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PUBLIC WORKS DEPARTMENT / PURCHASING - Interim Director Will Pike
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Requested Action(s)
recommendation
a) Request approval of the following bidders list for the Alternative Availability Based Bid for Cold Mix - UPM® (Unique Paving Material) or approved equivalent in bulk and further authorize the Purchasing Agent to make purchases from the list pursuant to the established procedures, with the approximate total of 300 tons:
1) Dan Palmer Trucking Inc in the amount of $168.50 per ton
2) Vulcan Materials in the amount of $171.43 per ton
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Financial Impact:
Funding is currently available in the Fiscal Year 2024/25 Budget in 102-3011-53280 and will be requested for inclusion in Fiscal Year 2025/26 Budget in 102-3011-53280.
Background Information:
Cold Mix is a special cold and wet weather pavement patching material used by the department. Use of the material is critical for the protection and longevity of county roads and the safety of the traveling public. The material has proven to be an effective material for use during winter operations and difficult pothole repairs in high volume roads. The material is more expensive than other types of asphalt patch materials, however it has proved its worth over the years as staff does not need to continually revisit a particular repair site for additional repair once the material is placed. Without approval to proceed with solicitation staff would be forced to utilize existing cold patch materials that do not perform to the level desired, therefore increasing staff and material costs. To ensure that the County has the ability to obtain the material from the lowest bidder that actually has material available when needed by the County, the Department is requesting approval to use the following alternative competitive bidding process:
1) Each vendor submits their bid for the purchase price of the Cold Mix material;
2) Based on the foregoing, the Board approves the bid list, with the bids ranked in accordance with this procedure, up to a specific amount; and
3) For each road repair and maintenance project, the Department will determine whether the lowest bidder on the bid list has the required material available at the time and in the quantities needed for the project. If so, the Purchasing Agent will make a sub-award and issue a purchase order to that vendor. If the lowest bidder does not have the required material available, the Department and Purchasing Agent will repeat the process with the next lowest bidder on the approved bid list and thereon, until a sub-award is made to the lowest bidder on the approved bid list that has the required material available.Under Tehama Code section 4.24.080, subdivision (c), the method and extent of bidding procedures for the purchase of supplies, etc., shall be prescribed by the Board of Supervisors. The foregoing alternative procedure is within the Board’s authority and will ensure that the County has the ability to timely obtain Cold Mix materials at the lowest cost possible.