Title
Transportation Department recommending award of bid for hauling services to the lowest responsive, responsible bidder; and authorize the Chairman to sign the Agreement for Services with such bidder in the amount of $150,000 contingent upon review and approval by County Counsel and Risk Management.
FUNDING: Road Fund.
Body
BUDGET SUMMARY: |
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|
Total Estimated Cost |
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$150,000 |
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|
|
Funding |
|
|
Budgeted |
$150,000 |
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New Funding |
$ |
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Savings |
$ |
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Other |
$ |
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Total Funding Available |
$150,000 |
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Change To Net County Cost |
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$0.00 |
Fiscal Impact/Change to Net County Cost: Funding for hauling services has been included in the proposed Road Fund budget for Fiscal Year 2008-09.
Reason for Recommendation:
The proposed contract involves trucking services to transport materials from the point of purchase to DOT maintenance projects or materials stockpile locations. The terms of the agreement provide for trucking only - no other activities such as labor or equipment operation are included.
Maximum utilization of County equipment and personnel is held as a first priority. Although the work may be classified as bargaining unit work, the contract is only used for hauling services where the quantity of road materials to be transported is greater than the Department's equipment capacity. Services are primarily required during the peak construction season, when the demand is such that three to five trucks are requested at one time. In order for this service to be provided by County staff, there would be a need to invest in a number of trucks with capacity to haul a large volume of material. This equipment would be costly and would be utilized only on sporadic basis over a short period of time.
Each year, the Department of Transportation requests bids for hauling of of materials. This year, the bid was started in February in preparation for a June 1, 2008 contract date. Due to some unforeseeable circumstances related to the bid and agreement with the lowest bidder, there were significant delays in the process. It was necessary to issue a new bid for hauling services which will be opened on June 26, 2008, at which time the lowest bidder for a new agreement will be identified. It is essential for the asphalt patching and overlay preparation operations to have sufficient hauling capacity available as soon as possible. For this reason the Department is requesting your approval of the agreement with the lowest responsive, responsible bidder contingent upon review and approval by County Counsel and Risk Management.
The Department will inform the Board via a letter to identify the lowest responsive, responsible bidder for the service after June 26, 2008 when bids are opened and prior the July 1, 2008 Board of Supervisors meeting when your approval is requested.
Action to be taken following Board approval:
The Department will draft an agreement with the lowest responsive, responsible bidder and submit it to County Counsel and Risk Management for review.
Upon approval by County Counsel and Risk Management, the Department will forward the agreement to the Contractor for signature and then to the Board Clerk for the Board Chairman's signature along with the Contract Routing Sheet.
Upon receipt of the fully-executed agreement, the Department will forward the original to the Contractor.
Contact: Tom Celio x 4905
Concurrences: