REPORT TO COUNCIL
SUBJECT
Title
Action on the Award of Purchase Order to E.J. Pires Trucking, Inc. for On-Call Trucking and Hauling Services
Report
BACKGROUND
The Water and Sewer Utilities Department (Department) maintains the City's water and sewer assets. The Department's responsibilities include installing and repairing potable water mains, recycled water mains, and sanitary sewer conveyance mains and facilities. This work typically requires hauling off waste generated during the excavation process and the delivery of materials.
The Department requires a qualified vendor to provide on-call trucking and hauling services to transport waste from job sites to designated landfill facilities and to fill restock construction materials at the Department's Corporation Yard from suppliers.
DISCUSSION
On February 26, 2019, the Department issued a Request for Bid (RFB) to procure On-Call Trucking and Hauling Services using BidSync, the City's e-procurement system. In addition, firms known to provide the specified services were contacted, with instructions on how to register on BidSync and how to submit a bid. A total of 28 companies viewed the RFB and four bids for the services described above were received by the March 7, 2019 deadline. Results are as follows:
Vendor Name
Bid Price
E.J. Pires Trucking, Inc.
$115,000
Destination Anywhere, Inc.
$118,000
Herrera Trucking Company, Inc.
$137,500
West Coast Sand & Gravel
$148,000
Staff recommends award of Purchase Order to E. J. Pires Trucking Inc. as the lowest responsive and responsible bidder. The determination of the lowest bid detailed in the Bid Pricing Summary (Attachment 1) was based on the cost to perform an estimated total of 1,000 hours annually.
The initial term of the Purchase Order (Attachment 2) is approximately 14 months, ending on June 30, 2020, for a not-to-exceed maximum compensation of $115,000. Pricing is based on a fixed hourly rate to provide the hauling services, as needed by the Department....
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