Title
Department of Transportation recommending the Board:
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 and West Coast Water & Trucking, Inc. for Hauling Services because (C) "the ongoing aggregate of the work is not sufficient to warrant the addition of permanent staff";
2) Approve and authorize the Chair to sign the following Road Materials Hauling Services agreements for hauling on an as-needed basis, both with a not-to-exceed amount of $1,050,000 and with a three (3) year term upon execution pending County Counsel and Risk Management approval:
a) Agreement for Hauling Services 9633 with Blain Stumpf Trucking of Shingle Springs, California; and
b) Agreement for Hauling Services 9638 with West Coast Water & Trucking, Inc of El Dorado Hills, California;
3) Authorize the Purchasing Agent to increase the contract amount and sign any additional amendments to the Agreements 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 (15%) and Local Discretionary Funds - Tribe (15%).
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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 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 for paving operations. The need is sporadic and not sufficient to warrant the purchase of additional equipment or additional staff.
RFQ #2024-0124 was posted and produced four proposals. After a thorough evaluation of submitted bids, the top two proposals were determined to meet the needs of Transportation, given the unique nature of El Dorado County roads, which only allow for transfer trucks to be utilized, not super dumps, due to their length and inability to maneuver turns. Transportation also requires the ability to provide up to twelve transfer trucks simultaneously for road repair projects; therefore, Transportation determined that two on-call agreements would be beneficial in the event that a single company is unable to fulfill Transportation's trucking needs for a specific day or project.
ALTERNATIVES
The Board could choose not to authorize the two agreements for hauling services and direct Transportation to only utilize County equipment for hauling materials; however, this 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 2024-25 and Fiscal Year 2025-26 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 each Agreement.
2) The Clerk of the Board will return one (1) signed original of each Agreement to CAO Procurement and Contracts for further processing.
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Rafael Martinez, Director
Department of Transportation