HomeMy WebLinkAboutItem 22 - Rock, Sand, and Gravel Purchase Public Works Agency
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Item # 22
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
December 21, 2021
TOPIC: Rock, Sand, and Gravel Purchase
AGENDA TITLE
Award a Purchase Order to P.T.I. Sand & Gravel, Inc., in an Amount Not to Exceed
$487,500 for up to a Five-Year Term for the Purchase of Rock, Sand, and Gravel
(Specification No. 21-134) (Non-General Fund)
RECOMMENDED ACTION
Award a blanket purchase order contract to PTI Sand & Gravel, Inc. for the purchase of
rock, sand, and gravel in an annual amount of $97,500, for a total amount not to exceed
$487,500, a for a one-year period beginning January 1, 2022, and expiring December 31,
2022, with provision for four one-year renewal periods exercisable by the City Manager
and City Attorney, subject to non-substantive changes approved by the City Manager and
City Attorney.
DISCUSSION
The Public Works Agency’s Water Resources Division oversees and maintains the daily
operations of the City’s water and sanitary sewer systems. To perform maintenance and
repair services the Division requires an assortment of road materials, including rock,
sand, and gravel. These base materials are used when repairing any asphalted surface.
The contract for rock, sand and gravel is designed to provide quality product at significant
savings based on quantity pricing. These base materials are purchased by Central Stores
staff and stocked at the City’s Corporate Yard to ensure they are available when required.
An Invitation for Bids (IFB) for rock, sand and gravel was advertised on November 22,
2021, on the City’s online bid and management publication system. A summary of the
Invitation for Bids and bids received is as follows:
280 Vendors notified
4 Santa Ana vendors notified
17 Vendors downloaded bid
5 Bids received
0 Bids received from Santa Ana Vendors
Purchase Order Contract for Rock, Sand, and Gravel
December 21, 201
Page 2
2
3
4
4
Bids were received and opened on December 3, 2021, and evaluated (Exhibit 1). The bid
received from P.T.I. Sand & Gravel, Inc. is responsive to the contract specifications and
meets the City’s requirements for maximum quality service at minimum price.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with the action.
FISCAL IMPACT
Funds in the amount of $50,000 are budgeted and available for expenditure in the current
fiscal year. The remaining funds will be subsequently budgeted as reflected on the table
below:
Fiscal Year Accounting Unit
– Account #
Fund
Descrip
tion
Accounting Unit, Account
Description
Amount
Initial 1 Year Term
05617640-
63001
Sewer
Fund
Sanitary Sewer Service,
Miscellaneous Operating
Expenses
$25,000
2021-22
(Jan-June)06017641-
63001
Water
Fund
Water Systems
Maintenance,
Miscellaneous Operating
Expenses
$25,000
Renewal Options
05617640-
63001
Sewer
Fund
Sanitary Sewer Service,
Miscellaneous Operating
Expenses
$48,750
2022-23
(July-June)06017641-
63001
Water
Fund
Water Systems
Maintenance,
Miscellaneous Operating
Expenses
$48,750
05617640-
63001
Sewer
Fund
Sanitary Sewer Service,
Miscellaneous Operating
Expenses
$48,750
2023-24
(July-June)06017641-
63001
Water
Fund
Water Systems
Maintenance,
Miscellaneous Operating
Expenses
$48,750
05617640-
63001
Sewer
Fund
Sanitary Sewer Service,
Miscellaneous Operating
Expenses
$48,7502024-25
(July-June)06017641-
63001
Water
Fund
Water Systems
Maintenance, $48,750
Purchase Order Contract for Rock, Sand, and Gravel
December 21, 201
Page 3
2
3
4
4
Miscellaneous Operating
Expenses
05617640-
63001
Sewer
Fund
Sanitary Sewer Service,
Miscellaneous Operating
Expenses
$48,750
2025-26
(July-June)06017641-
63001
Water
Fund
Water Systems
Maintenance,
Miscellaneous Operating
Expenses
$48,750
05617640-
63001
Sewer
Fund
Sanitary Sewer Service,
Miscellaneous Operating
Expenses
$23,750
2026-27
(July-Dec)06017641-
63001
Water
Fund
Water Systems
Maintenance,
Miscellaneous Operating
Expenses
$23,750
Total: $487,500
EXHIBIT(S)
1. Abstract of Bids
Submitted By: Nabil Saba, P.E., Executive Director – Public Works Agency
Approved By: Kristine Ridge, City Manager
ROCK, SAND, AND GRAVEL (21-134)
P.T.I. Sand &
Gravel, Inc.
West Coast Sand
& Gravel, Inc.
1 Call Materials,
LLC
All American
Asphalt
Lake Elsinore Buena Park Brea Corona
3/4" Crushed Rock $15,288.00 $16,100.00 $18,025.00 $15,890.00
Washed Concrete Sand $5,200.00 $5,000.00 $5,650.00 $4,540.00
Screened Fill Sand $40,404.00 $40,300.00 $45,760.00 $59,020.00
Crushed Misc. Base (CMB)$628.00 $475.00 $787.50 $685.00
Crushed Aggregate Base (CAB)$20,250.00 $20,250.00 $22,725.00 $20,430.00
Class II Base $1,734.00 $2,000.00 $2,375.00 $1,370.00
3/8" Concrete Premix $5,300.00 $5,400.00 $5,950.00 n/a
1/2" Crushed Rock $4,500.00 $4,600.00 $5,150.00 $4,540.00
Subtotal $93,304.00 $94,125.00 $106,422.50 $106,475.00
Tax 9.25%$8,630.62 $8,706.56 $9,844.08 $9,848.94
Grand Total $101,934.62 $102,831.56 $116,266.58 $116,323.94
Non-Responsive:
Dayton Aggregate Material, Inc.
ABSTRACT OF BIDS
EXHIBIT 1