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PUBLIC WORKS DEPARTMENT / PURCHASING - Director Jim Simon
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Requested Action(s)
recommendation
a) Request approval of the following bidders list for the “Transportation Cost-Based Bid for Road Materials”; and further authorize the Purchasing Agent to make purchases from the list pursuant to the procedures approved by the Board of Supervisors on 5/14/24, with the approximate combined total of 43,420 tons:
1) J.F. Shea Construction, Inc. for the following products:
a) Class II Crushed Aggregate Base ¾” in the amount of $15.02 per ton
b) Class II Crushed Aggregate Base ½” in the amount of $15.02 per ton
c) Class 2 RSP Rock Material in the amount of $37.54 per ton
d) Chip Seal Rock in the amount of $26.81 per ton
e) Cold Mix Asphalt in the amount of $139.43 per ton
f) Asphalt Concrete ½” PG64-10 in the amount of $83.66 per ton
g) ¼ Ton Rip Rap in the amount of $37.54 per ton
2) Tehama Asphalt for the following products:
a) Cold Mix Asphalt in the amount of $129.00 per ton
b) Asphalt Concrete ½” PG64-10 in the amount of $90.30 per ton
3) Tullis Inc. for the following products:
a) Class II Crushed Aggregate Base ¾” in the amount of $13.41 per ton
b) Class II Crushed Aggregate Base ½” in the amount of $14.48 per ton
c) Class 2 RSP Rock Material in the amount of $26.81 per ton
d) Chip Seal Rock in the amount of $15.02 per ton
e) Cold Mix Asphalt in the amount of $128.70 per ton
f) Asphalt Concrete ½” PG64-10 in the amount of $80.44 per ton
g) ¼ Ton Rip Rap in the amount of $26.81 per ton
4) Stempel Wiebelhaus for the following products:
a) Class II Crushed Aggregate Base ¾” in the amount of $15.02 per ton
b) Class II Crushed Aggregate Base ½” in the amount of $16.09 per ton
c) Class 2 RSP Rock Material in the amount of $32.18 per ton
d) Chip Seal Rock in the amount of $16.09 per ton
e) ¼ Ton Rip Rap in the amount of $37.54 per ton
5) Thomes Creek Rock for the following products:
a) Class II Crushed Aggregate Base ¾” in the amount of $15.55 per ton
b) Class II Crushed Aggregate Base ½” in the amount of $15.55 per ton
c) Chip Seal Rock in the amount of $20.91 per ton
6) Franklin Construction for the following products:
a) Asphalt Concrete ½” PG64-10 in the amount of $96.53 per ton
b) Cold Mix Asphalt in the amount of $123.34 per ton
7) Knife River Construction for the following products:
a) Asphalt Concrete ½” PG64-10 in the amount of $117.98 per ton
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Financial Impact:
Funding is currently available in the Fiscal Year 2023-24 Budget and will be made available in the Fiscal Year 2024-25 Budget in 102-3011-53280
Background Information:
Class II Crushed Aggregate Base, Class 2 RSP Rock Material, Chip Seal Rock, Asphalt Concrete, Rip Rap and Tack Oil for various road repair and maintenance projects throughout Tehama County. In the past, these products were purchased through a single bid process each year, with the award being made to the bidder who submitted the lowest price. The product was picked up by County staff at the vendor’s plant, and transported to the job site(s) at the County’s cost. In recent years, fuel prices have increased significantly and the County has begun factoring in the costs of transportation from the plant to the County yard or job site when determining which bidder is the lowest. To ensure that the County uses the vendor who provides the lowest total County cost for each project, the Board of Supervisors approved the use of the following alternative competitive bidding process at their May 14, 2024 meeting:
1) Each vendor submits their bid for the purchase price of the material and identifies the location of their plant
2) Based upon the foregoing, the Board approves the bid list, and authorizes the Purchasing Agent to make purchases from that list in accordance with this procedure, up to a specified amount
3) For each road repair and maintenance project, the Purchasing Agent will determine the distance between the job site and each vendor’s plant, and will assign a transportation cost factor (calculated at $3.90/mile) to each vendor. This cost factor will then be added to the vendor’s bid price for the material to determine which vendor provides the lowest total county cost for that project. The Purchasing Agent will make a sub-award and issue a Purchase Order to that vendor.
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 the County’s ability to timely obtain materials at the lowest cost possible.