Note: Due to time limitations this item was not addressed at the December 5, 2018, City Commission meeting.
Issue Statement: In order to install asphalt speed tables during FY 19, the City needs to secure the services of an asphalt contractor through an Invitation-To-Bid.
Recommended Action: The City Commission adopt a Resolution finding Weekley Asphalt the most responsive and responsible bidder and authorizing the appropriate City officials to execute a contract and authorizing annual expenditures under contract terms up to the amount appropriated in the budget during each year of the contract.
The City advertised an Invitation-to-Bid #110918 on October 17, 2018 for asphalt concrete speed hump construction (See Exhibit A). The bid opening was conducted on November 9, 2018, with five contractors submitting bids. The bid was composed of two components; the unit price for asphalt flat top profile speed humps and a second optional component for warning signs to be placed in proximity of the speed humps (See Exhibit B). Staff determined the City was able to provide the necessary signage at a lower cost ($150) than the bids; and consequently, the selection process focused only on the unit price of the permanent speed table installation.
The awarding of the contract under the Invitation-To-Bid is based only on the unit price that was bid and checking references to ensure the ability of the bidder to provide the service and the quality of the bidder’s work. Staff made the determination under these criteria Weekley Asphalt is the most responsive and responsible bidder. Contract terms of service are for an initial three-year term, with the option to renew the Contract for three (3) additional two (2) year periods.