The URL can be used to link to this page

Home My WebLink About22C - ALL AMERICAN ASPHALT MATERIALSREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: DECEMBER 17, 2019 CLERK OF COUNCIL USE ONLY: TITLE: APPROVED ❑ As Recommended AWARD A BLANKET ORDER CONTRACT El Amended ❑ Ordinance on ' Reading IN THE AMOUNT OF $375 000 TO ALL ❑ 2n Ordinance on tl Reading AMERICAN ASPHALT FOR ASPHALT ❑ Implementing Resolution CONCRETE MATERIALS ❑ Set Public Hearing For (SPECIFICATION NO. 19-062) (NON GENERAL FUND) {STRATEGIC PLAN NO. 6,21 /s/Kristine Ridge CITY MANAGER Lois]►oil 0LI CI00] FILE NUMBER RECOMMENDED ACTION Award a blanket order contract to All American Asphalt for asphalt concrete materials for a two- year term beginning December 18, 2019, and expiring December 31, 2021, with provisions for three one-year renewals exercisable by the City Manager, in an annual amount not to exceed $75,000, for a total contract amount not to exceed $375,000, subject to non -substantive changes approved by the City Manager and City Attorney. DISCUSSION The Public Works Agency Water Resources Division performs a variety of maintenance and repairs on the City water and sewer systems. Jobs include mainline leak repairs, and replacement of water services and sewer laterals. Temporary asphalt concrete mix is used to repair trench cuts required in performing the repairs. Permanent asphalt concrete trench resurfacing is provided under a separate contract administered by the Public Works Agency Maintenance Services Division. The Notice Inviting Bids for asphalt concrete materials was advertised on May 29, 2019, on the City's online bid management and publication system. A summary of the Invitation for Bids and bids received is as follows: 126 Vendors notified 9 Santa Ana vendors notified 12 Vendors downloaded the bid packet 1 Bid received 0 Bids received from Santa Ana vendors 22C-1 Award Contract for Asphalt Concrete Materials December 17, 2019 Page 2 One bid was received and opened on July 2, 2019, and evaluated. The bid received from All American Asphalt is responsive to specifications and meets the City's requirements. The annual amount of $75,000 is based on historical expenditure trends. Outreach Efforts The Purchasing Division advertised this project on the City's online bid management and publication system, which directly notified eight Santa Ana vendors. None downloaded or submitted a bid packet for consideration. STRATEGIC PLAN ALIGNMENT Approval of this item supports the City's efforts to meet Strategic Plan Goal #6 — Community Facilities & Infrastructure, Objective #2 (Address deferred maintenance on City buildings and equipment). ENVIRONMENTAL IMPACT There is no environmental impact associated with this action. FISCAL IMPACT Funding for the initial two-year term (FY 2019-20 through FY 2020-21) and three subsequent one- year renewal periods will be budgeted and made available for expenditure in the accounts specified below: Fiscal Year Accounting Fund Description Account Unit, Account Amount Unit -Account# Description Water System Maintenance, 06017641-63001 Water Miscellaneous Operating $18,750 Expenses FY 2019-20 Sanitary Sewer Sanitary Sewer Service, 05617640-63001 Service Miscellaneous Operating $18,750 Expenses Water System Maintenance 06017641-63001 Water Miscellaneous Operating $37,500 Expenses FY 2020-21 Sanitary Sewer Sanitary Sewer Service 05617640-63001 Service Miscellaneous Operating $37,500 Expenses Water System Maintenance 06017641-63001 Water Miscellaneous Operating $37,500 Expenses FY 2021-22 Sanitary Sewer Sanitary Sewer Service 05617640-63001 Service Miscellaneous Operating $37,500 Expenses Water System Maintenance FY 2022-23 06017641-63001 Water Miscellaneous Operating $37,500 Expenses 22C-2 Award Contract for Asphalt Concrete Materials December 17, 2019 Page 2 Fiscal Year Accounting Fund Description Account Unit, Account Amount Unit -Account# Description Sanitary Sewer Sanitary Sewer Service 05617640-63001 Service Miscellaneous Operating $37,500 Expenses Water System Maintenance 06017641-63001 Water Miscellaneous Operating $37,500 Expenses FY 2023-24 Sanitary Sewer Sanitary Sewer Service 05617640-63001 Service Miscellaneous Operating $37,500 Expenses Water System Maintenance 06017641-63001 Water Miscellaneous Operating $18,750 Expenses FY 2024-25 Sanitary Sewer Sanitary Sewer Service 05617640-63001 Service Miscellaneous Operating $18,750 Expenses Total $375,000 APPROVED AS TO FUNDS AND ACCOUNTS: Fuad S. Sweiss, PE, PLS Kathryn Downs, CPA Executive Director Executive Director Public Works Agency Finance and Management Services Agency FSS/TC/GL 22C-3 22C-4