REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
SITTING AS THE GOVERNING BOARD OF THE FOLLOWING:
SAN BERNARDINO COUNTY
SAN BERNARDINO COUNTY FLOOD CONTROL DISTRICT
AND RECORD OF ACTION
October 26, 2021
FROM
BRENDON BIGGS, Director and Chief Flood Control Engineer, Department of Public Works - Transportation and 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 two vendors in the amount of $1,000,000 each for the period of October 26, 2021 through June 30, 2025, for on-call storm maintenance services:
a. High Desert Underground (Apple Valley, CA)
b. United Pacific Services, Inc. (Fullerton, CA)
2. Acting as the governing body of the San Bernardino County Flood Control District, approve contracts with the following two vendors in the amount of $1,000,000 each for the period of October 26, 2021 through June 30, 2025, for on-call storm maintenance services:
a. High Desert Underground (Apple Valley, CA)
b. United Pacific Services, Inc. (Fullerton, CA)
(Presenter: Brendon Biggs, Director/Chief Flood Control Engineer, 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 revenue, fee revenue, and other local, state, and federal funding. The San Bernardino County Flood Control District (District) is funded by property tax revenue, fee revenue and 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.
Contract amounts are set at $250,000 per year for the term of the contract to allow flexibility on individual projects that are sent out to bid. The total contract amount assigned to each vendor listed below is $1,000,000 each for the Department and the District and has been prorated for the remaining term of the contracts; however, total annual contract expenditures will be limited to budgeted funds and will not exceed the annual budgeted amount of $1,000,000 each for the Department and District for 2021-22. Sufficient appropriation is included in the Department and District’s respective 2021-22 budgets, and will be included in future recommended budgets.
The total contract amounts assigned to each vendor identified in this item are listed below:
|
Contractor Name |
Department Contract Amount |
District Contract Amount |
|
High Desert Underground |
$1,000,000 |
$1,000,000 |
|
United Pacific Services, Inc. |
$1,000,000 |
$1,000,000 |
In the event of an emergency, the Department and District will initially finance emergency costs from their annual budget appropriations. Subsequently, both the Department and District will submit reimbursement claims to the California Emergency Management Agency, the Federal Highway Administration, and the Federal Emergency Management Agency, as may be applicable.
BACKGROUND INFORMATION
During storms, the Department and the 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. However, conditions other than price are important and will be considered when necessary. Such conditions will be identified in the request for bids on an individual project. For emergency projects (following applicable provisions of the Public Contract Code), the Department and District may contact any contractor directly, in order to promptly respond to such 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 not exceeding the amount identified in Public Contract Code Section 22032 (a) and eligible emergency projects (following applicable provision of the Public Contract Code). Requesting qualifications from contractors before a project or emergency occurs reduces delays in the procurement process which support 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 PWG 121-ADMIN-3914 was released through the County’s Electronic Procurement System (ePro) to solicit and create a list of qualified contractors to provide the Department and the District with on-call storm maintenance services for work performed on County roads and District facilities and augment the list on a semi-annual basis. On October 27, 2020 (Item No. 94) the Board of Supervisors (Board) approved contracts with 23 vendors to be on the on-call storm maintenance services list and provide on-call maintenance services for road and flood control facilities.
On June 29, 2021 RFQ PWG 121-OPERA-4261 was released through ePro to solicit additional proposals from contractors not already on the prequalified list. The Department and the District received two proposals. Proposals from both the contractors identified in the recommendation meet the minimum requirements specified in the RFQ, including types of equipment, service area, and compliance with County and District terms and conditions. The Department and the District, therefore, recommend that these contractors be included on the prequalified list.
This RFQ shall remain open in ePro through November 30, 2024 with semi-annual deadlines for proposal submissions. 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 (Suzanne Bryant and Sophie A. Akins, Deputies County Counsel, 387-5455) on September 14, 2021; Purchasing (Jason Cloninger, Lead Buyer, 387-8258) on September 13, 2021; Finance (Jessica Trillo, Administrative Analyst, 387-4222) on October 4, 2021; and County Finance and Administration (Matthew Erickson, County Chief Financial Officer, 387-5423) on October 11, 2021.