REPORT TO COUNCIL
SUBJECT
Title
Action on a Purchase Order with Dominguez & Sons Trucking, Inc. for Cleanup Campaign Trucking Services [Council Pillar: Deliver and Enhance Quality Efficient Services and Infrastructure]
Report
BACKGROUND
The City provides an annual Cleanup Campaign (CUC) for residents to dispose of unwanted bulky debris in front of their homes. The City contracts with multiple entities to procure the resources needed to complete the four-week project. Appliance, tire and green waste collection services are provided by Mission Trail Waste Systems under the existing exclusive franchise agreement for the collection and transportation of solid waste. The Santa Clara County Household Hazardous Waste Program collects and disposes of illegally set-out hazardous waste under a separate agency agreement. Additionally, the Department of Public Works (DPW) conducts procurements for high-side dump truck hauling, temporary staffing, equipment rental, and tire repair services.
On February 10, 2009, Council approved Resolution No. 09-7592 authorizing the City Manager to execute annual CUC agreements to streamline the number of agreements on the City Council agenda. The Resolution granted the City Manager the authority to execute CUC service agreements that do not exceed $250,000 per year, subject to review and approval by the City Attorney’s Office.
DISCUSSION
DPW staffs eight collection crews during the CUC and each crew is provided with three high-side dump trucks which are filled with debris and transported to Newby Island Landfill for disposal. DPW worked with the Finance Department’s Purchasing Division to solicit bids from qualified vendors to provide the required trucks for the CUC over a five-year term. The Request for Bid (RFB) was posted on the BidSync bid notification system on December 23, 2019 and six companies submitted bids by the January 15, 2020 deadline. Below is a cost summary of the bids received in ascending order by hourly rate:
|
Company |
Hourly Rate |
Number of Trucks to be Provided in 2020 CUC |
2020 CUC contract value (9 hours/day over 19 days) |
|
E.H. Bean Trucking |
$99.00 |
1 |
$16,929.00 |
|
Chris Wortman Excavation |
$100.00 |
5 |
$85,500.00 |
|
Dominguez & Sons Trucking, Inc. |
$115.00 |
15 |
$294,975.00 |
|
Alviso Rock |
$129.50 |
3 |
$66,433.50 |
|
CB Roadways, Inc. |
$149.94 |
- |
- |
|
Greg’s Trucking Service, Inc. |
$155.00 |
- |
- |
|
Total |
- |
24 |
$463,837.50 |
Purchase orders will be issued to the four companies that bid the lowest hourly rates (E.H. Bean Trucking, Chris Wortman Excavation, Alviso Rock, and Dominguez & Sons). Each purchase order provides for a cost of living adjustment on January 1 of each year in the amount of either 3 percent, or the percentage change in the Department of Industrial Relations basic hourly rate of $22.50 set forth in Determination C-DT-830-261-7-2016-1, whichever is greater. The subject purchase orders include prevailing wage requirements.
The purchase orders with E.H. Bean Trucking, Chris Wortman Excavation, and Alviso Rock will be executed under the signature authority granted by Resolution No. 09-7592. However, the annual value of the Dominguez & Sons Trucking purchase order exceeds the $250,000 signature authority granted by Resolution 09-7592, therefore City Council approval is required.
Although the CUC has been cancelled for April/May 2020 staff is looking at potentially rescheduling it for late summer or early fall.
ENVIRONMENTAL REVIEW
Awarding the subject purchase order with Dominguez & Sons does not itself 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 as a reasonably foreseeable indirect physical change in the environment.
FISCAL IMPACT
Staff is requesting that the Council approve the Fiscal Year 2019/20 purchase order with Dominguez & Sons Trucking, Inc. in the amount of $294,975. The Solid Waste Fund’s Fiscal Year 2019/20 Adopted Operating Budget contains sufficient funds to cover the $294,975 projected expenditures for the 2020 CUC.
COORDINATION
This report has been coordinated with the City Attorney’s Office and Finance Department.
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> .
RECOMMENDATION
Recommendation
1. Approve a purchase order with Dominguez & Sons Trucking, Inc. not to exceed $294,975 for the Fiscal Year 2019/2020 CUC;
2. Approve four, one-year options to renew the purchase order, subject to the aforementioned escalation provisions, and the annual appropriation of funds; and
3. Authorize the City Manager to make minor modifications to the purchase order, including time extensions, as necessary.
Staff
Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Deanna J. Santana, City Manager
ATTACHMENTS
1. Purchase Order with Dominguez & Sons Trucking, Inc.