AgdaPkt 2018-09-10 Joint SA PFA - Laserfiche WebLink

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6.1.F. - Page 1 REPORT To the Honorable Mayor and City Council From the City Manager September 10, 2018 SUBJECT Purchase Agreement for Asphalt Aggregate Materials RECOMMENDATION By motion, approve and authorize the City Manager to execute a one-year Purchase Agreement with Graniterock Company (Graniterock) in an amount not to exceed $125,000, including City Manager authority to extend the agreement for three additional consecutive one-year terms for a total not to exceed contract price of $539,267 BACKGROUND The Public Works Services Department (PWS) maintains the City's right-of-way infrastructure. These roadway maintenance activities typically consist of preventative maintenance work, such as spot reconstruction and overlays, and roadway repairs, such as patching and depression filling. Road repairs may also be necessitated after water and sewer line utility repairs that impact the right-of-way. Asphalt aggregate materials are used to perform all roadway maintenance activities. As the material is purchased throughout the year as the need arises, PWS released a Notice Inviting Bids (NIB) in March 2018 for purchase of asphalt aggregate products. ANALYSIS PWS staff published the NIB in the local newspaper and on the City's website. Staff also emailed copies of the NIB to three vendors. Despite publicly posting the information and contacting vendors directly, PWS received only one response by the bid deadline from Graniterock. Staff reviewed Graniterock's bid and found the submission to be the lowest, responsible and responsive bid. Graniterock followed the instructions of the NIB and is able to meet the requirements set forth in the scope of services. To ensure that Graniterock's pricing was standard for the area, staff also reached out to the remaining vendors for verbal pricing and feedback regarding the NIB. However, staff did not receive replies from other vendors. Staff also evaluated proposed prices from Graniterock by checking with