Memorandum
Date: September 15, 2026
To: The Honorable Brad Rasmussen, Chari, Lake County Board of Supervisors
From: Public Works Department
Subject: a) Waive the Competitive Bidding Process pursuant to section 2-38.2(2) for the purchase of hot mix asphalt from Granite Construction for the Bottle Rock Road Resurfacing Project as the unique nature of the goods or services precludes competitive bidding; and b) Authorize the Public Works Director / Assistant Purchasing Agent to issue a purchase order to Granite Construction not to exceed $275,000
Executive Summary:
The Department of Public Works is undertaking road repair projects in preparation for the 2027 pavement preservation work plan. This work generally consists of localized pavement repairs and placement of an asphalt leveling course where necessary, followed by pavement preservation treatments such as chip seal and fog or slurry seal. For cost savings and operational efficiency, asphalt work associated with these projects will be performed by County road crews, first by hauling hot mix asphalt directly from the supplier and then through paving operations using County equipment and personnel.
Approximately 2,000 tons of hot mix asphalt are anticipated to be needed for the Bottle Rock Road resurfacing project. Because County crews will self-haul the asphalt, the distance between the asphalt plant and the project site is a significant factor in both the cost and operational feasibility of the work. Granite Construction’s asphalt plant at the Highway 175 quarry near Lakeport is the only practical and cost-effective source within a reasonable hauling distance of the project area. Obtaining asphalt from a more distant supplier would increase truck cycle times, fuel consumption, equipment usage, and County labor costs. Longer transportation times may also make it more difficult to maintain appropriate asphalt temperatures during hauling and placement, potentially affecting the quality and performance of the completed pavement. Accordingly, the lowest asphalt price at the plant would not necessarily represent the lowest overall cost to the County.
The anticipated purchase for asphalt on Bottle Rock Road exceeds the County’s $200,000 threshold for formal competitive bidding. Staff therefore requests that the Board waive competitive bidding pursuant to County Code Section 2-38.2(2), as the geographic, hauling, operational, and material-handling requirements associated with this purchase make formal competitive bidding unlikely to provide an economic benefit to the County. A material quote from Granite Construction is attached in accordance with the documentation requirements of County Code Section 2-38.2(2)(A), and all material supplied will be required to meet applicable County specifications.
Staff further requests authorization for the Public Works Director/Assistant Purchasing Agent to issue a purchase order to Granite Construction in an amount not to exceed $275,000, for approximately 2,000 tons of hot mix asphalt including applicable fees and taxes.
Of note, California Public Contract Code Section 20395 provides an alternative procurement method specifically applicable to county road work performed by County forces. The statute authorizes a county board of supervisors to allow the county road commissioner to purchase road materials without advertising for bids if the work is performed by day labor (i.e. County forces). Some California counties have expressly incorporated this authority into their purchasing procedures. Public Works will work with the County Administrative Office and County Counsel to evaluate a potential revision to the County’s purchasing code or policies for your Board’s consideration. Establishing such a procedure could reduce repetitive Board actions for routine road-material purchases, provide greater flexibility to expeditiously schedule roadwork based on weather, crew, and material availability, and better align the County’s procurement procedures with the provisions of State law specifically applicable to county road work.
Any proposed change to the County’s purchasing procedures would be brought to the Board separately for consideration and is not part of the action requested by this item.
If not budgeted, fill in the blanks below only:
Estimated Cost: ________ Amount Budgeted: ________ Additional Requested: ________ Future Annual Cost: ________
Purchasing Considerations (check all that apply): ☐ Not applicable
☐ Fully Article X. <https://library.municode.com/ca/lake_county/codes/code_of_ordinances?nodeId=COOR_CH2AD_ARTXPU_S2-38EXCOBI>- and/or Consultant Selection Policy <http://lcnet.co.lake.ca.us/Assets/Intranet/Policy/Policies+$!26+Procedures+Manual/Ch4_2021v2.pdf>-Compliant (describe process undertaken in “Executive Summary”)
☒ Section 2-38 <https://library.municode.com/ca/lake_county/codes/code_of_ordinances?nodeId=COOR_CH2AD_ARTXPU_S2-38EXCOBI> Exemption from Competitive Bidding (rationale in “Executive Summary,” attach documentation, as needed)
☐ For Technology Purchases: Vetted and Supported by the Technology Governance Committee <http://lcnet.co.lake.ca.us/Assets/Intranet/Intranet+Forms/Information+Technology/AdvPlan.pdf> (“Yes,” if checked)
☐ Other (Please describe in Executive Summary)
Consistency with Vision 2028 <http://www.lakecountyca.gov/Government/Directory/Administration/Visioning/Vision2028.htm> (check all that apply): ☐ Not applicable
☒ Well-being of Residents ☐ Public Safety ☐ Disaster Prevention, Preparedness, Recovery
☒ Economic Development ☒ Infrastructure ☐ County Workforce
☐ Community Collaboration ☐ Business Process Efficiency ☐ Clear Lake
Recommended Action: a) Waive the Competitive Bidding Process pursuant to section 2-38.2(2) for the purchase of hot mix asphalt from Granite Construction for the Bottle Rock Road Resurfacing Project as the unique nature of the goods or services precludes competitive bidding; and b) Authorize the Public Works Director / Assistant Purchasing Agent to issue a purchase order to Granite Construction not to exceed $275,000.