REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
November 15, 2022
FROM
BRENDON BIGGS, Director, Department of Public Works - Transportation
SUBJECT
Title
Prequalified Vendors to Provide Road Materials
End
RECOMMENDATION(S)
Recommendation
1. Approve the addition of the following two vendors to the list of prequalified vendors that may provide the County road materials for the period of January 1, 2023 through June 30, 2027:
a. W&J Lazaro Inc. dba Alexis Trucking (Barstow, CA)
b. Sales and Distributions Services, Inc. (Yorba Linda, CA)
2. Approve contract template for use with vendors identified in Recommendation No. 1 to provide the County with road materials for the period of January 1, 2023 through June 30, 2027.
3. Authorize the Purchasing Agent to issue contracts utilizing the contract template for the vendors identified in Recommendation No. 1, as needed, for road materials for a not to exceed aggregate amount of $70 million for the period of January 1, 2023 through June 30, 2027.
(Presenter: Brendon Biggs, Director, 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 Fund (Net County Cost). Projects utilizing prequalified vendors for road materials vendors include payment and preservation projects funded by Discretionary General Funding and routine maintenance projects funded by Gas Tax revenue and Senate Bill 1 (SB 1) Road Maintenance Rehabilitation Account (RMRA) revenue. Annual expenditures will be based on planned road maintenance projects. Sufficient appropriation and revenue are included in the Department of Public Works (Department) 2022-23 budget (6650002000) and will be included in future recommended budgets.
BACKGROUND INFORMATION
The Department may call upon a list of prequalified vendors to provide road materials, as needed, for routine maintenance projects, public projects not exceeding $60,000 pursuant to Public Contract Code 22032(a), and emergency projects following applicable provisions of the Public Contract Code. Pursuant to the terms of a Request for Qualifications (RFQ), the Department accepts proposals semi-annually and returns to the Board of Supervisors (Board) to authorize the Purchasing Department to add additional vendors to the existing prequalified vendor list. Requesting qualifications from vendors before a project or emergency occurs reduces the delay 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 contacts the prequalified vendors to request bids. The lowest bidder is then selected to provide the requested road materials for the project. However, conditions other than price are sometimes important and will be considered when necessary. Such conditions will be identified in the request for bids on individual projects. For emergency projects, following applicable provisions of the Public Contract Code, the Department may contact any vendor directly to promptly respond to such emergencies and the price will be negotiated prior to the award of the project.
Approval of this item will add two vendors to the prequalified vendor list, bringing the total prequalified vendor list from 20 to 22, and authorize the Purchasing Agent to utilize the contract template for use with the vendors, identified in Recommendation No. 1 as needed, for road materials for a not-to-exceed total aggregate amount of $70 million for the period of January 1, 2023 through June 30, 2027.
PROCUREMENT
On April 5, 2022, a Request for Qualifications (RFQ) No. 122-OPERA-4470 was released in the County’s Electronic Procurement Network (ePro) to solicit and create a list of approved vendors to provide the County with road materials for work performed on road facilities. In accordance with the terms of the RFQ, the Department is able to augment the list on a semi-annual basis. On July 12, 2022 (Item No. 30), the Board approved a total of 20 vendors to be added to the on-call road materials vendor list.
On July 5, 2022, RFQ No. PWG 122-OPERA-4547 was released through ePro to solicit additional proposals from vendors not already on the prequalified list. The Department received proposals from W & J Lazaro Inc. dba Alexis Trucking and Sales and Distribution Services, Inc.
Both vendors identified in Recommendation No. 1 meet the requirements specified in the RFQ, including type of materials available for purchase, delivery options, as well as compliance and agreement with the County’s terms and conditions. The Department, therefore, recommends that both vendors be added to the prequalified list of road materials vendors. No appeals and/or protest letters were received.
The RFQ will continue to release semi-annually for proposal submission and the Department will return to the Board for approval of additional vendors.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Aaron Gest, Deputy County Counsel, 387-5455) on October 12, 2022; Purchasing (Jason Cloninger, Lead Buyer, 387-8258) on September 14, 2022; Finance (Carl Lofton, Administrative Analyst, 387-5404) on October 28, 2022; and County Finance and Administration (Paloma Hernandez-Barker, Deputy Executive Officer, 387-5423) on October 28, 2022.