SR-11-27-2012-3FCity Council Meeting: November 27, 2012
Agenda Item: 3f
To: Mayor and City Council
From: Martin Pastucha, Director of Public Works
Subject: Bid Award for the Purchase of Asphalt Materials for Street Maintenance
Recommended Action
Staff recommends that the City Council award Bid #3098 for the purchase and delivery
of asphalt materials to Vulcan Materials Company, an Alabama -based company, in the
amount of $155,000 for FY 2012 -13, with one additional one -year renewal option in the
amount of $250,000, for a total not to exceed amount of $405,000 over a two -year
period.
Executive Summary
The City must utilize asphalt materials in a variety of Street Maintenance projects. In
October 2012, the City solicited bids for the purchase and delivery of asphalt materials.
Only one bid was received. Staff recommends Vulcan Materials Company as qualified
and sole bidder to provide asphalt materials for a total not to exceed amount of
$405,000 over a two -year period.
Discussion
The City purchases asphalt materials for general street maintenance. In FY2011 -12,
Street Maintenance crews applied 564 sidewalk patches, repaired 1,316 potholes,
provided 61,406 square feet of asphalt maintenance repairs, and refurbished 12 asphalt
alleys using approximately 3,529 tons of asphalt in various mixes.
Vendor Selection
In October 2012, the City published a Notice Inviting Bids to furnish asphalt materials as
required by Street & Fleet Services in accordance with City specifications. The bid was
posted on the City's on -line bidding website and notices were advertised in the Santa
Monica Daily Press in accordance with City Charter and Municipal Code provisions.
There were 914 vendors notified and 16 vendors downloaded the bid. One bid was
1
received and publicly opened on October 17, 2012 per Attachment A. The bid was
evaluated based on price, product availability, selection, quality of material and
compliance with City specifications. Street & Fleet Services has purchased asphalt
supplies from Vulcan Materials Company in this and prior fiscal years and is satisfied
with the vendor. The current vendor for asphalt supplies is Blue Diamond, who failed to
bid. Based upon these criteria, staff recommends Vulcan Materials Company as
qualified and sole bidder to provide asphalt materials in accordance with City
specifications.
Financial Impacts & Budget Actions
The purchase order to be awarded to Vulcan Materials is $155,000 for the first year.
Funds are included in the FY2012 -13 budget in division 421 and in the FY 2012 -13
Capital Improvement Program budget. The purchase order will be charged to the
following accounts:
014212.544143 $35,000
014212.544144
$90,000
0010725.589000
$30,000
TOTAL
$155,000
Budget authority for subsequent years will be requested in each budget cycle for
Council approval. Future funding is contingent upon Council approval.
Prepared by: Homa Mojtabai, Administrative Analyst
Approved: Forwarded to Council:
Attachments: A — Bid Summary
ATTACHMENT A
BID #:3098 BID CLOSING DATE: 10/17/12
BID DESCRIPTION: PROVIDE ASPHALT CONCRETE PAVING MIXES AS REQUIRED BY VARIOUS DIVISIONS.
VULCAN MATERIALS
IRWINDALE, CA
PRICING YEAR 1
SHEET MIX
PER TON
$86.80
SCHOOL MIX
PER TON
$86.80
3/8" MIX
PER TON
$71.34
1/2" BASE MIX
PER TON
$71.34
3/4" BIX
PER TON
$71.34
BERM MIX
PER TON
$86.80
EMULSION OIL*
PER GALLON/ 5 GL BUCKET
$45.00
COST PER DELIVERY
ENVIRONMENTAL FEE PER LOAD
$3.00
YEAR 2
SHEET MIX
PER TON
$88.60
SCHOOL MIX
PER TON
$88.60
3/8" MIX
PER TON
$73.34
1/2" BASE MIX
PER TON
$73.34
3/4" BIX
PER TON
$73.34
BERM MIX
PER TON
$88.60
EMULSION OIL*
PER GALLON/ 5 GL BUCKET
$45.00
COST PER DELIVERY
ENVIRONMENTAL FEE PER LOAD
$3.00
* NOT INCLUDED: $3.00 +TAX ENVIRONMENTAL FEE, BASED ON AVAILABILITY