RE__Road_Construction_Emulsions_Prime_&_Tack_(Bid_Discount)_unsuccessful_(told_David_verbally_that_after_bid_closed_for_a_week_v.msg
MSG file 114 KB Posted
- Solicitation number
- 25-P-00405
- Issued by
- Hillsborough County, Florida
About this file
This is an internal email chain documenting procurement challenges and discussions within the City of Tampa Purchasing Department regarding a road construction emulsions prime and tack coat services contract (Bid No. 25-P-00405). The City of Tampa Mobility Department is seeking qualified vendors to supply and apply prime coat and tack coat materials for roadway repair and improvement projects. The contract scope includes three divisions: materials only, furnish and install trackless tack, and minimum work order tacking projects. Anticipated quantities total 100,000 gallons of emulsified asphalt, 5,000 gallons of cutback asphalt, 5,000 gallons of P-MS emulsion, and 50,000 gallons of trackless tack. Materials must be supplied within a 15-mile radius of 3802 E. 26th Ave, Tampa. A pre-bid meeting is scheduled for Tuesday, November 4, 2025, at 12:00 pm, with bid opening on Tuesday, November 18, 2025, at 3:00 pm. The contract period is one year with three optional one-year renewal periods.
The estimated contract value is $600,000, with the City reserving the right to award to multiple vendors or by individual divisions. The procurement has faced significant challenges, with previous competitive solicitation attempts yielding no responses despite multiple repostings and vendor outreach. The original award to Blacklidge Emulsions was canceled due to their inability to perform. Current services are being provided by Ergon through a Letter of Credit (LOCC) arrangement. The solicitation includes a 5% bid discount (up to $10,000) for City of Tampa certified Small Local Business Enterprises (SLBEs) and up to $20,000 discount for Underutilized Women and Minority Business Enterprises (U-WMBEs), with preference given to Black-Owned, Asian-Owned, and Native American-Owned firms. Vendors must comply with Florida Department of Transportation Standard Specifications and provide comprehensive documentation including business licensing, references, and proof of required insurance coverage.
Text of this file
RE: Road Construction Emulsions Prime & Tack (Bid Discount) unsuccessful (told David verbally that after bid closed for a week vendor called and said to put it back out because he would participate)
| From |
| David Baird |
| To |
| Inger Welch |
| Cc |
| Arian Cora; DeAnna Faggart |
| Recipients |
| Inger.Welch@tampagov.net; Arian.Cora@tampagov.net; Deanna.Faggart@tampagov.net |
Go back out as bid discount
From: Inger Welch <Inger.Welch@tampagov.net> Sent: Friday, September 26, 2025 10:34 AM To: David Baird <David.Baird@tampagov.net> Cc: Arian Cora <Arian.Cora@tampagov.net>; DeAnna Faggart <Deanna.Faggart@tampagov.net> Subject: Road Construction Emulsions Prime & Tack (Bid Discount) unsuccessful
David, Should the rebid of this bid be a bid discount again or do it as a traditional rebid?
From: Inger Welch Sent: Thursday, September 25, 2025 3:10 PM To: David Baird <David.Baird@tampagov.net>
Subject: RE: Road Construction Emulsions Prime & Tack (Bid Discount) unsuccessful
Yes. When some said that they were not interested. One company did say that they only do this work when it is a part of a bigger road construction job. This bid is for one process in road construction and he was not interested.
The company who is doing the work through the LOCC has not returned my many calls nor emails.
However, the services are still needed. Can we take a LOCC to the CC for approval at this point? Please advise. Thank you
Thank you.
From: David Baird <David.Baird@tampagov.net> Sent: Tuesday, September 23, 2025, 2:53 PM To: Inger Welch <Inger.Welch@tampagov.net>
Subject: RE: Road Construction Emulsions Prime & Tack (Bid Discount) unsuccessful
Did we reach out to the vendors to find out why they did not bid? I want to try that first to see if there is something in the bid that is restricting them or they are not able to do.
David Baird Procurement Manager, Purchasing Department City of Tampa / 2555 E. Hanna Ave / Tampa, Florida 33610 p: 813-274-3142 / e: David.Baird@tampagov.net
From: Inger Welch <Inger.Welch@tampagov.net> Sent: Tuesday, September 23, 2025 2:51 PM To: David Baird <David.Baird@tampagov.net> Cc: Arian Cora <Arian.Cora@tampagov.net> Subject: Road Construction Emulsions Prime & Tack (Bid Discount) unsuccessful Importance: High
David, The services were originally awarded to Blacklidge Emulsions and they could no longer performed the services. Their award was canceled. Arian did the bid twice after this and did not receive any responses. Then Katrina did it with no responses submitted before she left. Then Arian did it one more time and did not receive any responses. Arian talked to DeAnna and was told that a LOCC was in place. Word came that Mobility was going to change the specs and this bid shifted to me because the user division was under me now. I then posted the revised bid again and invited Ergon who is doing the services currently through a LOCC. I extended my bid once. Sent email reminders and called all those who downloaded the bid and still did not receive any bids and it is closed now.
The estimated budget is $600,000. Usually, the next step is for the Department to reach out to suppliers to get an award in place. Please advise if Mobility can do this because Purchasing has documentation that a competitive solicitation process was unsuccessful?
I included Arian just in case something I have on the email is not entirely correct.
Thank you.
Inger Welch Certified Senior Procurement Analyst, Purchasing Department City of Tampa / 2555 E. Hanna Ave / Tampa, Florida 33610 p: 813-274-3283 / e: Inger.Welch@tampagov.net
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