17-APPROVE RESOLUTION AWARDING BID FOR STREET DIVISION MATERIALS TO LOWEST BIDDER

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CITY COUNCIL AGENDA ITEM BRIEFING SHEET Submittal Date: Originating Department: Presented By: Agenda Item No.: 04/03/2012 Street Division 46 Ronald J. Sullivan, P.E. Public Council Date: Works Director 17. 04/09/2012 RECOMMENDED MOTION: Approve a resolution awarding the bid for Street Division materials to the lowest bidder for 14 bid items as shown on the attached bid tabulation. POLICY ISSUE(S): Bid Award BACKGROUND: As requested by the City Council we have researched `piggy backing' on the State's material contracts. Unfortunately the list of materials is very extensive and fairly complicated. We found 380 prices for aggregates alone. Due to the complications of trying to use the State pricing at this time, it is my recommendation that we award the contract as bid for this fiscal year and continue to explore this option in future budget years. Again the bid for roadway materials to be used by the Street Division - 46, Water Distribution - 83, Sewer Maintenance - 85, and Parks Division - 43. The bid tabulation sheet is attached for details of the bids and materials. The materials include Hot Mix Cold Laid Asphalt, "Type "A", (Coarse Base) Material, Hot Mix Cold Laid Asphalt, Type "B" (Fine Base) Material, Hot Mix Cold Laid Asphalt, Type "D" (Fine Mixture) Material, Aggregate Cover Stone (Type B, Grade 4, Uncoated), Aggregate Cover Stone (Type B, Grade 5, Uncoated), Aggregate Cover Stone (Type B, Grade 5, Coated), CRS-2 Emulsion Asphalt, SS-1 Emulsion Asphalt (Tack Oil), Portland Cement Concrete (5 sack), Portland Cement Concrete (6 sack), Grout, Sand, Flexible Base Material (Red Rock) and Flexible Base Material (White Rock). BOARD/COMMISSION RECOMMENDATION: N/A EXHIBITS: Resolutions, Notice to Bidder, and Bid tabulation ACTION: BUDGET INFO: ❑ Financial Report ❑ Minute Order Expense $ ❑ Department Report Z Resolution Budgeted Amt. $425,000 in Street Division, $40,000 ❑ Presentation ❑ Ordinance in Water Distribution, $45,000 in ❑ Public Hearing ❑ Other Sewer Maintenance and $20,000 in Parks Division YTD Actual $248,024.47 in Street Division, $14,375.62 in Water Distribution and $35,486.17 in Sewer Maintenance, and $7,850.00 in Parks Division Acct. Name Street & Alley Repairs Acct. Number 01-0407-46-00, 10-0407-83-00, 10- 0407-85-00, 01-0407-43-00 FISCAL NOTES: REVIEWED AND APPROVED BY: Z Administration 2 City Clerk ❑ Community Development ❑ EMS/IT ❑ Finance ❑ Fire ❑ Municipal Court Z Legal ❑ Library ❑ Police Z Eng./Public Works ❑ Utilities City of Paris Revised 2/04/08 uut, 34