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��i-� � � <br /> REP�RT <br /> To the Honorable Mayor and City Council <br /> from the City Manager <br /> June 21, 2004 <br /> Subject <br /> Asphalt Materials Purchase <br /> Recommendations <br /> By Motion, extend the agreement for the 2003 / 2004 Asphalt Materials Purchase to <br /> Graniterock Company, of Redwood City, CA, for the not-to-exceed amount of $191,840.65. <br /> Background <br /> The contract documents and specifications approved on June 28, 2003 by the City Council <br /> contained a provision to extend the contract for up to one additional year at the same <br /> terms and conditions if agreed by the contractor and approved by the City. <br /> Graniterock has been awarded as the City's materials supplier for the last two years based <br /> on their competitive pricing and convenient location. They have been the only supplierto <br /> provide the complete range of asphalt materials that the City uses for our different asphalt <br /> maintenance tasks. They have agreed to an extension of the asphalt materials purchase <br /> agreement for an additional year at the same unit bid prices. <br /> Staff recommends extending the agreement for an additional year by the not to exceed <br /> amount of $191,840.65 at the existing unit bid prices. The agreement extension will cover <br /> the period from July 1, 2004 through June 30, 2005. <br /> The agreement provides asphalt materials purchases for both the City's street, parking lot, <br /> and sidewalk maintenance operations and the Capital Improvement Program (CIP) prep <br /> work performed prior to the Roadway Management System (RMS) cape seal and slurry <br /> seal treatments. <br /> The proposed Public Works Services department budget did not include reductions in the <br /> asphalt purchases for fiscal year 2004-2005. There may be reductions in the amount of <br /> prep work performed depending on the CIP expenditures for the different RMS treatments. <br /> Alternatives <br /> There are two alternatives to extending the contract. <br /> (1) Re-bid the contract. This will require at least 45 days to complete and involves <br /> considerable staff time. Staff does not believe a cost savings will be realized by a new bid. <br /> Staff included the agreement extension provision to reduce staff workload, continue a long- <br /> term relationship with a viable asphalt materials supplier, and control costs. <br /> Page 1 of 2 <br />