For City Council Meeting [December 11, 2018]
TO: Honorable Mayor and City Council
APPROVAL: Ahmad R. Ansari, Interim City Administrator
FROM: Robert G. Eisenbeisz, P.E., Public Works Director/City Engineer
Title
Request City Council to Authorize an Increase to the Purchase Order with Vulcan Materials Company for Asphalt Product in the Additional Amount of $15,000 for a total amount of $30,000 in the 2018-2019 Fiscal Year.
Body
BACKGROUND:
Every year the Public Works Department performs asphalt repairs including filling potholes Citywide. Staff purchases hot asphalt mix at an asphalt plant for more permanent repair of potholes. The asphalt truck enables the asphalt to remain hot for a period until used at various patch locations.
ANALYSIS/DISCUSSION:
The current purchase order for Vulcan Materials Company has a maximum limit of $15,000 for asphalt pavement products. Throughout the 2018/2019 fiscal year, the Public Works Department has experienced a need for increased asphalt material to address pothole repairs.
As a result, the use of the purchase order has reached its $15,000 maximum. Due to the increased necessity and the amount of asphalt repairs for potholes that may develop for the remainder of the fiscal year, staff is requesting an increase to the purchase order by an additional $15,000 for a new total amount of $30,000 for asphalt purchases through the end of Fiscal Year 2018/2019.
Vulcan Materials Company is local to the City of Rialto and offers different asphalt products daily, compared to other local asphalt manufactures that produce only one (1) product. This is imperative for quick response to pothole repair needs.
ENVIRONMENTAL IMPACT:
The requested action is not a “Project” as defined by the California Environmental Quality Act (CEQA). Pursuant to Section 15378(a), a “Project” means the whole of an action, 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. According to Section 15378(b), a Project does not include: (5) Organizational or administrative activities of governments that will not result in direct or indirect physical changes in the environment.
GENERAL PLAN CONSISTENCY:
This action is consistent with Guiding Principle 3A in the General Plan:
Our City government will lead by example, and will operate in an open, transparent, and responsive manner that meets the needs of the citizens and is a good place to do business.
LEGAL REVIEW:
The City Attorney has reviewed and approved this staff report.
FINANCIAL IMPACT:
Operating Budget Impact:
Funds are budgeted and available in General Fund - Street Maintenance Account No. 010-500-7305-2021 for the increase to the purchase order with Vulcan Materials Company in the additional amount of $15,000 for the 2018/2019 fiscal year.
Capital Improvement Budget Impact:
This is a material purchase and has no impact of the Capital Improvement Budget.
Business Licensing:
Prior to execution of the Purchase Order, the vendor will pay the applicable Business License Tax.
RECOMMENDATION:
Staff recommends that City Council authorize an increase to the Purchase Order with Vulcan Materials Company for asphalt products in the additional amount of $15,000 for a total amount of $30,000 in the 2018/2019 fiscal year.