REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF THE BOARD GOVERNED COUNTY SERVICE AREAS
AND RECORD OF ACTION
November 17, 2020
FROM
BRENDON BIGGS, Director, Department of Public Works - Special Districts
SUBJECT
Title
On-Call and Emergency Sewer Maintenance Services for County Service Area 82 (Searles Valley)
End
RECOMMENDATION(S)
Recommendation
Acting as the governing body of County Service Area 82 (Searles Valley), approve contract with Caraway Construction, Inc. of Trona to provide on-call and emergency sewer maintenance services from November 17, 2020 through June 30, 2025 with an annual not-to-exceed amount of $100,000, for an aggregate amount of $500,000 during the contract’s five-year term.
(Presenter: Trevor Leja, Deputy 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 annual not-to-be exceed amount of this contract is $100,000 for each of the five years through June 30, 2025. This amount includes the monthly fee of $4,400 for the contractor to be on standby 24 hours per day, seven days per week. Contract costs will be paid from the operating budget of County Service Area 82 (CSA 82) (Searles Valley). Appropriation for these costs is included in CSA 82’s 2020-21 budget and will be included in future recommended budgets.
BACKGROUND INFORMATION
The Department of Public Works - Special Districts (Department), through its Water and Sanitation Division, operates and maintains 11.6 miles of sewer line and seven large septic tanks for sewage collection and treatment within CSA 82, encompassing the communities of Trona and Pioneer Point. Department staff currently provides most of the sewer maintenance services for this district. Because staff is located in Hesperia, which is more than 110 miles from Trona and Pioneer Point, a qualified contractor based in these communities is needed to respond to sewer emergencies in a more timely and cost-effective manner.
This item requests approval from the Board of Supervisors for a contract with Caraway Construction, Inc. to provide the subject services. Tasks to be performed by this contractor include responding to service calls, clearing sewer line blockages, mitigating any situation posing an imminent threat of a raw sewage spill, and other repair services through issuance of authorized work orders. The contractor is required to be on stand-by 24 hours a day, seven days a week. Approval of this contract will ensure adequate coverage for CSA 82.
PROCUREMENT
On January 30, 2020, a Request for Proposal (RFP No. SDD-013) for these services was advertised in the County’s Electronic Procurement System (e-Pro) in accordance with formal bidding procedures as established by the County. On August 6, 2020, a mandatory pre-proposal conference was held with four companies in attendance. On August 20, 2020, the Department received one proposal from Caraway Construction, Inc. This company met the minimum RFP requirements and was reviewed internally by Department staff.
Notice of intent to award contract was sent to Caraway Construction, Inc. on October 5, 2020.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Dawn Martin, Deputy County Counsel, 387-5455) on October 22, 2020; Purchasing (Bruce Cole, Supervising Buyer, 387-2148) on October 19, 2020; Finance (Tom Forster, Administrative Analyst, 387-4635) on October 22, 2020; and County Finance and Administration (Matthew Erickson, County Chief Financial Officer, 387-5423) on November 1, 2020.