To: Board of Supervisors
From: Warren Lai, Public Works Director/Chief Engineer
Report Title: APPROVE and AUTHORIZE the Purchasing Agent to execute a blanket purchase order amendment with County Asphalt, LLC, for hot mix asphalt.
?Recommendation of the County Administrator ? Recommendation of Board Committee
RECOMMENDATIONS:
APPROVE and AUTHORIZE the Purchasing Agent, or designee, to execute, on behalf of the Public Works Director, a blanket purchase order amendment with County Asphalt, LLC, effective November 5, 2024, to increase the payment limit by $350,000 to a new payment limit of $850,000, for asphalt concrete for road maintenance work, with no change to the term, Countywide.
FISCAL IMPACT:
100% Local Road Funds.
BACKGROUND:
The Contra Costa County Public Works Department maintains over 660 miles of roads, 79 miles of creeks and channels, and 29 detention basins and dams throughout Contra Costa County.
On January 21, 2022, the County issued Invitation for Bid (IFB) 2201-553 with the intent to award blanket purchase orders to four hot mix asphalt vendors, one located in north, south, east, and west County to ensure close proximity to the various job sites to maintain asphalt temperature and manage transportation costs. When IFB 2201-553 closed on February 11, 2022, only one bidder had responded.
On March 2, 2022, the County issued a second IFB, BID 2202-542, and when it closed, no bids were received.
Having no bids to evaluate after two solicitations, the Public Works Maintenance Division requested direct quotes from historical vendors who had previously complied with the specification in the bid documents. Only one vendor responded, with exorbitantly high unit costs caused by the volatility in oil markets in 2022.
Using the informal bid process, the County requested a quote from County Asphalt LLC, who complied with the requirements for supplying hot mix asphalt in the West County (within 20 miles of the intersection of Interstate 80 and El Porta...
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