SR 10-11-2011 3CS®
City of City Council Report
Samna Monied
City Council Meeting: October 11, 2011
Agenda Item: �56
To: Mayor and City Council
From: Martin Pastucha, Director of Public Works
Subject: Amendment to Purchase Order for Removal of Asphalt & Concrete
Materials
Recommended Action
Staff recommends that City Council modify Purchase Order No. 17375 -OF with Saied
Trucking Company, a California -based company, in the amount of $29,410 for
additional asphalt and concrete hauling, recycling and disposal services rendered. This
will result in a total purchase order amount of $121,410.
Executive Summary
The Water Resources and Street Maintenance Divisions generate asphalt and concrete
by- products (milled materials) from street work. These materials must be hauled and
disposed of regularly as storage at the City Yards is limited. Due to an increase in street
work associated with the City's alley improvement program and recent emergency
waterline repair work, additional services were required beyond the original purchase
order amount of $92,000. Staff is requesting an amendment to Purchase Order No.
17375 -OF in the amount of $29,410, for a total purchase order amount of $121,410.
Background
In FY2010 -11, Purchase Order No. 17375 -OF was issued to Saied Trucking Company
through a competitive bid process for hauling, recycling and disposal of asphalt and
concrete by- products from street and road work completed by the Street Maintenance
and Water Resources Divisions. Materials are hauled by Saied for recycling at
Recycled Aggregate Materials Co., Inc. in Sun Valley. All other materials are hauled to
Vulcan Materials Company at two locations in the greater Los Angeles area. The
purchase order for $92,000, which is below the threshold for Council approval, was
based on historical volume. In FY2010 -11, $90,295.60 was spent.
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Discussion
The estimated FY2010 -11 expenditure was based on previous year hauling volume
estimates of work completed by the Street Maintenance and Water Resources
Divisions. However, in FY2010 -11 the Street Maintenance Division accelerated the
Alley Renewal Program, which generated a significant volume of milled materials to be
disposed. In addition, the Water Resources Division responded to a number of major
line breaks also generating unusually large volumes of disposal material. The additional
and final payment due to Saied Trucking is for $29,410, for a total amount of $121,410.
Financial Impacts & Budget Actions
The purchase order modification to be awarded to Saied Trucking Company is $29,410,
for a new purchase order total of $121,410. Funds are included in the FY2011 -13
budget at the following accounts:
C010725.589000, Alley Revitalization Project $14,705
M250193.589000, City Forces Water Main Line Repair $14,705
TOTAL $29,410
Prepared by: Homa Mojtabai, Administrative Analyst
roved:
(dj U ) -
Martin Pastucha
Director of Public Works
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Forwarded to Council:
Rod Gould
City Manager