Consideration and Approval of Cooperative Contract: Purchase of black cinders utilizing a Coconino County bid with Miller Mining Inc., bid number 2014-01 for 10,000 tons in the amount of $129,250.

 Approve purchase of black cinders for ice control utilizing a Coconino County bid with Miller Mining Inc., bid number 2014-01 for 10,000 tons in the amount of $129,250.  

Subsidiary Decision Points: 

Utilize bid that was solicited by Coconino County. Coconino County sent out notices of the bid solicitation to twenty eight (28) potential bidders. Bid packets were sent to three (3) interested vendors and only one (1) vendor submitted a bid.

This is an increase in the amount that we have spent on black cinders in the previous years, but has increased due to eliminating de-icer and using black cinders predominately.  Funding is available in 040-3203-601-3815 within the Streets budget.

 1. Repair Replace maintain infrastructure (streets & utilities).

Not in the past 7 years.

1. Approve
2. Do not approve utilizing Coconino County's bid and conduct our own bid process.

In 2006, the use of black cinders was reduced as Streets started the de-icer program. There was not a need to bid for purchasing cinders, as this was managed by quotes from available vendors.

The current direction of using cinders exclusively required staff to research cooperative bids or conduct a bid process. Purchasing staff identified a cooperative bid that the County conducted in which the City could purchase black cinders utilizing the cooperative contract. The County sent notices of the bid solicitation to twenty eight (28) vendors; three (3) were interested and requested bid packets and only one (1) vendor submitted a bid. The award of the bid went to Miller Mining Inc, a local vendor here in Flagstaff. Miller Mining is also the only vendor to be able to meet the specifications outlined in the bid. The owner of Miller Mining also operates Flagstaff Landscape products, one of the vendors that requested a bid packet. Other vendors in the area can supply cinders, but most mines have black cinders that are mixed with red. Red cinders are less sun attracting to supply heat and break down easier. Red cinders are more noticeable, diminishing the area aesthetics after the storms before cleanup.    

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