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
November 19, 2024
FROM
NOEL CASTILLO, Director and Chief Flood Control Engineer, Department of Public Works and Flood Control District
SUBJECT
Title
Contracts for On-Call Heavy-Equipment Rental Services
End
RECOMMENDATION(S)
Recommendation
1. Acting as the governing body of San Bernardino County:
a. Approve contracts with the following two contractors, in the amount of $1,250,000 each, for the period of January 1, 2025, through June 30, 2027, for on-call heavy equipment rental services, including routine maintenance services, emergency services, and public projects not exceeding the amount set forth in Public Contract Code section 22032 (a):
i. Pedro Ramos dba Pete Ramos Trucking (Murrieta, CA)
ii. San Luis Equipment Rental Inc. (San Bernardino, CA)
b. Approve Amendment No. 1 to Contract No. 23-900 with Weaver Grading, Inc. for on-call heavy equipment rental services with the term of August 22, 2023 to June 30, 2027, increasing the contract amount by $2,500,000 from $2,000,000 to $4,500,000, with no other changes to the contract.
2. Acting as the governing body of San Bernardino County Flood Control District:
a. Approve contracts with the following two contractors, in the amount of $1,250,000 each, for the period of January 1, 2025, through June 30, 2027, for on-call heavy equipment rental services, including routine maintenance services, emergency services, and public projects not exceeding the amount set forth in Public Contract Code section 22032(a):
i. Pedro Ramos dba Pete Ramos Trucking (Murrieta, CA)
ii. San Luis Equipment Rental Inc. (San Bernardino, CA)
b. Approve Amendment No. 2 to Contract No. 22-628 with L. Curti Truck & Equipment for on-call heavy equipment rental services with the term of July 1, 2024 to June 30, 2027, increasing the contract amount by $2,500,000 from $2,500,000 to $5,000,000, with no other changes to the contract.
(Presenter: Noel Castillo, Director and 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 item 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 revenue, fee revenue, and other local, state, and federal funding. The San Bernardino County Flood Control District (District) is funded by property tax revenue, fee revenue and other local, state, and federal funding. As these are contracts for on-call heavy equipment rental services, 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.
Upon approval of Recommendation Nos. 1.a and 2.a, each contractor will have two contracts, one for the Department and one for the District, each in a not-to-exceed amount of $1,250,000, which includes routine maintenance services, emergency services, and public projects not to exceed the amount set forth in Public Contract Code section 22032(a). Recommendation Nos 1.b and 2.b will increase the total amounts for Contract 23-900 and Contract 22-628 by $2,500,000 each.
In the event of an emergency, the Department and the District will initially finance emergency costs from their annual budget appropriation. Subsequently, both the Department and the District will submit reimbursement claims to the California Office of Emergency Management Agency, as applicable. Sufficient appropriation and revenue are included in the Department’s and District’s 2024-25 budgets and will be included in future recommended budgets.
BACKGROUND INFORMATION
The Department and the District will have the ability to call upon a list of pre-approved vendors to provide heavy equipment rental services. Vendors on the pre-approved list may be utilized for routine maintenance projects, emergency projects, and public projects not exceeding the amount set forth in Public Contract Code section 22032(a) (following applicable provisions of the Public Contract Code). Requesting qualifications from vendors before projects or emergencies occur, reduces delays in the procurement process, and allows services to be more efficiently delivered.
As projects are identified, the Department and District will contact pre-approved vendors to request bids. The lowest bidder is then selected to provide the requested services for the project. Expenditures on contract for Weaver Grading, Inc. (Weaver) (Contract No. 23-900) and L. Curti Truck & Equipment (L. Curti) (Contract 22-628) are reaching the not to exceed amount, as they frequently are the lowest bidders, and have been utilized to respond to Tropical storm Hilary and other extreme weather events for operated equipment rentals. The proposed contract amendments will increase the total not-to-exceed amount as outlined in the recommendations, allowing the Department and the District to continue to receive and award bids.
On April 8, 2022, the Request for Qualifications (RFQ) No. PWG-122-OPERA-4475 was released through the County’s electronic procurement system (ePro) to solicit and create a list of pre-approved vendors to provide heavy equipment rental services for road and flood control facilities maintenance work. In accordance with the terms of the RFQ the Department and the District are able to augment the list on a semi-annual basis.
On June 28, 2022 (Item No. 112), the Board of Supervisors (Board) approved contracts with 25 vendors to be on the on-call list for heavy equipment rental services, in the amount of $2,500,000 each, $500,000 annually, for the five-year period of July 1, 2022, through June 30, 2027. L. Curti was one of the vendors awarded a contract.
On November 15, 2022 (Item No. 106), the Board approved contracts with four vendors to be added to the on-call list for heavy equipment services, in the amount of $2,000,000 each, $500,000 annually, for the period of January 1, 2023, through June 30, 2027.
On August 22, 2023 (Item No. 90), the Board approved contracts with 14 vendors to be added to the on-call list for heavy equipment rental services, in the amount of $2,000,000 each, $500,000 annually for the period of August 22, 2023, through June 30, 2027. Weaver was one of the vendors awarded a contract.
On November 14, 2023 (Item No. 93), the Board approved contracts with five vendors to be added to the on-call list for heavy equipment services, in the amount of $1,750,000 each, $500,000 annually, for the period of January 1, 2024, through June 30, 2027.
On June 11, 2024, (Item No. 109), the Board approved contracts with two vendors to be added to the on-call list for heavy equipment services, in the amount of $1,500,000 each, $500,000 annually, for the period of July 1, 2024, through June 30, 2027.
PROCUREMENT
On June 3, 2024, RFQ No. PWG 124-OPERA-5178 was released through ePro to solicit additional proposals from vendors not already on the pre-approved vendor list. The Department and the District received two proposals. The proposals for Peter Ramos and San Luis Equipment Rentals, Inc. meet the minimum requirements specified in the RFQ, including types of equipment, service area, and compliance with Department and District terms and conditions. The Department and the District, recommend contracts with the two vendors identified in Recommendation 1.a. and 2.a. Approval of this item will bring the total number of approved contractors to 52.
The RFQ shall remain open through January 1, 2027, with semi-annual deadlines for proposal submission. The Department and the District will return to the Board for approval of subsequent pre-approved vendors.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Aaron Gest and Sophie A. Curtis, Deputies County Counsel, 387-5455) on October 22, 2024: Purchasing (Michael Candelaria, Lead Buyer, 387-8258) on September 24, 2024; Finance (Jessica Trillo, Administrative Analyst, 387-4222) on October 29, 2024; and County Finance and Administration (Paloma Hernandez-Barker, Deputy Executive Officer, 387-5423) on November 1, 2024.