TITLE
Recommendation to adopt Specifications No. PA-00509 and award contract to West Coast Sand and Gravel, Inc., for the purchase of sand and gravel in the amount of $700,000 for a period of one year, with the option to renew for one additional year, at the discretion of the City Manager, with the option to add expenditures up to 15 percent
(or $105,000) above the contract amount, if necessary and if funds are available. (Citywide)
DISCUSSION
City Council approval is being requested to enter into an annual Citywide contract for furnishing and delivering rock, sand and gravel base to repair, replace and maintain the City's facilities, and for special projects. Departments participating in the contract include Gas & Oil, Harbor, Parks, Recreation and Marine, Public Works and Water.
The bid was advertised on December 3, 2008 and 13 potential bidders specializing in sand and gravel were notified of the bid opportunity; two are Minority-owned Business Enterprises (MBE), two are Women-owned Business Enterprises (WBE), one is a Long Beach business, and one is a certified Small Business Enterprise (SBE). 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's business groups. Bids were opened on December 18, 2008. West Coast Sand and Gravel, Inc., of Buena Park, CA (not an MBE, WBE, local or SBE) was the lowest responsible bidder.
This item was reviewed by Deputy City Attorney Amy R. Burton on January 12, 2009 and Budget Management Officer Victoria Bell on January 14, 2009.
TIMING CONSIDERATIONS
City Council action to adopt Specifications No. PA-00509 and award the contract concurrently is requested on February 3, 2009 to ensure that the contract is in place expeditiously.
FISCAL IMPACT
The cost of this contract is $700,000 annually. Of that amount, $450,000 is budgeted in the Water Fund (EF 310) in the Long Beach Water Department (WA); $125,000 is budgeted in the General Fund (GP) in the Department of Parks, Recreation and Marine (PRM); $20,000 is budgeted in the Harbor Fund (HR) in the Harbor Department (HA); $65,000 is budgeted in the Gas Fund (EF 301) in the Long Beach Gas & Oil Department (GO); and $40,000 is budgeted in the General Fund (GP) in the Department of Public Works (PW). The City will have the option of adding expenditures up to 15 percent, or $105,000 above the contract amount, if necessary and if funds are available.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
LORI ANN FARRELL
DIRECTOR OF FINANCIAL MANAGEMENT/CFO
NAME |
APPROVED: |
TITLE |
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PATRICK H. WEST |
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CITY MANAGER |