HomeMy WebLinkAbout08 - Approval to Increase the Purchase Order Amount for As-Needed Procurement of Asphalt MaterialsQ �EwPpRT
CITY OF
s NEWPORT BEACH
`q44:09 City Council Staff Report
May 27, 2025
Agenda Item No. 8
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: David A. Webb, Public Works Director - 949-644-3311,
dawebb@newportbeachca.gov
PREPARED BY: John Salazar, Public Works Superintendent - 949-718-3460,
jsalazar@newportbeachca.gov
TITLE: Approval to Increase the Purchase Order Amount with Vulcan
Materials Co. for As -Needed Procurement of Asphalt Materials for
the Public Works Department
Based on anticipated expenditures, staff requests City Council approval to increase the
amount of Purchase Order No. 22500313 with Vulcan Materials Co. from $120,000 to
$150,000 for Fiscal Year 2024-25 for as -needed procurement of asphalt materials.
RECOMMENDATIONS:
a) Determine this action is exempt from the California Environmental Quality Act (CEQA)
pursuant to Sections 15060(c)(2) and 15060(c)(3) of the CEQA Guidelines because
this action will not result in a physical change to the environment, directly or indirectly;
and
b) Approve a change order to Purchase Order No. 22500313 with Vulcan Materials Co.,
increasing the amount from $120,000 to $150,000 for Fiscal Year 2024-25.
DISCUSSION:
The Public Works Department directly procures asphalt materials for staff to perform
minor asphalt maintenance and repairs throughout the city. As of April 30, expenditures
for asphalt materials totaled approximately $106,000, with a current $120,000 purchasing
limit. With two months still remaining in the fiscal year, staff requests City Council approval
to increase the amount of Purchase Order No. 22500313 with Vulcan Materials Co. from
$120,000 to $150,000 to help fund the procurement of asphalt materials.
The purchase order with Vulcan Materials Co. was originally approved under an exception
to bidding requirements in accordance with Section J under "Special Requirements" of
City Council Policy F-14 — Contract Procurement and Authority to Contract, and
Section 4.4 of the City Purchasing Policy (Administrative Procedure/AP-001). The
reasoning for that was trying to use other suppliers would result in excessive monetary
costs and cause delays in performing repairs due to travel time and product availability
issues.
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Approval to Increase the Purchase Order Amount with Vulcan Materials Co. for
As -Needed Procurement of Asphalt Materials for the Public Works Department
May 27, 2025
Page 2
FISCAL IMPACT:
The adopted budget includes sufficient funding for this purchase. Depending on the
respective use of the equipment and materials in question, costs will be expensed to the
Public Works Streets/Beaches account (0108061).
ENVIRONMENTAL REVIEW:
Staff recommends the City Council find this action is not subject to the California
Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) (the activity will not
result in a direct or reasonably foreseeable indirect physical change in the environment)
and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA
Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no
potential for resulting in physical change to the environment, directly or indirectly.
NOTICING:
The agenda item has been noticed according to the Brown Act (72 hours in advance of
the meeting at which the City Council considers the item).
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