REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
March 26, 2024
FROM
NOEL CASTILLO, Director, Department of Public Works - Transportation
SUBJECT
Title
Amendments to Contracts for On-call Storm Maintenance Services
End
RECOMMENDATION(S)
Recommendation
Approve Amendment No. 3 to Contract No. 20-1026 with Weaver Grading, Inc. for on-call storm maintenance services, increasing the contract amount by $2,000,000, from $4,500,000 to $6,500,000, for on-call storm maintenance services, with no other changes to the contract, for the term of October 27, 2020 through June 30, 2025.
(Presenter: Noel Castillo, 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 Contract No. 20-1026 (Contract) with Weaver Grading, Inc. (Weaver Grading) is for on-call storm maintenance services, the specific projects have not yet been determined. Depending on the project, one of the identified funding sources will be used to fund the cost of the Contract. Sufficient appropriation and revenue are included in the Department’s 2023-24 budget and will be included in future recommended budgets.
BACKGROUND INFORMATION
On October 27, 2020 (Item No. 94), the Board of Supervisors (Board) approved contracts with 23 contractors to provide on-call storm maintenance services. Weaver Grading was awarded the Contract in an amount not to exceed $1,250,000, with a term of October 27, 2020 through June 30, 2025.
On April 11, 2023 (Item No. 57), the Board approved Amendment No. 1 to the Contract, increasing the contract amount from $1,250,000 to $2,500,000, with no change to the term.
On June 27, 2023 (Item No. 136), the Board approved Amendment No. 2 to the Contract, increasing the contract amount from $2,500,000 to $4,500,000, with no change to the term.
Expenditures under the Contract are approaching the current not-to-exceed amounts due to Weaver Grading being the lowest bidder for projects and responding to emergency flood and extreme weather events since September 2022.
The proposed Contract amendment will increase the total not-to-exceed amount from $4,500,000 to $6,500,000 and allow the Department to continue to receive and accept bids from Weaver Grading for on-call storm maintenance services, routine maintenance projects, public projects not exceeding $60,000, and emergency projects, pursuant to Public Contract Code.
Having a list of contractors available for on-call storm 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.
PROCUREMENT
Not applicable.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Aaron Gest, Deputy County Counsel, 387-5455) on February 29, 2024; Finance (Jessica Trillo, Administrative Analyst, 387-4222) on March 6, 2024; and County Finance and Administration (Paloma Hernandez-Barker, Deputy Executive Officer, 387-5423) on March 10, 2024.