City Council
Report
City Council Meeting: November 18, 2025
Agenda Item: 4.C
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To: Mayor and City Council
From: Rick Valte, Public Works Director, Public Works, Water Resources Subject: Approval of Modification to Purchase Order with West Coast Sand and Gravel, Inc. for Construction Aggregate and Asphalt Cold Mix Recommended Action
Staff recommends that the City Council:
1. Adopt a finding of categorical exemption pursuant to Section 15301 of the California Environmental Quality Act Guidelines; and
2. Authorize the Procurement Manager to issue a change order to purchase order #22600832 in the amount of $60,000 with West Coast Sand and Gravel for construction aggregate material for the Public Works Department. This would result in a revised purchase order total not to exceed $310,000, with future year funding contingent on Council budget approval.
Summary
The City of Santa Monica’s Water Resources Division utilizes construction aggregate material for trench backfill and to restore street and alley surfaces after repairing water and wastewater pipelines and installing new service connections to serve the community. West Coast Sand and Gravel, Inc. was selected as the best-qualified bidder following a competitive process solicitation. Expenditures are expected to exceed the authorized amount of $250,000 over the five-year contract period due to rising material costs and higher than expected emergency repair work needs (e.g., water main breaks).
Staff recommends increasing the approved spending authority by an amount not to exceed $60,000, for a new total amount not to exceed $310,000, to support these projects.
Discussion
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The City of Santa Monica’s Water Resources Division utilizes construction aggregate material to restore existing asphalt concrete after completing work on water main lines beneath City streets. These materials are essential to maintain the integrity and quality of street paving after water and wastewater related construction projects, as they are used to restore the excavated sections of the roadway.
On May 3, 2021, the Water Resources Division published a request for quotes to furnish and deliver crushed aggregate base and asphalt cold mix. A total of 11 vendors downloaded the request, and two vendors submitted quotes. West Coast Sand and Gravel, Inc. was selected as the best-qualified vendor based on the evaluation criteria outlined in Municipal Code 2.24.180. and was awarded a five-year agreement in an amount not to exceed $250,000. Due to higher than anticipated expenses from rising material costs and increased volume of projects (e.g., higher than estimated emergency repairs, i.e. water main breaks), Water Resources staff now seeks authority to approve available funding from the Water Fund to increase the purchase order in an amount not to exceed $60,000, for a new total amount not to exceed $310,000 to support these projects. The additional amount requested was calculated based on the estimated cost of projects remaining in the fiscal year.
Environmental Review
The purchase order for repair parts and supplies to perform preventive maintenance and/or emergency repairs is categorically exempt pursuant to Section 15301 (Existing Facilities) of the California Environmental Quality Act (CEQA) Guidelines. Section 15301 exempts “the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public or private structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of existing or former use.” The award for construction aggregate would allow for continuance of day-to-day water operations and would not expand or materially change existing facilities or operations. The construction aggregate material is used to support the repair and/or replacement of existing water distribution and wastewater collection pipelines.
Therefore, the project is categorically exempt as set forth in Section 15301 of the CEQA Guidelines.
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Financial Impacts and Budget Actions
Staff seeks authority to approve available funding from the Water Fund to increase the amount of the purchase order with West Coast Sand and Gravel, Inc. for construction aggregate material.
Purchase Order Modification Request
Agreement
#
Current
Authorized
Amount
FY 2025-26
Request Amount Dept/CIP Account #
Total Revised
Contract
Amount
22600832 $250,000 $60,000 50500001.525080 $310,000
Future year funding is contingent on Council budget approval.
Prepared By: Alvin Ho, Senior Administrative Analyst
Approved Forwarded to Council
Attachments:
A. FY 25-26 Oaks (West Coast Sand and Gravel)
B. FY 25-26 Levine Act (West Coast Sand and Gravel)