PUBLIC WORKS DEPARTMENT / PURCHASING - Director Gary Antone
Funding is currently available in the Fiscal Year 2016/17 Budget and will be requested for inclusion in Fiscal Year 2017/18 Budget in 102-3011-53280.
REQUESTED ACTION (S)
a) Request approval and authorization for the Purchasing Department to use alternative availability-based competitive bidding procedures for the purchase of approximately 950 tons of liquid asphalt and asphaltic emulsions
b) Request approval of specifications for the purchase of approximately 950 tons of liquid asphalt and asphaltic emulsions in accordance with the alternative availability-based competitive bidding procedures
c) Request authorization for the Purchasing Department to solicit bids for the purchase, in accordance with the alternative availability-based competitive bidding procedures, with the bid opening set for 3 p.m. on 4/5/17 at the Administration Office, 727 Oak Street, Red Bluff, CA
The Public Works Department uses liquid asphalt for various road repair and maintenance projects throughout Tehama County. This material must be delivered and used within a short time after manufacture, and occasionally the lowest bidder cannot manufacture and deliver the material at the exact time required by the Department. To ensure that the County has the ability to obtain the material from the lowest bidder that actually has material available when needed by the County, the Department is requesting approval to use the following alternative competitive bidding process:
1) Each vendor submits their bid for the purchase price of the liquid asphalt material;
2) Based on the foregoing, the Board approves the bid list, with the bids ranked in accordance with this procedure, up to a specific amount; and
3) For each road repair and maintenance project, the Department will determine whether the lowest bidder on the bid list has the required material available at the time and in the quantities needed for the project. If so, the Purchasing Agent will make a sub-award and issue a purchase order to that vendor. If the lowest bidder does not have the required material available, the Department and Purchasing Agent will repeat the process with the next lowest bidder on the approved bid list and thereon, until a sub-award is made to the lowest bidder on the approved bid list that has the required material available. PMCRS-2h and PMRE materials used in the double chip seal operation will be purchased from the same supplier.
Under Tehama Code section 4.24.080, subdivision (c), the method and extent of bidding procedures for the purchase of supplies, etc. shall be prescribed by the Board of Supervisors. The foregoing alternative procedure is within the Board’s authority and will ensure that the County has the ability to timely obtain liquid asphalt materials at the lowest cost possible.