REPORT TO COUNCIL
SUBJECT
Title
Action on Purchase Orders with Sixty-3 Trucking, Dominguez & Sons Trucking, Inc., and Chris Wortman Excavation to Provide High-Side Dump Truck Hauling Services for the Cleanup Campaign
Report
COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure
BACKGROUND
The Department of Public Works (DPW) has conducted the annual Cleanup Campaign (CUC) since 1961. The primary mission of the program is to remove unwanted debris set out by about 33,000 households as safely and swiftly as possible. Based on recent figures, this program is disposing of approximately 5,000 - 6,000 tons of debris annually.
Each year, DPW utilizes contractors and as-needed employees, in addition to City maintenance staff, to successfully complete the CUC within a four-week timeframe. The majority of CUC debris collected is loaded into high-side dump trucks and transported to a disposal facility. DPW utilizes 24 high-side dump trucks to fully staff eight collection crews each year. DPW contracts with contractors to provide high-side dump trucks, as the City does not own or operate any such vehicles.
DISCUSSION
Pursuant to City Code Section 2.105.140(d), a formal Request for Bids (RFB) was conducted as the solicitation method for this procurement with award going to the lowest responsive and responsible bidders.
In December 2023, staff published the RFB for Annual Cleanup Campaign High-Side Dump Truck Hauling Services using the City’s e-procurement platform. Bidders were required to submit their fully loaded hourly rate, inclusive of the high-side dump truck and one driver, along with the number of high-side dump trucks they would have available for the CUC. Six responsive bids were received as listed in Table 1 below, in order from the lowest to the highest hourly rate.
Table 1
|
Bidder Name |
Number of Trucks Available |
Hourly Rate |
|
Sixty-3 Trucking |
4 |
$115.00 |
|
Dominguez & Sons Trucking, Inc. |
15 |
$125.00 |
|
Chris Wortman Excavation |
5 |
$128.00 |
|
Alviso Rock, Inc. |
6 |
$132.75 |
|
CB Roadways, Inc. |
24 |
$149.49 |
|
Rapid Trans LLC |
24 |
$154.00 |
Staff recommends awarding Purchase Orders to Sixty-3 Trucking, Dominguez & Sons Trucking, Inc., and Chris Wortman Excavation, as the lowest responsive and responsible bidders. Collectively, these three firms are able to provide the 24 trucks required by the City. The RFB included language allowing the City to issue multiple awards at its sole discretion, if determined to be in the City’s best interest.
Compensation under each Purchase Order is based on the hourly rates listed in Table 1 above. Based on an estimated requirement of 171 hours per truck during the CUC, the maximum compensation is estimated at $78,660 for Sixty-3 Trucking; $320,625 for Dominguez & Sons Trucking, Inc.; and $109,440 for Chris Wortman Excavation. The total maximum aggregate amount for the three Purchase Orders is $508,725.
The Purchase Orders include prevailing wage requirements, and the initial term of the Purchase Orders is one year plus two one-year options to extend the term of the Purchase Orders, for a total of three years. The hourly rates are fixed for the first year. For the two option years, the hourly rates will increase by 3 percent, or the percentage change to the Department of Industrial Relations basic hourly rate set forth in its wage determination, whichever is greater on January 1 of each year.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(a) as it has no potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment.
FISCAL IMPACT
The aggregate amount to be paid to contractors under Purchase Order Agreements for high-side dump truck hauling services during the 2024 CUC shall not exceed $508,725. Funding for these Purchase Orders is available in the Solid Waste Fund’s FY 2023/24 Adopted Operating Budget. Funding for the 2025 and 2026 CUCs is subject to future Council appropriations.
COORDINATION
This report has been coordinated with the Finance Department and the City Attorney’s Office.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov <mailto:clerk@santaclaraca.gov> or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
1. Authorize the City Manager to execute Purchase Orders with Sixty-3 Trucking in the not-to-exceed amount of $78,660; Dominguez & Sons Trucking, Inc. in the not-to-exceed amount of $320,625; and Chris Wortman Excavation in the not-to-exceed amount of $109,440 to provide high-side dump truck hauling services for the City’s 2024 Cleanup Campaign for a total maximum aggregate amount of $508,725 to be funded by the Solid Waste Fund, in final forms approved by the City Attorney;
2. Authorize the City Manager to amend the not-to-exceed amounts of the Purchase Orders with Sixty-3 Trucking, Dominguez & Sons Trucking, Inc., and Chris Wortman Excavation provided that the total maximum aggregate amount of $508,725 is not exceeded, in final forms approved by the City Attorney;
3. Authorize the City Manager to (a) exercise up to two one-year options to extend the term of the Purchase Orders with Sixty-3 Trucking, Dominguez & Sons Trucking, Inc., and Chris Wortman Excavation; (b) adjust the hourly rates by 3 percent or the percentage change to the Department of Industrial Relations basic hourly rate set forth in its wage determination, whichever is greater on January 1 of each year; and (c) increase the total maximum aggregate amount approved by the City Council in the City’s operating budget for the fiscal year, subject to the appropriation of funds, in final forms approved by the City Attorney; and
4. Authorize the City Manager to execute Purchase Orders with Alviso Rock, Inc. in the event Sixty-3 Trucking, Dominguez & Sons Trucking, Inc. or Chris Wortman Excavation is unable to provide the services, subject to the total maximum aggregate amount and the appropriation of funds, in final forms approved by the City Attorney.
Staff
Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Jovan Grogan, City Manager