To: Honorable Mayor and Members of City Council
From: Julie Lucido, Public Works Director
Prepared By: Dominic DiGloria, Maintenance Superintendent
TITLE:
Title
Purchase of Asphalt and Aggregate Materials
LABEL
RECOMMENDED ACTION:
Recommendation
Adopt a resolution: (1) authorizing the Public Works Director to award a contract to, and execute a contract with, Vulcan Materials Company, for asphalt and aggregate materials in an amount not to exceed $8,000,000.00; and (2) determining that the actions authorized by this resolution are exempt from CEQA.
Body
DISCUSSION:
The City's operations for paving, sidewalk construction, utilities work, and parks maintenance require asphalt and aggregate materials including aggregate base, sand, and crushed rock. The proposed contract award will provide asphalt and aggregate materials on an as-needed basis in support of ongoing infrastructure maintenance activities performed by City crews.
In anticipation of the upcoming, programmed street resurfacing projects, and the need for other aggregate materials City-wide, staff issued an Invitation for Bids (IFB) for the Purchase of Asphalt and Other Aggregate Materials on September 19, 2024. The IFB specified the intent to select one (1) supplier to provide asphalt and aggregate materials with a combined not-to-exceed amount of $8,000,000. On October 18, 2024, bids were received from the following companies:
• Green Dream International LLC, Sacramento, CA
• Vulcan Materials Company, Napa, CA
Following receipt of the bids, staff reviewed the bids for responsiveness and cost. Based on the staff’s evaluation of the proposal, staff determined that Vulcan Materials Company was the lowest responsive bidder. The bid review concluded:
• Green Dream International, LLC submitted a lower total combined bid, however upon review of the prices submitted, City staff noticed a discrepancy in the price for line-item no. 11 (SS-1 tack oil). Upon inquiry, Green Dream International LLC confirmed there was confusion regarding the line item, their pricing was not correct, and requested to remove this line item entirely from the bid. Tack oil is vital for the City’s asphalt and paving operations and a required item of this bid thus rendering the bid submitted by Green Dream unresponsive.
• Vulcan Materials Company was competitively priced and the only responsive bidder. Vulcan Materials Company provided the lowest bid price for ½” HMA Type A PG64-16, which is the primary material used by the City for paving operations.
Staff recommends awarding one (1) contract in an amount not to exceed $8,000,000, to Vulcan Materials Company, to meet the City’s needs for City paving, parks, and water distribution. The not to exceed amount is estimated to support the City maintenance operations for approximately 2-3 years.
FINANCIAL IMPACTS:
The costs associated with the proposed contract are included in the program budgets. Given the on-call nature of the contract, materials will be ordered based on available program funding and need by each department purchasing materials.
CEQA:
City staff recommends that the City Council determine that the Recommended Action is exempt from CEQA pursuant to CEQA Guidelines Section 15301(c), which exempts the repair or minor alteration of existing streets, sidewalks, gutters, and similar facilities. In the alternative, it is not a project under CEQA as it is associated with a continuing maintenance activity of the City of purchasing ongoing supplies for future work pursuant to CEQA Guideline 15378(b)(2).
DOCUMENTS ATTACHED:
ATCH 1 - Resolution
NOTIFICATION:
None.