Lake Havasu City COUNCIL COMMUNICATION

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Godwin Beasley
5 years ago
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1 Lake Havasu City COUNCIL COMMUNICATION CC NO.: MEETING DATE: TYPE OF MEETING: 32 6/25/13 Regular TO: FROM: SUBJECT: COUNCIL GOAL: SUMMARY: Honorable Mayor and Council W. Mark Clark, Maintenance Services Manager Beach Sand Purchase Options - Rotary Beach #4 Enhanced Quality of Life. Lake Havasu City opened bids on June 4, 2013, for the procurement and delivery of 5,250 tons of Beach Sand to Rotary Park, to be completed by September 30, 2013.Two bids were received. The apparent low bidder was Jason Hi!ger Trucking with a source in Las Vegas, at a cost of $42.00 per ton, delivered, including tax. This is the source that was used for the Channel Beach Sanding. The second bidder was DPE Materials with a source in Yuma at a cost of $ per ton, delivered, including tax. Previously, a local source was considered but it was determined to proceed with the "white" sand. We have now had several months' experience cleaning the sand and observing the natural setting of the Channel (trees and wildlife). This has resulted in some discoloration of the sand. The local sand is available at $17.50 per ton, delivered, either concrete or mortor sand, as a part of the annual materials award. This price does not include Arizona or local sales tax. FISCAL IMPACT: ATTACHMENTS: RECOMMENDATION: There is an appropriation of $220,500 included in the Rotary Community Park Expansion project in Fiscal Year for the purchase of white sand. Bid Tab for Beach Sand Bids, Campbell Redimix Quote of May 23, 2013 Staff suggests that there are at least three options for the treatment of Rotary Park Beach, including: 1) Award of the White Beach Sand and Delivery, Phase II, in the amount of $220,500 for 5,250 tons to the lowest responsive bidder Jason Hilger Trucking. 2) Recommendation to purchase approximately 5,250 tons of local sand at $17.50 per ton (approximately $91,875) utilizing the existing aggregate contract with Campbell Redimix. 3) Grade and dress the beach only No action necessary. SUGGESTED MOTION: Motions could include the following: CC-1 Rev. 1/5/2010 CITY MANAGER'S REVIEW

2 COUNCIL COMMUNICATION PAGE: 2 of 2 1) I move to award ITB No. B13-006, White Beach Sand and Delivery, Phase II, for $42.00 per ton to Jason Hilgers Trucking, plus applicable sales tax. 2) I move to approve the purchase of approximately 5,250 tons of local sand at $17.50 per ton from the existing materials contract with Campbell Redimix, plus applicable sales tax, and reject all bids for ITB No. B ) I move to grade and dress the beach only, and reject all bids for ITB No. B

3 ALL AREAS MUST BE FILLED IN ITB-RQ TABULATION FORM THIS IS NOT AN ORDER FOR PURCHASES NOT TO EXCEED $40,000 TOTAL Requisition Number: Date 6/10/2013 Purchase Order No. Verbal Quotes >$2,500 and <$5,000 E1 Written Quotes >$5,000 and <$40,000 n Formal Procurement >$40,000 One Time Purchase OR J Requirements Contract (Term Agreement) Begin Date End Date INSURANCE REQUIREMENTS: 1--I Required n Not Required Insurance Certificate Forward to Risk Management Date: El Workers' Compensation Liability: Contractor's Pollution Liability: X Commercial Automotive Liability $1,000,000 Commercial General Liability: Professional Liability Payment Bond and Amount 11:1 $1,000,000 El $1,000,000 insurance each claim, incident, or occurrence, with an annual aggregate limit of $1,000,000 $1,000,000 El El Payment Bond and Amount [--1 $1,000,000 $1,000,000 F--1 $2,000,000 $1,000,000 n $2,000,000 ri $1,000,000 I--1 $2,000,000 Bid/Quote Title: White Beach Sand and Delivery - Phase II Bid/Quote Number: B Bid/Quote Due Date: 6/4/2013 AWARDED CONTRACT TO: X Vendor #1 II Vendor #2 T1Vendor #3 Vendor #4 FiVendor #5 Vendor #6 rivendor #7 FIVendor #8 Ll Vendor #9 Vendor #1 Hilgers Trucking Vendor #2 DPE Materials Vendor #3 Address POB 3884 Address 1636 E 20th Street Address Lake Havasu City, AZ Yuma, AZ Phone No Phone No Phone No. Fax No Fax No Fax No. Contact Jason Hilger Contact Jim Allen Contact Date Contacted Date Contacted Date Contacted LHC FOB: Destination LHC FOB: Destination LHC FOB: Destination \_. How Contacted Fax Mail Ph How Contacted IFax Mail ElPh How Contacted --IFax Mail ElPh Call Returned Yes ElNo Call Returned 1Yes ElNo Call Returned "Yes ElNo Bid Received X Yes ElNo Bid Received 5-1 ( Yes No Bid Received JYes ElNo Declined to Bid Yes EiNo Declined to Bid lyes ElNo Declined to Bid lyes EINo Contractor Lic # Contractor Lic # Contractor Lic # Comments: Comments: Comments: Comments/Specifications: Dept/Division/Section: Operations-Maintenance Services/Str Prepared By: WMC/ad Phone No.: Date: 6/10/2013 ATTACH VENDOR QUOTES THAT ARE GREATER THAN $2,500 AND LESS THAN OR EQUAL TO $40,000. REQUISITION MUST MATCH ITB - RQ TABULATION FORM. KEEP ORIGINAL PROCUREMENT DOCUMENTS ON FILE FOR SIX (6) YEARS PAST EXPIRATION OR COMPLETION OF CONTRACT, WHICHEVER IS LONGER IF PROCUREMENT IS OVER $40,000, PROCUREMENT MUST GO BEFORE CITY COUNCIL FOR APPROVAL. FIN-20 (REV 10/20/10) OPP 2.11 PROCUREMENT

4 ALL AREAS MUST BE FILLED IN ITB-RQ TABULATION FORM FOR PURCHASES NOT TO EXCEED $40,000 TOTAL THIS IS NOT AN ORDER 2 w I= CATEGORY DESCRIPTION QTY U/M VENDOR 1 VENDOR 1 VENDOR 2 VENDOR 2 VENDOR 3 VENDOR 3 1 White Beach Sand, including applicable sales tax 5250 Tons $ , $ , _ _ GRAND TOTAL: $ 220, $ 222, ATTACH VENDOR QUOTES THAT ARE GREATER THAN $2,500 AND LESS THAN OR EQUAL TO $40,000. REQUISITION MUST MATCH ITB - RQ TABULATION FORM. KEEP ORIGINAL PROCUREMENT DOCUMENTS ON FILE FOR SIX (6) YEARS PAST EXPIRATION OR COMPLETION OF CONTRACT, WHICHEVER IS LONGER IF PROCUREMENT IS OVER $40,000, PROCUREMENT MUST GO BEFORE CITY COUNCIL FOR APPROVAL. FIN-20 (REV 10/20/10) OPP 2.11 PROCUREMENT

5 eampitell 1510 Copper Dr. Lake Havasu City, AZ Phone Fax 5234 Bruce Dr. Kingman, AZ Phone Fax To: Alondra Davis Phone; 928, Company: Lake Havasu City Fax: From: Allan Atwell Date: Clay 23, 2013 Re: Renewing Aggregate Contract Pages: 1 Cl Urgent X For review D Please comment 1,71 Please reply 0 Please recycle Alondra, Here is the new price list for the aggregates requested. As you can see the price of aggregate has gone up. Most of the price increase is a result of the oversized boulders that have been required for many of the wash improvement projects around town. Campbell Redi-Mix has been required to mine additional acreage and even blast the side of mountains to keep up with demand. The mining of additional acreage (additional man hours) and blasting (demolition costs) has resulted in the price increase as reflected below. Requested Price List: Unit Price Estimated tons Extension total Aggregate ease $ $57, Bedding Sand $ $ Mortar Sand $ $2, Concrete Sand $ $ /4" Gravel $ $48, ". to 6" Oversized Rock $ $22, " to 12" Oversized Rock $ $16, " to 24" Oversized Rock $ $9, Total $158, Even though the prices have increased, the extended price is below the 5% trigger that would cause the contract to go out for rebid. Please accept this letter as our intent to honor the contract extension with the price adjustments as listed above. The sales tax on the new contract would also be reduced to 7.85% Thanks, Allan Atwell

INVITATION TO BID. Purchase of 2019 Requirements of Road Materials, as needed

INVITATION TO BID. Purchase of 2019 Requirements of Road Materials, as needed INVITATION TO BID Sealed bids will be received by the Kent County Road Commission, 1500 Scribner Avenue NW, Grand Rapids, Michigan 49504 until Thursday, November 29, 2018, 8:30 AM deadline, at which time