Item 11 - Contract Amendment for Asphalt Pothole Repair

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Public Works Agency www.santa-ana.org/public-works Item # 11 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report August 1, 2023 TOPIC: Contract Amendment for Asphalt Pothole Repair AGENDA TITLE Amend Purchase Order Contract with All American Asphalt to Increase the Annual Amount by $200,000 for Asphalt Pothole Repair (Specification No. 18-092) (General Fund) RECOMMENDED ACTION Approve an amendment to the Purchase Order Contract with All American Asphalt for asphalt pothole repair, to increase the compensation amount by $200,000, for a total annual amount not to exceed $1,400,000 for both the current two-year term that ends on November 30, 2023 and the two-year renewal term ending on November 30, 2025, subject to non-substantive changes approved by the City Manager and City Attorney. DISCUSSION The Public Works Agency Maintenance Services Division is responsible for maintaining approximately 400 miles of roadway within the City of Santa Ana. Services provided under the asphalt pothole repair contract include repairing potholes and repairing small damaged pavement areas with asphalt overlay. Additionally, the contract provides for sidewalk asphalt ramping to reduce risks to pedestrians. To carry out these maintenance services, All American Asphalt was awarded the purchase order on November 20, 2018, with an annual limit of $550,000. Due to the high demand of service requests, the purchase order amount was amended on November 16, 2021, and August 16, 2022, resulting in additional amounts of $147,800 and $202,200, respectively. These adjustments brought the total amount to $900,000. During the Winter and Spring seasons of FY 2022-23, heavy rainfall caused significant damage. The City Council approved a one-time amendment to address this on April 18, 2023. The amendment increased the FY 2022-23 purchase order amount by $300,000 from the General Fund, bringing the annual limit to $1,200,000. Additionally, the contract was extended for an additional two years to accommodate the increase in repairs. To deliver responsive public services, the City Council has allocated $500,000 of one- time funding to the FY 2023-24 budget. To ensure uninterrupted resources for essential