The URL can be used to link to this page

Home My WebLink About2024-108 PO 20250004 Knife River Materials Purchase Order Fiscal Year2025Page:1 of: 1 THISPO NUMBER MUSTAPPEAR ON ALL INVOICES, AND SHIPPINGDOCUMENTS. B City of Ashland I ATTN:Accounts Payable Purchase L 20 E. Main L 20250004 Order# Ashland, OR 97520 Phone: 541/552-2010 T Email: payable@ashland.or.us O S C/O Street Division V H 90 NorthMountain Ave E KNIFERIVERMATERIALS I Ashland, OR 97520 N PO BOX 1145 P Email: chuck.schweizer@ashland.or.us D MEDFORD, OR 97501 OPhone: 541/488-5313 T R Fax: 541/552-2304 O Vendor Phone NumberVendor Fax NumberRequisition NumberDeliveryReference (541)779-630420250011 DateOrderedVendor NumberFreight Method/TermsDepartment/Location DateRequired 06/26/2024774FOB ASHLAND OR/NET30Public WorksDepartment Item#Description/PartNoQTYUOMUnit PriceExtended Price 1/2" "c mix" asphalt 11/2" "c mix" asphalt2,500.0EACH$72.00$180,000.00 Project Account: ***************GL SUMMARY *************** 081200 - 602400$180,000.00 By:Date: AuthorizedSignature PO Total$180,000.00 ˓˿̅˾˳˹˼ ˒̅̃˹˾˵̃̃ ˝˵˵̄˹˾˷ May 2, 2023 Agenda Item Class Special Procurement Sourcing Method Approval From Scott Fleury PEPublic Works Director Contact Scott.fleury@ashland.or.us Item Type Requested by Council Update Request for Direction Presentation SUMMARY Before the Council is a request to approve atheInformal Intermediate Procurementprocess for purchasing C Mix Asphalt. CMix Asphalt is purchasedby the Street Divisionby the ton, hauled,and utilized by the Street Department for road maintenance and overlay projects. POLICIES, PLANS & GOALS SUPPORTED City Council Goals: Essential Services Streets Department Goals: Maintain existing infrastructure to meet regulatory requirements and minimize life-cycle costs Deliver timely life cycle capital improvement projects Maintain and improve infrastructure that enhances the economic vitality of the community Evaluate all city infrastructure regarding planning management and financial resources BACKGROUND AND ADDITIONAL INFORMATION A Special Procurement is used for the purpose of seeking an exemption from the formal competitive bid processrequired under Ashland Municipal Code (AMC), when a good or service price exceeds $100,000. The special procurement process defines a custom contracting or alternative contracting approach and can be approved by the City Council per the AMC.The Special Procurement Approval Request Form (written findings), is attached for Council consideration and review. to Bid) is required per AMC 2.50.090.The special procurement structure is requested to use an informal Intermediate Procurement (sourcing method) requires a written solicitation and atleast three written quotes. This process was previously approved by the City Council at the June 6, 2017 Business Meeting (Minutes, Staff Report) Special Procurement Process: 1.Follow Informal Procurement Process and develop appropriate solicitation documents for bidding 2.Obtain quotes from three (3) local C mix asphalt suppliers every 3-4 months 3.Award to lowest responsive bidder on each quote cycle. Page 1of 2 ˓˿̅˾˳˹˼ ˒̅̃˹˾˵̃̃ ˝˵˵̄˹˾˷ FISCAL IMPACTS The proposed annual procurement for C Mix Asphalt is $240,000 and part of the infrastructure line appropriated within the Street fund. project need, and weather limitations. DISCUSSIONQUESTIONS Does the Council have any questions about the special procurement process? SUGGESTED NEXT STEPS Next steps include issuing maintenanceoperations. REFERENCES & ATTACHMENTS Attachment #1: Form #9, Special Procurement Request for Approval Form Attachment #2: Ashland Municipal Code 2.50 Page 2of 2 FORM #9 SPECIAL PROCUREMENT REQUEST FOR APPROVAL To: City Council, Local Contract Review Board From: Chuck Schweizer, Street Supervisor Date: 413/2023 Subject: REQUEST FOR APPROVAL OF A SPECIAL PROCUREMENT Inaccordance with ORS279B.085, this request for approval of a Special Procurement is being presented to the City Council for approval. This written request for approval describes the proposed contracting procedure and the goods or services or the class of goods or services to be acquired through the special procurement and the circumstances that justify the use of a special procurement under the standards set forth ORS 279B.085(4). 1. Requesting Department Name: Street Division 2. Department Contact Name: Chuck Schweizer 3. Type of Request: X Class Special Procurement Contract-specific Special Procurement 4. Time Period Requested: From July 1, 2023, To: July 30, 2029 5. Total Estimated Cost: $240,000 per fiscal year (subject to available funding and weather) 6. Short title of the Procurement: C Mix Asphalt Supplies and/or Services or class of Supplies and/or Services to be acquired: C Mix asphalt is purchased by the ton and hauled and utilized by the Street Department for road maintenance and storm drain repairs. The actual amount of C Mix asphalt purchased will be subject to available funding, necessity, and weather. 7. Background and Proposed Contracting Procedure: Provide a description of what has been done in the past and the proposed procedure. The Agency may, but is not required to, also include the following types of documents: Notice/Advertising, Solicitation(s), Bid/Proposal Forms(s), Contract Form(s), and any other documents or forms to be used in the proposed contracting procedure. Attach additional sheets as needed. Background: For the previous five years, under the special procurement Council granted in 2017, written quotes have been requested from three known suppliers of C mic asphalt. Johnny Cat Inc., Knife River Materials and Mountain View Paving Form #9 -Special Procurement Request for Approval, Page 1 of 3, 4/28/2023 Proposed procedure: The cost of C mix asphalt exceeds $100,000: therefore, a formal Competitive Sealed Bid (invitation to Bid) is required per AMC 2.50.090. This Class-special procurement is requested to use an informal intermediate Procurement (alternative solicitation process) per AMC 2.050.0 90 (B) and AMC 2.50.100 (C) to procure C mix asphalt. An Intermediate Procurement (sourcing method) requires a written solicitation and at least three written quotes. The Three known local suppliers are in agreement and willing to offer firm pricing for terms of 3-4 months. Firm pricing for a longer term would require an escalation clause for oil prices, etc, and/or bidders would need to increase their bid pricing to cover any potential escalation in oil prices etc. 8. Justification for use of Special Procurement: Describe the circumstances that justify the use of a Special Procurement. Attach relevant documentation. Obtaining written price quotes every 3-4 months will encourage competition, provide firm pricing and allow price comparisons to ensure the City is procuring C mix asphalt at a fair price. 9. Findings to Satisfy the Required Standards: This proposed special procurement: _X______ (a) will be unlikely to encourage favoritism in the awarding of public contracts or to substantially diminish competition for public contracts because: The proposed process will encourage competition because quotes will be requested from each of the suppliers able to provide C mic asphalt as specified by the Street Division. If and/or when additional suppliers become known to the City, they too will be given an equal opportunity to provide price quotes for C mix asphalt. (Please provide specific information that demonstrates how the proposed Special Procurement meets this requirement.); and _X______ (b)(i) will result in substantial cost savings to the contracting agency or to the public because: The City will have the flexibility to obtain competitive quotes and to procure C mix asphalt from the lowest bidder. (Please provide the total estimate cost savings to be gained and the rationale for determining the cost savings); or _X______ (b)(ii) will otherwise substantially promote the public interest in a manner that could not practicably be realized by complying with the requirements of ORS 279B.055, 279B.060, 279B.065, or 279B.070, or any rules adopted thereunder because: It is in the Citys best interest to facilitate a fair an impartial solicitation process to obtain firm competitive price quotes to ensure the City is paying a fair price for C mic asphalt. (Please provide specific information that demonstrates how the proposed Special Procurement meets this requirement.) Form #9 -Special Procurement Request for Approval, Page 2 of 3, 4/28/2023 Public Notice: Pursuant to ORS 279B.085(5) and OAR 137-047-0285(2), a Contracting Agency shall give public notice of the Contract Review Authority's approval of a Special Procurement in the same manner as a public notice of competitive sealed Bids under ORS 279B.055(4) and OAR 137-047-0300. The public notice shall describe the Goods or Services or class of Goods or Services to be acquired through the Special Procurement and shall give such public notice of the approval of a Special Procurement at least seven (7) Days before Award of the Contract. After the Special Procurement has been approved by the City Council, the following public notice will be posted on the ebsite to allow for the seven (7) day protest period. Date Public Notice first appeared on www.ashland.or.us - \[Enter date\] PUBLIC NOTICE Approval of a Special Procurement First date of publication: \[Enter date\] A request for approval of a Special Procurement was presented to and approved by the City Council, acting as the Local Contract Review Board, on \[Enter date\]. \[Describe the goods and services or- class of goods and services in- , cost, terms, etc. brief explanation of procurement\] \[Describe the alternative contracting procedure include the time period requested\] It has been determined based on written findings that the Special Procurement will be unlikely to encourage favoritism in the awarding of public contracts or to substantially diminish competition for public contracts, and result in substantial cost savings or substantially promote the public interest in a manner that could not be realized by complying with the requirements that are applicable in ORS 279B.055, 279B.060, 279B.065, or 279B.070. An affected person may protest the request for approval of a Special Procurement in accordance with ORS 279B.400 and OAR 137-047-0300. A written protest shall be delivered to the following address: City of Ashland, \[Enter department name, Contact name, and complete address\]. The seven (7) protest period will expire at 5:00pm on \[Enter date-seven calendar days from first date of publication\] s Internet World Wide Web site at least seven days prior to the award of a public contract resulting from this request for approval of a Special Procurement. Form #9 -Special Procurement Request for Approval, Page 3 of 3, 4/28/2023