REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF THE COUNTY OF SAN BERNARDINO
AND RECORD OF ACTION
October 8, 2019
FROM
KEVIN BLAKESLEE, Director, Department of Public Works - Transportation
SUBJECT
Title v
Amendment to Contract with Vance Corporation for Heavy Equipment Rental Services
End
RECOMMENDATION(S)
Recommendation
Approve Amendment No. 1 to Contract No. 17-569 with Vance Corporation increasing the total contract amount by $750,000 from $750,000 to $1,500,000 for heavy equipment rental services, with no other changes to the contract period of July 1, 2017 through June 30, 2022.
(Presenter: Kevin Blakeslee, 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 additional use of Discretionary General Funding (Net County Cost). Projects utilizing the heavy equipment rental contracts include pavement improvement, preservation, and other routine maintenance projects. These projects are funded by Discretionary General Funding (allocated) for Pavement Improvement, Gas Tax, SB 1 Funding, Measure I, Federal and local funds. Annual expenditures will be based on planned road maintenance projects. Sufficient appropriation has been included in the Department of Public Works -Transportation (Department) 2019-20 Road Operations Budget (6650002000).
BACKGROUND INFORMATION
An increase in the total contract amount for Contract No. 17-569 with Vance Corporation (Vance) will allow the County to continue to receive bids from this vendor for heavy equipment rental services to be used on routine road maintenance projects, public projects not exceeding the amount identified in Public Contract Code section 22032(a) and emergency road projects (following applicable provisions of the Public Contract Code). This amendment will allow the County to continue to utilize this contractor for up to an additional $750,000 for specific projects on an as-needed basis. Having a list of readily accessible pre-qualified vendors available for heavy equipment rental services provides good value to the County and aligns with the County and Chief Executive Officer’s goals to provide for the safety of County residents and to operate in a fiscally-responsible and business-like manner.
On June 27, 2017 (Item No. 87), the Board of Supervisors (Board) approved contracts with 33 vendors to be on the County’s on-call heavy equipment rental services list. This item included the contract with Vance in an amount not-to-exceed $750,000 (Contract No. 17-569). Expenditures for Contract No. 17-569 with Vance are reaching the not-to-exceed amount of $750,000 due to Vance frequently being the lowest bidder for paving services.
The term of the contract will remain the same.
PROCUREMENT
Not applicable.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Suzanne Bryant, Deputy County Counsel, 387-5455) on September 10, 2019; Purchasing (Jason Cloninger, Lead Buyer, 387-8258) on September 9, 2019; Finance (Jessica Trillo, Administrative Analyst, 387-4222) on September 18, 2019; and County Finance and Administration (Matthew Erickson, County Chief Financial Officer, 387-5423) on September 19, 2019.