TO:Andrew P. Powers, City Manager
FROM:Nader Heydari, Public Works Director
DATE:August 26, 2025
SUBJECT: Blanket Purchase Orders for Hot Mix Asphalt and Concrete RECOMMENDATION:
1. Approve blanket purchase orders and authorize expenditure/expense in the amount not to exceed $175,000 per fiscal year, per vendor, in FY 2025-26 and FY 2026-27 from various General Fund and Water Fund accounts as available, for the purchase of hot mix asphalt material with Granite Construction Company (Santa Paula, CA) and CalMat Co. dba Vulcan Materials Company (Oxnard, CA).
2. Approve blanket purchase orders and authorize expenditure/expense in the amount not to exceed $225,000 per fiscal year, in FY 2025-26 and FY 2026-27 from various General Fund and Water Fund accounts as available, for the purchase of concrete material with Sprague’s Ready Mix (Simi Valley, CA).
3. Approve a single-source designation for the purchase of concrete material to Sprague’s Ready Mix pursuant to Thousand Oaks Municipal Code Section 3-
10.202.
4. Find that this action is not a project as defined under the California Environmental Quality Act.
LEVINE ACT ITEM: Yes
FINANCIAL IMPACT:
No Additional Funding Requested. Funds are included in the Adopted FY 2025- 26 and FY 2026-27 Operating Budget. Invoices will be charged to the appropriate account as received.
Blanket Purchase Orders for Hot Mix Asphalt and Concrete August 26, 2025
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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 maintenance in a fiscally and environmentally responsible manner, infrastructure repairs need to be completed in a timely manner. Staff have 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 longer transportation timeframes.
DISCUSSION/ANALYSIS:
Hot Mix Asphalt Material
The following vendors, both located within a 45-minute delivery radius, have been identified as reliable sources for hot mix asphalt material:
1. Granite Construction, Inc. Santa Paula, CA
2. CalMat Co. dba Vulcan Materials Company Oxnard, CA The City has previously used both vendors and will continue to request quotes based on daily pricing and product availability.
Concrete Material
The City’s Sidewalk Maintenance Program depends on timely and reliable access to concrete to support multiple active crews. Within the 45-minute delivery radius, Sprague’s Ready Mix (Sprague’s), located in Simi Valley, has consistently provided dependable and responsive service, including the ability to fulfill orders with as little as one day’s notice. This level of flexibility is essential for maintaining efficient and uninterrupted field operations. In contrast, the other two vendors within the same radius have been unresponsive or require extended lead times, making them unsuitable for the City’s operational needs. For these reasons, staff is requesting City Council approval of the single source designation for Sprague’s.
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The price and availability of asphalt and concrete fluctuate daily. Oil prices are among the most significant drivers of these fluctuations, along with batch availability, supply of mixed products, run times, and delivery commitments. To address these variables, staff recommends establishing blanket purchase orders for the next two fiscal years. This will expedite procurement, improve response time for field crews, and provide flexibility in securing asphalt and concrete materials at the best available market price. If approved by City Council, the Purchasing Officer will process the blanket purchase orders, which will be available for immediate use by all City departments.
This action meets City Council’s Top Ten Priorities #9, “Public Works Infrastructure Investments.”
LEVINE ACT (California Government Code § 84308):
This item is subject to the Levine Act. City Councilmembers who have received a campaign contribution of more than $500 (aggregated) within the preceding 12 months from a party or their agent/representative, or a financially-interested participant involved in this proceeding may do either of the following: (1) disclose the contribution on the record and recuse themselves from this proceeding; or if applicable (2) return the portion of the contribution that exceeds $500 within 30 days from the time the official knew or should have known about the contribution, and participate in the proceeding.
All parties and their agents/representatives must disclose on the record of this proceeding any aggregated contribution of more than $500 made to any Councilmember within the preceding 12 months. Councilmembers are prohibited from accepting, soliciting, or directing a campaign contribution of more than $500 (aggregated) from a party, their agent/representative, or a financially-interested participant during a proceeding and for 12 months following the date a final decision is made. In addition, a party, their agent/representative, or a financially- interested participant is prohibited from contributing more than $500 (aggregated) to a Councilmember during a proceeding and for 12 months following the date a final decision is made. All completed vendor Levine Act forms are included in Attachment #1.
COUNCIL GOAL COMPLIANCE:
Meets the following City Council goals:
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.
Blanket Purchase Orders for Hot Mix Asphalt and Concrete August 26, 2025
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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 Attachments:
Attachment #1 – Vendor Levine Act Forms
DPW: 821-10\ev\Council\2025\082625\Blanket PO for Hot Mix Asphalt and Concrete staff report.docx