording:
title
Authorization to establish a contract with Jaxon Enterprises (dba Deer Creek Asphalt) by piggybacking on the County of Tulare Contract No 1905 for Hot Mix Asphalt, Contract No 1902 for 3/8” Cold Mix Asphalt, and Contract No 1904 for ½” Cold Mix Asphalt at a total amount not to exceed $400,000 annually.
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Deadline for Action: 8/7/2023
Submitting Department: Public Works
Contact Name and Phone Number:
Wyndi Ferguson, Public Works Manager, wyndi.ferguson@visalia.city, 713-4186
Nick Bartsch, Public Works Director, nick.bartsch@visalia.city, 713-4052
Department Recommendation:
Staff recommends that City Council authorize the City Manager to establish a contract with Jaxon Enterprises (dba Deer Creek Asphalt) by piggybacking on the County of Tulare Contract No 1905 for the purchase of Hot Mix Asphalt, Contract No 1902 for the purchase of 3/8” Cold Mix Asphalt, and Contract No 1904 for ½” Cold Mix Asphalt at an amount not to exceed $400,000 annually from the Gas Tax (111) Funds. This contract may be renewed, by mutual consent, for an additional two (2) one (1) year terms.
Background Discussion:
Within the City’s 36-square mile jurisdiction, the Street Maintenance division maintains approximately 500 miles of streets. Maintaining the streets is done with several different procedures, including, but not limited to, thin skin patches, minor overlays, dig outs, and pothole patching. These procedures all utilize either hot or cold mix asphalt material.
As a government entity, the City of Visalia can “piggyback” on various contracts at pre-negotiated contract pricing. In May of 2023, the County of Tulare solicited bids for 3/8” and 1/2” Cold Mix and 1/2” Hot Mix Asphalt material. In June 2023, the County awarded their FY2023/2024 asphalt contracts to Jaxon Enterprises (dba Deer Creek Asphalt). These contracts contain specific language stating that piggybacking is allowed, the material specifications are as per CalTrans specifications, and the Deer Creek Asphalt plant located southeast of Porterville is within the mileage parameters set in previous City of Visalia asphalt material contracts.
Fiscal Impact:
Funding for the purchase of asphalt material is available in the various Street Maintenance Capital Improvement Projects budgeted in the Gas Tax (111) as follows:
Gas Tax (111) Fund - Street Maintenance Projects:
• CP8351 - Hot Patching
• CP9094 - Pave Outs
• CP9508 - Dig Outs
• CP9515 - Pot Hole Patching
• CP9520 - Thin Skin Patch
• CP9525 - Minor Asphalt Overlays
Staff will coordinate with Finance to determine if any funds not spent within the associated CIP will be rolled to the next fiscal year’s CIP or released to the fund balance.
Alternatives:
Deny the request to piggyback and have the Finance Department issue a formal Request for Bids for the purchase of this material.
Recommended Motion (and Alternative Motions if expected):
recommendation
I move to authorize the establishment of a contract with Jaxon Enterprises (dba Deer Creek Asphalt) by piggybacking on the County of Tulare Contract No 1905 for Hot Mix Asphalt, Contract No 1902 for 3/8” Cold Mix Asphalt, and Contract No 1904 for ½” Cold Mix Asphalt at a total amount not to exceed $400,000 annually. This contract may be renewed, by mutual consent, for an additional two (2) one (1) year terms.
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Attachments:
County of Tulare Contract No 1902
County of Tulare Contract No 1904
County of Tulare Contract No 1905