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REQUEST FOR <br />COUNCIL ACTION <br />,CITY COUNCIL MEETING DATE: <br />SEPTEMBER 19, 2017 <br />TITLE: <br />AWARD A PURCHASE ORDER <br />CONTRACT AWARD TO WEST COAST <br />SAND & GRAVEL, INC., FOR ROCK, <br />SAND, AND GRAVEL <br />(SPEC. NO. 17-085) <br />(STAT IC PLAN NO. 6 1C) <br />CRY MANAGE <br />RECOMMENDED ACTION <br />CLERK OF COUNCIL USE ONLY: <br />r3lazlZromwil, <br />❑ As Recommended <br />❑ As Amended <br />❑ Ordinance on 1s` Reading <br />❑ Ordinance on 2n' Reading <br />❑ Implementing Resolution <br />❑ Set Public Hearing For <br />CONTINUED TO <br />FILE NUMBER <br />Award a purchase order contract to West Coast Sand & Gravel, Inc., for rock, sand, and gravel for a <br />one-year period beginning October 1, 2017, and expiring September 30, 2018, with provisions for <br />three one-year renewals exercisable by the City Manager, in an annual aggregate amount not to <br />exceed $78,000, subject to nonsubstantive changes approved by the City Manager and City <br />Attorney. <br />The Public Works Agency performs maintenance and repair on the City's streets. To perform these <br />duties, the agency requires an assortment of road materials, including rock, sand, and gravel. These <br />base materials are used when repairing any asphalted surface. The contract for rock, sand, and <br />gravel is designed to provide quality product at significant savings based on quantity pricing. These <br />base materials are purchased through Central Stores and stocked at the City Yard to ensure they <br />are available when required. <br />The notice inviting bids was advertised on July 31, 2017, on the City's online bid management and <br />publication system. A summary of the bid invitations and bids received is as follows: <br />273 Vendors were notified <br />2 Santa Ana Vendors were notified <br />17 Vendors downloaded the bid packet <br />5 Bids received <br />0 Bids received from Santa Ana vendors <br />Bids received were opened on August 21, 2017, and evaluated (Exhibit 1). The lowest bid was <br />received from West Coast Sand & Gravel, Inc., and is responsive to the specifications and meets <br />the City's requirements. The annual amount is based on staffs projection for the next year. <br />22A-1 <br />