PAS^of0
^'^
7 0
* ^
z
(Q 0® 0
^ ^^ 0
TO:
FROM:
SUBJECT:
Agenda Report
November 17, 2025
hlonorable Mayor and City Council
Water and Power Department
AUTHORIZE THE CITY MANAGER TO ENTER INTO CONTRACTS
WITH WEST COAST SAND & GRAVEL, INC. AND BLUE ANGEL
INTERNATIONAL LLC TO PROVIDE ROCK AND BITUMINOUS
MATERIALS FOR FIVE YEARS FOR A COMBINED TOTAL AMOUNT
NOT-TO-EXCEED $2,208,383
1 t
s
RECOMMENDATION:
It is recommended that the City Council:
1. Find that the action proposed herein is not a "project" subject to the California Environmental Quality Act ("CEQA") pursuant to Public Resources Code Section 21065 and within the meaning of State CEQA Guidelines Sections 15060(c)(2), 15060(c)(3) and 15378(b)(2);
2. Award contract to lowest and best bid dated August 15, 2025, submitted by West Coast Sand & Gravel, Inc. in response to the project plans and specifications for Rock and Bituminous Materials, authorize the City Manager to enter into a five-year contract for an amount not-to-exceed $1,130,564, which includes the base contract amount of $1,027,785 and a contingency of $102,779 to provide for any necessary change orders;
3. Award contract to lowest and best bid dated August 18, 2025, submitted by Blue Angel International LLC in response to the project plans and specifications for Rock and Bituminous Materials, authorize the City Manager to enter into a five-year contract for an amount not-to-exceed $1,077,819, which includes the base contract amount of $979,835 and a contingency of $97,984 to provide for any necessary change orders; and
4. Authorize the City Manager to approve no-cost amendments to the subject contracts including durational extensions.
I
fc
MEETING OF.11/17/2025AGENDA ITEM NO..8
I
Authorize the City Manager to Enter into Contracts with West Coast Sand & Gravel, Inc. and Blue Angel International LLC
November 17, 2025
BACKGROUND:
Pasadena Water and Power ("PWP") regularly completes water distribution projects as identified in the adopted Capital Improvement Program ("CIP"), the Water System and Resources Plan, and capital improvement related work. These projects require crushed aggregate base, sand, and asphalt cold mix for PWP's construction crews to backfill street excavations after installation of pipelines and other water facilities.
On July 24, 2025, a Notice Inviting Bids for Rock and Bituminous Materials was published on OpenGov, which generated notices to all vendors who have previously registered with the City of Pasadena ("City") for this particular commodity class. This project was competitively bid and categorized into two groups (Rock Materials and Bituminous Materials). Bidders had the opportunity to bid on one or both groups. A total of 4,000 vendors received the notice and 20 vendors downloaded the formal bid specifications, none of which were local. A total of four bids were submitted by the bid due date of August 19, 2025.
The responsive bid results were as follows:
Rock Materials
BidderAnnual Amount ($)
Blue Angel International LLC, Berkeley, CA$660,746
Organic Planet Truck and Transport, Inc., China, CA$546,670 US Home Solutions LLC, Marietta, GA$397,800
West Coast Sand & Gravel, Inc., Buena Park, CA$205,557
Bituminous Materials
BidderAnnual Amount ($)
Blue Angel International LLC, Berkeley, CA$195,967
West Coast Sand & Gravel, Inc., Buena Park, CA$204,031
As the lowest responsive bidders, it is recommended that West Coast Sand & Gravel, Inc. be awarded the Rock Materials contract and Blue Angel International LLC be awarded the Bituminous Materials contract. The proposed contracts fully comply with the Competitive Bidding and Purchasing Ordinance, Pasadena Municipal Code, Chapter 4.08 COUNCIL POLICY CONSIDERATION:
The proposed contract is consistent with the Public Facilities Element of the General Plan and supports the City Council's goal to improve, maintain and enhance public facilities and infrastructure; to provide high level of public service which adds to the quality of life in the City and increase its attractiveness through more efficient management of resources.
Authorize the City Manager to Enter into Contracts with West Coast Sand & Gravel, Inc. and Blue Angel International LLC
November 17, 2025
ENVIRONMENTAL ANALYSIS:
CEQA excludes, from environmental review, actions that are not "projects" as defined by CEQA Guidelines Section 21065 and within the meaning of Section 15378(b)(2) and 15060(c)(2) and 15060(c)(3). Sections 21065 and 15378(a) define a project as an action which may cause either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment. Section 15378(b)(2) excludes from the definition of "project" continuing administrative or maintenance activities, such as purchasing of supplies. The action proposed herein is to authorize the City Manager to enter into contracts with West Coast Sand & Gravel, Inc. and Blue Angel International LLC for purchasing of materials that could be used for future maintenance activities such as backfilting street excavations after water infrastructure upgrades and repairs. However, the purchasing of supplies does not involve any commitment to any specific project. Rather, such projects would be subject to discretionary consideration, accompanied by appropriate CEQA review, at the time they are proposed for approval and/or implementation. Therefore, the proposed action is not a "project" as defined by CEQA. Since the action is not a project subject to CEQA, no environmental document is required.
Authorize the City Manager to Enter into Contracts with West Coast Sand & Gravel, Inc. and Blue Angel International LLC
November 17, 2025
FISCAL IMPACT:
The total cost of these contracts including contingencies is $2,208,383. Funding for this action will be addressed by the utilization of the Water Distribution Mains (01080) CIP budget.
It is anticipated approximately $170,000 will be spent in FY 2026 with the remainder expended by FY 2030.
The following table represents a project summary:
West Coast Sand & Gravel, Inc. | Blue Angel International LLC Base Bid$1,027,785$979,835
Contract Contingency | $102,779$97,984
Total Fiscal Impact$1,130,564$1,077,819
Total Combined Fiscal
Impact
$2,208,383
Respectfully submitted,
DAVID M. REYES
General Manager
Water and Power Department
Prepared by:
S^"^/l-'^S-ye^t—
9 Stacie N. Takeguchi
Chief Assistant General Manager
Water and Power Department
Approved by:
tA^^J) ^—
MIGUEL ^4ARQUEZ
City Manager