Item Coversheet
City of Independence

Agenda Title:

Council action is requested to enter into a price agreement (203-17) with Vance Brothers to provide hot mix asphaltic concrete for the Public Works Department for the period March 1, 2017, through February 28, 2018, with option to renew for up to four additional one-year periods. Expenditures will not exceed budgeted amounts. 

Staff recommends approval of the price agreement.  


Price agreements establish set prices that remain in effect for a period of time.  This allows City departments to utilize the agreements in the performance of their operations without requiring separate bidding each time a service or commodity is required.


The Public Works Department uses hot mix asphaltic concrete for pothole repair, street repair projects, and alley overlay projects.  The Purchasing Division issued an Invitation to Bid (ITB) for this product on January 4, 2017.  Vance Brothers was the only vendor who responded to the solicitation and is being recommended for the award.   Vance Brothers is the only provider in the region that can supply all the asphalt materials required year-round.  Proximity is necessary to make the award cost effective since staff picks up the materials in city vehicles.  Vance Brothers has supplied this product to the City successfully in the past, and the prices bid for 2017 are competitive compared to prior years.  The bid tabulation and pricing history are attached.  


The ITB was posted as follows:


1.  Posted on the City’s website.

2.  Broadcast to 17 potential suppliers by Public Purchase, the City’s Internet-based,

     interactive, e-procurement system, of which 14 downloaded the ITB.

Department:          Public WorksContact Person:          Tim Gramling

Purchasing Division (Finance Department)Approved
Public Works DepartmentApproved
Finance DepartmentApproved
Finance DepartmentApproved
City Managers OfficeApproved
City Clerk DepartmentApproved

Council Action:          Council Action:         

Bid TabulationBackup Material
Pricing HistoryBackup Material