Item 225/2025
Final
City of Garden Grove
INTER-DEPARTMENT MEMORANDUM
To:
Lisa L. Kim From: William E. Murray
Dept:
City Manager Dept: Public Works
Date: 6/24/2025
Subject: Award of contracts to All American Asphalt, Calmat Co DBA Vulcan Materials Company and R.J. Noble Company for asphalt products on an as-needed basis. (Cost: $1,300,000) (Action Item)
OBJECTIVE
For the City Council to award contracts to: 1) All American Asphalt; 2) Calmat Co DBA Vulcan Materials Company, Western Division; and 3) R.J. Noble Company, for asphalt products “will- call” and delivery services, 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 then cause a delay when the City’s contracted vendor has a full schedule. These instances are not ideal due to the time and risk associated with quoting individual jobs to vendors; therefore, it is necessary for the City to contract with three asphalt providers to meet the City’s needs. In accordance with public procurement requirements, the City issued a formal bid solicitation for asphalt material supply.
Initially, the City received only one bid from All American Asphalt, which was insufficient for a competitive award process. As a result, staff re -issued the solicitation to encourage additional participation. Upon rebidding, the City received responses from three (3) qualified vendors: All-American Asphalt, Calmat Co. DBA Vulcan Materials Company, Western Division and R.J. Noble Company.
These three (3) local vendors are close in proximity to provide the City with reliable hot-mix asphalt at the required temperature on an as-needed basis.
DISCUSSION
IFB No. S-1364-A was issued on April 23, 2025 and three (3) bids were received and opened on May 9, 2025. All bids were reviewed and were found to be responsive.
Item 225/2025
The contract amounts were ranked by the lowest to highest bidder for asphalt products and the contractor’s ability to meet the City’s needs and guarantee pricing for the one-year period of the contract.
The numbers below represent the aggregate tabulation of all eleven (11) bid items (Attachment 1) for all three (3) separate companies and was used to determine the lowest bidder. The bid results are as follows:
Company Aggregate Amount
(Bid Items)
All American Asphalt $930.12
Calmat Co DBA Vulcan Materials Company $1,192.04
RJ Noble Company $1,285.36
FINANCIAL IMPACT
Specific contract amounts for each vendor were based on cost efficiency (lowest bidder received highest contract amount) and projected contract use. The three (3) combined contracts will not exceed $1,300,000 during Fiscal Year 2025-2026. Funding has been allocated in the Public Works Department’s FY2025-26 adopted operating budget.
RECOMMENDATION
It is recommended that the City Council:
Award a one-year term contract to: 1) All American Asphalt in the amount of $600,000; 2) Calmat Co. DBA Vulcan Materials Company, Western Division in the amount of $500,000; and 3) R.J. Noble Company in the amount of $200,000, to provide asphalt products on an as-needed basis; and
Authorize the City Manager, or designee, to execute each contract on behalf of the City and make minor modifications as needed thereto.
By: Raul Leyva, Public Work Supervisor
ATTACHMENT(S)
1. Bid Items List
2. All American Asphalt Agreement
3. Calmat Co DBA Vulcan Materials Company Agreement
4. R.J. Noble Company Agreement