HomeMy WebLinkAboutItem 12 - Purchase Order 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
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.
Purchase Order Amendment for Asphalt Pothole Repair
April 18, 2023
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The historic rain amount over the winter and spring of 2022/2023 has caused extensive
damage to City streets, and in keeping with City Council’s directives to provide
responsive public services, staff recommends the current contract term be increased by
$300,000 to ensure sufficient funds are available to perform necessary street repairs.
Furthermore, additional Emergency Purchase Orders totaling $200,000 have been
issued on a temporary basis for additional contractual service providers to rapidly
augment the service levels for pothole repairs.
Additionally, it is recommended that one additional, two-year term be added to the
purchase order in order to take advantage of the favorable pricing. The additional
budget will also help to avoid deferring pothole repairs until major street reconstruction
projects are performed.
All American Asphalt has provided services to the Public Works Agency’s 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.
FISCAL IMPACT
The current fiscal year funding is available in the FY 2022-23 budget and future fiscal
year funding will be included in the proposed budgets for City Council consideration:
Fiscal
Year
Accounting
Unit- Account #
Fund
Description
Accounting Unit,
Account Description Amount
CURRENT ANNUAL AMOUNT (1-Year Term)
2022-23 02917660-62300 Special Gas
Tax
Roadway Maintenance,
Contract Services-
Professional
$900,000
REQUESTED AMENDMENT AMOUNT
2022-23 01117017-62300 General
Fund
PWA - Service
Enhancement, Contract
Services-Professional $300,000
ADJUSTED SUBTOTAL $1,200,000
OPTIONAL EXTENSION (2 YEAR TERM)
Purchase Order Amendment for Asphalt Pothole Repair
April 18, 2023
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Fiscal
Year
Accounting
Unit- Account #
Fund
Description
Accounting Unit,
Account Description Amount
2023-24 02917660-62300 Special Gas
Tax
Roadway Maintenance,
Contract Services-
Professional
$900,000
2024-25 02917660-62300 Special Gas
Tax
Roadway Maintenance,
Contract Services-
Professional
$900,000
Total $3,000,000
Submitted By: Nabil Saba, P.E., Executive Director – Public Works Agency
Approved By: Kristine Ridge, City Manager