REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
January 23, 2024
FROM
TREVOR LEJA, Assistant Executive Officer, Department of Public Works - Transportation
SUBJECT
Title
Amendment to Contract with Vance Corporation for On-Call Public Works Maintenance Services
End
RECOMMENDATION(S)
Recommendation
Approve Amendment No. 2 to Contract No. 23-86 with Vance Corporation for on-call public works maintenance services as needed for routine maintenance projects, public projects not exceeding $60,000 pursuant to Public Contracts Code 22032(a), and emergency projects following applicable provisions of the Public Contract Code, increasing the total contract amount by $2,500,000 from $2,500,000 to $5,000,000, with no other changes to the contract, for the term of February 7, 2023 through January 31, 2028.
(Presenter: Noel Castillo, Assistant Director, 387-7906)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Operate in a Fiscally-Responsible and Business-Like Manner.
Provide for the Safety, Health and Social Service Needs of County Residents.
FINANCIAL IMPACT
Approval of this item will not result in the use of Discretionary General Fund (Net County Cost). The Department of Public Works-Transportation (Department) is funded by Gas Tax revenue, fee revenue, and other local, state, and federal funding. As this is an on-call public works maintenance services contract, the specific projects have not yet been determined. Depending on the project, one of the above funding sources will be used to fund the cost of the contract. In the event of an emergency, the Department will initially finance the emergency costs from their annual budget appropriation. Subsequently, the Department will submit reimbursement claims to the California Office of Emergency Management Services, the Federal Highway Administration, and the Federal Emergency Management Agency, as applicable. Sufficient appropriation and revenue are included in the Department’s Road Operations 2023-24 budget (6650002000) and will be included in future recommended budgets.
BACKGROUND INFORMATION
The Department may call upon a list of pre-approved vendors to provide public works maintenance such as concrete work, crack sealing, traffic control and flagging services, traffic stripping and pavement marking removal, hazardous waste removal and weed abatement services. Expenditures for Contract 23-86 (Contract), with Vance Corporation, are reaching the not-to-exceed amount due to Vance Corporation being the lowest bidder for crack sealing services.
The proposed Contract amendment will increase the total not to exceed amount from $2,500,000 to $5,000,000 for Vance Corporation. The proposed amendment will also allow the Department to continue to receive and award bids from Vance Corporation for on-call public works maintenance services for routine maintenance projects, public projects not exceeding $60,000, and emergency projects (following applicable provisions of the Public Contract Code).
Having a list of contractors available for on-call public works maintenance services provides good value to the Department and aligns with County and the Chief Executive Officer’s goals and objectives to provide for the safety of County residents and to operate in a fiscally-responsible and business-like manner.
On February 7, 2023 (Item No. 52), the Board of Supervisors (Board) approved contracts with 13 contractors to provide on-call public works maintenance services. This item included the Contract with Vance Corporation in an amount not to exceed $2,500,000 from the period of February 7, 2023 to January 31, 2028.
On December 19, 2023 (Item No. 114), the Board approved Amendment No. 1 to Contract to update additional terms in connection with Senate Bill 1439 contractor information reporting, replacing Attachment C - Scope of Work and Attachment D - Public Works Maintenance Service Schedule, with no other changes made to the contract term of February 7, 2023 through January 31, 2028.
PROCUREMENT
Not applicable.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Aaron Gest, Deputy County Counsel, 387-5455) on December 21, 2023; Purchasing (Jason Cloninger, Lead Buyer, 387-8258) on December 14, 2023; Finance (Carl Lofton, Administrative Analyst, 387-5404) on January 4, 2024; and County Finance and Administration (Valerie Clay, Deputy Executive Officer, 387-5423) on January 4, 2024.