SR 12-18-2018 3C
City Council
Report
City Council Meeting: December 18, 2018
Agenda Item: 3.C
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To: Mayor and City Council
From: Susan Cline, Director, Public Works, Street & Fleet Services
Subject: Award Bid to Sully-Miller Contracting for Asphalt Paving Mixes
Recommended Action
Staff recommends that the City Council:
1. Award Bid #4345 to Sully-Miller Contracting, a California-based company, for the
purchase of asphalt paving mixes for the Public Works Department;
2. Authorize the Procurement Manager to issue a purchase order with Sully-Miller
Contracting for asphalt paving mixes in an amount not to exceed $179,795 for
one year, with four additional one-year renewal options at 5% annual increases
for a total amount not to exceed $993,481 with future year funding contingent on
Council budget approval.
Summary
The City utilizes asphalt to repave streets, fill potholes and otherwise maintain City
streets, alleyways and sidewalks. In September 2018, the City solicited bids for the
purchase and delivery of asphalt paving mixes. After reviewing the bids received, staff
recommends Sully-Miller Contracting, dba Blue Diamond Materials, as the best bidder
for the purchase and delivery of asphalt paving mixes for a total amount not to exceed
$993,481 over five years.
Discussion
The City utilizes asphalt to maintain sidewalks, streets and alleys, and for use in
improvement projects for City property and special public right-of-way projects. In FY
2017-18, Street Maintenance crews used approximately 2,955 tons of asphalt paving
mixes to apply 4,860 sidewalk patches, repair 1,102 potholes, and complete 244,208
square feet of asphalt maintenance repairs including improvements to 20 City alleys.
Fluctuations in crude oil prices can cause fluctuations in the cost of asphalt.
Expenditures for asphalt paving mixes are anticipated to increase slightly in FY 2018-
19.
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Vendor Selection
Financial Impacts and Budget Actions
Staff seeks authority to award a purchase order with Sully-Miller Contacting, dba Blue
Diamond Materials, for the purchase of asphalt paving mixes.
Purchase Order Request
Request Amount FY 2018-19 Budget
Public Works Department, CIP
Account #
Total Contract Amount
$90,795 01500013.529260 $501,700
$20,000 01500013.529270 $110,513
$60,000 C0104610.689000 $331,538
$9,000 C5004850.689000 $49,730
Total $993,481
Bid Data
Bid Posting Date Bid Posted
On
Bid Advertised In
(City Charter &
Municipal Code)
# of
Vendors
Downloaded
# of
Submittals
Received
Date
Publicly
Opened
09/25/2018 City's Online
Bidding Site
Santa Monica Daily
Press 250 2 10/10/2018
Submittals Received Selection Criteria
Sully-Miller $179,794.50 Municipal Code SMMC 2.24.072
Kelterite $210,884.00 Evaluation Criteria Price, previous experience, ability to deliver,
quality of product, and compliance with City
specifications.
Best and Lowest
Bidder
Sully-Miller
Best Bidder Justification
Sully-Miller Contracting, dba Blue Diamond Materials, is the City’s current asphalt
supplier. The vendor has proven its ability to provide a quality product at competitive
prices. The asphalt plant, which is located in the City of Inglewood, is within close
proximity to the City compared to other asphalt plants in Los Angeles County. The vast
majority of asphalt loads are picked up directly from the plant by Street Maintenance
staff, making travel distance a strong consideration in the selection process. It is for
these reasons that Sully-Miller is recommended as the best and lowest bidder.
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Future year funding is contingent on Council budget approval.
Prepared By: Kori Jones, Administrative Analyst
Approved
Forwarded to Council
Attachments:
A. Sully_Miller Contracting Oaks Initiative Form