REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
June 27, 2023
FROM
BRENDON BIGGS, Director, Department of Public Works - Transportation
SUBJECT
Title
Pre-Approved Vendors to Provide Road Materials
End
RECOMMENDATION(S)
Recommendation
1. Approve the addition of the following two vendors to the list of pre-approved vendors that may provide the County with road materials for the period of July 1, 2023 through June 30, 2027:
a. James Gang Enterprises, Inc. dba Angel Rock and Sand (Victorville, CA)
b. Martin Marietta San Diego Aggregates, Inc. (San Diego, CA)
2. Approve contract template for use with vendors identified in Recommendation No. 1 to provide the County with road materials for the period of July 1, 2023 through June 30, 2027.
3. Authorize the Purchasing Agent to issue contracts utilizing the contract template for the vendors identified in Recommendation No. 1, as needed, for road materials for a not-to-exceed aggregate amount of $70 million for the period of July 1, 2023 through June 30, 2027.
(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 additional Discretionary General Funding (Net County Cost). Projects utilizing pre-approved vendors for road materials include payment 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 (SB 1) 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 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 two vendors to the pre-approved vendor list, bringing the total pre-approved vendor list from 22 to 24, and authorize the Purchasing Agent to utilize the contract template for use with the vendors, 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 July 1, 2023 through June 30, 2027.
PROCUREMENT
On April 5, 2022, a Request for Qualifications (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. Previous Board actions approving additions to the pre-approved vendors list for on-call road materials are as follows:
|
Date |
Item No. |
Board Action |
|
July 12, 2022 |
30 |
Approved 20 vendors |
|
November 15, 2022 |
72 |
Approved 2 additional vendors |
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.
Both vendors identified in Recommendation No. 1 meet 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 both vendors 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 122-OPERA-4470 to No. PWG 123-OPERA-4819. Additionally the updated template adds the additional requirements in connection to Executive Order N-6-22 Russian Sanctions and Senate Bill 1439 contractor information.
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 May 26, 2023; Purchasing (Jason Cloninger, Lead Buyer, 387-8258) on May 31, 2023; Finance (Carl Lofton, Administrative Analyst, 387-5404) on June 8, 2023; and County Finance and Administration (Paloma Hernandez-Barker, Deputy Executive Officer, 387-5423) on June 11, 2023.