Title
Hot Mix Asphalt Products Requirements Contract - RFQu 18-206 - Letter of Agreement to Extend Contract with CalMat, Co. (Ordinance S-50242)
Description
Request to authorize the City Manager, or his designee, to execute a letter of agreement with CalMat, Co. for the limited purpose of creating an interim term to continue to conduct business while new contracts are procured. Further request to authorize the City Controller to disburse all funds related to this item. No additional funds are needed; request to continue using Ordinance S-44479.
Report
Summary
This contract provides cold and hot mix asphalt and emulsion binder material throughout the City for regular patching, paving, and street maintenance projects. The existing contract expired on April 30, 2023. The City and vendor agreed to continue operations under the existing terms until a new competitive procurement process was completed and new contracts were issued on June 15, 2023. This action will allow the City to administratively reconcile outstanding invoices in the system as part of the contract close-out process.
Contract Term
The term of the Letter of Agreement will administratively extend the contract from April 30, 2023, through Nov. 30, 2023, for the purpose of reconciling outstanding invoices.
Financial Impact
The five-year aggregate contract value of $11,232,500 as originally approved will not be exceeded by this action. Funds are available in the Street Transportation Department's budget.
Concurrence/Previous Council Action
The City Council previously reviewed this request:
- Asphalt Binder Emulsion, Cold Mix and Hot Mix Asphalt Contract RFQu 23-078 (Ordinance S-49835) on June 14, 2023;
- Hot Mix Asphalt Products, Requirements Contract, RFQu 18-206 (Ordinance S-44479) on April 18, 2018.
Department
Responsible Department
This item is submitted by Deputy City Manager Alan Stephenson and the Street Transportation Department.