Exhibit 1-Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Materials Management
CM: Todd Hileman
DATE: November 7, 2017
SUBJECT
Consider adoption of an ordinance accepting competitive proposals and awarding a contract for Crack
Sealing Services for the City of Denton Street Department; providing for the expenditure of funds therefor;
and providing an effective date (RFP 6540-awarded to American Pavement Solutions, Inc. in the three (3)
year not-to-exceed amount of $1,026,000).
BACKGROUND
Crack sealing is accomplished by sealing surface cracks to prevent moisture from penetrating into the sub-
grade and causing pavement failure. Crack sealing is a preventive maintenance tool that saves tax dollars
by delaying or preventing costly street reconstruction. This process extends the life of the pavement and is
completed before the Micro Seal Program. The City of Denton Street Department will continue to use
internal staff and equipment to crack seal. The contractor will supplement City staff’s efforts, and accelerate
the preventative maintenance program. A list of streets that are planned for crack sealing services is included
as Exhibit 3.
Requests for Proposals were sent to fifty three prospective suppliers of this service. In addition,
specifications were placed on the Materials Management website for prospective suppliers to download and
advertised in the local newspaper. Three (3) proposals were received. The proposals were evaluated based
upon published criteria including performance, delivery, acceptance of standard terms and conditions, and
price. American Pavement Solutions, Inc. was ranked the highest and determined to be the best value for
the City (Exhibit 2). A Best and Final Offer was issued to all three respondents. American Pavement
Solutions reduced their pricing by $2,800 per year, resulting in a savings of $8,400 over the three (3) year
contract period.
RECOMMENDATION
Award a contract for Crack Sealing Services to American Pavement Solutions in the three year not-to-
exceed amount of $1,026,000. This amount includes a small contingency for unforeseen
maintenance/repairs/ new projects.
PRINCIPAL PLACE OF BUSINESS
American Pavement Solutions, Inc.
Green Bay, WI
City Hall
215 E. McKinney
Street
Denton, Texas
www.cityofdenton.com
ESTIMATED SCHEDULE OF PROJECT
This is an initial one (1) year contract with options to extend the contract for two (2) additional one (1) year
periods, with all terms and conditions remaining the same.
FISCAL INFORMATION
These services are will be funded from the Street department’s Materials and Supplies account#
285801.6516.
STRATEGIC PLAN RELATIONSHIP
The City of Denton’s Strategic Plan is an action-oriented road map that will help the City achieve its vision.
The foundation for the plan is the five long-term Key Focus Areas (KFA): Organizational Excellence;
Public Infrastructure; Economic Development; Safe, Livable, and Family-Friendly Community; and
Sustainability and Environmental Stewardship. While individual items may support multiple KFAs, this
specific City Council agenda item contributes most directly to the following KFA and goal:
Related Key Focus Area: Public Infrastructure
Related Goal: 2.1 Continuously improve the quality of City roadways
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: Evaluation and Ranking Sheet
Exhibit 3: Street Project List
Exhibit 4: Ordinance
Exhibit 5: Contract
Respectfully submitted:
Karen Smith, 349-7100
Purchasing Manager
For information concerning this acquisition, contact: Robin Webber at 349-7146.