REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF BOARD GOVERNED COUNTY SERVICE AREAS
AND RECORD OF ACTION
REPORT/RECOMMENDATION TO THE BOARD OF DIRECTORS
OF THE FOLLOWING:
BIG BEAR VALLEY RECREATION AND PARK DISTRICT
BLOOMINGTON RECREATION AND PARK DISTRICT
AND RECORD OF ACTION
June 27, 2023
FROM
BRENDON BIGGS, Director, Department of Public Works - Special Districts
SUBJECT
Title
On-Call Pavement Maintenance and Repair Services
End
RECOMMENDATION(S)
Recommendation
1. Acting as the governing body of Board Governed County Service Areas and their Zones, approve the following five contracts to obtain on-call pavement maintenance and repair services for routine maintenance projects, public projects not exceeding $60,000, and emergency projects on an as-needed basis, from July 1, 2023 through June 30, 2028, with an aggregate amount not-to-exceed $1,250,000 per contract over the five-year term:
a. A&Y Asphalt Contractors, Inc.
b. Bear Valley Paving
c. Elevated Excavating and Paving
d. Kirtley Construction, Inc. dba TK Construction
e. S. Porter, Inc.
2. Acting as the governing body of the Big Bear Valley Recreation and Park District, approve the following five contracts to obtain on-call pavement maintenance and repair services for routine maintenance projects, public projects not exceeding $60,000, and emergency projects on an as-needed basis, from July 1, 2023 through June 30, 2028, with an aggregate amount not-to-exceed $1,250,000 per contract over the five-year term:
a. A&Y Asphalt Contractors, Inc.
b. Bear Valley Paving
c. Elevated Excavating and Paving
d. Kirtley Construction, Inc. dba TK Construction
e. S. Porter, Inc.
3. Acting as the governing body of the Bloomington Recreation and Park District, approve the following five contracts to obtain on-call pavement maintenance and repair services for routine maintenance projects, public projects not exceeding $60,000, and emergency projects on an as-needed basis, from July 1, 2023 through June 30, 2028, with an aggregate amount not-to-exceed $1,250,000 per contract over the five-year term:
a. A&Y Asphalt Contractors, Inc.
b. Bear Valley Paving
c. Elevated Excavating and Paving
d. Kirtley Construction, Inc. dba TK Construction
e. S. Porter, Inc.
(Presenter: Brendon Biggs, Director, 387-7906)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Improve County Government Operations.
Operate in a Fiscally-Responsible and Business-Like Manner.
Ensure Development of a Well-Planned, Balanced, and Sustainable County.
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). Costs associated with the recommended contracts, which shall not exceed $1,250,000 per contractor over the five-year contract term, will be funded through available revenue sources of the applicable Board Governed County Service Areas and their Zones, the Big Bear Valley Recreation and Park District, and the Bloomington Recreation and Park District (collectively, Districts). Adequate appropriation for the costs of the services is included in the Districts’ 2023-24 budgets and will be included in future recommended budgets through the end of each contract term.
BACKGROUND INFORMATION
The Department of Public Works - Special Districts (Department) provides administrative oversight and manages operations for the Districts. At times, the Districts require routine or emergency pavement maintenance and repair services in support of pipeline trench repairs, pothole repairs, asphalt crack filling, and other related paving and drainage repairs. Historically, the Department has relied on contractors to provide these services for the Districts. The current contracts for these services, which were approved by the Board of Supervisors/Board of Directors (Board) on June 26, 2018 (Item No. 89), are scheduled to expire on June 30, 2023.
This item seeks Board approval of contracts with five contractors to provide on-call pavement maintenance and repair services for routine maintenance projects, public projects not exceeding $60,000, and emergency projects from July 1, 2023 through June 30, 2028. These services will be for the Districts and certain County Capital Improvement Program (CIP) projects administered by the Department. The Department recommends these contracts because the availability of pre-approved on-call contractors reduces response times to facilitate the repair and maintenance of roadways and parking lots.
PROCUREMENT
On April 13, 2023, the Department released Request for Proposal (RFP) No. SDD-035 to solicit proposals for on-call pavement maintenance and repair services for Department projects. A total of eight companies attended the mandatory preproposal conference held on April 21, 2023. Of these, the Department received six proposals in response to the RFP; however, one proposal was found to be incomplete and not eligible for evaluation. Following the evaluation process described in the RFP, a panel of five knowledgeable Department staff reviewed the five responsive proposals. All five companies are being recommended for an on-call pavement maintenance and repair services contract. No appeal/protest letters were received.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Aaron Gest, Deputy County Counsel, 387-5455) on June 1, 2023; Purchasing (Michelle Churchill, Supervising Buyer, 387-2070) on May 26, 2023; Finance (Tom Forster, Administrative Analyst, 387-4635) on June 5, 2023; and County Finance and Administration (Paloma Hernandez-Barker, Deputy Executive Officer, 387-5423) on June 9, 2023.