REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
February 6, 2024
FROM
TREVOR LEJA, Assistant Executive Officer, Department of Public Works - Transportation
SUBJECT
Title
Pre-Approved Vendors to provide Road Materials
End
RECOMMENDATION(S)
Recommendation
1. Approve the addition of Homeland Industrial Supply to the list of pre-approved vendors that may provide the County with road materials effective from the date of execution through June 30, 2027.
2. Approve updated contract template for use with the vendor identified in Recommendation No. 1 to provide the County with road materials, update Request For Qualification No. PWG 123-OPERA-4820, updating the effective date to be effective upon execution, with no change to the end date of June 30, 2027.
3. Authorize the Purchasing Agent to issue the contract utilizing the contract template for the vendor identified in Recommendation No. 1, as needed, for road materials for a not-to-exceed aggregate amount of $70 million, effective from the date of execution through June 30, 2027.
(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 additional Discretionary General Funding (Net County Cost). Projects utilizing pre-approved vendors for road materials include pavement and preservation projects funded by Discretionary General Funding - Maintenance of Effort annual allocation and routine maintenance projects funded by Gas Tax revenue and Senate Bill Road Maintenance Rehabilitation Account (RMRA) revenue. Annual Expenditures will be based on planned road maintenance projects. Sufficient appropriation and revenue are included in the Department of Public Works (Department) 2023-24 Road Operations 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 road material such as, but not limited to, aggregate products, asphalt concrete, asphalt emulsions, crack sealants, Portland cement concrete, volcanic cinders, dust control and glass beads, 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 Contracts Code. Pursuant to the terms of the Request for Qualifications (RFQ), the Department accepts proposals semi-annually and returns to the Board of Supervisors (Board) to authorize the Purchasing Department to add additional vendors to the existing pre-approved vendor list. Requesting qualifications from vendors before a project or emergency occurs reduces the delay in the procurement process, which supports the goal of operating in a fiscally-responsible and business-like manner, as well as providing for the safety of county residents.
As projects are identified, the Department contacts the pre-approved vendors to request bids. The lowest bidder is then selected to provide the requested road material for the project. However, conditions other than price are sometimes important and will be considered when necessary. Such conditions will be identified in the request for bid on individual projects. For emergency projects, following applicable provisions of the Public Contracts Code, the Department may contact any vendor directly to promptly respond to such emergencies and the price will be negotiated prior to the award of the project.
Approval of this item will add one additional vendor to the pre-approved vendor list, bringing the total pre-approved vendor list from 24 to 25 and authorize the Purchasing Agent to utilize the contract template for use with the vendor, identified in Recommendation No.1, as needed for road materials for a not-to-exceed total aggregate amount of $70 million for the period of February 6, 2024 through June 30, 2027.
PROCUREMENT
On April 5, 2022, RFQ No. 122-OPERA-4470 was released in the County’s Electronic Procurement Network (ePro) to solicit and create a list of approved vendors to provide the County with road materials for work performed on road facilities. In accordance with the terms of the RFQ, the Department is able to augment the list on a semi-annual basis. On July 12, 2022 (Item No. 30), the Board approved a total of 20 vendors to be added to the on-call materials vendor list.
On July 5, 2022, RFQ No. PWG 122-OPERA-4547 was released in ePro to solicit additional proposals from vendors not already on the pre-approved list. The Department received proposals from W&J Lazaro Inc. dba Alexis Trucking and Sales and Distributions Services, Inc On November 15, 2022 (Item No. 72), the Board approved a total of 2two vendors to be added to the on-call road material vendor list.
On January 23, 2023, RFQ No. PWG 123-OPERA-4819 was released in ePro to solicit additional proposals from vendors not already on the pre-approved list. The Department received proposals from James Gang Enterprises, Inc dba Angel Rock and Sand and Martin Marietta San Diego Aggregates, LLC. On June 27, 2023, (Item No. 89), the Board approved a total of two vendors to be added to the on-call road materials pre-approved list.
On July 1, 2023, RFQ No. PWG 123-OPERA-4820 was released in ePro to solicit additional proposals from vendors not already on the pre-approved list. The Department received a total of one proposal, the proposal was from Homeland Industrial Supply.
The vendor identified in Recommendation No. 1 meets the requirements specified in the RFQ, including type of materials available for purchase, delivery options, as well as compliance and agreement with the County’s terms and conditions. The Department, therefore, recommends that the vendor be added to the pre-approved list of road materials vendors. No appeals and/or protest letters were received.
Recommendation No. 2 is to approve the updated template, which updates the RFQ bid number from No. PWG 123-OPERA-4819 to PWG 123-OPERA-4820. It also updates the start date of the template to be effective upon the execution of the contract.
The RFQ will continue to be released semi-annually for proposal submission and the Department will return to the Board for approval of additional vendors, as necessary.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Aaron Gest, Deputy County Counsel, 387-5455) on January 8, 2024; Purchasing (Jason Cloninger, Lead Buyer, 387-8258) on January 6, 2024; Finance (Carl Lofton, Administrative Analyst, 387-5404) on January 22, 2024; and County Finance and Administration (Paloma Hernandez-Barker, Deputy Executive Officer 387-5423) on January 22, 2024.