TO: HONORABLE MAYOR FROM: Julia H. Cooper
AND CITY COUNCIL
SUBJECT: SEE BELOW DATE: January 3, 2022
Approved Date
1/4/2022
SUBJECT: ACTIONS RELATED TO THE PURCHASE ORDERS FOR TRUCKING
AND DEBRIS AND ASPHALT HAULING SERVICES
RECOMMENDATION
Adopt a resolution authorizing the City Manager to:
(a) Execute purchase orders with One Stop, Inc. dba San José Transport (Gilroy, CA), 101 Trucking, Inc, (Gilroy, CA), and Alviso Rock, Inc (Alviso, CA) for trucking and debris and asphalt hauling services for an initial twelve-month period, starting on or about January 26, 2022 and ending on or about January 25, 2023, for a total cumulative compensation not-to exceed amount of $593,000; and
(b) Exercise up to four (4) additional one-year options to extend the initial term of the purchase orders with the last option year ending on or about January 25, 2027, subject to the annual appropriation of funds
OUTCOME
To ensure the City has contractors to transport water, asphalt, debris and materials to keep debris from accumulating and to maintain City facilities and ensure they are operating in optimal condition.
BACKGROUND
The Department of Transportation (DOT) and the Environmental Services Department (ESD) require the use of trucking and debris hauling services.
DOT’s Heavy Equipment team oversees the dumping of debris, which includes trash, dirt, concrete, asphalt, rubble, mattresses and recycled material for many City departments and COUNCIL AGENDA: 1/25/2022
FILE: 22-027
ITEM: 2.10
HONORABLE MAYOR AND CITY COUNCIL
January 3, 2022
Subject: Actions Related to the Purchase orders for Trucking and Asphalt and Debris Hauling Services
stakeholders, such as ESD, Parks, Recreation and Neighborhood Services (PRNS), Beautify San José Project, the Conservation Corps, special district contractors, and many others. These departments and stakeholders use contract haulers to haul away debris from job sites and bring back the materials to the DOT’s transfer stations. DOT’s Heavy equipment team consolidates and schedules the hauling and disposal of debris to the Newby Island landfill in Milpitas.
ESD’s San José-Santa Clara Regional Wastewater Facility (RWF) requires various trucking and hauling services as part of the normal upkeep and maintenance of the Residual Solids Management (RSM) area of the facility. This area is composed of lagoons, drying beds, levees, and dirt roads occupying roughly 650 acres. Trucking services are used for everything from moving water, materials, and equipment as part of rehabilitation activities to provide dust control on dirt roads. Dust control is especially important during the annual biosolids hauling activities.
These services are primarily used by RWF heavy equipment operators but are sometimes used by RWF facility maintenance staff as well.
ANALYSIS
In September 2021, the Finance Department conducted a competitive Request for Bid (RFB) for trucking and asphalt and debris hauling services. The RFB was structured to allow for multiple awards. Four (4) responsive bids were submitted by the bid deadline and the City issued a notice of intent to award to all four (4) bidders as follows: One Stop, Inc. (dba San José Transport), 101 Trucking, Inc., Alviso Rock, Inc. and Marco Polo Enterprises, LLC.
The City received two (2) protests by the protest deadline – one from One Stop, Inc. dba San José Transport and the other from Alviso Rock, Inc. Both protestors contended Marco Polo did not meet the requirements of the RFB and was not qualified to provide the services. Marco Polo subsequently withdrew their bid which was accepted by the City, rendering the protests moot.
The protesters were notified of the conclusion of the bid protests.
One Stop, Inc. dba San José Transport’s protest letter and the Chief Purchasing Officer’s response are attached to this memorandum as Attachment A and Attachment B, respectively.
Alviso Rock’s protest letter and the Chief Purchasing Officer’s response are attached to this memorandum as Attachment C and Attachment D, respectively.
The three (3) remaining bidders requested and qualified for the City’s local and small business enterprise preferences. The preferences granted did not affect award.
Staff recommends award to all three (3) remaining responsive, responsible bidders pursuant to the San José Municipal Code for formal bidding, Section 4.12.310(B).
HONORABLE MAYOR AND CITY COUNCIL
January 3, 2022
Subject: Actions Related to the Purchase orders for Trucking and Asphalt and Debris Hauling Services
CONCLUSION
Approval of this recommendation will ensure the DOT and ESD have trucking and hauling services contractors in place to transport water, asphalt, debris, materials and equipment to keep debris from accumulating and help ensure City facilities are maintained in optimal condition.
EVALUATION AND FOLLOW-UP
This memorandum will not require any follow-up from staff.
CLIMATE SMART SAN JOSE
The recommendation in this memo has no effect on Climate Smart San José energy, water, or mobility goals.
PUBLIC OUTREACH
This memorandum will be posted on the City’s Council Agenda website for the January 25, 2022 Council Meeting.
COORDINATION
This memorandum has been coordinated with the Departments of Transportation, Environmental Services, City Attorney’s Office and City Manager’s Budget Office.
COMMISSION RECOMMENDATION/INPUT
The Treatment Plant Advisory Committee is scheduled to consider this item on January 13, 2022. A supplemental memo with TPAC’s recommendation will be included in the amended January 25, 2022 City Council meeting agenda.
FISCAL/POLICY ALIGNMENT
This Council item is consistent with Council approved Budget Strategy to have functional public infrastructure, facilities, and equipment.
HONORABLE MAYOR AND CITY COUNCIL
January 3, 2022
Subject: Actions Related to the Purchase orders for Trucking and Asphalt and Debris Hauling Services
COST SUMMARY/IMPLICATIONS
The following outlines the elements if the purchase order:
1. AMOUNT OF RECOMMENDATION/COST OF PROJECT: $593,000
2. COST ELEMENTS OF AGREEMENT/CONTRACT:
DOT One Year Not-To-Exceed Amount $468,000
ESD One Year Not-To-Exceed Amount 125,000
TOTAL $593,000
3. SOURCE OF FUNDING:
DOT: Staff will issue unencumbered open purchase orders (OPs) for DOT. DOT will charge departments and stakeholder and encumber funds at the time of payment to contractors.
ESD: Fund 513
4. FISCAL IMPACT: N/A
BUDGET REFERENCE
DOT will be responsible for facilitating all trucking services to haul debris to its sites, processing invoices, and charging departments and stakeholders directly after the work is completed.
Fund #
Appn #
Appn. Name
Total Appn.
Amt. for
Recommendation
2021-2022
Adopted
Budget Page*
Last Budget Action
(Date, Ord. No)
513 0762
NP/EQUIP-
ENVIRONMENT
AL SVCS
$35,387,669 $125,000 1014
10/19/2021
30682
HONORABLE MAYOR AND CITY COUNCIL
January 3, 2022
Subject: Actions Related to the Purchase orders for Trucking and Asphalt and Debris Hauling Services
CEQA
Not a Project, File No. PP17-003, Agreements/Contracts (New or Amended) resulting in no physical changes to the environment
/s/
JULIA H. COOPER
Director of Finance
For questions, please contact Jennifer Cheng, Deputy Director, at [email protected].
Attachment A
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Attachment A
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Attachment B
B-1
Attachment C
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Attachment C
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Attachment C
C-17
Attachment D
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