To: Board of Supervisors
From: Water Agency
Meeting Date: June 7, 2022
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Department Contact: |
Howard N. Dashiell |
Phone: |
707-463-4363 |
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Item Type: Consent Agenda |
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Time Allocated for Item: N/A |
Agenda Title:
title
Adoption of Resolution Authorizing Department of Transportation Water Agency Division to Award Contract Number 210065 for the Mendocino County Community Water Supply Replacement Project to Butch Cameron Trucking, for an Amount Not-to-Exceed $875,000, Using Funds by California Department of Water Resources Funding Agreement Number 4600014496 to be Reimbursed to Disaster Recovery Budget Unit 2910 (Countywide)
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Recommended Action/Motion:
recommendation
Adopt Resolution authorizing Department of Transportation Water Agency Division to award Contract Number 210065 for the Mendocino County Community Water Supply Replacement Project to Butch Cameron Trucking, for an amount not-to-exceed $875,000, using funds by California Department of Water Resources Funding Agreement Number 4600014496 to be reimbursed to Disaster Recovery Budget Unit 2910 (Countywide); and authorize Chair to sign same.
End
Previous Board/Board Committee Actions:
By Resolution Number (No.) 21-051 (April 20, 2021) the Board of Supervisors (BOS) declared the existence of a local emergency related to drought; and created an ad hoc committee comprised of Supervisors McGourty and Haschak to work on drought related issues. By Resolution No. 21-123 (August 24, 2021) the BOS authorized applying for State Grants and contracting to haul water for Mendocino County Community Water Supply Replacement Project.
Summary of Request:
Pursuant to BOS authorization on August 24, 2021 the General Services Agency in close cooperation and supported by the Executive Office Division of Disaster Recovery using authorized funding up to $960,000 from PG&E Settlement Funds or future carry over General Funds for Budget Unit (BU) 2910 was able to supply drought replacement water until September 21, 2021, when Department of Water Resources (DWR) grant funds became available. Four emergency hauling contracts were put in place in order to replenish supplies through the fall of 2021, until local supplies recovered as a result of favorable weather. On September 21, 2021, the DWR - Small Community Drought Relief Program - pursuant to the California Budget Act of 2021 - gave notice to Mendocino County that drought re-supply of domestic residential water would be eligible for reimbursement going forward for two years provided that other permanent solutions would be pursued by the county.
The Department of Transportation (DOT) was authorization by Resolution No. 21-123 to advertise and award formal bid water hauling contracts to implement the Mendocino County Community Water Supply Replacement Project (the “Project”) in response to the drought conditions facing the County through the end of State Grant funding through 2022. DOT’s first bid solicitation posted on September 29, 2021. However, only one bid was submitted by Butch Cameron Trucking on October 13, 2021. Per past practice, the single bid was not awarded, and the bidder’s bid was returned with the explanation that the project must be solicited a second time before award was possible. The California Department of Water Resources guidance on competitive bidding left discretion with the local agency’s purchasing policy and the County could have awarded based on a single bid on October 13, 2021. However, by this time emergency contracts had re-supplied drought shortages and cooler weather had resulted in improving water flows so out of an abundance of caution DOT decided to re-solicit for formal bids. The second project bid solicitation was posted on October 19, 2021. This second effort resulted in three bids received. The low bidder was Butch Cameron Trucking, 1240 Century Court # A, Santa Rosa, CA 95403, with a base bid of $0.23 per gallon and $175 per hour for a two hour load - unload for an estimated $1,672.50 per 5,750 gallon delivery from Ukiah to Fort Bragg. The second and third unsuccessful bidders were EAM Tactical, Inc., with a base bid of $0.30 per gallon and $100 per hour for a two hour load - unload for an estimated $1,925.00 per 5,750 and Action Sanitary, Inc., with a base bid of $0.38 per gallon and $200 per hour for a two hour load - unload for an estimated $2,585.00 per 5,750 gallon delivery from Ukiah to Fort Bragg.
Alternative Action/Motion:
Reject all bids and postpone award of contract and delay commencement of project.
How Does This Item Support the General Plan? N/A
Supervisorial District: All
vote requirement: Majority
Supplemental Information Available Online At: N/A
Fiscal Details:
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source of funding: DWR BU 2910 |
budgeted in current f/y: Yes |
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current f/y cost: California Department of Water Resources Funding Agreement Number 4600014496 to Disaster Recovery BU 2910: Local share of up to $100,000 non-grant participating costs from General Funds (PG&E settlement funds with pay back from anticipated General Fund carryover); Estimated cost of $875,000, with anticipated 100% reimbursement through DWR grant programs. |
if no, please describe: |
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annual recurring cost: N/A |
revenue agreement: N/A |
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budget clarification: N/A |
Agreement/Resolution/Ordinance Approved by County Counsel: Yes
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CEO Liaison: Judy Morris, Deputy CEO |
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CEO Review: Yes |
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CEO Comments:
FOR COB USE ONLY
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Executed By: Atlas Pearson, Deputy Clerk II |
Final Status:Adopted |
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Date: June 13, 2022 |
Executed Item Type: Resolution Number: 22-129 Executed Item Type: Agreement Number: 22-141 |
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