TITLE
Recommendation to adopt Specifications No. PA-00511 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 sand and gravel, in the annual amount not to exceed $550,000, for a one-year term with the option to renew for two additional one-year periods, at the discretion of the City Manager. (Citywide)
DISCUSSION
City Council approval is being requested to enter into an annual contract with West Coast Sand & Gravel, Inc., for furnishing and delivering rock, sand and gravel base to backfill potholes, road repair, sand bagging for flood control, and other special projects intended to maintain the City's 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 21, 2010, and 30 potential bidders specializing in sand and gravel were notified. Of those bidders, seven 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 <http://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. One bid was received on the bid opening date of January 6, 2011. West Coast Sand & Gravel, Inc., of Buena Park, CA (not an MBE, WBE, SBE or Local), as the sole respondent, is recommended to furnish and deliver sand and gravel.
Local Business Outreach
Our outreach goal is to encourage Long Beach businesses to participate in City procurement processes and submit proposals for City contracts. We assist businesses with registering on our Bids Online database to download the bid specifications. Seven Long Beach vendors were contacted to offer local outreach, of which none downloaded or 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. Burton on March 8, 2011 and Budget Management Officer Victoria Bell on March 10, 2011.
TIMING CONSIDERATIONS
City Council action to adopt Specifications No. PA-00511 and award a contract concurrently is requested on April 12, 2011 to ensure that the contract is in place expeditiously.
FISCAL IMPACT
The annual cost of this contract is an amount not to exceed $550,000. Of that amount, $400,000 is budgeted in the Water Fund (EF 310) in the Long Beach Water Department (WA); $70,000 is budgeted in the General Fund (GP) in the Department of Parks, Recreation and Marine (PRM); $10,000 in the Harbor Operations Fund (HR 430) in the Long Beach Harbor Department (HA); $50,000 in the Gas Fund (EF 301) in Long Beach Gas & Oil Department (GO); $10,000 in the Airport Fund (EF 320) in the Long Beach Airport (AP); and $10,000 in the General Fund (GP) in the Department of Public Works (PW). The award of this contract will provide continued support to our local economy by assisting in the preservation of eight full-time employees residing in Long Beach with employment.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
DAVID S. NAKAMOTO
ACTING DIRECTOR OF FINANCIAL MANAGEMENT
APPROVED:
PATRICK H. WEST
CITY MANAGER