REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
SITTING AS THE GOVERNING BODY OF THE FOLLOWING:
SAN BERNARDINO COUNTY
SAN BERNARDINO COUNTY FLOOD CONTROL DISTRICT
AND RECORD OF ACTION
June 11, 2024
FROM
NOEL CASTILLO, 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:
a. Approve contracts with the following two contractors, in the amount of $1,500,000 each, for the period of July 1, 2024 through June 30, 2027, for on-call heavy equipment rental services, including routine maintenance services, emergency services, and public projects not exceeding $60,000:
i. Gentry General Engineering, Inc. (Colton, CA)
ii. J. Mack Enterprises, Inc. (Visalia, CA)
b. Approve Amendment No.1 to Contract No. 23-888 with ASAP Construction, Inc. to revise Appendix A, with no changes to the contract amount of $2,000,000 or the period of August 22, 2023 through June 30, 2027.
2. Acting as the governing body of San Bernardino County Flood Control District:
a. Approve contracts with the following two contractors, in the amount of $1,500,000 each, for the period of July 1, 2024 through June 30, 2027, for on-call heavy equipment rental services, including routine maintenance services, emergency services, and public projects not exceeding $60,000:
i. Gentry General Engineering, Inc. (Colton, CA)
ii. J. Mack Enterprises, Inc. (Visalia, CA)
b. Approve Amendment No.1 to Contract No. 23-902 with ASAP Construction, Inc. to revise Appendix A, with no changes to the contract amount of $2,000,000 or the period of August 22, 2023 through June 30, 2027.
(Presenter: Noel Castillo, 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 and the District’s individual contracts are set at $500,000 per year, per contract. The contract amounts are for $1,500,000 each which is prorated for the three years remaining, which allows flexibility on individual projects that are sent to bid. Total 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 and revenue will be included in the Department’s and District’s 2024-25 Recommended Budget and 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 $1,500,000, which includes routine maintenance services, emergency services, and public projects not to exceed $60,000.
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 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 services 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 rental 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 added to the on-call list for heavy equipment services, in the amount of $200,000 each, $500,000 annually, for the period of January 1, 2023 through June 30, 2027.
On August 22, 2023 (Item No. 90), the Board approved contracts with 14 vendors to be added to the on-call list for heavy equipment rental services, in the amount of $2,000,000 each, $500,000 annually for the period of August 22, 2023 through June 30, 2027.
On November 14, 2023 (Item No. 93), the Board approved contracts with five vendors to be added to the on-call list for heavy equipment services, in the amount of $1,750,000 each, $500,000 annually, for the period of July 1, 2024 through June 30, 2027.
On February 1, 2024, RFQ No. 124-OPERA-5177 was released through ePro to solicit additional proposals from vendors not already on the pre-approved vendor list. The Department and District received four proposals. The proposals for Gentry General Engineering and J. Mack Enterprises, Inc. meet the minimum requirements specified in the RFQ, including types of equipment, service area, and compliance with Department and District terms and conditions. One proposal was deemed non-responsive. ASAP Construction, Inc. (ASAP) also submitted a proposal to amend Appendix A Service Schedules to update the type of equipment it has available for rent. The Department and the District, therefore, recommend contracts with the two vendors identified in Recommendation 1.a. and 2.a as well as the amendments to ASAP’s contracts (Department Contract No. 23-888) and (District Contract No. 23-902). Approval of this item will bring the total number of approved contractors to 50.
The RFQ shall remain open through August 27, 2026, with semi-annual deadlines for proposal submission. The Department and the 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 May 6, 2024; Purchasing (Michael Candelaria, Lead Buyer, 387-8258) on April 23, 2024; Finance (Jessica Trillo, Administrative Analyst, 387-4222) on May 20, 2024; and County Finance and Administration (Paloma Hernandez-Barker, Deputy Executive Officer, 387-5423) on May 24, 2024.