Title
Resolution to Award a Purchase Order to Ellsworth Industries for Aggregate Materials, and Haul Out of Spoils from Utility Excavations as a Part of Maintenance Activities with Field Operations. Bid No. ITB - 4238 and fuel surcharge table F (not-to-exceed $41,683.00)
Memorandum
Attached for your review and approval is a resolution to authorize the purchase of operating materials, spoils removal and fuel surcharge from Ellsworth Industries for the Field Operations Service Unit, Public Services Area for an amount not-to-exceed $41,683.00. These operating materials and spoils removal are for normal maintenance activities such as water main breaks and street repairs.
The Public Services Area solicited bids (Bid #ITB-4238) for aggregate materials for the period of July 1, 2012 through June 30, 2014, subject to the annual appropriation of funds. The bids were divided into 11 sections with each section distinguished by the type of material. Five companies provided bids. The fuel surcharges were calculated based on the fuel pricing on the bid opening date and then was calculated increasing fuel pricing by three steps to obtain a comparison of the fuel pricing. Ellsworth Industries was determined to be the lowest responsible bidder for 4x8 Limestone Rip Rap, Class II Sand and 2MS Sand totaling $41,683.00 and spoils removal. The bid tab is attached.
Ellsworth Industries received Contract Compliance October 4, 2011 and Living Wage approval on April 23, 2012.
Sufficient funds for theses purchase are available in the FY13 Public Services Area, Field Operation operations and maintenance budgets. The second contract year is subject to City Council's annual budget appropriation. It is also recommended that the agreement be extended for up to two additional on year periods, if both parties agree to the same terms and conditions, subject to the annual appropriation of funds.
Staff
Prepared by: Matt Warba, Acting Field Operations Manager
Reviewed by: Craig Hupy, Interim Public Services Administrator
Approved by: Steven D. Powers, City Administrator
Body
Whereas, The Public Services Area, Field Operations Service Unit has available funds for the purchase of aggregate materials in the approved FY13, Field Operations Unit's operations and maintenance budget;
Whereas, Bids were posted on BidNet and five companies provided bids;
Whereas, The bids were divided into eleven sections with each company having the opportunity to bid on all eleven sections;
Whereas, It was determined that Ellsworth Industries was the lowest responsible bidder for 4x8 Limestone Rip Rap, Class II Sand, and 2MS Sand and spoils removal not -to-exceed $41,683.00 annually; and
Whereas, received Contract Compliance October 4, 2011 and Living Wage approval on April 23, 2012.
RESOLVED, That City Council approves the purchase of aggregate materials, spoils removal and fuel surcharge used for maintenance activities from Ellsworth Industries in the amount not-to-exceed $41,683.00 annually for the period of July 1, 2012 through June 30, 2014, subject to the annual appropriation of funds;
RESOLVED, That the City Administrator be authorized to renew the agreement for up to two additional one-year periods providing both parties agree to an extension and subject to the annual appropriation of funds; and
RESOLVED, That City Council authorizes the City Administrator to take necessary administrative action to implement this resolution.