HomeMy WebLinkAboutItem 12 - Contract Amendment for Asphalt Pothole Repair Public Works Agency
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Item # 12
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
November 16, 2021
TOPIC: Contract Amendment for Asphalt Pothole Repair
AGENDA TITLE
Amend Purchase Order Contract with All American Asphalt to Increase the Annual
Amount by $147,800 for Asphalt Pothole Repair (Specification No. 18-092) (Non-General
Fund)
RECOMMENDED ACTION
Authorize the City Manager to execute an amendment to the Purchase Order Contract
with All American Asphalt for asphalt pothole repair, to increase the annual amount by
$147,800, for a total annual amount not to exceed $697,800, for the remaining term of
the agreement ending on November 30, 2021, with two optional one-year renewal options
exercisable by the City Manager and City Attorney, subject to non-substantive changes
approved by the City Manager and City Attorney.
DISCUSSION
The Public Works Agency’s 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 the repair of potholes and the repair of
small damaged pavement areas with asphalt overlay. The contract also provides for
sidewalk asphalt ramping to reduce risks to pedestrians.
On November 20, 2018, the City Council awarded a contract to All American Asphalt for
an annual amount not to exceed $550,000 to perform the services mentioned above. In
keeping with Council’s directives to provide responsive services to the public, staff
recommends increasing the contract amount by $147,800 annually to ensure sufficient
funds are available to perform necessary street repairs resulting from increased number
of service requests. The additional budget will also help to avoid deferring pothole repairs
due to the inability to perform subsequent street repairs.
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):
Contract Amendment for Asphalt Pothole Repair
November 16, 2021
Page 2
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9
Project ID Project Title
20-2707 Adams Park Parking Lot Improvements
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
On September 21, 2021, the City Council approved the carry-over of unspent funds from
Fiscal Year 2020-21 to Fiscal Year 2021-22. Included in that action was the approval of
$147,800 in unspent Special Gas Tax funding for sidewalk repairs. These funds are now
available for expenditure in the current fiscal year and additional funds will be budgeted
in subsequent fiscal years as shown below:
Fiscal
Year
Accounting
Unit- Account
#
Fund
Description
Accounting Unit,
Account Description Amount
CURRENT ANNUAL AMOUNT (1-Year Term)
2020-21 02917660-
62300
Special Gas
Tax
Roadway
Maintenance, Contract
Services-Professional
$550,000
REQUESTED AMENDMENT AMOUNT
2020-21 02917660-
62300
Special Gas
Tax
Roadway
Maintenance, Contract
Services-Professional
$147,800
ADJUSTED SUBTOTAL $697,800
OPTIONAL EXTENSIONS (1-Year Terms)
2021-22 02917660-
62300
Special Gas
Tax
Roadway
Maintenance, Contract
Services-Professional
$697,800
2022-23 02917660-
62300
Special Gas
Tax
Roadway
Maintenance, Contract
Services-Professional
$697,800
Total $2,093,400
Submitted By: Nabil Saba, P.E., Executive Director – Public Works Agency
Approved By: Kristine Ridge, City Manager