REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
SAN BERNARDINO COUNTY FLOOD CONTROL DISTRICT
AND RECORD OF ACTION
January 9, 2024
FROM
TREVOR LEJA, Assistant Executive Officer, Department of Public Works - Flood Control District
SUBJECT
Title
Contracts for On-call Storm Maintenance Services
End
RECOMMENDATION(S)
Recommendation
1. Acting as the governing body of San Bernardino County, approve contracts with the following five contractors in the amount not to exceed $375,000 each for the period of January 9, 2024 through June 30, 2025 for on-call storm maintenance services, including routine maintenance services, emergency services, and public projects not exceeding $60,000:
a. Daringer Construction (Thousand Oaks, CA)
b. H L Hitchcock Construction, Inc. (Rancho Cucamonga, CA)
c. Kelley’s Underground Construction, Inc. (Apple Valley, CA)
d. Larry Jacinto Construction, Inc. (Mentone, CA)
e. M C C Equipment Rentals, Inc. (Yucaipa, CA)
2. Acting as the governing body of San Bernardino County Flood Control District, approve contracts with the following five contractors in the amount not to exceed $375,000 each for the period of January 9, 2024 through June 30, 2025 for on-call storm maintenance services including routine maintenance services, emergency services, and public projects not exceeding $60,000:
a. Daringer Construction (Thousand Oaks, CA)
b. H L Hitchcock Construction, Inc. (Rancho Cucamonga, CA)
c. Kelley’s Underground Construction, Inc. (Apple Valley, CA)
d. Larry Jacinto Construction, Inc. (Mentone, CA)
e. M C C Equipment Rentals, Inc. (Yucaipa, CA)
(Presenter: Noel Castilo, Assistant 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 Discretionary General Funding (Net County Cost). The Department of Public Works -Transportation (Department) is financed by Gas Tax revenues, fee revenue, and other local, state, and federal funding. The San Bernardino County Flood Control District (District) is funded by property tax revenues, fee revenue and other local, state, and federal funding. As these are on-call storm maintenance services contracts, 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 total contract amount assigned to each contractor is $375,000 each for the Department and District, however, the total annual contract expenditures are limited to budgeted funds and will not exceed the annual budgeted amount of $1,000,000 for the Department and $2,000,000 for the District for 2023-24. Sufficient appropriation and revenue are included in the Department and District’s respective 2023-24 budgets and will be included in future recommended budgets.
BACKGROUND INFORMATION
Upon approval of this item, the Department and District will have the ability to call upon a list of pre-approved qualified contractors to provide on-call storm maintenance services. As projects are identified, the Department and District will contact the pre-qualified contractors to request bids. The lowest bidder is then selected to provide the requested services for the project. For emergency projects (following applicable provisions of the Public Contract Code), the Department and District may contact any contractor directly to promptly respond to such an emergency and the price will be negotiated at the time of contact.
In accordance with the terms of the Request for Qualifications (RFQ), the contractors may be utilized for routine maintenance projects, public projects and eligible emergency projects. Approving on-call contractors for an RFQ before projects or emergencies occur, reduces delays in the procurement process, and supports the goal of operating in a fiscally responsible and business-like manner, as well as providing for the safety of County residents.
PROCUREMENT
On August 11, 2020, RFQ No. PWG 121-ADMIN-3914 was released to solicit and create a list of qualified contractors to provide the Department and District with on-call storm maintenance services for work performed on County roads and District facilities. In accordance with the terms of the RFQ, the Department and District will be able to augment the list on a semi-annual basis.
On October 27, 2020 (Item No. 94) the Board of Supervisors (Board) approved contracts with 23 contractors to be on the on-call storm maintenance services list and provide on-call maintenance services for road and flood control facilities.
On October 26, 2021 (Item No. 81) and January 24, 2023 (Item No. 63), the Board approved a total of five additional contractors. On May 8, 2023 RFQ No. PWG 122-OPERA-4857 was released to add contractors to the pre-approved on-call storm maintenance list. The Department and District received no proposals.
On August 3, 2023, a RFQ was released to allow additional contractors to submit proposals, who were not already on the pre-approved list. The Department and District received five proposals. Proposals from the five contractors identified in Recommendations No. 1 and No. 2, meet the minimum requirements specified in the RFQ, including types of equipment, services area, and compliance with Department and District terms and conditions. The Department and District, therefore, recommend that these contractors be included on the pre-approved list. Approval of this item will bring the total number of approved contractors to 33.
The RFQ shall remain open in the County’s electronic Procurement Network (ePro) through November 30, 2024, with semi-annual deadlines for proposal submission. The Department and District will return to the Board for approval of subsequent contracts resulting from this RFQ. The contracts will remain in effect until June 30, 2025.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Aaron Gest and Sophie A. Curtis, Deputies County Counsel, 387-5455) on December 5, 2023; Purchasing (Jason Cloninger, Lead Buyer, 387-8258) on December 1, 2023; Finance (Carl Lofton, Administrative Analyst, 387-5404) on December 18, 2023; and County Finance and Administration (Paloma Hernandez-Barker, Deputy Executive Officer, 387-5423) on December 18, 2023.