SR-07-14-2015-3ICity Council Regular Meeting: July 14, 2015
Agenda Item:,
To: Mayor and City Council
From: Martin Pastucha, Director, Public Works, Street & Fleet Services
Subject: Award Bid for Purchase of Portland Cement
Recommended Action
Staff recommends that the City Council:
1. Award Bid #4201 to Logans Marketing, a California -based company, for the
purchase and delivery of mixed Portland cement concrete;
2. Authorize the Purchasing Services Manager to issue a purchase order with
Logans Marketing for the purchase and delivery of mixed Portland cement
concrete in an amount not to exceed $105,245 for one year, with one additional
renewal option to extend one year including a 5% increase for a total not to
exceed amount of $215,753 over two years, with future year funding contingent
on Council budget approval.
Executive Summary
The City uses mixed Portland Cement Concrete for various street maintenance projects.
In April 2015, the City solicited bids for the purchase and delivery of mixed Portland
Cement Concrete. After reviewing the bids received, staff recommends Logans
Marketing as the best bidder for the purchase and delivery of mixed Portland Cement
Concrete
in the amount of $105,245 for the first year and a two -year total not to exceed
$215,753, with future year funding contingent on Council budget approval.
Discussion
The City utilizes Portland Cement Concrete to repair sidewalks, alleys, driveways,
curbs, gutters, and various emergency repairs. Portland Cement Concrete is required
by the City's standard details for street improvements. The approximate annual usage
of concrete is 421 cubic yards.
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Vendor /Selection
In April 2015, the City published Notices Inviting Bids to furnish and deliver mixed
Portland Cement Concrete as required by the Street & Fleet Services responsible for
the maintenance and repair of public right -of -ways in accordance with City bid
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 351 vendors were notified and 11 vendors
downloaded the bid. One bid was received and publicly opened on May 14, 2015 per
Attachment A. The bid was evaluated based on the criteria in SMMC 2.24.072, including
price, previous experience, capacity and skill, ability to deliver, quality of product, and
compliance with City specifications. Staff conducted additional outreach to vendors who
downloaded bid documents from Planet Bids to inquire about why they chose not to bid.
Two responses were received. One vendor stated that although they are not suppliers
of Portland Cement Concrete, it is their practice to review bid requests which may list
other materials they do supply. The second vendor indicated that they did not submit a
bid due to workload.
The bid was 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. Logans Marketing was the City's provider of Portland Cement Concrete
in FY 2014 -15 and staff is satisfied with their service. Based on these criteria, Logans
Marketing is recommended as the best bidder for the purchase and delivery of mixed
Portland Cement Concrete in accordance with City specifications.
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Financial Impacts and Budget Actions
The purchase order to be awarded to Logans Marketing is for an amount not to exceed
$105,245 for the first year and $215,753 over a two -year period. Funds are available in
the FY 2015 -16 budget in the Public Works Department. The purchase order for the first
year will be charged to the following accounts:
014212.544140
$44,095
014212.544145
$5,675
M250193.589000
$5,475
0066017.589000
$50,000
TOTAL
$105,245
Prepared By: Kori Jones, Administrative Analyst
Approved Forwarded to Council
UAL
Martin Pastucha, Director 7/1/2015
Attachments:
Elaine M Polachek, Asst. City Manager 7/6/2015
A. Bid #4201 Results - Purchase of Concrete Materials (XLSX)
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10 Bid Results #4201
Purchasing Section BID CLOSE DATE: 6/14/2015
_
1717 Fourth Street, Suite 250 TITLE: FURNISH AND DELIVER PORTLAND
Santa Monica CA CA 1
CEMENT, AS REQUIRED BY STREET SERVICES
Telephone: 310
`;t'e "r Fax: 310- 393 -6142 DIVISION
,
4aeast" YMnten"
Vendor: Logans Marketing
San Diego, California
Item
Description
Annual Usage
U/M
Unit Price
PORTLAND CEMENT 2500 PSI CITY MIX
1
300 YARDS
YARDS
$104.25
PORTLAND CEMENT 3600 PSI
2
50 YARDS
YARDS
$105.501"ROCk
$110.50318 Rock
PERVIOUS CONCRETE
3
MIX NO.GM4 -PMAX
160 YARDS
YARDS
$115.00
PUMP MIX
4
60YAROS
YARDS
$150.00
Atltl 3 Per CV
GRAVEL p2 (1.5 ")
6
400 TONS
TONS
$28.50 Transfer
$27.81 Bottom Dump
CRUSHED AGO BASE
6
150 TONS
TONS
$31.33 Transfer
$30.56 Bottom Dump
ENVIRONMENTAL SERVICE FEE
7
§25.00
Per Lead
ENERGY SURCHARGE
6
$35.00
Per Load
SHORTLOAD CHARGE
6
LOAD
$25.00 Per CY
Less Than 9 CY
Description
Response
SHORTLOADCHARGE FEE WAIVED AFTER LOADS ORDERED:
10
3
STANDBY TIME
11
HOUR
$165.00
4Minutes Per CV
DELIVERY CHARGE (IF ANY)_
12
WA
Optional Pricing for Reduced Portland Cement Mixture
Response
Item
Description
Annual Usage
U/M
Unit Price
2600 PSI MIX
1
300 YARDS
YARDS
$106.50
3600 PSI MIX
2
50 YARDS
YARDS
$100.001 "Rock
$105.00318 Rook
PUMP MIX
3
50 YARDS
YARDS
515000
Atltl3 Per CV
PRE. FORMED POROUS CONCRETE
4
PANELS
1 600 Sq. FEET
Sq. FT
NO
ENVIRONMENTAL SERVICE FEE
6
$25.00
Per Load
ENERGY SURCHARGE
6
§35.00
Per Load
SHORTLOAD CHARGE
7
$25.00
Per Load Less than 9 CY
SHORTLOAD CHARGE FEE WAIVED AFTER LOADS ORDERED:
6
3
STANDBY TIME
6
HOUR
$165.00
4Minutes Per CV
10
DELIVERY CHARGE (IF ANY)_
NIA
Payment Terms
Net 30
Please describe any additional fees and charges not listed above(i.e. freight, fuel surcharges)
Mon -Fri 3PM to 6PM and Sal SAM to 3PM Atltl $7.50 Per CY prices good thm 0711116
Please confirm that your company is able to comply with the delivery requirement of 24 hours,
after receipt of order
Yes
Description
Response
Renewal Option Period 2 (First Annual Renewal Option)
5% Increase of previous years price for all areas or options.
Renewal Option Period 3 (Second Annual Renewal Option)
5% Increase of previous years price for all areas or options.
Specify alternate terms and conditions If applicable
NIA
Business License
No License Needed
Non Collusion
Incomplete
Non Discrimination
Complete
Oaks
Submitted
Arizona
No presence