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REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: FEBRUARY 20, 2007 TITLE. CONTRACTS AWARD FOR ROCK, SAND AND AGGREGATE BASE MATERIALS (SPEC. NO. 06-190) ITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ^ As Recommended ^ As Amended ^ Ordinance on 1 ~' Reading ^ Ordinance on Intl Reading ^ Implementing Resolution ^ Set Public Hearing For_ CONTINUED TO FILE NUMBER Award contracts for rock, sand and aggregate base materials for a one-year period, with provision for four, one-year renewals, in the following annual amounts not to exceed: Vendor: Location: Amount: So Cal Sandbags, Inc. Corona $50,000 West Coast Sand & Gravel Buena Park $50,000 DISCUSSION The Public Works Agency's Water Division provides maintenance and repairs on the City's 450 mile water system. In performing these duties for general replacement and emergency water main repairs, the agency requires an assortment of road materials. Rock, sand and aggregate base materials are used as backfill when repairing any asphalted surface. The contract for rock, sand and aggregate base materials is designed to provide quality products at significant savings based on quantity pricing. To help ensure that all necessary items are available when required, staff recommends awarding contracts to two vendors. The notice inviting bids was advertised on December 20 and 22, 2006, and bids were solicited. A summary of the bid invitations and bids received is as follows: 15 Invitations For Bid mailed 3 Bids received Three bids were received and opened on January 17, 2007. One of the bids was found to be non-responsive to the specification, as the vendor did not bid on all contract items. The bids were evaluated by price, range of commodities, and vendor location. The bids received from So Cal Sandbags, Inc., and West Coast Sand & Gravel are responsive to the specification. 22C-1