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
September 15, 2020
FROM
LUTHER SNOKE, Interim Director, Department of Public Works - Special Districts
SUBJECT
Title
On-Call Snow Removal 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 snow removal services from September 15, 2020 to June 30, 2025:
a. Altmeyer, Inc. in an annual not-to-exceed amount of $225,000, for a total of $1,125,000 over the term of the contract.
b. Bacon/Wagner Excavating, Inc. in an annual not-to-exceed amount of $100,000, for a total of $500,000 over the term of the contract.
c. Bear Valley Paving Corp. in an annual not-to-exceed amount of $500,000, for a total of $2,500,000 over the term of the contract.
d. W.M. Kanayan Construction, Inc. in an annual not-to-exceed amount of $175,000, for a total of $875,000 over the term of the contract.
e. S. Porter, Inc. in an annual not-to-exceed amount of $500,000, for a total of $2,500,000 over the term of the contract.
f. Trinity Construction, Inc. in an annual not-to-exceed amount of $175,000, for a total of $875,000 over the term of the contract.
2. Acting as the governing body of the Big Bear Valley Recreation and Park District, approve agreements with the following contractors to perform on-call and emergency snow removal services from September 15, 2020 to June 30, 2025:
a. Altmeyer, Inc. in an annual not-to-exceed amount of $225,000, for a total of $1,125,000 over the term of the contract.
b. Bacon/Wagner Excavating, Inc. in an annual not-to-exceed amount of $100,000, for a total of $500,000 over the term of the contract.
c. Bear Valley Paving Corp. in an annual not-to-exceed amount of $500,000, for a total of $2,500,000 over the term of the contract.
d. W.M. Kanayan Construction, Inc. in an annual not-to-exceed amount of $175,000, for a total of $875,000 over the term of the contract.
e. S. Porter, Inc. in an annual not-to-exceed amount of $500,000, for a total of $2,500,000 over the term of the contract.
f. Trinity Construction, Inc. in an annual not-to-exceed amount of $175,000, for a toal of $875,000 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). The aggregate not-to-exceed amount of these contracts is $1,675,000 per year for the period of September 15, 2020 through June 30, 2025. The County Service Areas and their Zones (Districts) and the Big Bear Valley Recreation and Park District (BBVRPD) will fund the cost of these contracts as the snow removal services are needed. Adequate appropriation for the subject services is included in the 2020-21 budget and will be included in future recommended budgets.
The Department of Public Works (DPW) and the Districts have facilities located in close proximity to each other. In order to improve delivery of services, the Board of Supervisors, on July 9, 2013 (Item No. 54), approved a mutual aid agreement between DPW and the Districts for road maintenance/emergency repair and snow removal services in the mountain regions of the County. The not to exceed amount of this agreement with DPW is $300,000 per year, with a term through June 30, 2023. Should some of these recommended snow removal contractors perform services on County maintained roads, DPW will reimburse the Districts for the cost of such services pursuant to this separate agreement.
BACKGROUND INFORMATION
DPW, Special Districts (Department) administers the Districts and BBVRPD, which at times require routine and emergency snow removal and cindering services in the mountain areas. The ability to have qualified contractors available in strategic locations for this service greatly enhances and expedites the Department’s capability to respond to these needs.
Approval of this item will allow for the continued use of contractors to provide the subject services on an as-needed basis for the Districts and BBVRPD. The recommended contracts will provide readily available on-call snowplow 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 approximately five years, but may be terminated for convenience by either party upon 30 days written notice.
PROCUREMENT
On April 23, 2020, a Request for Proposal (RFP No. SDD-011) for the subject services was advertised in several plan rooms, including the Construction Bid Board (E-Bid Board) and FW Dodge Plan Room, and the County’s Electronic Procurement System (e-Pro) in accordance with formal bidding procedures established by the County. The Department needed to proceed with this RPF because the existing contracts for on-call snow removal services were scheduled to expire on June 30, 2020.
On May 12, 2020, a mandatory pre-proposal conference was held with eight companies in attendance.
On June 5, 2020, the Department received seven proposals from the following companies:
|
Company |
Location |
|
Altmeyer, Inc. |
Cedar Glen, CA |
|
Bacon Wagner Excavating, Inc. |
Running Springs, CA |
|
Bear Valley Paving Corp., Inc. |
Big Bear Lake, CA |
|
W.M. Kanayan Construction, Inc. |
San Bernardino, CA |
|
Ken Willis Construction, Inc. |
Big Bear City, CA |
|
S. Porter, Inc. |
Big Bear Lake, CA |
|
Trinity Construction, Inc. |
Blue Jay, CA |
All seven companies met the minimum RFP requirements. A selection committee was formed to score, evaluate and rank the proposals. The submitted proposals were evaluated for costs, experience, safety, and the ability to provide timely and needed services. In addition, reference checks were made to include compliance with State contracting and prevailing wage requirements. Based on these criteria, the selection committee recommends that six companies receive contracts to cover all anticipated and emergency workloads. Ken Willis Construction, Inc. excluded themselves from consideration after the fact.
The recommended six contractors will be issued agreements to ensure adequate coverage and achieve a balanced workload distribution for all Districts and BBVPRD. The amount of each contract varies dependent on numerous factors that include specific type(s) of equipment and materials.
Notices of Intent to Award (NOIA) contracts were sent to all bidders on August 6, 2020. The Department did not receive any protests relative to the selection of contracts.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Dawn Martin, Deputy County Counsel, 387-5455) on August 14, 2020; Purchasing (Bruce Cole, Supervising Buyer, 387-2148) on August 17, 2020; Finance (Tom Forster, Administrative Analyst, 387-4635) on August 25, 2020; and County Finance and Administration (Matthew Erickson, County Chief Financial Officer, 387-5423) on August 31, 2020.