REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
SAN BERNARDINO COUNTY FLOOD CONTROL DISTRICT
AND RECORD OF ACTION
November 15, 2022
FROM
BRENDON BIGGS, Director and Chief Flood Control Engineer, Department of Public Works - Transportation & 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 five vendors, as detailed in the Financial Impact Section, in the amount not-to-exceed $2,000,000 each for the period of January 1, 2023 through June 30, 2027, for on-call heavy equipment rental services:
a. Art Peterson dba Art’s Concrete Pumping (Cathedral City, CA)
b. CRAFCO, Inc. (Chandler, AZ)
c. Quinn Company (City of Industry, CA)
d. Western Oilfields Supply Company dba Rain for Rent (Riverside, CA)
2. Acting as the governing body of San Bernardino County Flood Control District, approve contracts with the following five vendors, as detailed in the Financial Impact Section, in the amount not-to-exceed $2,000,000 each for the period of January 1, 2023 through June 30, 2027, for on-call heavy equipment rental services:
a. Art Peterson dba Art’s Concrete Pumping (Cathedral City, CA)
b. CRAFCO, Inc. (Chandler, AZ)
c. Quinn Company (City of Industry, CA)
d. Western Oilfields Supply Company dba Rain for Rent (Riverside, 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 Fund (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 fund the cost of the contract.
The Department and District have allocated $2,500,000 each in their respective 2022-23 budgets for the project cost of heavy equipment rental services. The Department and District individual contracts are set at $2,000,000 each for the Department and the District, which is prorated to reflect the amount remaining in fiscal year 2022-23 and through the end of the term of the contracts on June 30, 2027 for the remainder of the five year term to allow flexibility on individual projects that are sent to bid, however, total annual contract expenditures will be limited to the budgeted funds and will not exceed the aggregate annual budgeted amount of $2,500,000 for the Department and the District. Sufficient appropriation and revenue are included in the Department’s and the District's 2022-23 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 |
|
Art Peterson dba Art’s Concrete Pumping |
$2,000,000 |
$2,000,000 |
|
CRAFCO, Inc. |
$2,000,000 |
$2,000,000 |
|
Quinn Company |
$2,000,000 |
$2,000,000 |
|
Western Oilfields Supply Company dba Rain for Rent |
$2,000,000 |
$2,000,000 |
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 Office of Emergency Management Services, the Federal Highway Administration, and the Federal Emergency Management Agency, as applicable.
BACKGROUND INFORMATION
The Department and the District will have the ability to call upon a list of pre-approved vendors to provide heavy equipment rental services. Vendors on the pre-approved list may be utilized for routine maintenance projects, public projects not exceeding $60,000, and emergency projects (following applicable provisions of the Public Contract Code). Requesting qualifications from vendors before projects or emergencies occur 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 District will contact the pre-approved vendors to request bids. The lowest bidder is then selected to provide the requested service 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 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 emergencies and the price will be negotiated at the time of contact.
PROCUREMENT
On April 8, 2022, the County Administrative Office authorized the release of Request for Qualifications (RFQ) PWG-122-OPERA-4475 on the County’s electronic procurement system (ePro) to solicit and create a list of qualified vendors to provide heavy equipment rental services for road and flood control facilities maintenance work. In accordance with the terms of the RFQ, the Department and the District will be able to augment the list on a semi-annual basis. On June 28, 2022 (Item No. 112), the Board of Supervisors (Board) approved contracts with 25 vendors to be on the on-call heavy equipment services list.
On August 4, 2022, RFQ 122-OPERA-4548 was released through ePro to solicit additional proposals from vendors not already on the pre-approved vendor list. The Department and the District received five proposals. During the contract finalization process, one vendor withdrew its proposal. The remaining vendors referenced in Recommendations No. 1 and 2 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 approval of contracts with the four vendors identified in Recommendation Nos. 1 and 2.
The RFQ shall remain open through August 27, 2026 with semi-annual deadlines for proposal submission. The Department and the District will return to the Board for approval of subsequent pre-qualified vendors.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Aaron Gest and Sophie A. Akins, Deputies County Counsel, 387-5455) on October 12, 2022; Purchasing (Jason Cloninger, Lead Buyer, 387-8258) on September 12, 2022; Finance (Carl Lofton, Administrative Analyst, 387-5404) on October 27, 2022; and County Finance and Administration (Paloma Hernandez-Barker, Deputy Executive Officer, 387-5423) on October 28, 2022.