REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
December 7, 2021
FROM
BRENDON BIGGS, Director, Department of Public Works - Transportation
SUBJECT
Title
Amendment Contracts for On-Call Heavy Equipment Rental Services
End
RECOMMENDATION(S)
Recommendation
1. Approve Amendment No. 4 to Contract No. 17-571 with Pavement Coatings Co. increasing the total contract amount by $750,000, from $1,500,000 to $2,250,000, for on-call heavy equipment rental services, with no other changes to the contract, for the contract term of July 1, 2017 through June 30, 2022.
2. Approve Amendment No. 2 to Contract No. 17-569 with Vance Corporation increasing the total contract amount by $750,000, from $1,500,000 to $2,250,000, for on-call heavy equipment rental services, with no other changes to the contract, for the contract term of July 1, 2017 through June 30, 2022.
(Presenter: Brendon Biggs, 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 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. As these are on-call heavy equipment rentals, 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. Sufficient appropriation is included in the Department’s 2021-22 Road Operations budget.
BACKGROUND INFORMATION
On May 12, 2017, the Department released Request for Qualifications (RFQ) 117-OPERA-2484 to solicit additional proposals from vendors not already on the prequalified list for heavy equipment rental services. Pavement Coatings Co. (Pavement Coatings) and Vance Corporation submitted proposals and met all the requirements, including types of equipment, service area, and compliance with County and District terms and conditions. On June 27, 2017 (Item No. 87), the Board of Supervisors (Board) approved contracts with 33 vendors to be on the on-call heavy equipment rental services list. Pavement Coatings, previously known as Western Oil Spreading Services (WOSS), Inc., and Vance Corporation were part of the original 33 vendors. Previous Board actions approving and modifying the prequalified vendor list for on-call heavy equipment rental services are as follows:
|
Date |
Item No. |
Board Action |
|
6/27/2017 |
87 |
Approved 33 vendors |
|
5/01/2018 |
67 |
Amendment No. 1 to Contract No. 17-571 - WOSS name change to Pavement Coatings |
|
3/20/2018 |
66 |
2 additional vendors approved |
|
11/6/2018 |
71 |
3 additional vendors approved |
|
3/12/2019 |
65 |
3 additional vendors approved and Amendment No. 2 to Contract No. 17-571 - Pavement Coatings services schedules amended |
|
6/11/2019 |
50 |
Amendment No. 3 to Contract No. 17-571 Pavement Coatings services schedules amended |
|
8/06/2019 |
52 |
Approved 4 additional vendors |
|
10/08/2019 |
|
Amendment No. 1 to Contract 17-569 Vance Corporation services schedules amended |
|
3/10/2020 |
67 |
Approved 2 additional vendors |
|
8/11/2020 |
56 |
Approved 2 additional vendors |
|
3/23/2021 |
80 |
Approved 5 additional vendors |
|
10/26/2021 |
81 |
Approved 2 additional vendors |
On March 12, 2019 (Item No. 65), the Board approved Contract No. 17-571 A-2 with Pavement Coatings to increase the original contract amount of $750,000 by $750,000 to a revised not-to-exceed contract amount of $1,500,000 with no change to the contract term of March 19, 2019 through June 30, 2022.
On October 8, 2019 (Item No. 28), the Board approved Contract No. 17-569 A-1 with Vance Corporation to increase the original contract amount of $750,000 by $750,000 to a revised not-to-exceed contract amount of $1,500,000 with no change to the contract term of October 8, 2019 through June 30, 2022.
On a monthly basis, the Department reviews contract expenditures and has determined that Pavement Coatings and Vance Corporation are getting close to reaching the not-to-exceed contract amended amount of $1,500,000. Out of 56 contractors on the on-call heavy equipment vendor list solicited, Pavement Coatings and Vance Corporation have either been the lowest bidder or the only responsive bidder for on-call heavy equipment rental services. Therefore, the Department is recommending an increase in the total contract amounts by $750,000 from $1,500,000 to $2,250,000 for both Pavement Coatings and Vance Corporation.
The proposed contract amendments will increase the total contract amount with no other changes to the terms and conditions for Contract No. 17-571 with Pavement Coatings and Contract No. 17-569 with Vance Corporation to allow the Department to continue to receive bids from Pavement Coatings and Vance Corporation 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). The proposed amendments allow the Department to continue to utilize Pavement Coatings and Vance Corporation for up to an additional $750,000 each 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 Department and aligns with the County and the Chief Executive Officer’s goals to provide for the safety of County residents and to operate in a fiscally-responsible and business-like manner.
The Department currently has 56 on-call heavy equipment vendors on the pre-approved list of vendors. The Department continuously searches for new vendors to provide these services and encourages them to submit proposals to be on the on-call heavy equipment rental services list.
PROCUREMENT
Not applicable.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Suzanne Bryant, Deputy County Counsel, 387-5455) on October 21, 2021; Finance (Jessica Trillo, Administrative Analyst, 387-4222) on November 12, 2021; and County Finance and Administration (Paloma Hernandez-Barker, Deputy Executive Officer, 387-5423) on November 15, 2021.