To: Sonoma County Board of Supervisors
Department or Agency Name(s): Public Infrastructure
Staff Name and Phone Number: Johannes J. Hoevertsz, 707-565-2550
Vote Requirement: Majority
Supervisorial District(s): Countywide
Title:
Title
Blanket Purchase Order Agreements for As Needed Equipment Rental with Operator
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Recommended Action:
Recommended action
Authorize the Purchasing Agent or the Public Infrastructure Deputy Director of Administration to award and execute Blanket Purchase Order Agreements with Rege Construction with initial terms ending February 5, 2025, with four (4) one-year options to extend for:
A) County-wide as needed Equipment Rental with Operator
B) County-wide as needed Equipment Rental with Operator during emergencies and declared disasters.
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Executive Summary:
The Department of Public Infrastructure (SPI) requests that the Board authorize the Purchasing Agent or the Deputy Director of Administration to award and execute Blanket Purchase Order agreements for Equipment Rental with Operator with Rege Construction. The contract terms shall be effective February 6, 2024, through February 5, 2025, with four (4) one-year options for renewal. These Blanket Purchase Orders are for use by all County departments and affiliated public entities, such as Sonoma County Water Agency, Sonoma County Community Development Commission, and Special Districts. The scope of services for both Agreements are the same, however one agreement is for use during normal operations while the second agreement incorporates Federal contract provisions and can only be utilized during emergencies and declared disasters.
Discussion:
A Blanket Purchase Order (BPO) is a purchasing agreement established and managed by the Sonoma County Public Infrastructure (SPI) Purchasing Division. BPOs are structured to achieve the most favorable prices, terms, and conditions in the procurement of goods or services required to achieve the maximum benefit of the end user and the County. They are set up for repetitive usage by Departments, and once established provide a streamlined process for procuring goods and services.
County departments and affiliated public entities, including Sonoma County Water Agency, Sonoma County Community Development Commission, and special districts regularly require rented light and heavy equipment including qualified, licensed operators for work such as high-weed mowing, bank stabilization, sediment removal, erosion control, re-vegetation, and trucking services. The Purchasing Division is responsible for maintaining BPO contracts for these services and during disasters use of these BPO’s can be coordinated either through the Emergency Operations Center (EOC) or Department Operations Centers. Separate BPO’s are established for use on an as needed, non-emergency basis, however they are intended strictly for maintenance work as defined by the Department of Industrial Relations. No public works/capital improvement projects are to be performed under these agreements.
In order to maintain a robust list of qualified suppliers, the Purchasing Division initiated a competitive procurement process on October 19, 2023, soliciting bids for equipment rental with and without operator. Notifications were sent to Minority Business Enterprises (MBE) and Women’s Business Enterprises (WBE) as well as local equipment rental with operator providers. The County received one (1) bid proposal from Rege Construction, Inc which was evaluated by purchasing staff on the following criteria:
1. Possession of an active California Contractor License (Class A General Engineering)
2. Registered and active with the Department of Industrial Relations
3. Proof of insurance which meet County Risk Management minimum coverage limits for commercial general liability, business auto liability, and workers compensation including employers liability
4. Cost relative to scope of services
5. Ability to respond quickly in emergencies, and
6. Acceptance of FEMA reimbursement requirements.
Based on their ability to meet requirements outlined above as well as their previous history supplying the same services to the County under previous agreements, the Purchasing Division recommends that the County enter into two new BPO Agreements. The scope of services for both Agreements are the same, however one agreement is for use during normal operations while the second agreement incorporates Federal contract provisions and can only be utilized during emergencies and declared disasters. The agreements with Rege Construction Inc., are for a term of one year from the effective date of February 6, 2024, with the option to extend for four (4) additional one (1) year periods. Expenditures for equipment rental with operator over the past four (4) years have averaged $289,000 annually. County departments will utilize funding from their approved budgets to pay for services they may require on an as-needed basis.
Strategic Plan:
N/A
Racial Equity:
Was this item identified as an opportunity to apply the Racial Equity Toolkit?
No
Prior Board Actions:
November 28, 2023 - BPO Agreements awarded to Bohan & Canelis General Engineering, Ghilotti Construction Company, and Land Revision.
April 7, 2020 - BPO Agreements awarded to Argonaut Constructors, Bohan & Canelis General Enginering, Ghilotti Construction, and McCullough Construction Inc.
Fiscal Summary
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FY 23-24 Adopted |
FY 24-25 Projected |
FY 25-26 Projected |
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Narrative Explanation of Fiscal Impacts:
Appropriations for costs to be incurred under this blanket purchase order will be funded through various departments’ adopted budgets only as required and when the services are deemed necessary.
Narrative Explanation of Staffing Impacts (If Required):
None
Attachments:
1-List of Proposers
2-Disaster Blanket Purchase Order Professional Services Agreement - Sample
3-Non- disaster Blanket Purchase Order Professional Services Agreement - Sample
4-Exhibit A Scope of Work
Related Items “On File” with the Clerk of the Board:
Disaster BPO QB000114 Rege Construction
Non-Disaster BPO QB240035 Rege Construction