To: Honorable Mayor and Members of City Council
From: Julie Lucido, Public Works Director
Prepared By: Brandon Alves, Management Analyst II
TITLE:
Title
Trucking Services Agreement for Hauling Materials
LABEL
RECOMMENDED ACTION:
Recommendation
(1) Determine that the proposed agreement with V. Dolan Trucking for trucking services to haul materials for City operations meets the requirements for acquisition of a specialty item, as set forth in Napa Municipal Code Section 2.91.050; and
(2) Approve a multi-year agreement with V. Dolan Trucking for FY2020 and FY2021 for trucking services to haul materials for City operations in an amount not to exceed $567,000 over the two-year term, and authorize the Public Works Director to execute the agreement on behalf of the City.
Body
DISCUSSION:
The Streets Maintenance Division utilizes trucking services to support residential street paving, also known as the Local Streets Paving Program, as well as the Sidewalk Improvement Program. V. Dolan Trucking’s “Super Dump” trucks can 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 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 FY2017/18 and FY2018/19, the City paid approximately $465,000 in trucking services to V. Dolan. In an effort to increase productivity in the Local Streets Paving Program and the Sidewalk Improvement Program for FY2019/20 and FY2020/21, the City has increased the Construction Services budget by about 28% which results in an increase demand for trucking services. In addition to the increase demand, V. Dolan has increased their rates consistent with the Bay Area Consumer Price Index for All Urban Consumers.
In anticipation of the upcoming street resurfacing and sidewalk improvement projects programmed, and by-product generated from the water treatment process in the next two-year budget cycle, staff issued an invitation for bids for trucking services on April 29, 2019. No bids were received by the bid opening date, despite the City performing standard solicitation processes. After the bid opening deadline and further research on trucking contractors, the City contacted V. Dolan Trucking in order to directly request a quote. V. Dolan was selected to be contacted based on their fleet of large capacity “Super Dump” trucks, locality and past performance for the City. V. Dolan submitted a quote upon request and the City has accepted the quote and determined V. Dolan to be a viable vendor.
Staff is recommending that trucking services from V. Dolan Trucking be authorized pursuant to Napa Municipal Code Section 2.91.050, Exceptions for Specialty Items. A written determination supporting this recommendation is included as Attachment 2.
FINANCIAL IMPACTS:
On June 18, 2019, City Council approved the City of Napa Budget for FY2020 and FY2021. Budget appropriations have been approved in the Street Resurfacing Program (30102), the Sidewalk Improvement Program (30103), and the Water Treatment Division (53007) that will cover the projected total amount of $567,000 for trucking services.
CEQA:
The Public Works Director has determined that the Recommended Action described in this Agenda Report is not subject to CEQA, pursuant to CEQA Guidelines Section 15060(c).
DOCUMENTS ATTACHED:
ATCH 1 - Multi-year Agreement with V. Dolan Trucking
ATCH 2 - Written Determination for Specialty Items pursuant to Napa Municipal Code Section 2.91.050
NOTIFICATION:
None.