Item 1.5 - Award of Contract to Kissinger & Herring, Inc. for Trucking and Operator Services, RFP 19-008G�� OF GW'IY
1
Ory IN THE GOJ
City of Poway
COUNCIL AGENDA REPORT
APPROVED
a
APPROVED AS AMENDED
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(SEE MINUTES)
DENIED
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REMOVED
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CONTINUED
Resolution No.
DATE: February 5, 2019
TO: Honorable Mayor and Members of the City Council
FROM: Michael Obermiller, P.E., Director of Public Works
CONTACT: Eric Heidemann, Assistant D`ftector of Public Works for Maintenance
Operations
eheidemann@poway.org l
SUBJECT: Award of Contract to Kissinger & Herring, Inc. for Trucking and Operator
Services, RFP 19-008
Summary:
A notice inviting proposals for Trucking and Operator Services was advertised on
November 15 and 22, 2018, and re -advertised on December 13 and 20, 2018. One proposal was
received and opened on January 8, 2019. Kissinger & Herring, Inc., was selected as the vendor
best meeting the evaluation criteria and the needs of the department. The first term of the
Contract is one (1) year and ten (10) months beginning February 5, 2019, through December 31,
2020. The option to renew is by the mutual agreement between the City and the selected
Contractor. Award of the Contract and any Contract extensions are subject to City Council
appropriation of funds. The Contract may be extended through a total of one (1) separate one-
year term extension. The maximum length of the Contract would be two (2) years and ten (10)
months.
Recommended Action:
It is recommended that the City Council award the Contract for Trucking and Operator Services,
RFP 19-008, to Kissinger & Herring, Inc., for a not -to -exceed amount of $112,000 for each of the
years in the first term of the Contract, and authorize the City Manager to execute the necessary
documents.
Discussion:
This Contract is to perform trucking services that include hauling asphalt grindings, dirt, rock and
other various materials to locations identified by the City to assist in Public Works maintenance
operation activities. In November 2018, a notice inviting proposals for Trucking and Operator
Services was advertised. There were no proposals received at the close of the request for
proposals on November 26, 2018. A new notice inviting proposals was issued and duly advertised
on December 13 and 20, 2018.
One responsive proposal was received and opened on January 8, 2019. Staff determined that
Kissinger & Herring, Inc., meets the City's requirements. Evaluation criteria for the proposals
included experience and ability to perform, including, but not limited to experience of the firm, age
and number of trucks available for the contract period, as well as the cost proposed. The table
below represents the hourly rate to be paid for work performed during scheduled operations.
1 of 2 February 5, 2019, Item #1.5
Award of Contract for Trucking and Operator Services, RFP 19-008
February 5, 2019
Page 2
Trucking and Operator Proposed Rates Table
Kissinger & Herring, Inc.
Mon. -Fri.
7:00 a.m. — 6:00 p.m.
After Hours &
Saturday:
Sunday & Holidays
1 driver, 1 vehicle
$108.00
$108.00
$108.00
The rate proposed under a potential new contract with Kissinger & Herring, Inc., reflects an
approximate five (5) percent increase from the City's most recently expired trucking and operator
service contract rate of $102.35. Staff determined the new rate of $108.00 to be acceptable and
within market rate.
Since the beginning of the fiscal year, the City has expended $16,193.35 from the Street
Maintenance budget for trucking and operator services. Under the proposed new Contract, the
length of the initial term is one (1) year and ten (10) months beginning
February 5, 2019 through December 31, 2020. The annual cost to haul and transport asphalt
materials will not exceed the amount of $112,000 for each of the years in the first term of the
Contract. The Contract may be extended subject to Council appropriation of funds and the mutual
agreement between the City and the Contractor through a total of one (1) separate one-year term
extension. The maximum length of the Contract would be up to two (2) years and ten (10) months.
Environmental Review:
This action is not subject to CEQA review.
Fiscal Impact:
Sufficient funds for award of this Contract are available in the Roadways Repair & Maintenance
account 411040-43201.
Public Notification:
A copy of this report has been sent to Kissinger & Herring, Inc.
Attachments:
None.
Reviewed/Approved By: Reviewed By: Approved y:
Jam,I!�
Wendy Kaserman Alan Fenstermacher Tina M. White
Assistant City Manager City Attorney City Manager
2 of 2 February 5, 2019, Item #1.5