Title
a. Approve Standard Agreement with Granite Rock Company to provide on-call rental of fully operated, fueled and maintained asphalt grinding and paving machines at various locations within Monterey County, under Request for Qualifications #10882, in a total amount not to exceed $1,000,000 for a term effective May 1, 2023 through April 30, 2026; and
b. Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute the Standard Agreement and future amendments to the Agreement where the amendments do not significantly alter the scope of work or change the approved Agreement amount.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Approve Standard Agreement with Granite Rock Company to provide on-call rental of fully operated, fueled and maintained asphalt grinding and paving machines at various locations within Monterey County, in a total amount not to exceed $1,000,000, for a term effective May 1, 2023 through April 30, 2026; and
b. Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute the Standard Agreement and future amendments to the Agreement where the amendments do not significantly alter the scope of work or change the approved Agreement amount.
SUMMARY/DISCUSSION:
The County has a need for on-call rental of fully operated, fueled and maintained asphalt grinding and paving machines for a variety of County projects. The County builds and administers public improvement and maintenance projects involving roads, curbs, gutters, sidewalks, curb ramps, retaining walls, barriers, drainage system (culverts, headwalls and storm drains), bicycle paths, and structures (buildings and bridges). Projects are spread over the entire County geographic limits.
The County has 1,260 miles of paved roads of which 84% need pavement rehabilitation. The County of Monterey, Department of Public Works, Facilities and Parks (PWFP) needs, and does not own various types of specialty equipment such as a bare, track-mounted cold planer or a 4’ wide asphalt paver as the equipment is very specialized and not economic to own (cost is approximately $500,000 and annual use is 4-6 weeks). The Standard Agreement (SA) for on-call rental of asphalt grinding and paving machines provides the County with access to the most efficient equipment available without capital investment and recurring maintenance costs.
On January 12, 2023, PWFP solicited Statement of Qualifications (SOQs) from qualified contractors through Request for Qualifications (RFQ) #10882 for on-call rental of fully operated, fueled and maintained asphalt grinding and paving machines at various locations within Monterey County (Attachment B), in accordance with the specifications set forth in the RFQ. On February 16, 2023, PWFP received two (2) SOQ packages and following review and evaluation, Granite Rock Company was determined to be the most qualified contractor and a SA was tentatively awarded for their expertise, location, capabilities and rental equipment inventory, as determined through a competitive selection process in accordance with County policies and State laws under RFQ #10882.
Approval of the recommended action would allow PWFP access to Granite Rock Company’s large paving and grinding machine inventory with consistently reliable equipment, and skilled operators. The SA (Attachment A) will allow on-call rental of fully operated, fueled and maintained asphalt grinding and paving machines in a total amount not to exceed $1,000,000 for a term effective May 1, 2023 through April 30, 2026. Approval of the SA will enable PWFP to continue to repair deteriorating County roads in a safe and cost-effective manner.
OTHER AGENCY INVOLVEMENT:
The Office of the County Counsel and the Auditor-Controller’s Office have reviewed and approved the SA as to form, and fiscal provisions, respectively.
FINANCING:
Costs associated with this SA are anticipated to be incurred during the remainder of this fiscal year (FY) 2022-23 and over the next three (3) FYs: 2023-24, 2024-25, and 2025-26. Sufficient appropriations are available in the FY 2022-23 Adopted Budget for Road and Bridge Maintenance, Road Fund 002, Appropriation Unit PFP004 to fund the SA. Funding for the upcoming fiscal years through the end of the term will be included in all future recommended budget requests.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
The recommended action supports the Board of Supervisors’ Strategic Initiatives for Infrastructure and Public Safety. These services will allow PWFP to provide efficient, responsive service to County roadways and residents to enhance public safety and supplement County infrastructure. Maintenance work made possible by use of this equipment improves the quality of life of every resident and visitor of Monterey County by providing safer roadways. As part of PWFP’s Pavement Management Plan, this work enables sustainable physical infrastructure relied upon by every resident and visitor to Monterey County.
__Economic Development
__ Administration
__Health & Human Services
X Infrastructure
X Public Safety
Prepared by: Shawn Atkins, Maintenance Manager, (831) 755-4929
Janie Bettencourt, Management Analyst II
Reviewed by: Enrique Saavedra, PE, Chief of Public Works
Approved by: Randell Ishii, MS, PE, TE, PTOE, Director of Public Works, Facilities and Parks
The following attachments are on file with the Clerk of the Board:
Attachment A - SA with Granite Rock Company
Attachment B - RFQ #10882