Loading...
Exhibit 1 - Agenda Information SheetCity of Denton _____________________________________________________________________________________ AGENDA INFORMATION SHEET DEPARTMENT: Procurement ACM: Cassey Ogden DATE: March 5, 2024 SUBJECT Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation, authorizing the City Manager to execute a contract with Dustrol, Inc., for street milling services for the Streets Department; providing for the expenditure of funds therefor; and providing an effective date (RFP 8368 – awarded to Dustrol, Inc., for one (1) year, with the option for four (4) additional one (1) year extensions, in the total five (5) year not-to-exceed amount of $2,500,000.00). STRATEGIC ALIGNMENT This action supports Key Focus Area: Enhance Infrastructure and Mobility. INFORMATION/BACKGROUND The proposed term contract is for street milling services. Milling is an integral part of the construction cycle of any road. It is the controlled removal of asphalt or concrete pavement to a desired depth. Milling can solve road deterioration problems like ruts and unstable asphalt, poor skid resistance, bonding quality, poor pavement profile, and over-asphalted streets. Milling can be used to remove maintenance material and surface flaws to prepare the surface for an overlay. It can also roughen or texture concrete pavement to restore or improve friction to the surface that has become smooth over time. The City of Denton maintains a total of 1,600 lane miles. The milling process is used in both the reconstruction of road projects and preventive maintenance programs in Denton. During a reconstruction project, the entire road surface will be milled off in one pass leaving the subgrade below. The milling can then be recycled back into the new road that will be reconstructed. With the preventative maintenance program, only the top few inches of the roadway are milled off. This allows crews to replace (overlay) only the worn surface with a new asphalt surface. This increases the Pavement Condition Index and allows the road to reach its full life span of 30+ years. If the road is left untreated, the normal life expectancy is roughly 12 years. The City of Denton uses a 100-point scale for its Pavement Condition Index (PCI). The Pavement Condition Index combines surface distress (such as rutting, cracking, potholes, punch-outs, and patches) and ride quality into a single index that ranges from 1 (worst condition) to 100 (best condition). The following steps are used on an annual basis to determine which streets receive the milling process: 1. Streets are selected for Mill and Overlay (maintenance) by first using the Pavement Condition Index to identify the streets that are in the 75 - 60 range. City Hall 215 E. McKinney Street Denton, Texas www.cityofdenton.com 2. Streets scored within the 75-60 range are then visually inspected by City crews to confirm the scoring. 3. The confirmed list is compared to projects planned in CIP, Water, Wastewater, and Drainage. This determines if any of the roads have other planned maintenance and replacement of infrastructure. 4. Roads that do not require maintenance or that are already planned for other infrastructure work are removed from consideration and the remaining streets are the final list. To maintain productivity levels in the street preventative maintenance program, the City’s milling program is conducted by City crews and by an outside contractor. City crews can handle smaller milling jobs with City-owned equipment and larger milling work is provided by a contractor. Staff believes this is a good complement of resources as it allows more roads to be maintained simultaneously. Project Description Estimated 5 -Year Expenditure Year 1 $500,000 Year 2 500,000 Year 3 500,000 Year 4 500,000 Year 5 500,000 Total $2,500,000 Request for Proposals was sent to 501 prospective suppliers, including 46 Denton firms. In addition, specifications were placed on the Procurement website for prospective suppliers to download and advertised in the local newspaper. One (1) proposal was received, and references were checked to ensure the vendor can provide the services requested in the Scope of Work. The proposal was evaluated based upon published criteria including schedule, compliance with specifications, probable performance, and price. The department is awarding the contract to Dustrol, Inc. NIGP Code Used for Solicitation: 961 - (Service Only) - Miscellaneous Services, No. 1 (Not Otherwise Classified) Notifications sent for Solicitation sent in IonWave: 501 Number of Suppliers that viewed Solicitation in IonWave: 13 HUB-Historically Underutilized Business Invitations sent out: 56 SBE-Small Business Enterprise Invitations sent out: 207 Responses from Solicitation: 1 RECOMMENDATION Award a contract with Dustrol, Inc., for street milling services for the Streets Department, in a one (1) year, with the option for four (4) additional one (1) year extensions, in the total five (5) year not-to-exceed amount of $2,500,000. PRINCIPAL PLACE OF BUSINESS Dustrol, Inc. Fort Worth, TX SUSTAINABILITY MEASURES Purchases made through this contract accomplish sustainability goals (Transportation, Material Resource Management) by first, allowing the Street Department to maintain infrastructure at a fraction of the cost of a full rehab before the road completely fails. Second, the reporting will be done within our asset management system and will contain the cost and new overall condition index (OCI) of the road. Third, trying to protect our roadway assets by reducing the cost of maintenance. ESTIMATED SCHEDULE OF PROJECT This is an initial one (1) year contract with options to extend the contract for four (4) additional one (1) year periods, with all terms and conditions remaining the same. FISCAL INFORMATION These services will be funded from Street Improvement account #285801.6516. Requisitions will be entered on an as-needed basis. The budgeted amount for this item is $2,500,000. 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: Ordinance and Contract Respectfully submitted: Lori Hewell, 940-349-7100 Purchasing Manager For information concerning this acquisition, contact: Jeremy Wilks, 940-349-7146. Legal point of contact: Marcella Lunn at 940-349-8333.