ADMINISTRATIVE REPORT
MEETING DATE: May 14, 2025 AGENDA CATEGORY: Consent - Agreements TO: Honorable Mayor and City Council
FROM: Zachary Meyer, Public Works Director
DATE: April 25, 2025
SUBJECT: Agreement with Kern Asphalt Paving and Sealing Company, Inc. (not to exceed $2,340,000) to provide transportation and hauling services for the Public Works Department, Street Division.
RECOMMENDATION:
Staff recommends approval of the agreement.
BACKGROUND:
On March 12, 202 5, the City advertised through a Request for Qualifications (RFQ) for transportation services to move large volumes of asphalt, rock, and other materials for the Public Works, Street Division through the City’s website and PlanetBids. On April 2, 2025, four (4) submittals were received:
• Kern Asphalt Paving and Sealing Co., Inc. (QBS 98.87, $2,340,000) • Premier Valley Transport Inc. (Non-responsive)
• Bowman Asphalt (Non-responsive)
• Ortega R’s Construction (Non-responsive)
The above-listed contractors who submitted a statement of qualifications (SOQ) were reviewed by the Public Works Department’s evaluation committee, which ranked the proposer’s qualification-based score (QBS) and reviewed their bid proposal for conformance with the ranges determined to be acceptable.
Kern Asphalt Paving and Sealing Co., Inc. ranked number one with a QBS of 98.87. Premier Valley Transport Inc., Bowman Asphalt, and Ortega R’s Construction were deemed non-responsive for one or more of the following reasons: failure to submit all required documentations, follow submission instructions, or meet the minimum qualifications. As a result, their SOQs and Bid Proposals were not considered or rated.
Based on the combination of QBS and the bid proposal, the evaluation committee recommends entering into an agreement with Kern Asphalt Paving and Sealing Co. , Inc. The agreement compensation , not to exceed $2, 340,000 for a one -year p eriod, will be renewable annually for four consecutive one -year periods at the City’s option and upon mutually agreeable terms.
FISCAL IMPACT:
Funding for the agreement will be from varying funding sources including Street’s General Fund Operating account, Utility Road Fund, and Gas Tax.
COUNCIL GOAL:
Reliable Infrastructure
ATTACHMENTS:
1. Kern Asphalt Paving and Sealing Co Inc signed
2. Exhibit A RFQ Transportation Services PW Streets
3. Exhibit B SOQ and Bid Transportation Services PW Streets