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 Heavy Equipment Rental 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 not-to-exceed $150,000 each for the period of October 26, 2021 through June 30, 2022, for on-call heavy equipment rental services:
a. High Desert Underground (Apple Valley, CA)
b. J. Mack Enterprises, Inc. (Visalia, 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 not-to-exceed $50,000 each for the period of October 26, 2021 through June 30, 2022, for on-call heavy equipment rental services:
a. High Desert Underground (Apple Valley, CA)
b. J. Mack Enterprises, Inc. (Visalia, 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 funded 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 other local, state, and federal funding. As these are on-call heavy equipment rental services contracts, the specific projects have not yet been determined. Depending on the project, one of the above funding sources will be used to cover the cost of the contract.
The Department’s individual contract amounts are set at $150,000 per year and the District’s individual contracts are set at $50,000 per year to allow flexibility on individual projects that are sent out to bid. The total contract amount assigned to each vendor listed below is $150,000 for the Department and $50,000 for the District through the end of the term of the contracts on June 30, 2022. Total annual contract expenditures will be limited to available funding. Sufficient appropriation and revenue are included in the Department and the District’s 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 |
Department Contract Amount |
District Contract Amount |
|
High Desert Underground |
$150,000 |
$50,000 |
|
J. Mack Enterprises, Inc. |
$150,000 |
$50,000 |
In the event of an emergency, the Department and the District will initially finance emergency costs from their annual budget appropriation. Subsequently, both the Department and the District will submit reimbursement claims to the California Governor’s Office of Emergency Services, the Federal Highway Administration, and the Federal Emergency Management Agency, as applicable.
BACKGROUND INFORMATION
To date, the Board of Supervisors (Board) has approved contracts for on-call heavy equipment rental services with 54 vendors. Adding these additional vendors will bring the total number of approved contracts to 56. Vendors on the pre-qualified list 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 vendors before a project or emergency occurs reduces delays in the procurement process, which supports the goal of operating in a fiscally-responsible and business-like manner, as well as providing for the safety of County residents.
As projects are identified, the Department and the District will contact the approved vendors to request bids and select the vendor in accordance with state law and County policy. For emergency projects (following applicable provision of the Public Contract Code) the Department and the District may contact any vendor directly in order to promptly respond to such emergency and the price will be negotiated at the time of contact.
PROCUREMENT
On May 12, 2017, Request for Qualifications (RFQ) 117-OPERA-2484 was released through the County’s electronic procurement system (ePro) to solicit and create a list of qualified vendors to provide the Department and the District with heavy equipment rental services for work performed on County roads and District facilities and augment the list on a semi-annual basis. On June 27, 2017 (Item No. 87), the Board approved contracts with 33 vendors to be on the on-call heavy equipment services list. Board actions approving additions to the prequalified vendor list for heavy equipment rental services are as follows:
|
Date |
Item No. |
Board Action |
|
06/27/2017 |
87 |
Approved 33 vendors |
|
03/20/2018 |
66 |
Approved 2 additional vendors |
|
11/06/2018 |
71 |
Approved 3 additional vendors |
|
3/12/2019 |
65 |
Approved 3 additional vendors |
|
08/06/2019 |
52 |
Approved 4 additional vendors |
|
03/10/2020 |
67 |
Approved 2 additional vendors |
|
08/11/2020 |
56 |
Approved 2 additional vendors |
|
03/23/2021 |
80 |
Approved 5 additional vendors |
On August 24, 2021 RFQ 120-OPERA-4277 was released through ePro to solicit additional proposals from vendors not already on the prequalified list. The Department and the District received two proposals. Proposals for High Desert Underground and J. Mack Enterprises, Inc., both 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 contracts with the two vendors identified in the recommendation.
The RFQ shall remain open through June 30, 2022 with semi-annual deadlines for proposal submission. The Department and the District will return to the Board for approval of subsequent contracts. The contracts will remain in effect until June 30, 2022. The Department and District will return to the Board to establish a new list after contracts expire on June 30, 2022.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Sophie A. Akins and Suzanne Bryant, Deputies County Counsel, 387-5455) on September 21, 2021; Purchasing (Jason Cloninger, Lead Buyer, 387-8258) on September 27, 2021; Finance (Jessica Trillo, Administrative Analyst, 387-4222) on October 5, 2021; and County Finance and Administration (Matthew Erickson, County Chief Financial Officer, 387-5423) on October 11, 2021.