REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF THE COUNTY OF SAN BERNARDINO
AND RECORD OF ACTION
REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF THE SAN BERNARDINO COUNTY FLOOD CONTROL DISTRICT
AND RECORD OF ACTION
March 10, 2020
FROM
BRENDON BIGGS, Interim Director and Interim 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 the County of San Bernardino:
a. Approve contracts with the following two vendors in an amount not to exceed $375,000 each for the period of March 10, 2020 through June 30, 2022, for on-call heavy equipment rental services.
i. Cindy Trump, Inc. dba Lindy’s Cold Planing (La Habra, CA)
ii. Matich Corporation (San Bernardino, CA)
2. Acting as the governing body of the San Bernardino County Flood Control District:
a. Approve contracts with the following two vendors in an amount not to exceed $125,000 each for the period of March 10, 2020 through June 30, 2022, for on-call heavy equipment rental services.
i. Cindy Trump, Inc. dba Lindy’s Cold Planing (La Habra, CA)
ii. Matich Corporation (San Bernardino, CA)
(Presenter: Brendon Biggs, Interim 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, fees, and other local, state and federal funding. The San Bernardino County Flood Control District (District) is funded by property tax revenues, fees, and other local, state, and federal funding. As this is an on-call heavy equipment rental services contract, 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 have each allocated $2.5 million in their respective 2019-20 budgets for the projected cost of heavy equipment rental services. The Department’s individual contract amounts are set at $150,000 per year and the Districts’ individual contracts are set at $50,000 per year to allow flexibility on individual projects that are sent out to bid. The total contract amount assigned to each vendor listed below is $375,000 for the Department and $125,000 for the District, which is prorated to reflect the amount remaining in 2019-20 and through the end of the term of the contracts on June 30, 2022. Total annual contract expenditures will be limited to available funding and will not exceed the annual budgeted amount of $2.5 million each for the Department and the District for 2019-20. The Department and the District will include sufficient appropriation and revenue in future recommended budgets for heavy equipment rental services.
The total contract amounts assigned to each vendor identified in this item are listed below:
|
Contractor |
Department Contract Amount |
District Contract Amount |
|
Cindy Trump, Inc. dba Lindy’s Cold Planing |
$375,000 |
$125,000 |
|
Matich Corporation |
$375,000 |
$125,000 |
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 Governor’s Office of Emergency Services, the Federal Highway Administration, and the Federal Emergency Management Agency, as applicable.
BACKGROUND INFORMATION
Upon approval of this item, the two vendors will be added to the list of pre-qualified vendors to provide the Department and the District with on-call heavy equipment rental services. To date, the Board of Supervisors (Board) has approved contracts with 45 vendors. Approval of these vendors will bring the total number of approved contracts to 47. Vendors on the pre-qualified list may be utilized for routine maintenance projects, public projects not exceeding the amount identified in Public Contract Code Section 22032 (a) and eligible emergency projects (following applicable provision of the Public Contract Code). Requesting qualifications from vendors before a project or emergency occurs reduces delays 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 and the District will contact the approved vendors to request bids and select the vendor in accordance with state law and County policy. For emergency projects (following applicable provision of the Public Contract Code) the Department and the District may contact any vendor directly in order to promptly respond to such emergency and the price will be negotiated at the time of contact.
PROCUREMENT
On May 12, 2017, the Request for Qualifications (RFQ) 117-OPERA-2484 was released on the County Electronic Procurement Network (ePro) to solicit and create a list of qualified vendors to provide the Department and the District with on-call heavy equipment rental services for work performed on County roads and District facilities and augment the list on a semi-annual basis. On June 27, 2017 (Item No. 87), the Board approved contracts with 33 vendors to be on the on-call heavy equipment services list. Previous Board actions approving additions to the prequalified vendor list for heavy equipment rental services are as follows:
|
Date |
Item No. |
Board Action |
|
06/27/2017 |
87 |
Approved 33 vendors |
|
03/20/2018 |
66 |
Approved 2 additional vendors |
|
11/06/2018 |
71 |
Approved 3 additional vendors |
|
3/12/2019 |
65 |
Approved 3 additional vendors |
|
08/06/2019 |
52 |
Approved 4 additional vendors |
On January 3, 2020, RFQ 120-OPERA-3616 was released on ePro to solicit additional qualifications from vendors not already on the prequalified list. The Department and the District received two qualifications for Cindy Trump, Inc. dba Lindy’s Cold Planing and Matich Corporation, both of which met the minimum requirements specified in the RFQ, including types of equipment, service area, and compliance with County and District terms and conditions. The Department and the District therefore recommend that these vendors be included on the prequalified list.
The RFQ shall remain open through December 2, 2021 with semi-annual deadlines for submission. The Department and the District will return to the Board for approval of subsequent contracts. The contracts will remain in effect until June 30, 2022.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Suzanne Bryant and Sophie A. Akins, Deputy County Counsels, 387-5455) on February 3, 2020; Purchasing Department (Jason Cloninger, Lead Buyer, 387-8258) on February 3, 2020; Finance (Jessica Trillo, Administrative Analyst, 387-4222) on February 18, 2020; and County Finance and Administration (Matthew Erickson, County Chief Financial Officer, 387-5423) on February 24, 2020.