REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
SITTING AS THE GOVERNING BODY OF THE FOLLOWING:
SAN BERNARDINO COUNTY
SAN BERNARDINO COUNTY FLOOD CONTROL DISTRICT
AND RECORD OF ACTION
June 25, 2024
FROM
NOEL CASTILLO, Director and Chief Flood Control Engineer, Department of Public Works - Transportation and Flood Control District
SUBJECT
Title
Contracts for On-call Storm Maintenance Services
End
RECOMMENDATION(S)
Recommendation
1. Acting as the governing body of San Bernardino County, approve contracts with the following two contractors for on-call storm maintenance services, including routine maintenance services, emergency services, and public projects not exceeding $60,000, in the amount not to exceed $300,000 each for the period of July 1, 2024 through June 30, 2025:
a. Oakridge Landscape, Inc. (Valencia, CA)
b. United Storm Water, Inc. (Industry, CA)
2. Acting as the governing body of the San Bernardino County Flood Control District, approve contracts with the following two contractors for on-call storm maintenance services, including routine maintenance services, emergency services, and public projects not exceeding $60,000, in the amount not to exceed $300,000 each for the period of July 1, 2024 through June 30, 2025:
a. Oakridge Landscape, Inc. (Valencia, CA)
b. United Storm Water, Inc. (Industry, CA)
(Presenter: Noel Castillo, Director/Chief Flood Control Engineer, 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 time will not result in the use of Discretionary General Funding (Net County Cost). The Department of Public Works-Transportation (Department) is funded by Gas Tax revenues, fee revenue, and other local, state, and federal funding. The San Bernardino County Flood Control District (District) is funded by property tax revenues, fee revenue, and other local, state, and federal funding. As these are on-call storm maintenance service contracts, 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.
The total contract amount assigned to each contractor is $300,000 each for the Department and the District, however, the total aggregate on-call storm maintenance services contracts expenditures are limited to the budgeted funds and will not exceed the annual budgeted amount of $1,000,000 for the Department, and $2,000,000 for the District, for 2024-25. Sufficient appropriation and revenue are included in the Department and the District’s 2024-25 budgets.
BACKGROUND INFORMATION
Upon approval of this item, the Department and District will have the ability to call upon a list of pre-approved qualified contractors to provide on-call storm maintenance services. As projects are identified, the Department and District will contact the pre-qualified contractors to request bids. The lowest bidder is then selected to provide requested services for the project. For emergency projects (following applicable provisions of the Public Contract Code), the Department and District may contact any contractor directly to promptly respond to such an emergency and the price will be negotiated at the time of contact.
In accordance with the terms of the Request for Qualifications (RFQ), the contractor may be utilized for routine maintenance projects, public projects and eligible emergency projects. Approving on-call contractors in an RFQ before projects or emergencies occur, reduces delays in the procurement process, and supports the goal of operating in a fiscally-responsible and business-like manner, as well as providing for the safety of county residents.
PROCUREMENT
On August 11, 2020, RFQ No. PWG 121-ADMIN-3914 was released to solicit and create a list of qualified contractors to provide the Department and District with on-call storm maintenance services for work performed on County roads and District facilities. In accordance with the terms of the RFQ, the Department and District are able to augment the list on a semi-annual basis. On October 27, 2020 (Item No. 94), the Board of Supervisors (Board) approved contracts with 23 contractors to be on the on-call storm maintenance services list and provide on-call maintenance services for road and flood control facilities. On October 26, 2021 (Item No. 81) and January 24, 2023 (Item No. 63), the Board approved a total of five additional contractors to the pre-approved on-call storm maintenance list.
On May 8, 2023, RFQ No. PWG 122-OPERA-4857 was released to add contractors to the pre-approved on-call storm maintenance list. The Department and District received no proposals. On January 9, 2024 (Item No. 61), the Board approved a total of five additional contractors to the pre-approved on-call storm maintenance list.
On April 8, 2024, RFQ No. PWG 124-OPERA-5292 was released to allow additional contractors to submit proposals, who were not already on the pre-approved list. The Department and District received two proposals. Proposals from the two contractors identified in Recommendations No. 1 and No. 2, meet the minimum requirements specified in the RFQ, including types of equipment, service areas, and compliance with Department and District terms and conditions. The Department and the District, therefore, recommend that these contractors be included on the pre-approved list. Approval of this item will bring the total number of approved contractors to 35 on the pre-approved on-call storm maintenance list.
The RFQ shall remain open in the County’s electronic Procurement Network (ePro) through November 30, 2024, with semi-annual deadlines for proposal submission. The Department and District will return to the Board for approval of subsequent contracts resulting from this RFQ. The contracts will remain in effect until June 30, 2025.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Aaron Gest and Sophie A. Curtis, Deputies County Counsel, 387-5455) on May 21, 2024; Purchasing (Michael Candelaria, Lead Buyer, 387-8258) on May 14, 2024; Finance (Jessica Trillo, Administrative Analyst, 387-4222) on May 31, 2024; and County Finance and Administration (Paloma Hernandez-Barker, Deputy Executive Officer, 387-5423) on June 6, 2024.