Presenter/Contact
Presenter
Jennifer Gates, Buyer
Contact Info
(830) 221-4383 - JGates@nbtexas.org
Subject Header
SUBJECT:
Title
Approval of the renewal of annual contracts for the purchase of road construction materials, purchase of green waste collection bags, and services provided by an investment advisor.
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BACKGROUND / RATIONALE:
[On November 14, 2016, the City Council provided consent for a quarterly review and approval of renewals for various annual contracts that occur throughout the course of a fiscal year which are routine in nature and in accordance with the terms and conditions of the associated awarded contracts (which were originally approved by City Council). Quarterly approvals manage staff resources more efficiently as well as ensure compliance with the contracts’ terms and conditions. Contract renewals that have any requested modifications, such as a significant increase or decrease in services or costs, will continue to be presented to City Council for individual consideration as needed.
The City Council has previously reviewed and approved the following annual contracts for various goods and services utilized for City operations; the contracts described below require Council authorization for contract renewal. All goods and services have been competitively vetted, and contracts have subsequently been executed on various dates in previous years. All awarded contractors have provided satisfactory performance during the term of their associated contract.
Renewal of Annual Contract for the Purchase of Road Construction Materials:
• Goods/services provided: Purchase of road construction materials such as asphalt, base material, concrete, and crushed stone.
• City Department: Citywide
• Solicitation Method: Invitation for Bid
• Contract Award Date: April 28, 2014
• Awarded Contractor: Brauntex Materials (primary contractor), Cemex, Century Asphalt, Ltd. (secondary contractor), and Lhoist North America
• Contract Expiration Date: April 30, 2019; with no additional renewal options remaining
• Annual Cost of Services During Renewal Period: Cost is estimated as the goods are purchased on an as-needed based. Funding has been incorporated into the appropriate FY 2017-18 departmental budgets as needed; City has spent $113,881 fiscal year to date.
Renewal of Annual Contract for the Purchase of Green Waste Collection Bags:
• Goods/Services Provided: Purchase of customize biodegradable heavy-duty paper bags for the collection of yard waste such as grass clippings for disposal.
• City Department: Public Works Department
• Solicitation Method: Request for Proposal
• Contract Award Date: May 8, 2017
• Awarded Contractor(s): WasteZero, Inc.
• Contract Expiration Date: April 30, 2019; with 3, 1-year renewal options remaining
• Annual Cost of Services During Renewal Period: Cost is estimated as the goods are purchased on an as-needed based. Funding has been incorporated into the appropriate FY 2017-18 departmental budget; City has spent $24,840 this fiscal year to date.
Renewal of Annual Contract for Investment Advisor:
• Goods/Services Provided: Management of the City’s investment portfolio; services include, but are not limited to, reviewing the City’s policies and procedures, assisting staff with maintaining and monitoring cash flow projections, and providing ongoing assessment of the investment market.
• City Department: Finance Department
• Solicitation Method: Request for Proposal
• Contract Award Date: March 28, 2016
• Awarded Contractor(s): First Southwest Asset Management, LLC
• Contract Expiration Date: May 16, 2020; with up to 3, 2-year renewal options remaining
• Annual Cost of Services During Renewal Period: $32,000; no price increase from previous contract term
ADDRESSES A NEED/ISSUE IN A CITY PLAN OR COUNCIL PRIORITY:
|
X |
Yes |
Strategic Priorities: |
9. Maintain fiscal stability of City operations |
FISCAL IMPACT:
Funding for all expenditures and contracts described above have been incorporated into the appropriate FY 2017-18 departmental budgets. Therefore, sufficient funds are available.
Recommendation
COMMITTEE RECOMMENDATION:
N/A
STAFF RECOMMENDATION:
Staff recommends approval of the renewal of annual contracts for the purchase of road construction materials, purchase of green waste collection bags, and services provided by an investment advisor.