DATE: August 24, 2021
TO: Board of Supervisors
SUBMITTED BY: Steven E. White, Director
Department of Public Works and Planning
SUBJECT: Master Agreement for Trucking/Hauling Services
RECOMMENDED ACTION(S):
TITLE
Approve and authorize the Chairman to execute a Master Agreement with C.B. Roadways, Inc., Terry Johnson Trucking, Inc., Clay Miranda Trucking, Inc., and Dragon Material Transport, Inc. for trucking/hauling services, effective August 24, 2021, not to exceed five consecutive years, which includes a three-year base contract and two optional one-year extensions, cumulative total not to exceed $7,000,000.
REPORT
There is no additional Net County Cost associated with the recommended action, which will allow the Department of Public Works and Planning to contract with multiple vendors for trucking/hauling services. This item is countywide.
ALTERNATIVE ACTION(S):
Should your Board not approve the recommended action, the Department will be without a contract for trucking/hauling services. These services are utilized to assist the Department in maintaining over 3,550 miles of County roads for which the Department is responsible.
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended action. The maximum compensation for the recommended agreement is $7,000,000. Sufficient appropriations and estimated revenues are included in the Department’s - Road Org 4510 FY 2021-22 Recommended Budget and will be included in budget requests for the term’s duration.
DISCUSSION:
On May 13, 2021, RFQ # 21-053 was released with a closing date of May 27, 2021. The Department sought to award up to four (4) vendors, for a potential 5-year term, with the maximum cumulative amount of compensation, paid collectively to all four vendors combined, not to exceed $7,000,000 over the entire duration of the term, for trucking/hauling services.
One (1) bid was received from C.B. Roadways, Inc. With the approval from ISD Purchasing, the Department extended the receipt of bids to June 10, 2021 as one (1) vendor would not be sufficient for the Department’s operational needs. The Department then received two (2) additional bids, Terry Johnson Trucking, Inc. and Clay Miranda Trucking. After review of the three (3) bids, the Department received approval from ISD Purchasing to contact Dragon Material Transport, Inc. since the vendor was a common subcontractor in the aforementioned three (3) bids and because the RFQ stipulated the Department’s interest in awarding up to four (4) vendors. The Department contacted Dragon on June 30, 2021 and received a bid on the same day. The current agreements with Clay Miranda and Terry Johnson will expire on August 25, 2021. The Department is recommending award to the four (4) vendors to satisfy operational needs. The Department of Internal Services, Purchasing Division, concurs with the Department’s recommended action.
The Department utilizes trucking/hauling vendors to move material, such as sand, base rock, asphalt, grindings, etc., from a material dispatch plant to a road segment, or between two different road segments, in course of performing road maintenance and preservation work, examples of which include grading, shoulder repair, patching or filling of cracks and potholes, and other pavement preservation activities.
ATTACHMENTS INCLUDED AND/OR ON FILE:
On file with Clerk - Master Agreement
On file with Clerk - Attachments A - E
CAO ANALYST:
Ron Alexander