TITLE
Recommendation to adopt Specifications No. ITB LB18-068 and award a contract to West Coast Sand & Gravel, Inc. of Buena Park, CA, for furnishing and delivering as-needed sand, gravel, and related materials, in an annual amount not to exceed $600,000, for a period of two years, with the option to renew for three additional one-year periods, at the discretion of the City Manager; and, authorize City Manager, or designee, to execute all documents necessary to enter into the contract, including any necessary amendments. (Citywide)
DISCUSSION
City Council approval is requested to enter into a contract with West Coast Sand & Gravel, Inc., for furnishing and delivering sand, gravel, and related materials. These materials are primarily used to fill holes created by pipeline construction throughout the City. Other uses include road repair, sand bagging for flood control, and as-needed projects to maintain City facilities. Departments utilizing this service include: Long Beach Airport, Energy Resources, Harbor, Parks, Recreation, and Marine, Public Works, and Water.
The bid was advertised in the Long Beach Press-Telegram on July 13, 2018, and 3,863 potential bidders specializing in sand and gravel were notified of the bid opportunity. Of those bidders, 15 downloaded the bid via the City’s electronic bid system. The bid document was made available from the Purchasing Division, located on the seventh floor of City Hall, and the Division’s website at www.longbeach.gov/purchasing. A bid announcement was also included in the Purchasing Division’s weekly update of Open Bid Opportunities, which is sent to 22 local, minority, and women-owned business groups. Three bids were received on August 23, 2018. Of those three bidders, none were Minority-owned Business Enterprises (MBEs), Woman-owned Business Enterprises (WBEs), certified Small Business Enterprises (SBEs), or Long Beach businesses (Local). West Coast Sand & Gravel, of Buena Park, CA (not a MBE, WBE, SBE, or Local), was the lowest responsible bidder.
Local Business Outreach
In an effort to align with the City’s outreach goal, Long Beach businesses are encouraged to submit bids for City contracts. The Purchasing Division also assists businesses with registering on the PlanetBids database to download the bid specifications. Through outreach, 360 Long Beach vendors were notified to submit bids, of which none downloaded nor submitted a bid. The Purchasing Division is committed to continuing to perform outreach to local vendors to expand the bidder pool.
This matter was reviewed by Deputy City Attorney Amy R. Webber on September 27, 2018 and by Revenue Management Officer Geraldine Alejo on October 3, 2018.
TIMING CONSIDERATIONS
City Council action to adopt Specifications No. ITB LB18-068 and award a contract concurrently is requested on October 23, 2018, to ensure that a contract is in place expeditiously.
FISCAL IMPACT
The annual cost of the contract will not to exceed $600,000, and is budgeted in various funds and departments. The award of this contract will provide continued support to our local economy by assisting in the preservation of employment for ten full-time employees residing in Long Beach.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
JOHN GROSS
DIRECTOR OF FINANCIAL MANAGEMENT
APPROVED:
PATRICK H. WEST
CITY MANAGER