HomeMy WebLinkAboutItem 1j - Reject Asphalt Concrete Mixes BidDATE: May 20, 2014
TO: Honorable Mayor and City Council
STAFF REPORT
Public Works Services Department
FROM: Tom Tait, Public Works Services Director
Dave Thompson, Streets Superintendent
By: Carmen Masud, Management Analyst
SUBJECT: REJECT THE ONE BID RECEIVED FOR THE PURCHASE OF ASPHALT
CONCRETE MIXES AND DIRECT STAFF TO RE -BID
Recommendation: Approve
SUMMARY
The Public Works Services Department ( "PWSD ") is responsible for the maintenance of
approximately 350 paved streets in the City. Asphalt repairs include filling potholes,
removing and replacing large cracked paved areas, and performing permanent repairs
for utility cuts. Recently, PWSD conducted a formal bidding process for the purchase of
asphalt concrete mixes and only received one bid. In order to ensure that the City is
getting competitive pricing for the purchase of asphalt concrete mixes, it is
recommended that the City Council reject the one bid received and direct staff to re -bid.
DISCUSSION
The PWSD completes asphalt repairs on City streets throughout the year in order to
prevent hazards and to extend the useful life of the streets. Asphalt repairs include
filling potholes, removing and replacing large cracked sections of streets, and doing
permanent repairs following utility cuts. Street maintenance crews utilize approximately
400 tons of asphalt concrete mixes annually. Since hot asphalt concrete mix is needed
to complete asphalt repairs, PWSD crews must have access to a nearby asphalt mix
provider. The ability to pick up asphalt and transport the material to work sites rather
than schedule delivery ensures that repairs can be completed at any time and
efficiently. This is especially important when emergency asphalt repairs are needed.
Similarly, having access to a nearby asphalt mix provider allows maintenance crews to
pick up asphalt multiple times during the day.
In order to receive the most competitive price for asphalt, a formal bid was conducted.
A notice inviting bids was published in the City's adjudicated paper and sent directly to
asphalt concrete mix providers. One bid was received with the following results:
Reject Bid for Asphalt Concrete Mixes
May 20, 2014
Page 2 of 2
FIRM LOCATION COST
Holliday Rock Irwindale, CA $ 48,663
PWSD staff contacted the prospective bidders and found that a few asphalt mix
providers no longer provide asphalt concrete mix or went out of business. Two asphalt
mix providers that are located near the City limits did not receive a bid package because
their address changed or the bid package was not received by the appropriate person
who responds to bids.
The City of Arcadia Purchasing Procedure Manual states that at least three bids shall
be obtained whenever possible. It is anticipated that re- bidding for asphalt concrete mix
providers will enable the City to receive more bids. This will ensure that the City is
getting the lowest and best price for asphalt concrete mixes.
FISCAL IMPACT
Funds in the amount of $40,000 have been budgeted for asphalt in the Fiscal Year
2014 -15 Operating Budget.
RECOMMENDATION
It is recommended that the City Council reject the one bid received for the purchase of
asphalt concrete mixes and direct staff to re -bid.
Approved.
Dominic Lazzareftd
City Manager