DATE: August 30, 2019
TO: Board of Mayor and Aldermen
FROM: Eric Stuckey, City Administrator
Kristine Tallent, Assistant City Administrator / CFO
Paul Holzen, Director of Engineering
William Banks, Staff Engineer II
Brian Wilcox, Purchasing Manager
SUBJECT:
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*Consideration Of Procurement Award To Sessions Paving Co. Of Nashville, Tennessee In The Total Estimated Amount Of $172,248 For The Hillsboro Road Driveway Project (Purchasing Office Procurement Solicitation No. 2020-003; Contract No. 2019-0104)
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Purpose
The purpose of this procurement is to improve private driveways that were impacted by the recent Hillsboro Road streetscape project.
Background
The City published on August 1, 2019 a Notice to Bidders in the Williamson Herald for the Hillsboro Road Driveway Paving Project, which includes the removal and repaving of 14 asphalt driveway approaches along Hillsboro Road between Del Rio Pike and Mack Hatcher Parkway. In addition, bid documents were sent on or about the same date directly to seven (7) potential bidders known or thought to be interested in this solicitation. The one and only bid received was publicly opened at the bid opening held on August 22, 2019. A tabulation of the bids received for this solicitation is attached.
Financial Impact
The apparent lowest, most responsive and responsible bid, from Sessions Paving Company is in the total estimated amount of $172,248 for the specified work. This bid was identified because it is the lowest responsive bid pertaining to this procurement solicitation. The driveway paving project would be funded by monies allocated for road projects from the City’s 2017 municipal bond issue (capital projects fund 311).
Options
In accordance with the bid documents, the City reserves the right to reject any and all bids.
Recommendation
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Staff recommends that the City accept, contingent upon Law Department and City Administrator approval of City Contract No. 2019-0104, the apparent lowest responsive bid, from Sessions Paving Company in the total estimated amount of $172,248 for the specified work, and award this procurement to this bidder. The City’s Purchasing Manager believes the prepared solicitation documents as distributed allowed for competition among multiple service providers, and that the staff recommendation appears to be made in a fair and impartial manner based upon the proposals received. Pursuant to authority previously granted by the Board of Mayor and Aldermen, Contract No. 2019-0104 has been prepared for execution by the City Administrator and is attached pending approval by the Board of Mayor and Aldermen of the staff recommendation to accept the bid from and award the procurement to Sessions Paving Company.