Public Works Agency
www.santa-ana.org/pw
Item # 9
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
November 4, 2025
TOPIC: Public Works Pothole Repair Services
AGENDA TITLE
Purchase Order Contract with All American Asphalt for Asphalt Pothole Repair Services (Specification No. 25-100) (General Fund & Non-General Fund)
RECOMMENDED ACTION
Award a purchase order contract with All American Asphalt for asphalt pothole repair services, in an amount not-to-exceed $7,750,000, for a three-year term beginning December 1, 2025 and expiring November 30, 2028, with provisions for two, one-year renewal options.
GOVERNMENT CODE §84308 APPLIES: No
DISCUSSION
The Public Works Agency Maintenance Services Division (PWA) is responsible for maintaining approximately 400 miles of roadway and 800 miles of sidewalks within the City of Santa Ana. The services provided under the asphalt pothole repair contract include repair of potholes and small damaged pavement areas with asphalt overlay. An average of 1,900 pothole requests are completed annually with most requests completed within 48 hours of being reported. These services contribute to enhancing and improving vehicular safety and overall quality of life for our residents. The current contract for this service was awarded by City Council in 2018 and will expire November 30, 2025.
Invitation for Bids (IFB) No. 25-100 was advertised on July 17, 2025 on the City’s online bid management and publication system, PlanetBids. A summary of vendor participation and results is as follows:
880 Vendors notified
4 Santa Ana vendors notified
34 Vendors downloaded the bid packet
4 Bids received
1 Bid received from Santa Ana vendor
Public Works Pothole Repair Services
November 4, 2025
5 4
0 2
Bids were opened on August 20, 2025 and evaluated (Exhibit 1). Four bids were submitted by the IFB deadline and all bids were determined to be responsive to the specifications and met the City’s requirements. Staff recommends awarding a purchase order contract to the lowest responsive bidder, All American Asphalt. Through previous competitive bidding processes, All American Asphalt has been selected as the City’s pothole patching contractor since 2018. All American Asphalt has proven to have solid experience, availability of fleet and highly skilled staff, and a clear understanding of the City’s needs and expectations of quality service. Service levels to the community will remain unchanged due to favorable pricing received from All American Asphalt and available budgets.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with the action.
FISCAL IMPACT
Funds are budgeted and available for expenditure in the following accounts for Fiscal Year 2025-26. Subsequent funding for the extension options, if exercised, will be included in future proposed budgets for City Council consideration.
Fiscal
Year
Accounting
Unit
Fund
Description
Accounting Unit,
Account Description Amount
02917660-
62300
Special Gas
Tax
Roadway Maintenance,
Contract Services-
Professional
$845,833
2025-26
(Dec-
Jun) 01117626-
62300
General
Fund
PWA Sidewalks-Service
Enhancement, Contract
Services-Professional
$58,333
02917660-
62300
Special Gas
Tax
Roadway Maintenance,
Contract Services-
Professional
$1,450,000
2026-27
01117626-
62300
General
Fund
PWA Sidewalks-Service
Enhancement, Contract
Services-Professional
$100,000
02917660-
62300
Special Gas
Tax
Roadway Maintenance,
Contract Services-
Professional
$1,450,000
2027-28
01117626-
62300
General
Fund
PWA Sidewalks-Service
Enhancement, Contract
Services-Professional
$100,000
2028-29 02917660-
62300
Special Gas
Tax
Roadway Maintenance,
Contract Services-
Professional
$1,450,000
Public Works Pothole Repair Services
November 4, 2025
5 4
0 2
01117626-
62300
General
Fund
PWA Sidewalks-Service
Enhancement, Contract
Services-Professional
$100,00
02917660-
62300
Special Gas
Tax
Roadway Maintenance,
Contract Services-
Professional
$1,450,000
2029-30
01117626-
62300
General
Fund
PWA Sidewalks-Service
Enhancement, Contract
Services-Professional
$100,000
02917660-
62300
Special Gas
Tax
Roadway Maintenance,
Contract Services-
Professional
$604,167
2030-31
(Jul–Nov) 01117626-
62300
General
Fund
PWA Sidewalks-Service
Enhancement, Contract
Services-Professional
$41,667
TOTAL $7,750,000
EXHIBIT(S)
1. Abstract of Bids (No. 25-100)
Submitted By: Rodolfo Rosas, P.E., Acting Executive Director – Public Works Agency Approved By: Alvaro Nuñez, City Manager