To: Honorable Mayor and Members of City Council
From: Julie Lucido, Public Works Director
Prepared By: Omar Flores, Management Analyst II
TITLE:
Title
On-Call Trucking Services for Hauling Materials
LABEL
RECOMMENDED ACTION:
Recommendation
Authorize the Public Works Director to execute on behalf of the City agreements with (1) C.B. Roadways, Inc., and (2) V. Dolan Trucking, Inc., for on-call trucking services to haul materials for City operations for FY24, FY25, and FY26 each in an amount not to exceed $1,000,000; and determine that the actions authorized by this item are exempt from CEQA.
Body
DISCUSSION:
The Streets Maintenance Division utilizes trucking services to support residential street paving and sidewalk improvements, also known as the Napa Neighborhood Streets and Sidewalks Program. The programs benefit from contracted trucking services for “Super Tag” dump trucks. “Super Tag” dump trucks are utilized to haul approximately twenty-one tons of asphalt per load, while City trucks haul approximately fourteen tons per load. By hauling more grinding material off the job and hauling more asphalt material to the job site, it allows paving to be completed in a more efficient manner and reduces the carbon footprint by decreasing the number of roundtrips needed to complete the job.
The Water Division within the Utilities Department also utilizes trucking services to off-haul sludge by-product generated from the water treatment process. Other City operations in Streets, Water, and Parks may also use trucking services provided under this agreement.
In anticipation of the upcoming street resurfacing and sidewalk improvement projects programmed, and the by-product generated from the water treatment process for the next three years, staff issued an invitation for bids (IFB) for trucking services on April 5, 2023. On April 27, 2023, bids were received from the following companies:
• A1 Financial Services LLC, Moreno Valley, CA
• R and G Trucking Inc., Santa Rosa, CA
• C.B. Roadways, Inc., San Jose, CA
• Toby’s Trucking Inc., Petaluma, CA
• V. Dolan Trucking, Inc., Penngrove, CA
Following receipt of the bids, staff reviewed the bids for responsiveness and best value. Based on the staff’s evaluation of the bids, staff determined that C.B. Roadways, Inc., and V. Dolan Trucking, Inc., were the lowest and best based on the following factors:
• All five bidders met the minimum six (6) years of providing trucking services.
• A1 Financial Services LLC’s, and Toby’s Trucking Inc.’s, bids were not responsive as they did not include their DIR registration as required by the IFB.
• R and G Trucking Inc. elected to withdraw its bid.
• C.B. Roadways, Inc. was the lowest, responsive and responsible bid. They are based out of San Jose, CA.
• V. Dolan Trucking, Inc. was the 2nd lowest, responsive and responsible bid. They are based out of Penngrove, CA.
Staff recommends awarding two on-call contracts, each in the amount of up to $1,000,000, to C.B. Roadways, Inc and V. Dolan Trucking, Inc to meet the City’s needs for trucking services. Prevailing wages and Department of Industrial Relations (DIR) compliance are required for this agreement.
FINANCIAL IMPACTS:
There are no financial impacts. Funding for the proposed Agreements is included in the Street Resurfacing Program (30030810), the Sidewalk Improvement Program (30030820), and the Water Treatment Division (53060116) as part of the upcoming budget process to cover the projected total amount of $2,000,000 over the next three fiscal years.
CEQA:
Staff recommends that the City Council determine that the Recommended Action described in this Agenda Report is exempt from CEQA, pursuant to CEQA Guidelines Section 15301, which exempts the operation, maintenance and repair of existing public facilities involving no or negligible expansion of existing use.
DOCUMENTS ATTACHED:
ATCH 1 - Agreement with C.B. Roadways, Inc.
ATCH 2 - Agreement with V. Dolan Trucking, Inc.
NOTIFICATION:
None.