Item 12 - Purchase Order Amendment for Asphalt Pothole Repair

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Public Works Agency www.santa-ana.org/public-works Item # 12 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report April 18, 2023 TOPIC: Purchase Order Amendment for Asphalt Pothole Repair AGENDA TITLE Authorize a One-Time Appropriation Adjustment of $500,000 Using General Funds Balance to Increase the FY 2022-23 Annual Amount for Asphalt Pothole Repair by $300,000, and the Remaining $200,000 Will be Issued Through Emergency Purchase Order Procedures to Quickly Improve Service Levels For Pothole Repairs (Specification No. 18-092) (General Fund) RECOMMENDED ACTION 1. Authorize a one-time appropriation of $500,000 using General Fund balance to 01117017 Public Works - Service Enhancements for FY 2022-23 Roadway Maintenance. (Requires five affirmative votes) 2. Approve an amendment to the Purchase Order Contract with All American Asphalt for asphalt pothole repair to increase the current term by $300,000, for a total annual amount not to exceed $1,200,000, and add one, two-year renewal term to the purchase order 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 Santa Ana. The 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 purchase order also provides for sidewalk asphalt ramping to reduce risks to pedestrians. On November 20, 2018, the City Council awarded a purchase order to All American Asphalt for an annual amount not to exceed $550,000 to perform the services mentioned above. In order to respond to the increased number of service requests, the City Council approved amendments to the purchase order on November 16, 2021 and August 16, 2022 to increase the purchase order amount by $147,800 and $202,200, respectively for a total amount of $900,000.