2022/12/14 Council Agenda Packet

`EVERETT City Council Agenda Item Cover Sheet Project title: Authorize the Award of Invitation for Bid 2022-092 Hot Mixed Asphalt (HMA) Supply to Granite Construction and Cadman Inc. Council Bill # interoffice use Agenda dates requested: December 14, 2022 Briefing Proposed action Consent X Action Ordinance Public hearing Yes X No Budget amendment: Yes X No PowerPoint presentation: Yes X No Attachments: Bid Tabulation Sheet Department(s) involved: Procurement & Public Works Contact person: Theresa Bauccio-Teschlog Phone number: 425-257-8901 Email: tbauccio@everettwa.gov Initialed by: Department head Administration Council President Consideration: Authorize Award of Invitation for Bid #2022-092 Hot Mixed Asphalt Supply Project: Hot Mixed Asphalt (HMA) Supply Location: Various Preceding action: 10/19/2022 Authorize the Release of Invitation for Bid #2022-092 Hot Mixed Asphalt (HMA) Supply. Fund: 401 Fiscal summary statement: Products are purchased on an as -needed basis. The anticipated cost is based on past usage. Actual usage is unknown since the award will be based on future project needs. The anticipated value of the contract is approximately $429,000 annually, which includes Washington State sales tax. Project summary statement: The Public Work Streets division requires hot mixed asphalt products to complete maintenance projects throughout the city. Other city divisions will also use this contract for asphalt products to support their projects. Asphalt products will be picked up by staff using City vehicles on an as -needed basis and used for city projects. The Invitation for Bid was sent to four (4) suppliers, posted to the City website, and advertised in the Everett Herald. Staff received a total of two (2) responses. Bids are as shown on the attached bid tabulation sheet. Staff recommends awarding to multiple suppliers with the primary award made to Granite Construction and the secondary award to Cadman Inc based on the lowest cost per item as shown in the attached bid sheet. Each item is being awarded to the lowest provided price. If the items are unavailable for pickup at the lowest cost supplier, then staff will proceed to the next lowest cost supplier to meet project demands. This award approach will provide improved efficiency in obtaining needed hot mixed asphalt. Recommendation (exact action requested of Council): Authorize the award of Invitation for Bid 2022-092 Hot Mixed Asphalt (HMA) Supply to Granite Construction and Cadman Inc for two (2) years with (3) additional one-year extension options for approximately $429,000 annually.