SR-07-14-2015-3FID
City of
®® Santa Monica'
To: Mayor and City Council
• =P*
City Council Regular Meeting: July 14, 2015
Agenda Item: 3 —F
From: Martin Pastucha, Director, Public Works, Street & Fleet Services
Subject: Award Bid for Asphalt Materials
Recommended Action
Staff recommends that the City Council:
1. Award Bid #4202 to Blue Diamond Materials, a California -based company, for
the purchase and delivery of asphalt materials;
2. Authorize the Purchasing Services Manager to issue a purchase order with Blue
Diamond Materials for the purchase and delivery of asphalt in the amount not to
exceed $206,780 for one year, with two additional one -year renewal options with
a 5% increase each renewal year for a total not to exceed $651,874, with future
year funding contingent on Council budget approval.
Executive Summary
The City utilizes asphalt materials on various street maintenance projects. In April 2015,
the City solicited bids for the purchase and delivery of asphalt materials. After reviewing
the bids received, staff recommends Blue Diamond Materials as the best bidder for the
purchase and delivery of asphalt materials in the amount of $206,780 for the first year
and a three -year total not to exceed $651,874.
Discussion
The City utilizes asphalt materials for various sidewalk, street, and alley maintenance
applications. In FY 2014 -15, Street Maintenance crews applied 745 sidewalk patches,
repaired 468 potholes, and completed 284,771 square feet of asphalt maintenance
repairs using approximately 1,736 tons of asphalt in various mixes. These repairs also
included patch work conducted on 24 City alleys. Expenditures for asphalt materials
are anticipated to continue in FY 2015 -16.
Vendor Selection
1 of 3
In April 2015, the City published Notices Inviting Bids to furnish and deliver asphalt
materials as required by the Street & Fleet Services responsible for the maintenance
and repair of public right -of -ways in accordance with City specifications. The bid was
posted on the City's on -line bidding site, and notices were advertised in the Santa
Monica Daily Press in accordance with City Charter and Municipal Code provisions. A
total of 391 vendors were notified, 10 vendors downloaded the bid. Three bids were
received and publicly opened on May 11, 2015 per Attachment A. Bids were evaluated
based on the criteria in SMMC 2.24.072, including price, previous experience, ability to
deliver, quality of product, and compliance with City specifications. Blue Diamond
Materials' bid meets all of the criteria. Street & Fleet Services has purchased asphalt
supplies from Blue Diamond Materials in FY 2014 -15 and is satisfied with the vendor.
Based on these criteria, Blue Diamond Materials, the lowest bidder, is recommended as
the best bidder for the purchase and delivery of asphalt materials in accordance with
City specifications.
2of3
Financial Impacts & Budget Actions
The purchase order to be awarded to Blue Diamond Materials is for an amount not to
exceed $206,780 for the first year, for a total not to exceed $651,874 over three years.
Funds are available in the FY 2015 -16 budget in the Public Works Department. The
purchase order will be charged to the following accounts:
014212.544140
$148,155
014212.544145
$ 18,625
M250193.589000
$ 25,000
27441.544010
$ 5,000
33457.533280
$ 5,000
014523.566330
5,000
TOTAL
$206,780
Future year funding is contingent on Council on Council budget approval.
Prepared By: Kori Jones, Administrative Analyst
Approved Forwarded to Council
Martin Pastucha, Director 7/2/2015
Attachments:
Elaine M Polachek, Asst. City Manager 7/6/2015
A. Bid #4202 Results - Purchase of Asphalt Materials (XLSX)
3 of 3
Bid Results #4202
Purchasing Section
1717 Fourth Street, Suite 250 BID CLOSE DATE: 5/11/2015
Santa Monica, CA 90401 TITLE: FURNISH AND DELIVER ASPHALT CONCRETE PAVING
Telephone: 310 - -8281
MIXES AS REQUIRED BY STREET MAINTENANCE DIVISION
Fax: 310- 393 393 -6142 r
Sully- Miller Contracting
Vendor : Kelterite Corporation Co. DBA Blue Diamond Logans Marketing
Materials
Downey, .California `! Brea, California San Diego, California
Item
Description
U/M
Annual
Unit Price
Unit Price
Unit Price '.
Usage
1
Sheet Mix
TON
100 Tons
$89.00
$67.00
$88.00
2
School Mix
TON
200 Tons
$8700
$62.00
$75.00
3
318" Mix
TON
1400 Tons
$65.00
$61.00
$75.00
4
1/2" Base Mix
TON
70 Tons
$60.00
$60.00
$72.00
5
314" Mix
TON
75 Tons
$68.00
$60.00
$72.00
6
Berm Mix
TON
1900 Tons
$69.00
$65.00
$88.00
7
Emulsion Oil
GAL
3000
Gallons
$5.00
$7.00
$8.50
Asphalt Rubber Hot Mix
8
(ARHM) Gap Graded with a
TON
50 Tons
$99.00
$92.70
$110.00
Type D aggregate- See
requirements
Asphalt Rubber Hot Mix
9
(ARHM) Gap Graded with a
Type C aggregate- See
TON
50 Tons
$99.00
$90.20
$110.00
requirements
10
Environmental Service Fee
$3.00 Load
$3.00 Per Load
$7.50 Per Load
11
Delivery Charges to Santa Monica
$8.62 TN
$5.18 Per Tan (Zones 19156, 166, 185
$12.78 17 to 18 miles
8186 AUG)
12
Stand -By Time
$86.64 HR
30 Minutes
$120.00 Per Hour 1 hour unload time.
$2.00 Per Minute After
13
Short Load Fee (If Any)
$86.64 EA
Yes De endent on truck
( p type used)
$15.00 Per Ton Less 20 Tons
Please provide your plant address and Indicate your
12231 Pangbom Ave, Downey, CA 90241
441 Railroad Place, Inglewood, CA 90301
2715 E. Washington Blvd, Los Angeles, CA
distance in miles from Santa Monica
(24.6)
(11 miles)
90023
Payment Terms
Disc. 1% Net 20
Net 30 Days- No Discount
Net 30
Plant premiums for weekday before anId
after regular. Business hours (7am to
Please describe any additional fees and charges not listed
3pm). Also Saturdays 8 Sunday weeken
aboveli.e. freight, fuel surcharges)
premiums will apply. ARHM must be don
in conjunction with another rubber joblo
small on quantities.
Description
Response
Response
Response
Renewal Option Period 2 (First Annual Renewal Option)
5% Increase of previous years price feral
6% Increase of previous years price for
5% Increase of previous years price for all
areas or options.
areas or options.
areas or options.
Renewal Option Period 3(Second Annual Renewal Option)
5% Increase of previous years price for al
5% Increase of previous years price for
5% Increase of previous years price for ail
areas or options.
areas or options.
areas or options.
Specify alternate terms and conditions if applicable
NIA
N/A
Business License
Out- of City Business License
No License Needed
Non Collusion
Complete
Complete
Complete
Non Discrimination
Complete
Complete
Complete
Oaks
Complete
Submitted
Submitted
Arizona
No presence
No presence
No presence