HomeMy WebLinkAboutStaff Report 327-08City of Palo Alto
CRy Manager’s Report
TO:
FROM:
DATE:
SUBJECT:
HONORABLE CITY COUNCIL
CITY MANAGER
JULY 28, 2008
APPROVAL OF A UTILITIES
DE PARTMENT:UTILITIES
CMR: 327:08
ENTERPRISE FUND BLANKET
PURCHASE ORDER WITH E. J. PIRES TRUCKING INC. IN A NOT TO
EXCEED AMOUNT OF $400,000 FOR SAND, ROCK, AND CUTBACK
ASPHALT FOR UTILITIES CONSTRUCTION
RECOMMENDATION
Staff recommends that the Council approve and authorize the City Manager or his designee to
purchase sand, rock, and cutback asphalt through a blanket purchase order for trench and street
restoration used by the Utilities Department in daffy construction operations from E. J. Pires
Trucking Inc. in a not-to-exceed amount of $400,000.
Staff also recommends that the Council approve and authorize the City Manager or his designee
to exercise the option to extend the contract for the second and third years, provided the supplier
is responsive to the City’s needs, and the quality of the contractor’s work/product is acceptable
during the previous year of the contract.
DISCUSSION
Project Description
The materials to be purchased include: sand, rock, and cutback asphalt. These materials are used
during the daily operations of the Utilities Department and are required for filling trenches and
pits and restoring streets after utility work is performed.
The bid process was used to determine the lowest unit cost supplier of the specified materials.
When materials are needed, they are ordered under a blanket order at the specified price in the
bid.
CMR: 327:08 Page 1 of 3
Summar~ of Bid Process
Bid Name/Number
Proposed Length of Project
Number of Bids Mailed to
Contractors
Number of Bids Mailed to Builder’s 0
Exchanges
Total Days to Respond to Bid 19
Pre-Bid Meeting?No
Number of Company Attendees at
Pre-Bid Meeting
Number of Bids Received:
Bid Price Range
*Bid summary provided in Attachment B.
Sand and Rock for WGW Utilities
36 months
10
N/A
6*
From a low of $344,480 to a high of $416,670
Staff has reviewed all bids submitted and recommends that the bid of $ 344,480 submitted by E.
J. Pires Trucking Inc. be accepted and that E. J. Pires Trucking Inc. be declared the lowest
responsible bidder. Two bidders on the bid summary bid lower total dollar amounts than E. J.
Pires Trucking Inc. because they did not include the cutback asphalt. The total for the items that
they provided bids for was higher than the low bid.
This contract establishes unit prices for materials that are ordered on an as-needed basis. The
quantities in the bid are estimated amounts, so actual quantities may be greater or lesser than the
bid amounts. Staff is requesting that the spending limit for the blanket purchase order be set at
$400,000 to accommodate the potential purchase of quantities greater than the estimated
amounts.
RESOURCE IMPACT
The purchase of materials under this contract will be funded from the operating budgets of the
Electric, Water, Gas, and Wastewater Utilities.
POLICY IMPLICATIONS
None.
ENVIRONMENTAL REVIEW
Not applicable.
CMR: 327:08 Page 2 of 3
ATTACHMENTS
A: Bid Summary
B: Certificate of Non-Discrimination
PREPARED BY:
Assistant Director of Utilities
DEPARTMENT HEAD:
CITY MANAGER APPROVAL:
Director of Utilities
Deputy City Managers
CMR: 327:08 Page 3 of 3
F-
Z
0
ATTACHMENT A
ATTACHMENT B
CERTIFICATION OF NONDISCRIMINATION SECTION II
PROJECT: SAND, ROCK AND ASPHALT FOR WGW, ,U.T!LITIES,, C.ONSTRU, CT!ON
Certification of Nondiscrimination:
Certification. of No.r~discrimlnatlon; As suppliers’of goods and/or services to the City of Palo Alto in excess
of $5,000, the firm, contractor or individual(s) listed below certiPy that: they do not and in the performance of
this contract they will not discriminate in employment of any person because of race, skin color, gender, age,
religion, disability, national origin, ancestry, sexual orientation, housing status, marital status, familial status,
weight or height of such person; and further certifi7 tha~ .they are in compliance with all Federal, State and localdirectives and executive orders regarding nondiscrim=~ation in employment.
Signature~,~
CITY OF PALO ALTO - RFQ126669 ...........PAGE 1 OF "I
Rcv. 12/04