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City of Missoula, Montana Item to be Referred to City Council Committee Committee: PWC Item: Award Street Maintenance/Construction Material Contracts Date: 3/2/10 Prepared by: Brian Hensel Initiated by: Brian Hensel Action Required: Council approval is sought for the City to enter into contractual agreements with vendors submitting lowest bids for provision of construction materials used during annual Street Division maintenance/construction work. Recommended Motion: The low bids and the prospective suppliers for the annual material bids for the Street Division are listed below. I recommend that contracts be awarded to the low bid suppliers listed. Comparison bids with previous years are attached with the Bid Tabulation. Item #/Quantity Description Supplier Unit Price Extended Price 1. 330 tons Emulsified Asphalt CRS-2P Montana Refining Co. $470.00/TON $ 155,100 2. 5,000 tons Hot mix Asphalt Knife River $ 43.20/TON $ 216,000 3. 4,000 tons Sand Surfacing LS Jensen $ 5.24/TON $ 20,960 4. 3,000 tons Seal Coat Aggregate LS Jensen $ 22.00/TON $ 66,000 5. 3,000 tons Driveway grade Asphalt Knife River $ 54.20/TON $ 162,600 6. 8,000 tons Grade Asphalt Knife River $ 43.20/TON $ 345,600 7. 1,000 tons Drain Aggregate (sump rock) Knife River $11.00/TON $ 11,000 Recommended Motions: 1. Award the bid for road maintenance materials (Project 101-2010-1) to Montana Refining Company for 330 tons of emulsified asphalt CRS-2P at $470.00/ton for a total of $155,100 and authorize return of bid bonds. 2. Award the bid for road maintenance materials (Project 103-2010-3) to Knife River of Missoula, MT, for 5,000 tons of hot mix asphalt at $43.20/ton for a total of $ 216,000 and authorize return of bid bonds. 3. Award the bid for road maintenance materials (Project 104-2010-4) to LS Jensen of Missoula, MT, for 4,000 tons of sand surfacing at $5.24/ton for a total of $20,960 and authorize return of bid bonds. 4. Award the bid for road maintenance materials (Project 105-2010-5) to LS Jensen of Missoula, MT, for 3,000 tons of seal coat aggregate at $22.00/ton for a total of $66,000 and authorize return of bid bonds. 5. Award the bid for road maintenance materials (Project 106-2010-6) to Knife River of Missoula, MT, for 3,000 tons of driveway-grade asphalt at $54.20/ton for a total of $162,600 and authorize return of bid bonds and authorize return of bid bonds. 6. Award the bid for road maintenance materials (Project 107-2010-7) to Knife River of Missoula, MT, for 8,000 tons of Grade asphalt at $43.20/ton for a total of $345,600 and authorize return of bid bonds. 7. Award the bid for road maintenance materials (Project 108-2010-8) to Knife River of Missoula, MT, for 1,000 tons of Drain Aggregate at $11.00/ton for a total of $11,000 and authorize return of bid bonds. Timeline: Referral to committee: February 19, 2010 Committee discussion: March 3, 2010 Background and Alternatives Explored: The construction materials indicated are essential for the majority of street maintenance/construction related activities including sand for snow operations, chips and emulsified asphalt for chip seal, asphalt for paving, construction, and pothole patching, sump rock and for storm drainage maintenance. Financial Implications: Per applicable state laws and City purchasing requirements, award of the material contracts to low bidders is necessary to insure the best available prices are obtained. Attachments: Bid Tabulation form showing all vendors and historical material costs.