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Department of Transportation recommending the Board:
1) Find in accordance with Chapter 3.13, Section 3.13.030 (C) of County Ordinance Code that it is appropriate to contract with Blain Stumpf Trucking for Hauling Services because the ongoing aggregate of the work is not sufficient to warrant the addition of permanent staff;
2) Find that the First Amendment to Agreement 6314 for Hauling Services is exempt from competitive bidding in accordance with Board Policy C-17, Section 3.4.5, Exemptions from Competitive Bidding; and
3) Approve and authorize the Chair to sign First Amendment to Agreement 6314 with Blain Stumpf Trucking of Shingle Springs, California, for Hauling Services on an as-needed basis, to extend the term three (3) additional months through June 7, 2025, with no change to the not-to-exceed amount of $1,050,000.
FUNDING: Road Fund. (100%)
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DISCUSSION / BACKGROUND
Board of Supervisors Policy C-17, Section 2.3 General Procurement "Contract Term," requires departments to obtain authorization from the Board of Supervisors for any contract term exceeding three (3) years inclusive of any amendments regardless of dollar amount.
Department of Transportation, Maintenance and Operations Division (Transportation) is requesting to extend the term for Agreement #6314 with Blain Stumpf Trucking for an additional three (3) months while a new competitive bid is completed for hauling services. The current three-year term expires on March 7, 2025, and with the First Amendment to Agreement #6314, the term would exceed three (3) years by three (3) months. The First Amendment expiration date would be June 7, 2025.
In accordance with El Dorado County Ordinance Code, Section 3.13.030(C), by El Dorado County Charter, Section 210(b)(6) and/or Government Code Section 31000, it has been determined that due to the limited time frame, temporary or occasional nature, or schedule for the project or scope of work, the ongoing aggregate of work to be performed is not sufficient to warrant addition of permanent staff, and the service may be contracted out. The services are primarily required during peak construction season when the demand is such that three to twelve trucks are requested at one time. The need is sporadic and not sufficient to warrant the purchase of equipment or additional staff.
In 2022, Bid #22-961-025 was posted and produced three bids. However, after a thorough evaluation of submitted bids, all bids were rejected due to the type of truck identified to perform the requested services. Due to the very specific size and type of truck required to perform hauling services on narrow County roadways, Transportation negotiated a service contract in accordance with the then Board Policy C-17, Section 7.6 with Blain Stumpf Trucking of Shingle Springs, California. The unique nature of El Dorado County roads only allows for transfer trucks to be utilized and not super dumps due to length and ability to maneuver turns in rural areas. Transportation also requires the ability to provide up to twelve transfer trucks simultaneously for road repair projects.
Board Policy C-17, Section 3.4 outlines exemptions from the competitive bidding process. Subsection 5 states "It is in the best interest of the County to extend a contract award from the previous contract period for additional contract terms provided the contractor agrees to continue to furnish the goods or services at the same contract price and under the same terms and conditions as the prior contract. This finding shall be made only when one of the following conditions exists:
a) The extension is necessary to avoid the interruption of County business
b) The extension makes good business sense.
Transportation is hopeful with the additional time, a new competitive bid will generate more interest to ensure multiple vendors can be utilized, if necessary, during peak volume in construction season.
ALTERNATIVES
The Board could choose not to authorize the First Amendment to Agreement #6314 for hauling services. However, that would leave Transportation without an agreement for hauling services for up to three months.
PRIOR BOARD ACTION
March 8, 2022, Legistar file 22-0162, the Board approved agreement 6314.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Procurement and Contracts Unit, County Counsel and Risk Management
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
There is no change to Net County Cost associated with extension to the term. Funding is available within Transportation's budget for Fiscal Year 2024-25.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) The Clerk of the Board will obtain the Chair's signature on two (2) originals of the First Amendment to Agreement for Services #6314.
2) The Clerk of the Board will return one (1) original of the First Amendment to Agreement for Services #6314 to Procurement and Contracts for further processing.
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Rafael Martinez, Director
Department of Transportation