Agenda Item #13.3
For Council Meeting of: September 15, 2026
CITY OF SANTA ROSA
CITY COUNCIL
TO: MAYOR AND CITY COUNCIL
FROM: JEREMY GUNDY, DEPUTY DIRECTOR, TRANSPORTATION & PUBLIC WORKS SUBJECT: APPROVAL OF FIFTH AMENDMENT TO BLANKET PURCHASE ORDER 168068 WITH CALMAT CO., DBA VULCAN MATERIALS COMPANY AGENDA ACTION: MOTION
RECOMMENDATION
The Transportation and Public Works and Finance Departments recommend that the Council, by motion, approve the Fifth Amendment to Blanket Purchase Order (BPO) 168068 with CalMat Co., doing business as Vulcan Materials Company, Birmingham, Alabama, to extend the term and increase compensation in the amount of $150,000 for a total cumulative amount not to exceed $729,615.45. This item has no impact on current fiscal year budget.
EXECUTIVE SUMMARY
The Transportation and Public Works Department requires the purchase of asphalt for new projects and street and pavement repairs throughout the city.
GOAL
This item relates to Council Goal #2 - Invest in the Development and Maintenance of the City's Infrastructure by providing asphalt materials for maintaining city-owned roadways, parking lots, and multi-purpose pathways.
BACKGROUND/PRIOR COUNCIL REVIEW
On March 30, 2017, Invitation for Bids (IFB) 17-20, solicited by the City for the purchase of asphalt concrete supplies, was opened by the Purchasing Agent. City staff pick up asphalt concrete supplies from the vendors’ plants and may deliver used asphalt to the plants for recycling.
As a result of IFB 17-20, it was determined that Bodean Co., Inc., and Syar Industries, Inc., are the only vendors within the physical vicinity of the City of Santa Rosa that can provide this product. Due to high demand during the summer months, the Transportation and Public Works Department has requested that both vendors be awarded BPOs to ensure that the product is always available.
On June 7, 2022, the City Council approved a Waiver of Competitive Bid and awarded Blanket Purchase Order 167129 to Syar Industries for asphalt concrete supplies.
On August 24, 2022, City Staff were notified that Syar Industries was purchased by CalMat Co., dba Vulcan Materials Company.
Syar Industries – now CalMat Co. doing business as Vulcan Materials Company – is one of two asphalt concrete vendors within the physical vicinity of the City of Santa Rosa that can provide this product. The vendor also accepts the City’s used and recycled asphalt. Due to high demand, the Transportation and Public Works Department has requested to continue to use CalMat Co., dba Vulcan Materials Company, as a source of asphalt concrete supply.
ANALYSIS
CalMat Co., dba Vulcan Materials Company, is one of two vendors that can fulfill the City’s need for asphalt supply. The vendor's proximity to City projects is a cost-effective benefit and ensures that staff will have options in purchasing asphalt supply. The blanket purchase order will continue to include an agreed-upon price adjustment formula that will justify any future changes in pricing and will allow for pricing to remain flexible without the need to continuously amend the blanket purchase order.
Under City Code Section 3-08.110(A), approval of the amendment requires City Council action.
FISCAL IMPACT
Funding for this expense is included in the Fiscal Year 2026-27 adopted budgets of the applicable departments. As a regular operating expense, funding for future purchases is expected to be included in subsequent annual budget proposals presented to the City Council.
ENVIRONMENTAL IMPACT
Pursuant to CEQA Guidelines Section 15378(b)(2), the recommended action is not a “project” subject to the California Environmental Quality Act (CEQA) because amending the Blanket Purchase Order for the continued purchase of asphalt is a continuing administrative and maintenance activity involving the purchase of supplies. The recommended action does not authorize construction or approve any specific roadway or other physical project. Any future project using the purchased materials will remain subject to applicable environmental review before approval or implementation. In the alternative, the recommended action is exempt from CEQA pursuant to CEQA Guidelines Section 15061(b)(3) because it can be seen with certainty that there is no possibility that approval of the Blanket Purchase Order amendment may have a significant effect on the environment.
BOARD/COMMISSION/COMMITTEE REVIEW AND RECOMMENDATIONS
Not applicable.
NOTIFICATION
Not applicable.
ATTACHMENTS
Not applicable.
PRESENTER(S)
Dave Avila, Maintenance Superintendent, Transportation & Public Works Department APPROVAL OF FIFTH AMENDMENT AND INCREASE COMPENSATION TO BLANKET PURCHASE ORDER WITH CALMAT CO., DBA VULCAN MATERIALS COMPANY PAGE 3 OF 3