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<br />6.18 <br /> <br /> <br />REPORT <br /> <br />To the Honorable Mayor and City Council <br />From the Cit Mana er <br /> <br />July 12, 2010 <br /> <br />SUBJECT <br />Asphalt Materials Purchase for Roadway Maintenance Activities <br /> <br />RECOMMENDATION <br />By motion, approve Amendment Number Two to the 2008-2009 Asphalt Concrete <br />Materials Purchase Agreement in the amount of $30,000 with Graniterock, Inc. and <br />authorize the City Manager to increase the contract amount, if necessary, up to 100/0 of <br />the amount awarded. <br /> <br />BACKGROUND <br />The asphalt products purchased under this agreement are used for the City's street and <br />sidewalk maintenance activities and the Capital Improvement Program paving activities. <br />The City will either pick up the materials at the supplier's plant or have the materials <br />delivered directly to job sites depending on the needs of the specific project being <br />completed. <br /> <br />On July 18, 2008, the City Clerk advertised the asphalt materials purchase bid request <br />and one bid was received and opened by the City Clerk on August 13, 2008. An <br />Agreement was entered into with Graniterock Inc. the low bidder for this purchase. <br />Language in the original agreement allows the City to renew the contract for four (4) <br />additional one year periods. The first extension was approved by City Council on August <br />24, 2009. This is the second extension of the original agreement. <br /> <br />AL TERNA TIVES <br />Do not award this extension and direct staff to rebid this project. Staff does not believe <br />that rebidding the project will result in a significant cost savings due to the fact that <br />monthly price adjustments are already factored into the agreement. <br /> <br />FISCAL IMPACT <br />The amount of this extension is $30,000.00. The amount of the initial agreement was <br />$220,000.00, and the amount of the first extension was $250,000 bringing the total <br />amount for these two years to $500,000.00. Funds in the amount of $30,000.00 have <br />been approved and appropriated in the Street System Maintenance budget of the Public <br />Works Services Department. <br /> <br />IllUudg$~ <br /> <br />Michael Gibbons <br />Public Works Superintendent <br /> <br />'--J? llU<i,,~ /Iittd""l <br /> <br />Marilyn Harang \) <br />Acting Public Works Services Director <br /> <br />Peter Ingram <br />City Manager <br /> <br />