COUNCIL COMMUNICATIONS
TO: Honorable Mayor and Council
FROM: Bill Young, Transportation and Maintenance Superintendent
SUBJECT:Title
Discussion and Action: Bid for Aggregate Materials to Campbell Redi-Mix for Fiscal Year 2025-26 (Bill Young)
Body
FUNDING SOURCE:
Various Departments
PURPOSE:
To consider the award of a bid for Fiscal Year 2025-26 Aggregate Materials (Contract 500601) to Campbell Redi-Mix in accordance with City Code § 3.10.030.1.
BACKGROUND:
The Lake Havasu City Public Works and Parks and Recreation Departments need supply and delivery of approximately 12,305 tons of various types of aggregate materials to the Public Works Maintenance Facility and other locations throughout Lake Havasu City on an as-required basis. This material is used by the Public Works Department, Street Maintenance Division, Water Utility Division and Wastewater Utility Division, as well as the Maintenance Division of the Parks and Recreation Department for daily operational work and special projects.
On May 14, 2025, sealed bids were opened and three (3) bids were received in response. The grand total of all items on the three bids are based on annual estimated quantities as itemized and unit prices as listed on the attached bid tabulation, plus applicable sales tax.
The apparent low bidder, Groundwater Partners LLC, has been deemed non-responsive due to its inability to meet critical contract requirements. Specifically, the bidder is unable to deliver stockpile aggregate materials to the City’s stockyard using the truck types and minimum per-ton delivery quantities specified in their bid. As a result, staff recommends awarding the contract to the next lowest and responsible bidder, Campbell Redi-Mix.
Campbell Redi-Mix $364,580.00 excluding tax
Groundwater Partners $327,476.72 excluding tax (Disqualified/Rejected)
Green Dream International LLC $583,398.10 excluding tax
COMMUNITY IMPACT:
Procuring aggregate products from the local suppliers saves on the cost of products being transported from other areas of Arizona. Also, City staff and contracted labor are able to complete work without experiencing any supply or delivery delays.
FISCAL IMPACT:
Funds for aggregate materials will be allocated and available in the appropriate departmental budgets for Fiscal Year 2025-26 with Council budget approval for each future fiscal year if the option to renew the agreement annually for the next four (4) years is exercised throughout the Agreement term.
ATTACHMENTS:
Bid Tabulation
SUGGESTED MOTION:Recommended Action
I move to award the bid for Fiscal Year 2025-26 Aggregate Materials to Campbell Redi-Mix; authorize routine expenditures exceeding the threshold, but not to exceed the annual departmental budgets, for the duration of the Agreement and all renewals; and authorize City staff to exercise annual renewal options throughout the Agreement term.