HomeMy WebLinkAboutAgenda Report - June 19, 2013 C-08AGENDA ITEM C; ig
CITY OF LODI
,. COUNCIL COMMUNICATION
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AGENDA TITLE: Adopt Resolution Awarding Contract for 2013/14 Asphalt Materials to
George Reed, Inc., of Modesto ($55,890) and Authorizing Public Works Director to
Execute Extension
MEETING DATE: June 19, 2013
PREPARED BY: Public Works Director
RECOMMENDED ACTION: Adopt resolution awarding contract for 2013/14 Asphalt Materials to
George Reed, Inc., of Modesto, in the amount of $55,890, and
authorizing Public Works Director to execute extension.
BACKGROUND INFORMATION: The asphalt materials purchase is needed to carry out preventive
street maintenance and repairs. In the past few years, due to budget
shortfalls, the street maintenance program did not include a thin
overlay program but only purchased materials needed for localized repairs.
The amount of asphalt requested for Fiscal Year 2013/14 is thesameas theprevious year (800 tons) to —_
accommodate localized repair needs.
Specifications for this project were approved on April 17, 2013. The City received the following bid for
this project on May 15, 2013.
Bidder Location Bid
Engineer's Estimate $ 59,500
George Reed, Inc. Modesto $ 55,890
The contract contains an option to extend if mutually agreeable to the City and the contractor. Staff
recommends authorizing the Public Works Director to execute one extension to the contract when it is in
the best interest of the City to do so.
FISCAL IMPACT: Preventive maintenance will extend the useful life of our streets and reduce
future street reconstruction costs.
FUNDING AVAILABLE: This project will be funded by Measure K (325039).
Jordan vers
Deputy City Manager/Internal Services Director
J�l 12 J,14A&,f--
F. Wally S#hdelin
Public Works Director
Prepared by Sean Nathan, Associate Civil Engineer
FWS/SN/pmf
cc: Associate Civil Engineer Nathan
Deputy Public Works Director — Utilities
City Engineer/Deputy Public Works Director
Konradt Bartlam, City Manager
K:\WP\PROJECTS\STREETS\2013 Asphalt Materials\CAward.doc 6/11/2013
ASPHALT MATERIALS FY 2013-2014
CONTRACT PAGE 1
CITY OF LODI, CALIFORNIA
THIS CONTRACT made by and between the CITY OF LODI, State of California, herein
referred to as the "City," and GEORGE REED, INC., herein referred to as the "Contractor."
WITNESSETH:
That the parties hereto have mutually covenanted and agreed, and by these presents do
covenant and agree with each other, as follows:
The complete Contract consists of the following documents which are incorporated herein by
this reference, to -wit:
Notice Inviting Bids
Information to Bidders
General Provisions
Special Provisions
Bid Proposal
Contract
The July 1992 Edition,
Standard Specifications,
State of California,
Business and Transportation Agency,
Department of Transportation
All of the above documents, sometimes hereinafter referred to as the "Contract Documents,"
are intended to cooperate so that any work called for in one and not mentioned in the other is to
be executed the same as if mentioned in all said documents.
ARTICLE I - That for and in consideration of the payments and agreements hereinafter
mentioned, to be made and performed by the City, the Contractor agrees with the City, at to
furnish all the materials as described in the Contract Documents which are hereby made a part
of the Contract; the Contractor also agrees, in accordance with Section 2.4, "Ordering," of the
General Provisions, that should it not be possible in certain instances for the supplier to make
material available to the City, the City reserves the right to obtain the required materials from
other vendors. The contract supplier shall have no recourse or claim against the City for any
such purchases.
ARTICLE II - The City hereby promises and agrees with the Contractor to employ, and does
hereby employ, the Contractor to provide all materials according to the terms and conditions for
the price herein, and hereby contracts to pay the same as set forth in Section 2.5,
"Measurement and Payment," of the General Provisions, in the manner and upon the conditions
above set forth; and the said parties for themselves, their heirs, executors, administrators,
successors and assigns, do hereby agree to the full performance of the covenants herein
contained.
ARTICLE III - And the Contractor agrees to receive and accept the following prices as full
compensation for furnishing all materials embraced in this agreement; and any adjustments to
contract prices during the term of this contract shall be in accordance with Section 2.3,
"Adjustment in Contract Prices" of the General Provisions for paving asphalt price fluctuations
exceeding ten percent (10%); the Contractor also agrees to provide documentation of any price
fluctuations, with compensation adjustments provided, prior to the invoicing of said price
increases, in the manner and according to the Plans and Contract Documents and the
requirements of the Engineer under them, to -wit:
MWIDTROJECTS\STREETST013 Asphalt Materials\Contract.DOC 05/21/2013
ASPHALT MATERIALS FY 2013-2014
CONTRACT PAGE 2
ASPHALT MATERIALS
2013/2014
ITEM 1. 9.5mm (3/8") Max Medium Type A, PG 64-16 or 64-10
BASE PRICE PER TON: $64.50
TAX PER TON (if any):
$5.16
ADDITIONAL COSTS (if any): $0.00
TOTAL COST PER TON (FOB Plant)
$69.66
Estimated Annual Quantity 500 Tons
TOTAL FOR ITEM 1
(Estimated Quantity x TOTAL COST PER TON) $ 34,830.00
ITEM 2. 12.5m (1/2") Max Medium Type A, PG 64-10
BASE PRICE PER TON: $56.00
TAX PER TON (if any): $4.48
ADDITIONAL COSTS (if any): $0.00
TOTAL COST PER TON (FOB Plant)
$60.48
Estimated Annual Quantity 200 Tons
TOTAL FOR ITEM 2
(Estimated Quantity x TOTAL COST PER TON) $ 12,096.00
ITEM 3. Cutback
BASE PRICE PER TON:
TAX PER TON (if any):
$83.00
$6.64
ADDITIONAL COSTS (if any): $0.00
TOTAL COST PER TON (FOB Plant) $89.64
Estimated Annual Quantity 100 Tons
TOTAL FOR ITEM 3
(Estimated Quantity x TOTAL COST PER TON) $ 8,964.00
TOTAL FOR ITEMS 1 - 3 $55,890.00
Fee for Asphalt Recycling, $ NC per ton. If No Charge write NC.
ARTICLE IV - By my signature hereunder, as Contractor, I certify that I am aware of the
provisions of Section 3700 of the Labor Code, which requires every employer to be insured
against liability for workers' compensation or to undertake self-insurance in accordance with the
provisions of that code, and I will comply with such provisions before commencing the
performance of the work of this contract.
ARTICLE V - It is further expressly agreed by and between the parties hereto that, should there
be any conflict between the terms of this instrument and the Bid Proposal of the Contractor,
K URPROJECTS\STREETS\2013 Asphalt Matedals\Contract.DOC 05/2112013
ASPHALT MATERIALS FY 2013-2014
CONMA PAGE 3
then this instrument shall control and nothing herein shall be considered as an acceptance of
the said terms of said proposal conflicting herewith.
ARTICLE VI - The purchase of asphalt material shall be for the period of July 1, 2013 through
June 30, 2014 for the City of Lodi. The contract may be extended if agreed upon by the
Contractor and the City.
IN WITNESS WHEREOF, the parties to these presents have hereunto set their hands the year
and date written below.
CONTRACTOR
Authorized Signature
Title
TYPE OF ORGANIZATION
Individual, Partnership or Corporation
Address
CITY OF LODI
a Municipal corporation
Konradt Bartlam
City Manager
Attest:
Randi Johl, City Clerk
Approved as to Form:
D. Stephen Schwabauer
City Attorney i�r>
Dated:
(Affix corporate seal if Corporation)
f )
Telephone
K URPROJECTS\STREETS\2013 Asphalt Materials\Contract.DOC 05/2112013
RESOLUTION NO. 2013-105
A RESOLUTION OF THE LODI CITY COUNCIL AWARDING
AND AUTHORIZING THE CITY MANAGER TO EXECUTE
CONTRACT FOR 2013/14 ASPHALT MATERIALS AND
FURTHER AUTHORIZING THE PUBLIC WORKS DIRECTOR
TO EXECUTE EXTENSION
WHEREAS, in answer to notice duly published in accordance with law and the order of
this City Council, sealed bids were received and publicly opened on May 15, 2013, at
11:00 a.m., for 2013/14 Asphalt Materials, described in the specifications therefore approved by
the City Council on April 17, 2013; and
WHEREAS, said bids have been checked and tabulated and a report thereof filed with
the City Manager as follows:
Bidder Bid
George Reed, Inc. $55,890
WHEREAS, staff recommends awarding the contract for 2013/14 Asphalt Materials to
the sole bidder, George Reed, Inc., of Modesto, California, in the amount of $55,890.
NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does herebyaward
the contract for 2013/14 Asphalt Materials to the sole bidder, George Reed, Inc., of Modesto,
California, in the amount of $55,890; and
BE IT FURTHER RESOLVED that the City Manager is hereby authorized to execute the
contract; and
BE IT FURTHER RESOLVED that the Public Works Director is hereby authorized to
execute an additional one-year contract extension if in the best interests of the City.
Dated: June 19, 2013
------------------------------------------------------------------------
I hereby certify that Resolution No. 2013-105 was passed and adopted by the City
Council of the City of Lodi in a regular meeting held June 19, 2013, by the following vote:
AYES: COUNCIL MEMBERS — Hansen, Johnson, Katzakian, and
Mayor Nakanishi
NOES: COUNCIL MEMBERS — None
ABSENT: COUNCIL MEMBERS — Mounce
ABSTAIN: COUNCIL MEMBERS —None
OHL
City Clerk
2013-105