REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF THE BOARD GOVERNED COUNTY SERVICE AREAS
AND RECORD OF ACTION
REPORT/RECOMMENDATION TO THE BOARD OF DIRECTORS
OF THE BIG BEAR VALLEY RECREATION AND PARK DISTRICT
AND RECORD OF ACTION
REPORT/RECOMMENDATION TO THE BOARD OF DIRECTORS
OF THE BLOOMINGTON RECREATION AND PARK DISTRICT
AND RECORD OF ACTION
June 23, 2020
FROM
LUTHER SNOKE, Interim Director, Special Districts
SUBJECT
Title
On-Call and Emergency Road and Easement Grading Services
End
RECOMMENDATION(S)
Recommendation
1. Acting as the governing body of the Board Governed County Service Areas and their Zones, approve agreements with the following contractors to perform on-call and emergency road and easement grading services from July 1, 2020 to June 30, 2025:
a. Bacon/Wagner Excavating, Inc. of Running Springs in an annual not-to-exceed amount of $150,000, for an aggregate amount of $750,000 over the term of the contract.
b. Bear Valley Paving, Inc. of Big Bear Lake in an annual not-to-exceed amount of $150,000, for an aggregate amount of $750,000 over the term of the contract.
c. Empire Equipment Service, Inc. of Mira Loma in an annual not-to-exceed amount of $150,000, for an aggregate amount of $750,000 over the term of the contract.
d. Jeremy Harris Construction, Inc. of Riverside in an annual not-to-exceed amount of $150,000, for an aggregate amount of $750,000 over the term of the contract.
e. S. Porter, Inc. of Big Bear Lake in an annual not-to-exceed amount of $350,000, for an aggregate amount of $1,750,000 over the term of the contract.
f. Sky Construction Services, Inc. of Yucca Valley in an annual not-to-exceed amount of $350,000, for an aggregate amount of $1,750,000 over the term of the contract.
g. Vance Corporation of Bloomington in an annual not-to-exceed amount of $150,000, for an aggregate amount of $750,000 over the term of the contract.
h. W.M. Kanayan Construction, Inc. of San Bernardino in an annual not-to-exceed amount of $350,000, for an aggregate amount of $1,750,000 over the term of the contract.
2. Acting as the governing body of the Big Bear Valley Recreation and Park District, approve agreement with the following contractors to perform on-call and emergency road and easement grading services from July 1, 2020 to June 30, 2025:
a. Bacon/Wagner Excavating, Inc. of Running Springs in an annual not-to-exceed amount of $150,000, for an aggregate amount of $750,000 over the term of the contract.
b. Bear Valley Paving Corp. of Big Bear Lake in an annual not-to-exceed amount of $150,000, for an aggregate amount of $750,000 over the term of the contract.
c. Empire Equipment Service, Inc. of Mira Loma in an annual not-to-exceed amount of $150,000, for an aggregate amount of $750,000 over the term of the contract.
d. Jeremy Harris Construction, Inc. of Riverside in an annual not-to-exceed amount of $150,000, for an aggregate amount of $750,000 over the term of the contract.
e. S. Porter, Inc. of Big Bear Lake in an annual not-to-exceed amount of $350,000, for an aggregate amount of $1,750,000 over the term of the contract.
f. Sky Construction Services, Inc. of Yucca Valley in an annual not-to-exceed amount of $350,000, for an aggregate amount of $1,750,000 over the term of the contract.
g. Vance Corporation of Bloomington in an annual not-to-exceed amount of $150,000, for an aggregate amount of $750,000 over the term of the contract.
h. W.M. Kanayan Construction, Inc. of San Bernardino in an annual not-to-exceed amount of $350,000, for an aggregate amount of $1,750,000 over the term of the contract.
3. Acting as the governing body of the Bloomington Recreation and Park District, approve agreements with the following contractors to perform on-call and emergency road and easement grading services from July 1, 2020 to June 30, 2025:
a. Bacon/Wagner Excavating, Inc. of Running Springs in an annual not-to-exceed amount of $150,000, for an aggregate amount of $750,000 over the term of the contract.
b. Bear Valley Paving Corp. of Big Bear Lake in an annual not-to-exceed amount of $150,000, for an aggregate amount of $750,000 over the term of the contract.
c. Empire Equipment Service, Inc. of Mira Loma in an annual not-to-exceed amount of $150,000, for an aggregate amount of $750,000 over the term of the contract.
d. Jeremy Harris Construction, Inc. of Riverside in an annual not-to-exceed amount of $150,000, for an aggregate amount of $750,000 over the term of the contract.
e. S. Porter, Inc. of Big Bear Lake in an annual not-to-exceed amount of $350,000, for an aggregate amount of $1,750,000 over the term of the contract.
f. Sky Construction Services, Inc. of Yucca Valley in an annual not-to-exceed amount of $350,000, for an aggregate amount of $1,750,000 over the term of the contract.
g. Vance Corporation of Bloomington in an annual not-to-exceed amount of $150,000, for an aggregate amount of $750,000 over the term of the contract.
h. W.M. Kanayan Construction, Inc. of San Bernardino in an annual not-to-exceed amount of $350,000, for an aggregate amount of $1,750,000 over the term of the contract.
(Presenter: Luther Snoke, Interim Director, 386-8811)
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) as costs for the On-Call and Emergency Road and Easement Grading Services will be funded by revenue of the applicable district requesting such services. Adequate appropriation for the subject services has been included in the 2020-21 budget and will be included in future recommended budgets. The cost of these services shall not exceed a total of $1,800,000 per year.
The annual contract amount for three contractors (S. Porter, Inc., Sky Construction Services, Inc., and W.M. Kanayan Construction, Inc.) is larger than the others because these contractors can provide service to more areas of the County. Thus, their utilization is likely to be greater.
BACKGROUND INFORMATION
The Special Districts Department (Department) operates and maintains all County Service Areas (CSA) and their Zones, which includes water and sanitation districts, recreation and park districts, road districts, streetlighting districts, and other service districts, as well as the Big Bear and Bloomington Recreation and Park Districts. On occasion, these districts require emergency road repairs and routine maintenance for which service providers are needed. The ability to have qualified on-call contractors available in strategic locations for these services greatly enhances and expedites the Department’s capability to respond to both emergency and routine repair needs throughout the County.
On June 16, 2015 (Item No. 85), the Board of Supervisors/Board of Directors (Board) approved multiple contracts for on-call grading services. These contracts, as amended on August 21, 2018 (Item No. 71), are scheduled to expire on June 30, 2020 and a continuance of these services is desired to accommodate on-going anticipated needs in the future.
Board approval of this item will allow for the continued use of contractors to provide the subject services on an as-needed basis for the Board Governed County Service Areas and their Zones, Big Bear Valley Recreation and Park District and Bloomington Recreation and Park District. The recommended contracts will provide readily available on-call grading services from pre-qualified companies to enhance work efficiencies. Workloads and assignments to the on-call contractors will be based on availability, responsiveness, and expertise in areas of particular need. The term of these contracts is for five years, but either party may terminate the contract for convenience upon 30 days written notice.
PROCUREMENT
On January 30, 2020, Request for Proposal (RFP No. SDD-010) was advertised in several plan rooms, including the Construction Bid Board (E-Bid Board), FW Dodge Plan Room, and the County’s Electronic Procurement System (e-Pro) in accordance with formal bidding procedures as established by the County. On February 26, 2020, a mandatory pre-proposal conference was held with 17 companies in attendance. On March 26, 2020, the Department received eight proposals in response to this RFP. All eight met the minimum RFP requirements.
A selection committee scored, evaluated and ranked the submitted proposals based on costs, experience, safety, and the ability to provide timely and needed services. Costs varied from each contractor dependent on numerous factors to include mobilization and specific type(s) of equipment and materials. Reference checks were made to include compliance with the State contracting and prevailing wage requirements. Ultimately, the committee selected all eight companies for recommendation of a contract to ensure adequate coverage and achieve a balanced workload distribution for all districts. Notices of Intent to Award (NOIA) contracts were sent to the bidders on May 12, 2020 and the Department did not receive any protests.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Dawn Martin, Deputy County Counsel, 387-5455) on June 4, 2020; Finance (Tom Forster, Administrative Analyst, 387-4635) on June 4, 2020; and County Finance and Administration (Matthew Erickson, County Chief Financial Officer) on June 8, 2020.