REPORT TO THE CITY COUNCIL
August 24, 2017
FROM: SCOTT L. MOZIER, P.E., Assistant City Manager/Interim Public Works Director
Public Works Department
BY: ANDREW J. BENELLI, P.E., City Engineer/Assistant Director
Public Works Department
BY: BRIAN E. RUSSELL, Public Works Manager
Public Works Department, Street Maintenance Division
SUBJECT
Title
Award a requirements contract to Clay Miranda Trucking of Fresno, California in the amount of $170,045.00 for the purchase of Trucking Services. Bid File No. 9374 (City Wide)
Body
RECOMMENDATION
Staff recommends that the City Council award a requirements contract in the amount of $170,045.00 for one year with the option for four one-year extensions to Clay Miranda Trucking of Fresno, California, as the lowest responsive and responsible bidder for the purchase of Trucking Services and to authorize the Public Works Director or designee to sign the contract on the City’s behalf.
EXECUTIVE SUMMARY
The Street Maintenance Division of Public Works uses a requirements contract to purchase Trucking Services to transport asphalt and other materials to support the Street Maintenance paving and maintenance operations. These materials are then utilized by City crews on various projects throughout Fresno. This service does not replace work that the City crews perform, rather it allows for additional truck transportation resources on an as-needed basis.
BACKGROUND
The Street Maintenance Division has crews dedicated to paving overlays, which occur during the warmer season. The City crews use City equipment to conduct these operations; as such the City has several dump trucks that are operated by City employees. On large maintenance projects additional trucks are needed to transport materials to keep the City crews supplied. In many cases an additional 10-15 trucks may be needed on an as-needed basis.
Private trucking vendors have been used by the City for over 20 years. Most recently this has been accomplished by piggybacking off of a County of Fresno Trucking Services contract. It has been determined that it would be in the best interest for the City to discontinue this practice of using other governmental entities’ contracts and proceed with bidding and awarding its own contract.
In accordance with the City Procurement Handbook and Administrative Order 6-19, the Department of Public Works solicited requests for proposals for this work. A Request for Proposals for Trucking Services was published on June 7, 2017, in the Fresno Business Journal, the City’s Planet Bids Online site, and six different building exchanges. Bid specifications were distributed to eight separate prospective bidders. A public bid opening was held on June 27 2017, and only one bid was received. Clay Miranda Trucking was the sole bidder with a bid amount of $170,045.00.
Staff is in agreement that Clay Miranda Trucking is capable of providing the City of Fresno with professional Trucking Services. The selection was based on the proposal submitted and on past experience with the vendor by both the City and County of Fresno. Staff feels that this bid price is competitive and in some cases slightly less than industry standard.
A requirements contract establishes a firm price, secured through a competitive process, for a specified time and allows the City to make purchases as needed. The specifications were prepared using the average annual quantities of trucking services used over the last two years, which is also consistent with current future projections.
The City Attorney’s office has reviewed and approved to form.
Council may reject all bids. If this were to happen, the City would be without a Trucking Service contract for approximately 60 days while the contract is rebid, which could have a significant impact on the paving projects currently planned throughout the City.
Staff recommends that the City Council award a requirements contract in the amount of $170,045.00, for one year with the option for four one-year extensions to Clay Miranda Trucking of Fresno, California, as the lowest responsive and responsible bidder for the purchase of Trucking Services and to authorize the Public Works Director or designee to sign the contract on the City’s behalf.
ENVIRONMENTAL FINDINGS
This contact is not a project for the purposes of the California Environmental Quality Act.
LOCAL PREFERENCE
Local preference was not implemented because this contract uses state funding.
FISCAL IMPACT
Funding appropriations are included in the FY2018 budget, and are funded through State Gas Tax, Measure C, and General Fund.
Attachments:
Bid Evaluation Committee Report
Listing of Proposers
Clay Miranda Service Contract