Authorize five-year Price Agreements to purchase aggregate materials and related services with Fazio Bros. Sand Inc., JW Underground, Inc., MEI Group, Northwest Infrastructure LLC, and Wilkins Trucking Co. Inc. for an estimated cost of $15 million (Procurement Report - Bid No. 00001894)
TO THE COUNCIL:
On May 25, 2022, Council approved Ordinance Number 190837 for Procurement Services to competitively solicit for ongoing supply of aggregate materials and related services, as ordered from time to time, against one or more price agreements with a 5-year contract term, in accordance with PCC 5.33. The Chief Procurement Officer advertised and received proposals via Request for Proposal (“RFP”) event # 00001894 conducted on behalf of all City bureaus. The estimated spend for aggregates and related services is $3,000,000 per year, or $15,000,000 over a 5-year contract term. Procurement Services rated this project estimate confidence level as high.
Responses to the RFP were opened on July 13, 2022, and seven (7) responses were received. Procurement Services deemed two (2) responses were deemed to be non-compliant. The remaining five (5) proposals were submitted to an evaluation committee for evaluation and scoring. The evaluation committee recommended awarding a 5-year price agreement to each of the five proposers: Fazio Bros. Sand Inc., JW Underground, Inc., MEI Group, Northwest Infrastructure LLC, and Wilkins Trucking Co. Inc.. A notice of intent to award was posted on August 16, 2022, and no protests were received.
All five (5) of the firms affirmed compliance to the City’s requirements for Business Tax Registration, Equal Employment Opportunity Certification, or Non-Discrimination in Benefits.
One of the contractors, Northwest Infrastructure LLC, is certified by the State of Oregon (“COBID-certified”) as both a Disadvantaged Business Enterprise (“DBE”) and as a Minority Business Enterprise (“MBE”) with the owner of the company identifying as a Black Male.
Awarding a price agreement to these firms will allow the City to obtain aggregate materials and related services at competitive rates for the next 5 years. Aggregate materials and related services will be ordered by each bureau on an as-needed basis using their previously-approved budgeted funds.
Procurement Services recommends that Council accept this Report and authorize the contract award to Fazio Bros. Sand Inc., JW Underground, Inc., MEI Group, Northwest Infrastructure LLC, and Wilkins Trucking Co. Inc..
Recommended by:
Biko Taylor
Chief Procurement Officer
BT: JH
Official Record (Efiles)
Impact Statement
Purpose of Proposed Legislation and Background Information
The Water Bureau, Portland Bureau of Transportation, and Portland Parks and Recreation have an ongoing need for supply of approved aggregate materials (mostly in the form of crushed rock) and disposal of excavated materials (mostly in the form of construction spoils) necessary in the due course of maintaining their respective infrastructure and assets.
City Council passed Ordinance No. 190837 on May 25, 2022, authorizing the Chief Procurement Officer to issue a competitive solicitation for ongoing supply of aggregate materials and related services over a five-year contract term.
Proposed legislation supports City policies and does not change City policies.
Financial and Budgetary Impacts
This action is estimated to cost City bureaus (primarily the Water Bureau, Portland Bureau of Transportation, and Portland Parks and Recreation) $15,000,000 over a five-year period. Such costs are expected and budgeted by each bureau.
No revenues will be impacted by this legislation.
No positions will be created, eliminated or re-classified as a result of this legislation; no demographic impacts or changes in staffing are anticipated.
Community Impacts and Community Involvement
On June 27, 2022 the City of Portland advertised a competitive a competitive Request for Proposal (RFP) on the City’s On-line Procurement Center for ongoing supply of aggregate materials and related services. This RFP sought one or more contractors to provide a variety of aggregate materials, and/or a site to dispose of aggregate materials, on as-needed basis, to/from locations within the Portland metropolitan area. The goods and services contracting community, including contractors certified with the State of Oregon as minority, women, and emerging small businesses became involved when the public notice was posted on the City’s On-line Procurement Center on June 27, 2022. Potential proposers were able to review the competitive solicitation, ask questions, provide comments, and submit a proposal response to the competitive Request for Proposals (RFP).
On July 13, 2022 seven submittals were received and after review of the submittals, five submittals were deemed to be compliant and provided to an evaluation committee for formal evaluation. Upon conclusion of the evaluation committee’s evaluation of compliant proposals, the evaluation committee decided to award a five-year price agreement to each of the five contractors as each contractor could provide varying assortments of goods and services at competitive prices.
On August 16, 2022, the City issued a Notice of Intent to Award five, five-year price agreements, one each to Fazio Bros. Sand Inc., JW Underground, Inc., MEI Group, Northwest Infrastructure LLC, and Wilkins Trucking Co. Inc.. Proposals received resulted in the award of contracts. Procurement Services facilitated the RFP and evaluation procurement processes and no protests were received.
In their proposals the contractors indicated their intent to self-perform the work. None of the contractors took exception to the City’s requirements for Business Tax Registration, Equal Employment Opportunity Certification, or Non-Discrimination in Benefits.
One of the contractors, Northwest Infrastructure LLC, is certified by the State of Oregon (“COBID-certified”) as both a Disadvantaged Business Enterprise (“DBE”) and as a Minority Business Enterprise (“MBE”) with the owner of the company identifying as a Black Male.
No known persons or groups will be testifying.
No future public involvement is anticipated or necessary for this request.
100% Renewable Goal
- This action does not affect the City’s total energy use.
- This action does not affect the City’s renewable energy use.
Agenda Items
800 Consent Agenda in September 28, 2022 Council Agenda
Accepted - Prepare Contract
- Former Commissioner Jo Ann Hardesty Yea
- Commissioner Mingus Mapps Yea
- Commissioner Carmen Rubio Yea
- Commissioner Dan Ryan Yea
- Mayor Ted Wheeler Yea