Agenda Item #13.2
For Council Meeting of: August 20, 2024
CITY OF SANTA ROSA
CITY COUNCIL
TO: MAYOR AND CITY COUNCIL
FROM: JEREMY GUNDY, DEPUTY DIRECTOR, TRANSPORTATION AND PUBLIC WORKS DEPARTMENT SUBJECT: EXTENSION OF BLANKET PURCHASE ORDER 167191 FOR ASPHALT CONCRETE SUPPLIES TO BO DEAN CO., INC.
AGENDA ACTION: RESOLUTION
RECOMMENDATION
It is recommended by the Transportation and Public Works (TPW) and Finance Departments that the Council, by resolution, approve extension of Blanket Purchase Order (BPO) 167191 with Bo Dean Co., Inc., (BoDean), Santa Rosa, California, for asphalt supplies in the amount of $459,954 for a total not to exceed amount of $1,009,954.
EXECUTIVE SUMMARY
The TPW utilizes BoDean BPO 167191 for new asphalt projects, street and pavement repairs throughout the City.
BACKGROUND
On April 18, 2022, TPW requested a Waiver of Competitive Bid and issuance of a BPO to BoDean to assure availability of asphalt concrete. It was determined that BoDean is one of two vendors within close physical vicinity to the City of Santa Rosa that can provide asphalt concrete.
PRIOR CITY COUNCIL REVIEW
On June 7, 2022, by Resolution RES-2022-106, the Council approved bid award and issuance of a one-year BPO 167191 with four (4) additional one-year extension options to BoDean in the amount not to exceed $550,000. (#22-0421) On May 9, 2023, the Purchasing Agent approved extension of BPO 167191 for a term of one-year with no addition of funds.
ANALYSIS
BoDean is one of two vendors that can fulfill the City’s need for asphalt supply. The vendors proximity to City projects is a cost-effective benefit and ensures that staff will have options when purchasing asphalt supply.
BPO 167191 expires on July 30, 2024. The BPO utilizes an agreed upon Caltrans Price Adjustment Formula (PAF) that will justify any future changes in pricing. The equation also allows for pricing to remain flexible without the need to continuously amend the blanket purchase order through City Council approval. BoDean has agreed to continue to use this equation and extension of the BPO for one-year. The vendor also agrees to the City’s Terms and Conditions.
Under the City’s Contract/Purchase City Code 3-08-110(A) Award Authority, this award requires approval by the City Council.
FISCAL IMPACT
Funds for this operational expense have been appropriated in Fiscal Year 2024-25 budget within various departments and, as a regular expenditure, will be included in subsequent years’ budget requests when presented to the City Council.
ENVIRONMENTAL IMPACT
This action is exempt from the California Environmental Quality Act (CEQA) because it is not a project which has a potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment, pursuant to CEQA Guideline Section 15378.
BOARD/COMMISSION/COMMITTEE REVIEW AND RECOMMENDATIONS
Not applicable.
NOTIFICATION
Not applicable.
ATTACHMENTS
Resolution
PRESENTERS
Jeremy Gundy, Field Services Deputy Director
Brandalyn Tramel, Purchasing Agent
EXTENSION OF BLANKET PURCHASE ORDER 167191 WITH BO DEAN, CO., INC. FOR ASPHALT CONCRETE SUPPLIES PAGE 3 OF 3