To: Board of Supervisors
From: Warren Lai, Public Works Director/Chief Engineer
Report Title: APPROVE and AUTHORIZE the Purchasing Agent to execute a blanket purchase order amendment with County Asphalt LLC, for hot mix asphalt.
☒Recommendation of the County Administrator ☐ Recommendation of Board Committee
RECOMMENDATIONS:
APPROVE and AUTHORIZE the Purchasing Agent, or designee, to execute, on behalf of the Public Works Director, an amendment to a blanket purchase order with County Asphalt LLC, effective October 21, 2025, to extend the term through April 25, 2027, Countywide.
FISCAL IMPACT:
No fiscal impact, as this amendment is only to extend the term.
BACKGROUND:
The Contra Costa County Public Works Department maintains over 660 miles of roads, 79 miles of creeks and channels, and 29 detention basins and dams throughout Contra Costa County.
On January 21, 2022, the County issued Invitation for Bid (IFB) 2201-553 with the intent to award blanket purchase orders to four hot mix asphalt vendors, one located in the north, south, east, and west County to ensure close proximity to the various job sites, to maintain asphalt temperature, and manage transportation costs. When IFB 2201-553 closed on February 11, 2022, only one bidder responded.
On March 2, 2022, the County issued a second IFB, BID 2202-542, and when it closed, no bids were received.
Having no bids to evaluate after two solicitations, the Public Works Maintenance Division requested direct quotes from historical vendors who had previously complied with the specification in the bid documents. Only one vendor responded, with exorbitantly high unit costs caused by the volatility in oil markets in 2022.
Using the informal bid process, the County requested a quote from County Asphalt LLC, who complied with the requirements for supplying hot mix asphalt in the North County (within 20 miles of the intersection of Interstate 680 and State Highway 4).
On April 26, 2022, the Board of Supervisors approved the execution of a blanket purchase order with County Asphalt LLC for the purchase of hot mix asphalt for routine road maintenance work.
On April 1, 2025, the Board of Supervisors approved blanket purchase order amendment No. 1 for the purchase order with County Asphalt LLC. extending the completion date from April 26, 2025 through April 25, 2026 and increasing the payment limit from $850,000 to $1,050,000.
This blanket purchase order amendment will extend the term through April 25, 2027. Approval of this purchase order will allow the Public Works Department to continue to purchase hot mix asphalt.
CONSEQUENCE OF NEGATIVE ACTION:
Failure to approve the blanket PO amendment will prevent the Public Works Department from completing routine and emergency road maintenance in a timely manner.