Exhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement and Compliance
ACM: David Gaines
DATE: September 15, 2020
SUBJECT
Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation,
authorizing the City Manager, or his designee, to utilize a contract through an interlocal agreement with
Tarrant County, for the purchase of High Performance Asphalt Cold Mix Patch Material, as awarded by
Tarrant County Bid RFB #2019-264; providing for the expenditure of funds therefor; and providing an
effective date (File 7445 – awarded to Austin Asphalt, Inc. and Texas Materials Group, Inc., dba TexasBit,
in the not-to-exceed amount of $400,000).
INFORMATION /BACKGROUND
This is an annual price agreement for the purchase of High Performance Asphalt Cold Patch Material. The
asphalt cold mix is used when hot mix asphalt is unavailable, especially during inclement weather. The
Water and Wastewater Departments also use this material to patch utility cuts until a permanent asphalt
repair can be made. The cold patch can be useful for emergency repairs because it allows the street to be
opened back up to vehicular traffic much sooner. Austin Asphalt and TexasBit have multiple plants in
different locations in the Dallas and Fort Worth Area. The proximity of the plants will allow the Street
Department the convenience of being able to pick-up the cold mix instead of having it delivered.
Historically, the City has spent an average $200,000 annually on High Performance Asphalt Cold Patch
Material.
In lieu of competitive bidding, items and services may be purchased through such agreements as the
agreements have already been bid by the sponsoring entity or agency. The City of Denton is part of an inter-
local agreement with Tarrant County and several other cities in the area. By doing this as a cooperative
effort, the combined purchasing usage of these entities was utilized to realize competitive pricing and
reduced administrative costs of individual bidding.
The agreement, RFB #2019-264, is twelve (12) months, effective October 31, 2019, with two (2) options
for renewal periods of twelve (12) months. This RFB will expire on October 31, 2022.
Pricing obtained through Tarrant County has been competitively bid and meets the statutory requirements
of Texas Local Government Code 271.102.
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On June 16, 1998, Council approved the interlocal agreement with the Tarrant County (Ordinance 1998-
175).
RECOMMENDATION
Award a contract with Austin Asphalt, Inc. and Texas Materials Group, Inc., dba TexasBit, for the purchase
of High Performance Asphalt Cold Mix Patch Material, in the not-to-exceed amount of $400,000.
PRINCIPAL PLACE OF BUSINESS
Austin Asphalt, Inc
Irving, TX
Texas Materials Group, Inc., dba TexasBit
Irving, TX
ESTIMATED SCHEDULE OF PROJECT
This contract will expire between Tarrant County, Austin Asphalt, Inc. and Texas Materials Group, Inc.,
dba TexasBit on October 31, 2022.
FISCAL INFORMATION
These items will be funded through the using department’s budget on an as needed basis. The City will only
pay for services rendered and is not obligated to pay the full contract amount unless needed.
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: Pricing Sheet
Exhibit 3: Ordinance
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Daniel Kremer, 940-349-7193.
Legal point of contact: Mack Reinwand at 940-349-8333.