TITLE
Recommendation to adopt Specifications No. ITB LB-14-027 and award a contract to West Coast Sand & Gravel, Inc., of Buena Park, CA (not an MBE, WBE, SBE, or Local), for furnishing and delivering as-needed sand and gravel, in an annual amount not to exceed $500,000, for a period of two years, with the option to renew for two additional one-year periods, at the discretion of the City Manager. (Citywide)
DISCUSSION
City Council approval is requested to enter into an annual contract with West Coast Sand & Gravel, Inc., for furnishing and delivering rock, sand and gravel base for which the primary use is to backfill holes created by pipeline construction throughout the City. In addition, it is used for road repair, sand-bagging for flood control, and other special projects intended to maintain City facilities. Departments participating in the contract include Long Beach Airport, Long Beach Gas and Oil, Harbor, Parks, Recreation and Marine, Public Works and Water.
The bid was advertised in the Press-Telegram on December 11, 2013, and 2,524 potential bidders specializing in sand and gravel were notified of the bid opportunity. Of those bidders, 25 downloaded the bid via our 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 30 local, minority and women-owned business groups. Three bids were received on December 24, 2013. Of those three bidders, none were Minority-owned Business Enterprises (MBEs), none were Women-owned Business Enterprises (WBEs), one was a certified Small Business Enterprise (SBE), and none were Long Beach businesses (Local). West Coast Sand & Gravel, Inc., was the lowest responsible bidder.
Local Business Outreach
In an effort to align with our outreach goal, Long Beach businesses were encouraged to submit bids for City contracts. The Purchasing Division also assisted businesses with registering on the Bids Online database to download the bid specifications. Through outreach, 241 Long Beach vendors were contacted to submit bids, of which three downloaded the bid; however none 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 Webber on March 11, 2014 and by Budget Management Officer Victoria Bell on March 13, 2014.
TIMING CONSIDERATIONS
City Council action to adopt Specifications No. ITB LB-14-027 and award a contract concurrently is requested on April 1, 2014 to ensure the contract is in place expeditiously.
FISCAL IMPACT
The cost of this contract is an annual amount not to exceed $500,000 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 eight 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