To: Honorable Mayor and Members of City Council
From: Julie Lucido, Public Works Director
Prepared By: Dominic Digloria, Maintenance Superintendent
TITLE:
Title
Trucking Services Contract Amendment
LABEL
RECOMMENDED ACTION:
Recommendation
Approve and authorize the Public Works Director to execute on behalf of the City Amendment No. 1 to Agreement No. C2023-607 with Toby’s Trucking, Inc., a California corporation, for trucking services in the increased amount of $1,000,000 for a total contract amount not to exceed $2,000,000 and determine that the actions authorized by this item are exempt from CEQA.
Body
DISCUSSION:
Agreement No. C2023-607 with Toby’s Trucking, Inc. covers the hauling of asphalt and aggregate to support roadway paving operations and other maintenance activities performed by City crews. The proposed Amendment No. 1 will increase the contract's not-to-exceed amount by $1,000,000, bringing the total not to exceed to $2,000,000. Payments are made based on the amount of work completed and this amendment will not modify the contract trucking rates.
This amendment will ensure the continued delivery of street construction materials, the off-haul of street pavement grindings, and meet any other trucking needs of the City. Earlier this month paving operations began for 2025. The City has developed an aggressive paving schedule for this year and continued trucking services are essential for the program. The associated costs for trucking services are included in the FY26 Budget for each department purchasing services under C2023-607.
A competitive process was conducted in 2023 to procure trucking contracts. Five bids were received. The two trucking companies that submitted the lowest responsive bids were selected. The City executed contracts with C.B. Roadways, Inc. and V. Dolan Trucking, Inc. In early 2024 V. Dolan informed the City that they were going out of business and requested that the contract be assigned to Toby’s Trucking. On March 15, 2024 the City approved an assignment agreement for V. Dolan Trucking to delegate the contractual obligations to Toby Trucking. It is critical that the City has two trucking companies under contract to ensure trucking availability to meet the City’s schedules. If trucking services are not available on any given day, City paving work would not be able to proceed.
Public Works relies on external trucking services to support the street and roadway paving program. Through the street resurfacing process, Toby’s Trucking hauls away old pavement grindings and delivers hot mixed asphalt used to pave City streets. Toby’s Trucking has been very responsive to the City and has worked in close coordination with the City to provide trucking services on a timeline needed to meet the paving operational needs. Their ability to haul large quantities of debris and deliver asphalt in this manner allows City crews to focus on producing high-quality finished work. The Water Division within the Utilities Department also uses trucking services to transport sludge by-products generated during the water treatment process.
This contract amendment will increase the contract limit to support City work programmed through the contract's expiration of June 30, 2026. This amendment will not alter the contract trucking rates.
The Public Works Department is currently working on a solicitation for a new trucking services contract for FY27. However, to maintain operations until the new contract is in place, an amendment of $1,000,000 is needed to support street maintenance activities through the expiration of the contract.
FINANCIAL IMPACTS:
The costs related to the proposed Amendment No. 1 are accounted for in the FY25 Budget for each department utilizing trucking services under C2023-607. The FY26 costs will be incorporated into the forthcoming Proposed FY26 & FY27 Operating Budget.
CEQA:
Staff recommends that the City Council determine that the Recommended Action described in this Agenda Report is exempt from CEQA, pursuant to CEQA Guidelines Section 15301 (Existing Facilities). This Section exempts from CEQA the repair, maintenance, or minor alteration of existing public or private structures, facilities, or topographical features, involving negligible or no expansion of existing or former use as the trucking services contract will be used for street paving operations to maintain existing City streets.
DOCUMENTS ATTACHED:
ATCH 1 - C2023-607 A1 Toby’s Trucking
NOTIFICATION:
None.