CITY OF POMONA
COUNCIL REPORT
September 14, 2026
To: Honorable Mayor and Members of the City Council
From: Anita D. Scott, City Manager
Submitted By: Meg McWade, Public Works Director
SUBJECT: APPROVAL OF A SINGLE SOURCE PROCUREMENT, FOR A FIVE-YEAR TERM, TO HOLLIDAY ROCK CO., INC FOR THE WILL CALL PURCHASE OF ASPHALT HOT MIX MATERIALS, FOR A TOTAL NOT-TO-EXCEED AMOUNT OF $625,000 FOR THE FIVE YEARS RECOMMENDATION:
It is recommended that the City Council take the following actions:
Approve a single-source procurement for a five-year term, effective October 1, 2026, through September 30, 2031, with Holliday Rock Co., Inc. for the will-call purchase of asphalt hot-mix materials, in an amount not to exceed $125,000 annually, for a total not-to-exceed amount of $625,000 over the five-year term; and Authorize the City Manager or designee to issue annual purchase orders to Holliday Rock Co., Inc. for the procurement of asphalt hot-mix materials, and to approve any necessary amendments or extensions within the approved term and budget.
EXECUTIVE SUMMARY:
Approval of the above-recommended actions will allow the City to enter into a single-source, five year procurement with Holliday Rock Co., Inc for the will-call purchase of asphalt hot-mix materials as needed throughout the City of Pomona. These materials are necessary for the Public Works Department to repair and maintain the City’s infrastructure, including streets and alleyways.
SB1439/GOVERNMENT CODE §84308 APPLICABILITY:
☒ When this box is checked, it indicates the agenda item is subject to the Levine Act SB1439 requirements. Councilmembers are reminded to check their campaign contributions and determine whether they have received a campaign contribution of $500 or more that would require disclosure and/or recusal from discussing or acting on this agenda item. Campaign contributions of $500 or more made 1) by any person or entity who is identified in the agenda report as the applicant or proposer or 2) on behalf of the applicant or participant, including a parent, subsidiary or otherwise related business entity, or 3) by any person who has a financial interest in the agenda item requires a councilmember to comply with SB1439.
FISCAL IMPACT:
Funding for the will call purchase of asphalt hot mix materials is included in the FY 2026-27 Public Works Street Maintenance Operating Budgets as shown below:
Worktags
Amount
FD128 Measure R | CC2520 Street Maintenance | Materials & Supplies $25,000
FD138 Measure M | CC2520 Street Maintenance | Materials & Supplies $100,000
Total
$125,000
Approval of the single-source procurement with Holliday Rock Co., Inc. (Holliday Rock) is projected to result in an annual cost savings of approximately $22,719.85 when compared to the average cost of sourcing from alternative asphalt vendors. These savings are primarily due to the close proximity of Holliday Rock’s facility to the Public Works Yard, reducing travel time, fuel consumption, and labor costs associated with asphalt pickup.
Funding for subsequent years of the agreement will be requested as part of the annual budget request process.
PREVIOUS RELATED ACTION:
On August 6, 2025, the City issued Invitation for Bids (IFB) No. 2025-23 for the purchase of asphalt hot-mix materials in an effort to competitively procure these materials. Despite the City’s solicitation, no bids were received when the bidding period closed on August 20, 2025. To ensure continuity of street maintenance operations and avoid interruptions to essential pavement repairs, the City subsequently utilized its informal purchasing authority to procure asphalt hot-mix materials from Holliday Rock, awarding a one-year Purchase Order for $90,000 under the City Manager’s Authority.
On July 18, 2022, the City Council approved a retroactive three-year agreement, with two optional one-year extensions, effective October 14, 2020 contract to Holliday Rock for the will call purchase of asphalt, concrete, and hot-mix materials.
DISCUSSION:
The Public Works Department is requesting a single-source procurement of asphalt hot-mix materials from Holliday Rock, located at 2193 Foothill Boulevard in Upland. This location is just over six miles from the Public Works Yard, a critical distance in the transfer of asphalt materials.
The Public Works Asphalt Maintenance Program completes routine repairs to extend the City’s pavement service life. Asphalt pavement degrades over time. Some of the contributing factors to the degradation of asphalt pavement are heavy traffic volumes, hot/dry climates that the oxidation of the asphalt and results in the pavement becoming prematurely brittle, and water saturation from runoff water. These conditions adversely impacts pavement lifespan by causing defects such as potholes, alligator cracks, longitudinal and transverse cracks, channeling, shoving, and depressions in the pavement.
The unique requirements for the placement of asphalt preclude the ability to purchase and stockpile asphalt materials. Asphalt has a distribution temperature range of 285-350 degrees Fahrenheit. The City does not own equipment that would heat cold asphalt materials to the proper distribution temperature. The City’s asphalt patch trucks are only capable of maintaining the appropriate temperature, requiring that asphalt be acquired when needed for placement.
In FY 2025-26 Public Works utilized over 1,280 tons of asphalt. The asphalt patch trucks haul asphalt to projects throughout the City. Each truck has a four-ton weight capacity, meaning staff conducted an average of 320 individual trips to pick up asphalt materials.
Asphalt is a highly competitive commodity, with pricing between vendors typically within a few dollars per ton as the cost of asphalt is tied directly to the California Statewide Crude Oil Price Index. Historically, the primary distinction between vendors has been round trip travel costs to collect asphalt from vendor plants and return to job sites. Operation costs for the asphalt patch truck and driver are $97.93 per hour (calculated using the CalTrans Rental Rates and staff hourly wages for a Public Services Maintenance Worker II at Step 2, which is the classification responsible for operating the Asphalt Patch Trucks). Table 1 below details the cost of asphalt materials transportation.
Annual Asphalt Transportation Costs - Average Tons per year: 830 at $90/ton Max Load: Five tons (table is based on full load per trip) Vendor
Location
Round Trip
Hourly Rate
PSMWII Step2
+ CalTrans Rental Rate
Trip Cost
# of Trips
Annual Cost of Trips
Distance
(miles)
Time* (minutes)
Holliday Rock
2193 Foothill Blvd., Upland
13.5 30
$97.93
$48.97
320
$15,668.86
Vulcan Materials
16005 Foothill Blvd., Irwindale
29.5 67
$97.93
$109.36
320
$34,993.79
Vulcan Materials
2400 W Highland Ave, San Bernardino
56.9 66
$97.93
$107.72
320
$34,471.50
All American Asphalt
1176 All American Way, Corona
45.3 66
$97.93
$107.72
320
$34,471.50
R.J. Noble
15505 E Lincoln Ave., Orange
44.4 95
$97.93
$155.06
320
$49,618.06
*Time is based on Google Maps estimate with a departure time of 6:45 am on Tuesday, August 5, 2026.
The average transportation cost for other asphalt plants is $38,388.71 annually, increasing the City’s overall expenditure on asphalt materials by over $22,719.85. Further, the time required for the asphalt crew to travel decreases efficiency and time spent on City projects. Travel time is only a point-in-time estimate, and traffic may cause further and unanticipated delays. In unexpected traffic, asphalt crew staff are effectively removed from the ability to produce work output.
In addition to the request for a single-source procurement with Holliday Rock for asphalt hot-mix materials, the City currently maintains single-source agreements with Ergon Asphalt & Emulsions, Inc. for asphalt emulsion and binder products, and with EZ Street Asphalt (also known as Granite Construction Company) for bagged (cold mix) asphalt materials. These vendors have been selected based on the specificity of their product and the ability to meet the City’s operational requirements. and proximity, which collectively ensure continuity of service and efficiency in street maintenance operations.
Approval of a five year single source procurement to purchase asphalt hot-mix materials through Holliday Rock will ensure asphalt hot-mix purchases maintain the appropriate temperature for distribution, reduce inefficiency, and responsible use of taxpayer dollars.
In 2025, the City issued Invitation for Bids (IFB) No. 2025-23 for the purchase of asphalt hot-mix materials in an effort to competitively procure these materials. Despite the City’s solicitation, no bids were received. To ensure continuity of street maintenance operations and avoid interruptions to essential pavement repairs, the City subsequently utilized its informal purchasing authority to procure asphalt hot-mix materials from Holliday Rock Co., Inc, awarding a one-year Purchase Order for $90,000 under the City Manager’s authority.
Based on the City’s experience during that period, the operational requirements associated with maintaining asphalt at the proper placement temperature, the proximity of Holliday Rock’s Upland plant, and the demonstrated cost savings associated with reduced travel time, staff now recommends approval of a single-source procurement with Holliday Rock Co., Inc. in accordance with City Code Section 2-994. This procurement method will provide a reliable source of asphalt hot-mix materials while supporting efficient operations and responsible stewardship of public funds.
COUNCIL PRIORITIES & GOALS:
This item supports the FY 2026-27 City Council Priority #2: Dedication to Infrastructure and Enhancement of Community Assets – Goal #E: Enhance streetscapes and public spaces.
Prepared by:
Lindsay McElwain
Acting Public Works Fiscal and Project Manager
Approval of Single Source Procurement, for a Five-Year Term, to Holliday Rock Co., Inc., for Will Call Purchase of Asphalt Hot-Mix Materials