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Department of Transportation recommending the Board approve the following:
1) Find in accordance with Chapter 3.13, Section 3.13.030 of County Ordinance Code that it is appropriate to contract with Blain Stumpf Trucking for Hauling Services because (C) "the ongoing aggregate of the work is not sufficient to warrant the addition of permanent staff";
2) Find that the agreement for Hauling Services is exempt from competitive bidding in accordance with Board Policy C-17 , Section 7.6 "Competitive Process Not Required;
3) Authorize the Chair to sign agreement 6314 with Blain Stumpf Trucking of Shingle Springs, California, for Hauling Services on an as-needed basis, in an amount not-to-exceed of $1,050,000 for a term to become effective upon execution and expiring three years thereafter; and
4) Authorize the Purchasing Agent to increase the contract amount and sign any additional amendments to the agreement for Hauling Services on an "as needed" basis during the awarded period as long as funding is available within Transportation's budget.
FUNDING: Road Fund (70%), Road Maintenance and Rehabilitation Act of 2017 (25%) and Local Discretionary Funds - Tribe (5%).
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DISCUSSION / BACKGROUND
Department of Transportation, Maintenance and Operations Division (Transportation) requested a formal bid for hauling services as the previous agreement for these services expired on December 31, 2021. 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 primary 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.
Bid #22-961-025 was posted and produced three bids. However, after a thorough evaluation of submitted bids, all bids were rejected in accordance with Board Policy C-17, Section 5.6.4 (e) 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 also in accordance with 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. Transportation also requires the ability to provide up to twelve transfer trucks simultaneously for road repair projects.
Board Policy C-17, Section 7.6 outlines when a competitive process is not required. "Except for architectural and engineering services which must be procured pursuant to a fair and competitive selection process, the Board of Supervisors and the Purchasing Agent may contract for services without advertising for bids or seeking proposals." The same section outlines that "the contractor selection method used may depend on such factors as the nature of the services, when the services are needed, estimated cost of the services, whether it is an emergency situation, or the availability of an already existing contracting source. The contractor selection may be made by a formal process (Request for Proposals, Invitation for Bids, Request for Qualifications), by an informal process (advertising, telephone bids, quotes, interviews) or by considering only one provider."
Transportation negotiated a three (3) year contract totaling $1,050,000 with local vendor Blain Stumpf Trucking to provide hauling services. Blain Stumpf Trucking is able to provide up to twelve (12) transfer trucks as Transportation requested and has extensive knowledge of El Dorado County roadways ensuring Transportation staff will not be delayed in road repair projects.
ALTERNATIVES
The Board could choose to not authorize an agreement for hauling services and direct Transportation to only utilize County equipment for the hauling of materials, however it would cause road repairs to be completed at a much slower rate or not at all.
PRIOR BOARD ACTION
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel, Chief Administrative Office - Procurement and Contracts
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
Funding is available within Transportation's budget for Fiscal Year 2021-22 and will be included in future years' budget for the three (3) year term.
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 Agreement.
2) The Clerk of the Board will return one (1) signed original of the Agreement to CAO Procurement and Contracts, for further processing.
STRATEGIC PLAN COMPONENT
Infrastructure, Good Governance
CONTACT
Rafael Martinez, Director
Department of Transportation