Item Coversheet
  CITY COUNCIL AGENDA MEMO
MEETING DATE: 1/23/2023
DEPARTMENT:Public Works
DIRECTOR:Dan Prendergast, P.E. Director of Public Works
AGENDA ITEM:To approve the award of 2023-0008-AC for Ready Mix Portland Cement Concrete.
RECOMMENDED ACTION:Award/Rejection of Bid/Proposal

ITEM SUMMARY

RFB No. 2023-0008-AC for a one (1) year contract with four (4) one-year automatic renewals, for Ready Mix Portland Cement Concrete for Public Works and Parks and Recreation to Holcim-SOR, Inc. and  Redi-Mix Concrete, LLC in the estimated annual amount of $650,000; and authorizing the City Manager to execute all necessary documents. Approved

BACKGROUND

Public Works and Parks staff purchase concrete in order to complete repairs on streets, sidewalks, alleys, trails, and other hardscapes.  The concrete supplier must be within a certain radius from all project locations within the City to reduce travel time so that concrete doesn’t begin to cure during transport. In addition, a minimum of two suppliers are needed to account for plant maintenance and adequate travel time.

 

Staff have reviewed the bid of Holcim-SOR, Inc. and Redi-Mix Concrete, LLC received for the Ready Mix Portland Cement Concrete bid. The bid will be awarded to both bidders and the resultant contracts will be utilized based on price, distance to the job site, availability, (e.g., plant closure, road closure, etc.) and environmental conditions.

 

This contract is being awarded for one year and will automatically renew for up to four additional one year periods. The initial contract period will run through January 2024 for estimated annual expenditures of $600,000 for Public Works and $50,000 for Parks, for a total estimated amount of $650,000 per year with four (4) automatic renewals.

 

If this contract is not awarded by City Council, Public Works will not be able to maintain the sidewalks, alleys, streets and other parts of the City’s infrastructure. If the contract is not awarded for Parks and Recreation, Parks will continue to schedule concrete delivery through the Public Works department, placing greater burden on both departments and slowing the overall service delivery to citizens and park users.

 

The funding for Public Works is coming from the General Fund (01-742), Municipal Drainage Fund (47-471), Water and Sewer Fund (41-767), and the Capital Maintenance Fund account (51146). Funding Parks is available in general fund(s) 01.643.6229, and 01.645.6229.

FINANCIAL SUMMARY/STRATEGIC GOALS

Funding for this item is available in the 2022-23 General, Municipal Drainage, Water & Sewer and Capital Maintenance Fund Budgets. This contract is for an initial term of one (1) year with four (4) automatic renewals. The anticipated annual cost of this item is FY 2022-23 $400,000, FY 2023-24 $600,000, FY 2024-25 $600,000, FY 2025-26 $600,000, FY 2026-27 $600,000 and FY 2027-28 $200,000.  All future year expenditures will occur within council approved appropriations.

 

Funding for this item is available in the 2022-23 Park Support Services and Park Services Budgets.  This contract is for an initial term of one (1) year with four (4) automatic renewals. The anticipated annual cost of this item is FY 2022-23 $37,500, FY 2023-24 $50,000, FY 2024-25 $50,000, FY 2025-26 $50,000, FY 2026-27 $50,000 and FY 2027-28 $12,500.  All future year expenditures will occur within council approved appropriations.

 

Approval of this agenda item supports the City's Strategic Plan Critical Success Factor of Excellent, Innovative, and Accountable City Government.                             

ATTACHMENTS:
DescriptionUpload DateType
Bid Recap1/10/2023Bid Recap