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RESOLUTION (ID#2389) DOC ID: 2389
CITY OF SAN BERNARDINO—REQUEST FOR COUNCIL ACTION
Purchase Order
From: Tony Frossard M/CC Meeting Date: 05/06/2013
Prepared by: Linda Dortch, (909) 384-5140
Dept: Public Works Ward(s): All
Subject:
Resolution of the Mayor and Common Council of the City of San Bernardino Authorizing an
Increase to Purchase Order 2013-61 for a Total of$40,000 to Vulcan Materials Company for the
Purchase of Asphalt Materials for Street Repairs. (#2389)
Current Business Registration Certificate: Yes
Financial Impact:
Account No. 001-400-0088-5111
Account Description: Materials & Supplies
Requested Budget for FY 12/13: $183,000
Available Budget: $107,854
Please note this balance does not indicate available funding. It does not include non-encumbered
reoccurring expenses or expenses incurred,but not yet processed.
Motion: Adopt the Resolution.
Synopsis of Previous Council Action:
7/16/12 -Resolution 2012-202. The Mayor and Common Council authorized the execution of an
Agreement and Issuance of a Purchase Order in the amount of$91,600 to Vulcan Materials
Company for the purchase of asphalt materials for street repairs.
Background:
The Public Works Department, Operations and Maintenance Division, is responsible for
maintaining the streets of the City. Maintenance includes pot hole repairs and skin patching.
Skin patches are used to fill depressions in the street with asphalt. On a daily basis, staff utilizes
approximately 4-6 tons of asphalt material for street repairs. Staff repairs an average of 400 pot
holes and 11,150 square feet of skin patching per month throughout the City.
On May 29, 2012 a formal bid process was initiated to solicit bids for asphalt materials. Per
RFQ F-2-20, Vulcan Materials was determined to be the low bidder. On July 16, 2012,the
Mayor and Common Council authorized the execution of an agreement and issuance of a
purchase order in the amount of$91,600 in the amount of$91,600. The agreement included two
(2) one-year extensions at the City's option.
When the signed Vendor Agreement was received from Vulcan Materials, it was noted that
changes had been written on the Agreement. This made the Agreement void. Since bids were
available from the two local vendors that supply asphalt materials, a Purchase Order was
requested. On October 8, 2012 the Finance Department issued Purchase Order 2013-61 to
Vulcan Materials in the amount of$10,000. The amount has since been increased to $24,900.
Updated: 5/1/2013 by Richard D.Luczak Put
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2389
Pot holes are repaired using hot mix asphalt. This provides the best, long term repair of the
street. Once the hot material is picked up from the plant, it must be used the same day. The
crew can make two or three trips for additional hot asphalt material in one day.
On some days, Vulcan Materials was not manufacturing hot asphalt material at the plant in San
Bernardino. Matich Corporation is the other local vendor that manufactures hot asphalt material.
In order to allow the crew to continue repairing pot holes, Finance issued Purchase Order 2013-
258 to Matich Corporation in the amount of$24,900. This allowed the crew to purchase hot
asphalt materials from Matich Corporation when it is not available at the Vulcan Materials plant.
The entire amount of$24,900 has been spent at Vulcan Materials requiring the crew to pick up
hot asphalt material from Matich Corporation. At this time, Matich is not manufacturing hot
asphalt material at the San Bernardino plant. The crew must go to the plant in Cabazon to pick
up hot material. It takes approximately 3 hours to make the round trip. In addition, they are
limited to one load of hot asphalt material per day. This limits the number of pot holes that can
be repaired.
Staff is requesting that the Mayor and Common Council approve an increase of$15,100 for a
total amount of$40,000 to Vulcan Material Company. The money will be taken from Account
001-400-0088-5111 which is an account dedicated to asphalt repair. This will allow the crew to
pick up loads of hot asphalt material in San Bernardino for the remainder of the fiscal year.
For the next fiscal year, on April 22, 2013 a formal bid process was initiated for asphalt
materials. This bid will be effective July 1, 2013 and allow the department to contract with a
local asphalt vendor.
City Attorney Review:
Supporting Documents:
Reso for Vulcan PO Increase (PDF)
PI s
Updated: 5/1/2013 by Richard D.Luczak Pc '
1 RESOLUTION NO.
2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AUTHORIZING AN INCREASE TO PURCHASE ORDER
3 2013-61 FOR A TOTAL OF $40,000 TO VULCAN MATERIALS COMPANY FOR
4 THE PURCHASE OF ASPHALT MATERIALS FOR STREET REPAIRS.
5 NOW THEREFORE, BE IT RESOLVED BY THE MAYOR AND COMMON
COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS:
6
7 SECTION 1. The Mayor and Common Council of the City of San Bernardino
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authorize the Director of Finance to increase Purchase Order 2013-61 by $15,100 for a total
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amount not to exceed$40,000, for the purchase of asphalt materials for street repairs.
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1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AUTHORIZING AN INCREASE TO PURCHASE ORDER
2 2013-61 FOR A TOTAL OF $40,000 TO VULCAN MATERIALS COMPANY FOR
3 THE PURCHASE OF ASPHALT MATERIALS FOR STREET REPAIRS.
4
5 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and
6 Common Council of the City of San Bernardino at a meeting
7 thereof,held on the day of ,2013,by the following vote,to wit:
8
Council Members: AYES NAYS ABSTAIN ABSENT
9
MARQUEZ
10
11 JENKINS 3
12 VALDIVIA N
13 SHORETT
14 KELLEY
15 0°.
JOHNSON
16
17 MCCAMMACK >`o
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19 Georgeann Hanna, City Clerk
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20 The foregoing resolution is hereby approved this day of ,2013.
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21 a
22
Patrick J. Morris, Mayor
23 City of San Bernardino
24 Approved as to form:
25 JAMES F. PENMAN,
City Attorney
26 J
27 By: -.
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