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CONSIDERATION AND AWARDING OF BID 2021-30 FOR THE PURCHASE OF AGGREGATE AND STONE FOR THE STREET AND STORMWATER DIVISIONS.
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BACKGROUND: The Public Works Street and Stormwater Divisions’ Maintenance Programs utilize the following aggregate and stone on a regular basis throughout each year:
Section 1. Class B Bedding Material is used as bedding material and backfill for storm water pipelines.
Section 2. Aggregate Size #1 Washed Chips are used as the cover aggregate for bituminous surface treatments (i.e., chip sealing). This is the base course for a double bituminous application.
Section 3. Fine Aggregate for Concrete, Concrete Sand is used in the snow and ice control program.
Section 4. Aggregate Base, Type A is used as base material for pavement construction. It is also used to stabilize an unimproved section line road.
Section 5. Traffic Bound Surface Course; Type A is used as the surface course of a gravel roadway. It provides a suitable gradation or blend of coarse medium and fine aggregates for the construction of a gravel roadway surface.
Section 6. Cement Kiln Dust is used in subgrade stabilization operations.
Section 7. Select Borrow Subgrade Material is used as embankment and causeway fill in roadway reconstruction operations.
Section 8. Aggregate Base Type B is used to stabilize unimproved rural section line roads comprised of sand and fine silt. It is also used as a component of a filter blanket beneath riprap for stream bank and channel erosion control.
Section 9. 3-inch Surge Rock is used to stabilize unimproved rural section line roads comprised of sand and fine silt. It is also used as a component of a filter blanket beneath riprap for stream bank and channel erosion control.
Sections 10, 11, 12. Riprap is used for stream bank stabilization, erosion control in drainage ways, and flood damage control. It is purchased in 8-inch, 12-inch and 18-inch diameters.
Section 13. Manufactured Sand is coarse sand for winter ice control and job site concrete mixing.
Section 14. Topsoil is used when the right-of-way is damaged during construction and grass replacement is required.
Quantities of aggregate materials purchased annually will vary depending on individual project scope, unscheduled repairs, and maintenance activities. A total of 1,100 tons of a combination of these products were purchased in FYE 2020.
DISCUSSION: Bids were sent to seven (7) vendors, and Bid-2021-30 was opened on October 8, 2020, with three (3) vendor bids received for aggregate and stone. The average unit price of these materials decreased over the 2020 bid price by 1% reportedly due to the reduction in transportation costs. If approved, the purchase contract for these materials is effective through October 31, 2021. Funding for the purchase of the various aggregate and stone materials is provided in various accounts in the General Fund for maintenance and operations uses and the Capital Fund for scheduled capital projects.
Funding for the materials is available in the following account numbers:
Street Division - (10550221-43217) Weatherization - $ 45,000
(10550221-43303) Rock/Sand Materials $18,000
Stormwater Division
(10550222-43303) Rock/Sand Materials - $ 5,000
RECOMMENDATION: Staff recommends BID-2021-30 be awarded as follows:
Sections 1, 2, 4 and 14 - Bernie Mathes Trucking, Wheatland, Ok - low bidder and Brown Transportation, Oklahoma City - alternate
Section 3 - Brown Transportation, Oklahoma City, 73119 low bidder and Bernie Mathes Trucking, Wheatland, OK 73097 alternate
Sections 5 and 8 - Only bidder Bernie Mathes Trucking, Wheatland
Section 6 - Only bidder Silver Star Construction, Moore, OK 73160
Sections 9, 10, 11 and 12 - Only bidder Brown Transportation, Oklahoma City
Sections 7 and 13 - no bids
It is further recommended that the bid also be awarded to the alternate bidder so that the material will be available when the primary bidder cannot deliver it.