REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
SITTING AS THE GOVERNING BOARD OF THE FOLLOWING:
SAN BERNARDINO COUNTY
SAN BERNARDINO COUNTY FLOOD CONTROL DISTRICT
AND RECORD OF ACTION
August 22, 2023
FROM
BRENDON BIGGS, Director and Chief Flood Control Engineer, Department of Public Works - Transportation 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, approve contracts with the following 14 contractors, in the total amount of $2,000,000 each, for the period of August 22, 2023 through June 30, 2027, for on-call heavy equipment rental services, including routine maintenance services, emergency services, and public projects not exceeding $60,000:
a. Altmeyer, Inc. (Cedar Glen, CA)
b. ASAP Construction, Inc. (Calimesa, CA)
c. Blueberry Rentals, Inc. (Lake Elsinore, CA)
d. Bridgewater Equipment (San Bernardino, CA)
e. Cutting Edge Parts (Yucaipa, CA)
f. Daringer Construction (Thousand Oaks, CA)
g. GRB Equipment Rental, Inc. (San Pedro, CA)
h. James Dickey, Inc. dba Jimco Construction & Equipment Rental (San Bernardino, CA)
i. Kellar Equipment (Yucaipa, CA)
j. Kirtley Construction dba TK Construction (San Bernardino, CA)
k. McMinn Equipment Rental & Leasing, Inc. (Riverside, CA)
l. Nixon-Egli Equipment Co. (Ontario, CA)
m. Travis D. Snyder dba Advantage Backhoes (Crestline, CA)
n. Weaver Grading, Inc. (Beaumont, CA)
2. Acting as the governing body of San Bernardino County Flood Control District, approve contracts with the following 14 contractors, in the total amount of $2,000,000 each, for the period of August 22, 2023 through June 30, 2027, for on-call heavy equipment rental services, including routine maintenance services, emergency services, and public projects not exceeding $60,000:
a. Altmeyer, Inc. (Cedar Glen, CA)
b. ASAP Construction, Inc. (Calimesa, CA)
c. Blueberry Rentals, Inc. (Lake Elsinore, CA)
d. Bridgewater Equipment (San Bernardino, CA)
e. Cutting Edge Parts (Yucaipa, CA)
f. Daringer Construction (Thousand Oaks, CA)
g. GRB Equipment Rental, Inc. (San Pedro, CA)
h. James Dickey, Inc. dba Jimco Construction & Equipment Rental (San Bernardino, CA)
i. Kellar Equipment (Yucaipa, CA)
j. Kirtley Construction dba TK Construction (San Bernardino, CA)
k. McMinn Equipment Rental & Leasing, Inc. (Riverside, CA)
l. Nixon-Egli Equipment Co. (Ontario, CA)
m. Travis D. Snyder dba Advantage Backhoes (Crestline, CA)
n. Weaver Grading, Inc. (Beaumont, CA)
(Presenter: Brendon Biggs, 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 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.
The Department has allocated $2,500,000 and the District has allocated $1,500,000 in their respective 2023-24 budgets for the projected cost of heavy equipment rental services. The Department and the District’s individual contracts are set at $500,000 per year, per contract for the four-year term, which allows flexibility on individual projects that are sent to bid. Total annual contract expenditures will be limited to the budgeted funds and will not exceed the aggregate annual budgeted amount for the Department and the District. Sufficient appropriation is included in the Department’s and District’s 2023-24 budgets and will be included in future recommended budgets.
Upon approval, each contractor will have two contracts, one for the Department and one for the District, each in a not-to-exceed amount of $2,000,000.
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 Services, the Federal Highway Administration, and the Federal Emergency Management Agency, as applicable.
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 $60,000 (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 service for the project.
PROCUREMENT
On April 8, 2022, the County Administrative Office authorized the release of Request for Qualifications (RFQ) No. PWG-122-OPERA-4475 on 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 will be 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 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.
On November 15, 2022 (Item No. 106), the Board approved contracts with four vendors to be on the on-call heavy equipment services, in the amount of $2,000,000 each, $500,000 annually, for the five-year period of January 1, 2023 through June 30, 2027.
On March 15, 2023, RFQ No. 123-OPERA-4776 was released through ePro to solicit additional proposals from vendors not already on the pre-approved vendor list. The Department and the District received 14 proposals. All 14 vendors 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, therefore, recommend contracts with the 14 vendors. Approval of this item will bring the total number of approved contracts to 43.
The RFQ shall remain open through August 27, 2026, with semi-annual deadlines for proposal submission. The Department and 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 July 26, 2023; Purchasing (Jason Cloninger, Lead Buyer, 387-8258) on July 11, 2023; Finance (Carl Lofton, Administrative Analyst, 387-5404) on August 4, 2023; and County Finance and Administration (Paloma Hernandez-Barker, Deputy Executive Officer, 387-5423) on August 7, 2023.