REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF THE COUNTY OF SAN BERNARDINO
AND RECORD OF ACTION
March 10, 2020
FROM
BRENDON BIGGS, Interim Director, Department of Public Works - Transportation
SUBJECT
Title v
Prequalified Vendor to Provide Road Materials
End
RECOMMENDATION(S)
Recommendation
1. Approve the addition of Robertson’s Ready Mix to the list of prequalified vendors that may provide the County road materials on future road projects for the period of March 10, 2020 through June 30, 2022.
2. Authorize the Purchasing Agent to add Robertson’s Ready Mix to existing Contract No. 4400003262 for the provision of road materials.
3. Approve the Agreement template (Attachment A) which will be made part of the Contract for Robertson’s Ready Mix.
(Presenter: Brendon Biggs, Interim 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 Contract No. 4400003262 include pavement and preservation projects funded by Discretionary General Funding and routine maintenance projects funded by Gas Tax revenue. Annual expenditures will be based on planned road maintenance projects. Sufficient appropriation and revenue, in the amount of $9.5 million, is included in the Department of Public Works - Transportation (Department) 2019-20 budget and will be included in future recommended budgets.
BACKGROUND INFORMATION
Contract No. 4400003262 was established in an aggregate amount not to exceed $70,000,000 for the period of July 1, 2017 through June 30, 2022, for the provisions of road materials. Per 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 Contract.
Vendors on the pre-approved list may be utilized for routine maintenance projects, public projects not exceeding the amount identified in the Public Contract Code 22032(a), and emergency projects (following applicable provisions 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 contacts the prequalified vendors to request bids. The lowest bidder is then selected to provide the requested road materials for the project. However, conditions other than price are sometimes important and are taken into account when necessary. Such conditions are identified in the request for bid on an individual project. For emergency projects (following applicable provisions of the Public Contracts Code), the Department may contact any vendor directly in order to promptly respond to such emergencies and the price will be negotiated prior to the award of the project.
PROCUREMENT
On May 10, 2017, RFQ 117-OPERA-2480 was released in the County’s Electronic Procurement Network (ePro) to solicit and create a list of qualified vendors to provide the County with road materials for work performed on road facilities and augment the list on a semi-annual basis. Previous actions pertaining to the prequalified vendors list for road materials are as follows:
|
Date |
Item No. |
Action |
|
6/27/2017 |
44 |
Approved list of 20 vendors |
|
2/13/2018 |
40 |
Additional 3 vendors added |
|
9/25/2018 |
31 |
Additional 2 vendors added |
|
3/12/2019 |
40 |
Additional 3 vendors added |
|
7/09/2019 |
30 |
Additional 3 vendors added |
On December 2, 2019, RFQ 120-OPERA-3615 was released to solicit additional proposals from vendors not already on the prequalified list. The Department received a proposal from Robertson’s Ready Mix.
Robertson’s Ready Mix’s proposal 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 Robertson’s Ready Mix to be added to the prequalified list of road material vendors. No appeal and/or protest letters were received.
The RFQ will continue to be released semi-annually for proposal submission. The Department will also continue to return to the Board for approval.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Suzanne Bryant, Deputy County Counsel, 387-5455) on January 29, 2020; Purchasing (Jason Cloninger, Lead Buyer, 387-8258) on February 3, 2020; Finance (Jessica Trillo, Administrative Analyst, 387-4222) on February 11, 2020; and County Finance and Administration (Matthew Erickson, County Chief Financial Officer, 387-5423) on February 24, 2020.