TO:Andrew P. Powers, City Manager
FROM:Clifford G. Finley, Public Works Director
DATE:June 20, 2023
SUBJECT: Blanket Purchase Orders for Hot Mix Asphalt and Concrete RECOMMENDATION:
1. Approve blanket purchase orders and authorize expenditure in the amount of $440,000 from various General Fund (001) and Water Operating Fund (611) accounts as available, for hot mix asphalt material not to exceed $220,000 per fiscal year, per vendor, for FY 2023-24 and FY 2024-25, with Vulcan Materials Company (Oxnard, CA) and Granite Construction, Inc. (Santa Paula, CA).
2. Approve blanket purchase orders and authorize expenditure in the amount of $660,000 from various General Fund (001) and Water Operating Fund (611) accounts as available, for concrete material not to exceed $165,000 per fiscal year, per vendor, for FY 2023-24 and FY 2024-25, with Cemex Cement, Inc. (Moorpark, CA), Sprague’s Ready Mix (Simi Valley, CA), National Ready Mix (Moorpark, CA), and State Ready Mix (Oxnard, CA).
3. Find that this action is not a project as defined under the California Environmental Quality Act (CEQA).
FINANCIAL IMPACT:
No Additional Funding Requested. Funds will be identified on a case-by-case basis and will be charged to the appropriate City fund operating accounts and are included in the Adopted FY 2023-24 and FY 2024-25 Operating Budget.
BACKGROUND:
The Public Works Department is responsible for maintaining and repairing City infrastructure including roads, streets, and sidewalks. The Street Maintenance Division maintains over 375 miles of asphalt infrastructure and over 650 miles of concrete curbs, gutters, and sidewalks, all of which require repairs on an as- needed basis. As a matter of public safety, and to effectively schedule
Blanket Purchase Orders for Hot Mix Asphalt and Concrete June 20, 2023
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4 maintenance in a fiscally and environmentally responsible manner, infrastructure repairs need to be completed in a timely manner. Staff has identified asphalt and concrete batch plants located near Thousand Oaks that can provide the materials when requested.
The availability of reliable local resources for the purchase of hot asphalt paving and concrete materials is critical. Hot mix asphalt is an oil and aggregate-based product, and concrete is an aggregate sand and cement-based product. Both asphalt and concrete have specific processing and handling requirements.
Sourcing the product from batch plants located beyond a 45-minute delivery time is not feasible, as product quality declines during transportation.
DISCUSSION/ANALYSIS:
The following Ventura County companies have been identified as reliable vendors for providing hot mix asphalt or concrete materials in a timely manner:
1. Cemex Cement, Inc. Moorpark, CA
2. Granite Construction, Inc. Santa Paula, CA
3. National Ready Mix Moorpark, CA
4. Sprague’s Ready Mix Simi Valley, CA
5. State Ready Mix Oxnard, CA
6. Vulcan Materials Company Oxnard, CA
The City has used all the above-listed companies in the past. These firms are contacted to determine who has the best daily price and ability to promptly deliver products to a job site. The price and availability of asphalt and concrete fluctuate daily. Oil is one of the most influential price fluctuations. Other factors influencing price include batch availability, supply of mixed products, run times, and delivery commitments.
Blanket purchase orders are recommended to serve as authorization to use these suppliers for the next two fiscal years. The proposed blanket purchase orders will expedite the purchase of asphalt and concrete and increase options for securing these materials at the best available market price. When the City needs to purchase asphalt or concrete, quotes will be requested from the vendors listed above and the purchase will be based on the lowest responsive and timely quote received.
If approved by City Council, blanket purchase orders for concrete and asphalt materials will be subsequently processed by the Purchasing Officer and will be available to all City departments.
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4 COUNCIL GOAL COMPLIANCE:
Meets the following City Council goal:
C. Operate City government in a fiscally and managerially responsible and prudent manner to ensure that the City of Thousand Oaks remains one of California's most desirable places to live, work, visit, recreate, and raise a family.
F. Provide and enhance essential infrastructure to ensure that the goals and policies of the Thousand Oaks General Plan are carried out and the City retains its role and reputation as a leader in protecting the environment and preserving limited natural resources.
PREPARED BY: Michael Fahrenkopf, Street Maintenance Supervisor DPW: 600-30\etm\H:\Council\2023\062023\Blanket PO for Hot Mix Asphalt and Concrete Material staff report.docx