HomeMy WebLinkAboutItem 11 - Contract Amendment for Asphalt Pothole Repair 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
Contract Amendment for Asphalt Pothole Repair
August 1, 2023
Page 2
3
6
1
6
street repairs and avoid delays in pothole repairs, Staff recommends increasing the
contract authority by $200,000. This supplementary funding will guarantee the
availability of resources and enable the smooth progress of street repairs without any
interruptions.
All American Asphalt has provided services to the Public Works Engineering Division for
several years and most recently completed the following Capital Improvement Projects
(CIP):
Project ID Project Title
20-2707 Adams Park Parking Lot Improvements
20-6957 MacArthur Blvd. Rehabilitation from Flower Street to Main
Street FY 2022-2023
20-6907 Local Street Preventative Maintenance FY 2019-2020
20-7533 Residential Street Repair Program FY 2019-2020
21-6976 Flower Street Rehabilitation - McFadden Ave. to First St.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
FISCAL IMPACT
The current fiscal year funding is available in the FY 2023-24 budget and future fiscal
year funding will be included in the proposed budgets for City Council consideration.
Any remaining balances not expended at the end of the fiscal year will be carried
forward to the following fiscal year.
Fiscal
Year
Accounting Unit-
Account #
Fund
Description
Accounting Unit,
Account
Description
Amount
CURRENT ANNUAL AMOUNT (Year 1 of Final 2-Year Term)
2023-24 02917660-62300 Special Gas
Tax
Roadway
Maintenance,
Contract Services-
Professional
$900,000
2023-24 01117626-62300 General
Fund
PW Sidewalks -
Service
Enhancement,
Contract Services-
Professional
300,000
SUBTOTAL 1,200,000
REQUESTED AMENDMENT AMOUNT
Contract Amendment for Asphalt Pothole Repair
August 1, 2023
Page 3
3
6
1
6
Fiscal
Year
Accounting Unit-
Account #
Fund
Description
Accounting Unit,
Account
Description
Amount
2023-24 01117626-62300 General
Fund
PW Sidewalks -
Service
Enhancement,
Contract Services-
Professional
$200,000
ADJUSTED SUBTOTAL $1,400,000
ANNUAL CONTRACT (Year 2 of Final 2- Year Term)
2024-25 02917660-62300 Special Gas
Tax
Roadway
Maintenance,
Contract Services-
Professional
$1,400,000
Total $2,800,000
Submitted By: Nabil Saba, P.E., Executive Director – Public Works Agency
Approved By: Kristine Ridge, City Manager