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PURCHASING / PUBLIC WORKS DEPARTMENT - Director Jim Simon
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Requested Action(s)
recommendation
a) Request approval of the following bidders list for the “Alternative Availability Based Bid for Liquid Asphalt & Asphaltic Emulsions”; 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 535 tons:
1) VSS International, Inc. DBA VSS Emultech for the following products:
a) CSS-1h in the amount of $606.00 per ton
b) PMRC-2h in the amount of $618.00 per ton
2) Western Emulsions:
a) CSS-1h in the amount of $616.49 per ton
b) PMRC-2h in the amount of $627.22 per ton
3) Albina Asphalt:
a) CSS-1h in the amount of $615.25 per ton
b) PMRC-2h in the amount of $679.60 per ton
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Financial Impact:
Funding is currently available in the Fiscal Year 2023/24 Budget and will be requested for inclusion in Fiscal Year 2024/25 Budget in 102-3011-53280.
Background Information:
On May 14,2024 the Board approved the specifications for liquid asphalt and asphaltic emulsions. The Public Works Department uses liquid asphalt for various road repair and maintenance projects throughout Tehama County. This material must be delivered and used within a short time after manufacture, and occasionally the lowest bidder cannot manufacture and deliver the material at the exact time required by the Department. 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 liquid asphalt 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 the County’s ability to timely obtain liquid asphalt materials at the lowest cost possible.