Item 270/2024
Final
City of Garden Grove
INTER-DEPARTMENT MEMORANDUM
To:
Lisa L. Kim From: William E. Murray
Dept:
City Manager Dept: Public Works
Date: 6/25/2024
Subject: Award contracts and authorize the issuance of purchase orders for asphalt products as needed to: All American Asphalt, Calmat Co DBA Vulcan Materials Company Western Division, and R.J. Noble Company. (Cost: $900,000) (Action Item)
OBJECTIVE
For the City Council to award contract s to All American Asphalt, Calmat Co DBA Vulcan Materials Company Western Division (Vulcan), and R.J. Noble Company to purchase asphalt products for ‘will call’ and delivery on an as-needed basis.
BACKGROUND
The City has a continual and growing need for asphalt and related supplies to be delivered to various job sites throughout the City for on -going street improvements. It is common for projects to overlap timelines which could cause a delay when the City’s contracted vendor has a full schedule. The delay could become costly due to the time and risk associated with quoting individual jobs to vendors . T herefore, it is necessary for the City to contract with multiple asphalt providers to avoid delays. Based on past experiences, it is also necessary to have the asphalt providers to be in close proximity to provide reliable hot-mix asphalt at the required temperature to improve cost efficiency during the street project. Three asphalt providers were selected and will be used on an as-needed basis.
DISCUSSION
IFB No. S-1327 was issued on April 17, 2024, and three (3) bids were received and opened on May 16, 2024. All bids were received and were found to be responsive. The contract amounts were ranked by the lowest to highest bidder for asphalt products , including the contractor’s ability to meet the City’s needs and guarantee pricing for the one (1) year period of the contract. The bid results are as follows and contract amounts were determined by the total bid amounts. (Refer to Bid Tabulation Report attachment).
All American Asphalt $897.12
Vulcan $1,138.54
R.J. Noble Company $1,232.14
Item 270/2024
FINANCIAL IMPACT
Annual spending among t he three (3) contract s will not exceed $900,000 . Actual vendors will be selected based on availability, with the lower cost vendor be the first choice. Funding is included in the Public Works Streets Division Fiscal Year 2024 -25 amended o perating budget.
RECOMMENDATION
It is recommended that the City Council:
• Award one-year contracts to: All American Asphalt, Calmat Co DBA Vulcan Materials Company Western Division, and RJ Noble Company; and
• Authorize the City Manager to execute contracts with the three (3) companies to provide asphalt products for ‘will call’ and delivery on an as-needed basis in the amounts as follows:
All American Asphalt $400,000
Calmat Co. DBA Vulcan Materials
Company Western Division
$400,000
R.J. Noble Company $100,000
• Authorize the City Manager execute the contracts on behalf of the City, and to make minor contract modifications as needed.
By: Raul Leyva, Public Works Supervisor
ATTACHMENT(S)
1. All American Asphalt Attachment B
2. All American Asphalt Contract FY25
3. All American Asphalt Insurance
4. RJ Noble Attachment B
5. RJ Noble Contract FY25
6. RJ Noble Insurance
7. Vulcan Materials Attachment B
8. Vulcan Contract FY25
9. Bid Tabulation Report