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Home My WebLink About20-Public Services . cny OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION . - ORIGINAL Subject A resolution authorizing the execution of an Annual Purchase Order to Holliday Rock Company, Inc. to supply delivered materials and equipment rentals for roadway pavement repairs; and authorizing current purchase orders to Vulcan Materials/Cal Mat and Matich Corporation to supply roadway pavement materials to be picked up by the City. From: Lynn Merrill, Director Dept: Public Services Date: February 3, 2000 Council Meeting Date: February 22, 2000 Synopsis of Previous Council Action None Recommended Motion: Approve resolution -?~..- Contact person: Lynn Merrill Phone: 5140 Supporting data attached: Ward: All FUNDING REQUIREMENTS: Source: $126,000 001-402-5111 Materials and Supplies Amount: ~J&IP~ Council Notes: J.J~~OD Agenda Item No.1D CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION STAFF REPORT SUBJECT A resolution authorizing the execution of an Annual Purchase Order to Holliday Rock Company, Inc. to supply delivered materials and equipment rentals for roadway pavement repairs; and authorizing current purchase orders to Vulcan Materials/Cal Mat and Matich COlpOration to supply roadway pavement materials to be picked up by the City. BACKGROUND Notices inviting bids for FY99/00 annual purchases were sent to nine (9) vendors and the San Bernardino Area Chamber of Commerce for materials used for the repair of damaged City streets; a list of materials was used to solicit prices for the bid. Bidders were required to submit prices for material delivered and prices for material to be picked up by the City. Three (3) sealed bids were received; following are the results of the bid evaluation. List of Bidders Location Bid Amounts Holliday Rock Company, Inc. Matich Corporation Vulcan Materials/Cal Mat Upland San Bernardino San Bernardino $1,854 $2,281 $2,326 Purchase Orders were awarded to two local San Bernardino vendors, Matich Corporation for $10,000 and Vulcan Materials/CalMat for $24,000 effective July 1, 1999 through June 30, 2000, to supply roadway pavement repair materials during the bid process and until the lowest and best bidder is identified and approved by Council. The overall low bid was received from Holliday Rock Co. of Upland. However, when the cost of labor and vehicle expenses are factored in for City vehicles to travel to Upland to pick up 2-ton loads, approximately 50 miles round trip, Holliday Rock's price for materials picked up by the City is effectively increased by $39.00 per ton. The differences in these pick up costs result in Holliday Rock's per ton price for material picked up by City vehicles being much higher than the two local vendors. Staff expects to purchase no more than 2,000 tons of roadway pavement repair material that would require City pick up for the remainder of Fiscal Year 99/00 Additionally, variations in production schedules for materials at each of the local vendors warrant multiple sources of material. Staff expects to purchase up to 3,500 tons of roadway pavement repair material that would require delivel}' and! or application by the vendor for the remainder of Fiscal Year 99/00. As such, Holliday Rock is the lowest and best bidder for delivered and! or applied materials, and staff recommends that Holliday Rock be awarded an Annual Purchase Order in an amount not to exceed $78,000 for delivel}' and application of roadway pavement repair materials effective for the remainder of Fiscal Year 99/00; and that the current purchase order to Vulcan Materials/ Cal Mat for materials picked up by City vehicles be continued, and that the current purchase order to Matich Corporation in the amount of $10,000 be increased to $24,000, for a total expenditure for road repair materials of $126,000. FINANCIAL IMPACT Funds for these purchase orders are contained in the Fiscal Year 1999/2000 Materials and Supplies fund. $167,100 plus continuing appropriations of $13,700 was included in this year's Street Division . budget for the purchase of roadway pavetnent repair materials. After this purchase the retnaining balance in this fund will be $8,444 to be utilized for other roadway pavetnent repair materials. RECOMMENDATION It is recommended that the Mayor and Common Council authorize the Purchasing Manager to issue an Annual Purchase Order to Holliday Rock Company, Inc., in a total amount not to exceed $78,000 to supply delivery and! or application of materials for roadway pavement repairs; and to continue the current purchase order to Vulcan Materials/Cal Mat in the amount not to exceed $24,000; and to increase the current purchase order to Matich Corporation from $10,000 to an amount not to exceed $24,000; both of which to supply materials to be picked up by the City. 2 o o o 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 ~(Q)(P)W Resolution No. A RESOLUTION AU1HORIZING THE EXECUTION OF AN ANNUAL PURCHASE ORDER TO HOLLIDAY ROCK COMPANY, INC. TO SUPPLY DELIVERED MATERIALS AND EQUIPMENT RENTALS FOR ROADWAY PAVEMENT REPAIRS;ANDAU1HORIZINGCURRENT PURCHASE ORDERS TO VULCAN MATERlALS/CAL MAT AND MATICH CORPORATION TO SUPPLY ROADWAY PAVEMENT MATERIALS TO BE PICKED UP BY THE CITY. BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: SECTION 1. That Holliday Rock Company, Inc., is the best and lowest bidder to supply delivered materials and equipment rentals for the City of San Bernardino roadway pavement repairs. Pursuant to this determination, the Purchasing Manager is hereby authorized and directed to issue an Annual Purchase Order to Holliday Rock Company, Inc., in a total amount not to exceed $78,000 as a result of Bid No. F-00-12. SECTION 2. That the Purchasing Manager is hereby authorized to continue the current purchase order to Vulcan Materials/Cal Mat in a total amount not to exceed $24,000 for materials to be picked up by the City. SECTION 3. That the Purchasing Manager is hereby authorized to continue the current purchase order to Matich Corporation for materials to be picked up by the City, and to increase the purchase order to a total amount not to exceed $24,000. SECTION 4. The authorization to execute the above referenced Annual Purchase Order is rescinded if the purchase order is not issued within sixty (60) days of the passage of this resolution. IIIII I I I I I I I I I I / / / I I January 28, 2000 o o o I 2 3 4 5 6 7 8 9 10 II 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 A RESOLUTION AUTHORIZING THE EXECUTION OF AN ANNUAL PURCHASE ORDER TO HOLLIDAYROCKCOMPANY,INC. TO SUPPLY DELIVERED MATERIALS AND EQUIPMENT RENTALS FOR ROADWAY PAVEMENT REPAIRS; AND AUTHORIZING CURRENT PURCHASE ORDERS TO VULCAN MATERIALS/CAL MAT AND MATICH CORPORATION TO SUPPLY ROADWAY PAVEMENT MATERIALS TO BE PICKED UP BY THE CITY. I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor and Common Council of the City of San Bernardino at a meeting thereof, held on the day of , 2000, by the following vote, to wit: Council Members: Ayes ~ Abstain Absent ESTRADA LIEN McGINNIS SCHNETZ SUAREZ ANDERSON MILLER City Clerll: The foregoing resolution is hereby. approved this day of ,2000. Approved as to form and Legal content; James F. Penman, City Attorney ~ BY: ,/ Sf>P"" 6"'~cel Judith Valles, Mayor City of San Bernardino January 28, 2000 2