COUNC

TO: THE MAYOR AND ALDERMEN January 22nd, 1973. FEB 12 1973

FROM: THE PUBLIC WORKS COMMITTEE

Present: Alderman E.W. Mabbett

Alderman L.M, Traboulcy
V.G. Borch Respectfully syb ed.

Re: Material Supply Contracts - City of Port Coquitlan.

Up to the present time the City has called tenders for the supply
of gravel products, asphaltic concrete products and concrete products and
subsequently the successful supplier has entered into a formal contract
with the City. A number of problems have been encountered with this
arrangement ag follows:
(1) Tenders have been called early in the new year and the quantities of
the various products required have been necessarily estimated. The
actual quantities of the various products purchased throughout the
year have differed very greatly from the estimated amounts. This
situation is unsatisfactory from both the suppliers' and the City's
point of view,
(2) The tenders have tried to include every possible product which
the City might conceivably use during the year and while the bulk of
the purchases are in a very few products, the fact that many different
products are mentioned in the tender opens up a situation where un-
balanced bidding 4s a distinct possibility,
(3) Even though the various successful suppliers have a formal cen-
tract with the City,in fact there are many times when it is not
convenient for the supplier to provide the materials or do the work
to the schedule or quantity that the City requires. Substantial dis-
location of projects and wasted time by City personnel results from
this situation. In many cases the successful supplier does not man-

ufacture some of the products that he tenders on,

The Public Works Committee recommends to the Council that the existing
policy relating to the purchase of gravel, asphaltic concrete and concrete

products be modified and made consistent with the purchase of many other items:
that is, tenders be called and the various products ordered by purchase order

at the time that the purchase is required from the lowest bidder meeting the

specifications and delivery requirements,