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HomeMy WebLinkAbout05-05-2010 Operations Committee Agenda Packet AGENDA REGULAR MEETING OF THE OPERATIONS COMMITTEE Engineering, Operations & Maintenance, and Technical Services ORANGE COUNTY SANITATION DISTRICT May 5, 2010 — 5:00 P.M. ADMINISTRATIVE OFFICE 10844 Ellis Avenue Fountain Valley, California 92708 www.ocsd.com PLEDGE OF ALLEGIANCE DECLARATION OF QUORUM PUBLIC COMMENTS REPORT OF COMMITTEE CHAIR REPORT OF GENERAL MANAGER CONSENT CALENDAR 1. Approve the minutes of the April 7, 2010 Operations Committee meeting. 2. Recommend to the Board of Directors to: a) Approve Professional Services Agreements with Ninyo & Moore and Converse Consultants providing for on-call Materials Testing, Inspection, and Other Geotechnical Testing Services for Collection System and Treatment Plant Projects, PSA2010-001, for a three-year period with an amount not to exceed $300,000 for each agreement ($600,000 total); and, b) Approve a contingency for each agreement of $30,000 (10%). Operations Committee May 5, 2010 Page 2 3. Recommend to the Board of Directors to: a) Approve Professional Services Agreements with Stantec Consulting and Bush and Associates providing for on-call Surveying Services for Collections System and Treatment Plant Projects, PSA2010-002, for a three-year period with an amount not to exceed $200,000 for each agreement ($400,000 total); and, b) Approve a contingency for each agreement of $20,000 (10%). 4. Recommend to the Board of Directors to: a) Approve Professional Services Agreements with V&A Consulting Engineers, Inc. and CSI Services, Inc. providing for on-call Coatings Inspection, Corrosion Testing, and Confined-Space Entry Services for Collections System and Treatment Plant Projects, PSA2010-003, for a three-year period for each agreement for a total amount not to exceed $400,000 for each agreement, ($800,000 total); and, b) Approve a contingency for each agreement of $40,000 (10%) 5. Recommend to the Board of Directors to: a) Approve request for transfer of $30,500 from the Generator Truck item to the Jet Rodder item as shown in the Proposed Capital Equipment Budget Detail on FY 2009-10 Budget Update Section A, page 20; and, b) Approve the purchase of one three-axle Combination Sewer Cleaning Truck with Positive Displacement Blower, for an amount not to exceed $414,400. NON-CONSENT CALENDAR 6. Recommend to the Board of Directors to: a) Receive and file proposal and evaluation recommendation for the Rehabilitation of the Magnolia Trunk Sewer, Contract No. 3-58, constituting the Sanitation District's written decision supporting its contract award and basis of award pursuant to Public Contract Code §§ 20785 and 20133; b) Award a Design-Build Contract Agreement with Kiewit Pacific Company for said project for a firm fixed price of $15,190,000; and, c) Approve a contingency of $1,519,000 (10%). Operations Committee May 5, 2010 Page 3 7. Recommend to the Board of Directors to approve Amendment No. 10 to the Professional Services Agreement with Integrated Program Management Consultants, a joint venture of Parsons Water and Infrastructure, Inc., and CH2M Hill, Inc., authorizing: a) Establish an amount not to exceed $13,770,000 for year nine (Fiscal Year 2010-11) of the ten-year contract; and, b) Increase the amount of the ten-year contract to a total amount not to exceed $122,724,978. DEPARTMENT HEAD REPORTS CLOSED SESSION .......................................................................................................................................................................................................................................................................................................................... During the course of conducting the business set forth on this agenda as a regular meeting of the Committee, the Chair may convene the Committee in closed session to consider matters of pending real estate negotiations, pending or potential litigation, or personnel matters, pursuant to Government Code Sections 54956.8, 54956.9, 54957 or 54957.6, as noted. Reports relating to (a) purchase and sale of real property; (b) matters of pending or potential litigation; (c) employee actions or negotiations with employee representatives; or which are exempt from public disclosure under the California Public Records Act, may be reviewed by the Committee during a permitted closed session and are not available for public inspection. At such time as the Committee takes final actions on any of these subjects, the minutes will reflect all required disclosures of information. Convene in closed session Reconvene in regular session. Consideration of action, if any, on matters considered in closed session. Other business and communications or supplemental agenda items, if any. Adjournment— The next Operations Committee meeting is scheduled for Wednesday, June 2, 2010, at 5:00 p.m. Operations Committee May 5, 2010 Page 4 Agenda Posting: In accordance with the requirements of California Government Code Section 54954.2, this agenda has been posted in the main lobby of the District's Administrative offices not less than 72 hours prior to the meeting date and time above. All public records relating to each agenda item, including any public records distributed less than 72 hours prior to the meeting to all, or a majority of all, of the members of District's Board, are available for public inspection in the office of the Clerk of the Board, located at 10844 Ellis Avenue, Fountain Valley, California. Items Not Posted: In the event any matter not listed on this agenda is proposed to be submitted to the Committee for discussion and/or action, it will be done in compliance with Section 54954.2(b) as an emergency item or because there is a need to take immediate action, which need came to the attention of the Committee subsequent to the posting of agenda, or as set forth on a supplemental agenda posted in the manner as above, not less than 72 hours prior to the meeting date. Public Comments: Any member of the public may address the Operations Committee on specific agenda items or matters of general interest. As determined by the Chair, speakers may be deferred until the specific item is taken for discussion and remarks may be limited to three minutes. Matters of interest addressed by a member of the public and not listed on this agenda cannot have action taken by the Committee except as authorized by Section 54954.2(b). Consent Calendar: All matters placed on the consent calendar are considered as not requiring discussion or further explanation, and unless a particular item is requested to be removed from the consent calendar by a Director or staff member, there will be no separate discussion of these items. All items on the consent calendar will be enacted by one action approving all motions, and casting a unanimous ballot for resolutions included on the consent calendar. All items removed from the consent calendar shall be considered in the regular order of business. The Committee Chair will determine if any items are to be deleted from the consent calendar. Items Continued: Items may be continued from this meeting without further notice to a Committee meeting held within five (5)days of this meeting per Government Code Section 54954.2(b)(3). Meeting Adjournment: This meeting may be adjourned to a later time and items of business from this agenda may be considered at the later meeting by Order of Adjournment and Notice in accordance with Government Code Section 54955 (posted within 24 hours). Accommodations for the Disabled: The Board of Directors Meeting Room is wheelchair-accessible. If you require any special disability related accommodations, please contact the Orange County Sanitation District Clerk of the Board's office at(714) 593-7130 at least 72 hours prior to the scheduled meeting. Requests must specify the nature of the disability and the type of accommodation requested. .............................................................................................................................................................................................................................................................................................................................. Notice to Committee Members: For any questions on the agenda or to place any items on the agenda, Committee members should contact the Committee Chair or Secretary ten days in advance of the Committee meeting. Committee Chair Troy Edgar (562)431-3538 tedgar@ci.los-alamitos.ca.us Committee Secretary: Lilia Kovac (714) 593-7124 IkovacQocsd.com General Manager Jim Ruth (714) 593-7110 Iruth(a�ocsd.com Assistant General Manager Bob Ghirelli (714) 593-7400 rghirelliQocsd.com Director of Technical Services Ed Torres (714) 593-7080 etorres(oocsd.com Director of Engineering Jim Herberg (714) 593-7300 jherberg(a�ocsd.com Director of Operations & Mntnc. Nick Arhontes (714) 593-7210 narhontes(cDocsd.com .............................................................................................................................................................................................................................................................................................................................: OPERATIONS COMMITTEE Meeting Date To Bd.of Dir. 05/05/10 05/26/10 AGENDA REPORT Item Number Item Number 2 Orange County Sanitation District FROM: James D. Ruth, General Manager Originator: Jim Herberg, Director of Engineering Project Manager: Terry Krie GENERAL MANAGER'S RECOMMENDATION 1. Approve Professional Services Agreements with Ninyo & Moore and Converse Consultants providing for on-call Materials Testing, Inspection, and Other Geotechnical Testing Services for Collection System and Treatment Plant Projects, PSA2010-001, for a three-year period with an amount not to exceed $300,000 for each agreement ($600,000 total); and, 2. Approve a contingency for each agreement of $30,000 (10%). SUMMARY The Orange County Sanitation District (Sanitation District) utilizes outside consultants for material testing and geotechnical investigation services in support of Capital Improvement Projects during the planning, design, and construction of facilities both inside the plants and for the collection systems. These laboratories are responsible for taking samples, material testing, geotechnical testing, and analysis. Requests for Proposal (RFP) were sent to twelve area testing and analysis firms and nine proposals were received. Proposals from Fugro West, Inc. and Kleinfelder were both deemed unresponsive. As a result, there were seven responsive proposals that were evaluated in accordance with defined Sanitation District procedures as required by the Delegation of Authority (Resolution No. 07-04). The proposed Services Agreements shall cover a three-year period (FY 2010-2013). The agreement amount for this period was determined by staff considering average testing and analysis hours of past years and those anticipated in support of the Capital Improvement Program. Sanitation District staff will use these consultants on an as- needed basis only. The total agreement cost is not guaranteed, nor is it paid to the consultant if their services are not used. PRIOR COMMITTEE/BOARD ACTIONS None Form No.DW-102.2 Revised: 01/11/2010 Page 1 ADDITIONAL INFORMATION Staff Evaluations of Proposals: The seven proposals were evaluated and they were ranked according to the scores from the evaluation team as follows: Firm Ninyo & Converse Smith Amec Koury CTE Geodesign Moore Emery Reviewer A 170 Pts. 110 Pts. 120 Pts. 100 Pts. 110 Pts. 110 Pts. 60 Pts. Reviewer B 170 Pts. 120 Pts. 130 Pts. 110 Pts. 120 Pts. 120 Pts. 70 Pts. Reviewer C 175 Pts. 170 Pts. 170 Pts. 170 Pts. 150 Pts. 150 Pts. 130 Pts. Reviewer D 120 Pts. 170 Pts. 140 Pts. 170 Pts. 140 Pts. 140 Pts. 100 Pts. Average Total Score 159 Pts. 143 Pts. 140 Pts. 138 Pts. 130 Pts. 130 Pts. 90 Pts. Ranking 1 2 3 4 5Tie 5Tie 6 Cost proposals were opened on April 19, 2010 and contracts are recommended to be awarded to Ninyo & Moore and Converse Consultants each for an amount not to exceed $300,000. CEQA N/A BUDGET/DELEGATION OF AUTHORITY COMPLIANCE This Professional Services Agreement complies with the authority levels of the Sanitation District's Delegation of Authority. These funds are included in the individual project budgets that require these services. Date of Approval Contract Amount Contingency 05/26/10 $300,000 $30,000 (10%) JH:TK:eh:cb:gc H:\ntglobal\Agenda Draft Reports\Operations\PSA2010-001 Geotechnical and Material Testing Services PSA Award 050510.docx Form No.DW-102.2 Revised: 01/11/2010 Page 2 OPERATIONS COMMITTEE Meeting Date To Bd. of Dir. 05/05/10 05/26/10 AGENDA REPORT Item Number Item Number 3 Orange County Sanitation District FROM: James D. Ruth, General Manager Originator: Jim Herberg, Director of Engineering Project Manager: Terry Krie GENERAL MANAGER'S RECOMMENDATION 1. Approve Professional Services Agreements with Stantec Consulting and Bush and Associates providing for on-call Surveying Services for Collections System and Treatment Plant Projects, PSA2010-002, for a three-year period with an amount not to exceed $200,000 for each agreement ($400,000 total); and, 2. Approve a contingency for each agreement of $20,000 (10%). SUMMARY The Orange County Sanitation District (Sanitation District) utilizes outside consultants for surveying services in support of Capital Improvement Projects during the planning, design, and construction of facilities both inside the plants and for the collection systems. These licensed surveying companies are responsible for locating the position of new facilities, checking placement of underground facilities, and performing other varied tasks as directed by staff. Requests for Proposal (RFP) were sent to 12 local surveying firms and nine proposals were received. Cal Surveying, Construction Testing & Engineering, Inc., and Towill, Inc. declined to submit a proposal. Hunsaker and Associates and RBF Consulting took exception to certain contract provisions and were deemed non-responsive. As a result, there were seven responsive proposals received. The proposals were evaluated in accordance with defined Sanitation District procedures as required by the Delegation of Authority (Resolution No. 07-04). The proposed Professional Services Agreements are for a three-year period (FY 2010- 2013). The estimated contract amount for this period was derived by staff considering average survey hours of past years and those anticipated in support of the Capital Improvement Program. District staff will use these consultants on an as-needed basis only. The total agreement cost is not guaranteed nor is it paid to the consultant if their services are not used. PRIOR COMMITTEE/BOARD ACTIONS None Form No.DW-102.2 Revised: 01/11/2010 Page 1 ADDITIONAL INFORMATION Staff Evaluations of Proposals: The seven proposals were evaluated and they were ranked according to the scores achieved. The following summarizes the attached ranking results for the nine firms: 1. Stantec Consulting 120 Points 2. Psomas 115 Points 3. Bush and Associates 113 Points 4. MDS Consultants 108 Points 5. Walden & Associates 108 Points 6. Forkert Engineering 105 Points 7. Proactive Engineering Consultants, Inc. 93 Points Attached is a summary of how the evaluation team collectively viewed the firms: Firm Stantec Psomas Bush & MDS Walden Assoc &Assoc Forkert Proactive Reviewer A 60 Pts. 90 Pts. 100 Pts. 100 Pts. 80 Pts. 90 Pts. 60 Pts. Reviewer B 80 Pts. 100 Pts. 120 Pts. 100 Pts. 90 Pts. 110 Pts. 80 Pts. Reviewer C 170 Pts. 140 Pts. 130 Pts. 130 Pts. 160 Pts. 120 Pts. 120 Pts. Reviewer D 170 Pts. 130 Pts. 100 Pts. 100 Pts. 100 Pts. 100 Pts. 110 Pts. Average Score 120 Pts. 115 Pts. 113 Pts. 108 Pts. 108 Pts. 105 Pts. 93 Pts. Ranking 1 2 3 4 Tie 4 Tie 5 6 2 Person Crew $/hr $215 $235 $172 $240 $195 $205 $185 Cost proposals were opened on April 19, 2010. Staff attempted to negotiate the hourly fee with the top two ranked firms in accordance with the Sanitation District Delegation of Authority Resolution. After negotiations, staff recommends awarding PSA to Stantec Consulting and Bush and Associates, each for an amount not to exceed $200,000. CEQA N/A BUDGET/DELEGATION OF AUTHORITY COMPLIANCE This Professional Services Agreement complies with the authority levels of the Sanitation District's Delegation of Authority. These funds are included in the individual project budgets that require these services. Date of Approval Contract Amount Contingency 05/26/10 $200,000 $20,000 (10%) JH:TK:eh:cb:gc Form No.DW-102.2 Revised: 01/11/2010 Page 2 OPERATIONS COMMITTEE Meeting Date To Bd. of Dir. 05/05/10 05/26/10 AGENDA REPORT Item Number Item Number 4 Orange County Sanitation District FROM: James D. Ruth, General Manager Originator: Jim Herberg, Director of Engineering Project Manager: Terry Krie GENERAL MANAGER'S RECOMMENDATION 1. Approve Professional Services Agreements with V&A Consulting Engineers, Inc. and CSI Services, Inc. providing for on-call Coatings Inspection, Corrosion Testing, and Confined-Space Entry Services for Collections System and Treatment Plant Projects, PSA2010-003, for a three-year period for each agreement for a total amount not to exceed $400,000 for each agreement, ($800,000 total); and, 2. Approve a contingency of $40,000 (10%) for each agreement ($80,000 total) SUMMARY The Orange County Sanitation District (Sanitation District) utilizes outside consultants for coatings inspection, corrosion testing, and confined space entry services in support of Capital Improvement Projects during the planning, design, and construction of facilities both inside the plants and for the collection systems. These consultants will be utilized in inspection and root cause analysis for areas showing corrosion, inspection of newly coated structures and mechanical systems, and provide their own access to confined space areas. The corrosion consultants are also responsible for taking samples, performing material testing/analysis, and performing other related tasks as directed by staff. Requests for Proposal (RFP) were sent to nine corrosion investigation firms and three proposals were received. The proposals were evaluated in accordance with defined Sanitation District procedures as required by the Delegation of Authority (Resolution No. 07-04). The proposed Professional Services Agreements are for a three-year period (FY 2010-2013). The estimated contract amount for this period was determined by staff considering industry experience, as well as testing and analysis workload anticipated in support of our project volume. Sanitation District staff will use these consultants on an as-needed basis only, and will be billed at an hourly rate based on actual work performed. The total agreement cost is not guaranteed, nor is it paid to the consultant if their services are not used. Form No.DW-102.2 Revised: 01/11/2010 Page 1 PRIOR COMMITTEE/BOARD ACTIONS None ADDITIONAL INFORMATION Staff Evaluations of Proposals: The three proposals were evaluated and ranked according to the total scores from the evaluation team as follows: Firm V&A CSI Schiff & Associates Reviewer A 380 Points 410 Points 330 Points Reviewer B 358 Points 356 Points 322 Points Reviewer C 500 Points 450 Points 435 Points Reviewer D 410 Points 310 Points 220 Points Average Score 412 Points 382 Points 327 Points Ranking 1 2 3 Cost proposals including hourly rates were opened on April 19, 2010, and contracts are recommended to be awarded to V&A Consulting Engineers, Inc and CSI Services, Inc., each for an amount not to exceed $400,000. CEQA N/A BUDGET/DELEGATION OF AUTHORITY COMPLIANCE This Professional Services Agreement complies with the authority levels of the Sanitation District's Delegation of Authority. These funds are included in the individual project budgets that require these services. Date of Approval Contract Amount Contingency 05/26/10 V&A Consulting Engineers $400,000 $40,000 (10%) 05/26/10 CSI Services, Inc. $400,000 $40,000 (10%) JH:TK:cb:gc:cb H:\dept\agenda\Operations Committee\Operations 201 0\051 0\07.PSA2010-003 Corrosion.docx Form No.DW-102.2 Revised: 01/11/2010 Page 2 OPERATIONS COMMITTEE Meeting Date To Bd. of Dir. 05/05/10 05/26/10 AGENDA REPORT Item Number Item Number 5 Orange County Sanitation District FROM: James D. Ruth, General Manager Originator: Nick Arhontes, Director of Operations and Maintenance GENERAL MANAGER'S RECOMMENDATION 1. Approve request for transfer of $30,500 from the Generator Truck item to the Jet Rodder item as shown in the Proposed Capital Equipment Budget Detail on FY 2009-10 Budget Update Section A, page 20; and, 2. Approve the purchase of one three-axle Combination Sewer Cleaning Truck with Positive Displacement Blower, for an amount not to exceed $414,400. SUMMARY Due to the current Delegation of Authority (DOA), the General Manager is not authorized to make a funds transfer of this type without Board approval. Fleet Services is requesting the transfer of funds in the amount of $30,500 from the Generator Truck to the new truck with a Positive Displacement (PD) Blower for a total of $414,400. In accordance with DOA section 3.08, subsection C., Orange County Sanitation District Contracts / Purchasing Division will procure the truck from the General Services Agency program. Staff recommends the transfer of funds and the procurement. PRIOR COMMITTEE/BOARD ACTIONS None ADDITIONAL INFORMATION The Fleet Services Division has replacement criteria of 10 years or 100,000 miles whichever comes first. The 1995 hydro flusher was beyond its useful life and in addition is no longer cost effective to maintain. Fleet Services Division budgeted funds in the FY 2009-10 Capital Equipment budget for the replacement of a 1986 Generator Truck. Based on the current fleet inventory of generator trucks and portable trailer mounted generator units, the existing generator truck will not be replaced after it is removed from service. The budgeted funds for the generator truck will be transferred to various business needs including assisting with the procurement of the three-axle Combination Sewer Cleaning Truck with Positive Displacement (PD) Blower. The originally budgeted amount in FY 2009-10 Capital Equipment funds for the replacement of an older and obsolete 1995 hydro flusher truck were to be used to purchase a new two two-axle hydro flusher a.k.a. Jet Rodder for the Collections Facilities Division of the Operations and Maintenance Department. The original amount budgeted for the Jet Rodder was $ 383,900. Since the winter of 2007 and the FY 2008-09 and FY 2009-10 budget cycle the Division's business needs have changed regarding equipment type. Replacing the existing Jet Rodder with a more capable three-axle Combination Sewer Cleaning Truck with PD Blower will perform multiple functions while increasing the use and efficiency of staff and equipment. The PD air blower is more advantageous over the centrifugal fan air mover that has been used in the past. This includes minimizing staff entry into high-risk confined spaces to remove debris. CEQA None BUDGET / DELEGATION OF AUTHORITY COMPLIANCE This request complies with authority levels of the Sanitation District's Delegation of Authority. This item has been budgeted, but funds are insufficient. (Line item: Section A, Page 20). Transfer $30,500 from the Generator Truck line item to the $383,900 Jet Rodder line item for a new total line item budget of $414,400. Date of Approval Contract Amount Contingency 05/26/10 $414,400 OPERATIONS COMMITTEE Meeting Date To Bd. of Dir. 05/05/10 05/26/10 AGENDA REPORT Item Number Item Number 6 Orange County Sanitation District FROM: James D. Ruth, General Manager Originator: Jim Herberg, Director of Engineering CIP Project Manager: Alberto Acevedo GENERAL MANAGER'S RECOMMENDATION 1. Receive and file proposal and evaluation recommendation for the Rehabilitation of the Magnolia Trunk Sewer, Contract No. 3-58, constituting the District's written decision supporting its contract award and basis of award pursuant to Public Contract Code §§ 20785 and 20133; 2. Award a Design-Build Contract Agreement with Kiewit Pacific Company for said project for a firm fixed price of $15,190,000; and, 3. Approve a contingency of $1,519,000 (10%). SUMMARY This project will completely rehabilitate the lower reaches of the Magnolia Trunk Sewer, consisting of approximately five miles of 48-inch and 78-inch diameter PVC-lined reinforced concrete pipe including 30 manholes and a 36-inch diameter siphon facility. Pursuant to Public Contract Code § 20785, the Orange County Sanitation District (Sanitation District) is authorized to issue a Design-Build contract. Based on a qualifications review process, five Design-Build firms were qualified to receive a Request for Proposal (RFP) to provide Design-Build services for Contract No. 3-58. The five prequalified Design-Build firms were: Insituform Technologies, Inc. Kiewit Pacific Company SAK Construction of CA LP Spiniello Companies Steve Bubalo Construction Co. In November 2009, an RFP was sent to the five prequalified firms listed above and five proposals were received on February 16, 2010. The proposals were evaluated based on pre-defined scoring for technical and cost considerations. The Design-Build firm with the highest score, representing the overall best value is Kiewit Pacific Company. Form No.DW-102.2 Agenda Report—Board Revised: 09/01/2009 Page 1 PRIOR COMMITTEE/BOARD ACTIONS September 2009 - Authorized the General Manager to issue an RFP for Design-Build firm services to the three most qualified firms and authorized the General Manager to negotiate Rehabilitation of Magnolia Trunk Sewer, Contract No. 3-58, a Design-Build Contract Agreement with the Design-Build firm providing "best value," as defined by the Public Contract Code, to be awarded by the Board of Directors at a future meeting. ADDITIONAL INFORMATION The proposals were ranked by an Evaluation Team of six members to determine the proposal that provided the best value to the Sanitation District. Proposal scoring was performed in a two step process. The first step evaluated and scored the technical proposals and the second step evaluated and scored the cost proposals. The first step of the evaluation of the proposals started on February 17, 2010, and was completed on March 11 , 2010, and included the following: 1. The Evaluation Team reviewed the technical proposals and established a preliminary scoring. 2. The Evaluation Team conducted interviews to obtain a better understanding of the technical proposals and to clarify some of the technical aspects. The interviews were conducted on March 9 and 10, 2010. 3. The Evaluation Team finalized their scoring of the technical portion. The second step consisted of the Evaluation Team opening and scoring the separate cost proposals. Final ranking of the proposals was completed by adding the scoring of the technical and cost portions of the proposals. Final scoring was completed in accordance with the requirements of the RFP. The final score was calculated using a weight scale of 50% on the technical portion and 50% on the cost portion. Final evaluation was completed on March 22, 2010. The Evaluation Team prepared an Award Recommendation Memorandum to recommend the award based on the Design- Build firm proposal that provided the best value. The results of the ranking process are summarized below: Design-Build firm Tech. Score Cost Score Final Score Ranking Kiewit Pacific Company 2,615 2,814 5,427 1 Steve Bubalo Construction Co. 2,308 2,826 5,134 2 SAK Construction of CA LP 2,310 2,634 4,944 3 Insituform Technologies, Inc. 2,251 2,634 4,885 4 Spiniello Companies 2,072 1,920 3,992 5 Form No.DW-102.2 Agenda Report—Board Revised: 09/01/2009 Page 2 The Design-Build proposal selection was conducted in accordance with the Sanitation District's adopted policies and procedures and the requirement of the California Public Contract Code. CEQA The recommended action is also within the scope of the program Environmental Impact Report (EIR) for the Collection System Improvement Plan, SCH# 2006101018, dated March, 2007. Pursuant to CEQA Guidelines Section 15168(c)(4), the Sanitation District has used a written checklist to document its evaluation of the recommended action and has determined that the recommended action is within the scope of the program EIR. In addition, the recommended action is categorically exempt pursuant to CEQA Guidelines Sections 15301 because it consists of the operation, repair, maintenance, permitting, and/or minor alteration of existing public structures, facilities, and/or mechanical equipment, involving no expansion of use beyond that currently existing. BUDGET/DELEGATION OF AUTHORITY COMPLIANCE This request for increase in the project contingency complies with authority levels of the Sanitation District's Delegation of Authority. This item has been budgeted (FY 2009-10 Budget Update: Item 13 — Page A-7) and the budget is sufficient for the recommended action. ATTACHMENT 1. Evaluation Recommendation for Contract No. 3-58 Date of Approval Contract Amount Contingency 05/26/10 $15,190,000 $1,519,000 (10%) J H:AA:eh:gc:cb:eh:gc http://sharepoint/gm/board/Agenda Report Form Library/3-58 AR Award DB Contract-050510.rtf Form No.DW-102.2 Agenda Report—Board Revised: 09/01/2009 Page 3 �O�Nj`f S�NI►�T�y � � o ORANGE COUNTY SANITATION DISTRICT Memorandum FCT/N�E EN�\Pp•T DATE: April 26, 2010 TO: James D. Herberg, P.E. Director of Engineering FROM: Evaluation Team SUBJECT: Recommendation for Award Contract No. 3-58, Magnolia Trunk Sewer Rehabilitation INTRODUCTION OCSD, in an effort to minimize Public Works Construction schedule cost and risks, opted to utilize the Design Build procurement and delivery method in accordance with Public Contract Code (PCC) section 20133, as adopted by reference by PCC section 20785. California licensed General Contractors, Architects, and Engineers who had an interest in participating in the Design Build procurement were invited to register online. Industry comments were solicited and most were incorporated. Design Build procurement is a two step process. The first step consisted of soliciting eligible proposers and ranking them from highest to lowest scores achieved. The second step is to issue a Request for Proposals (RFP) to solicit proposals from the highest ranking firms, negotiate, price and recommend award. Following approval by OCSD's Board of Directors on September 23, 2009, the RFP was issued to the 5 most qualified firms. RECOMMENDATION The following is a recommendation by the Evaluation Team for executing a Contract for the following Scope of Work which includes both design and construction: The project consists of the rehabilitation of the lower reach of the of Magnolia Trunk Sewer, comprised of approximately 23,810 feet of 48 inch PVC lined Reinforced Concrete Pipe (RCP), 2,630 feet of PVC lined 78 inch RCP, 30 manholes, and a 2 barrel 36 inch siphon facility located at the intersection of Magnolia Street and Edinger Avenue. The reach contains a total of 29 , 8 to 24 inch diameter laterals. The work is to take place in the cities of Fountain Valley, Garden Grove and Westminster, California. The period of performance for this work is 515 calendar days. The Notice to Proceed is anticipated to be in June 2010. Page 2 April 26, 2010 The Evaluation Team has determined that the proposal submitted by Kiewit Pacific provides the best value to OCSD. A recommendation is made to execute a contract with Kiewit Pacific in the amount of $15,190,000.00. This amount is within the approved construction budget for the Project. BACKGROUND OF PROCUREMENT On November 16, 2009, OCSD issued an RFP to procure the Work and services outlined above. Three Addenda were issued to modify RFP documents. A mandatory pre-proposal conference was conducted on December 1, 2009 at OCSD facilities to discuss the proposal submittal requirements, scope of work, schedule, key terms and conditions, proposal preparation, submittal, and the evaluation process with potential proposers. The Proposal Submittal Date was extended once to allow more time for reviewing Proposal Documents and addenda contents. On February 16, 2010, five sealed proposals were received in response to the RFP. The Proposals are valid through June 16, 2010. Proposals were submitted by: • Insituform Technologies, Inc. • Kiewit Pacific Company • SAK Construction of CA LP • Spiniello Companies • Steve Bubalo Construction Co. Prior to receipt of submittals, an Evaluation Team was formed consisting of a Project Manager, an Engineering Manager (PMO), the Senior Construction Inspector Supervisor, an OCSD Project Engineer, a Resident Engineer, the Safety & Health Supervisor and a representative of OCSD's Design Build Consultant (AECOM), with support from a Public Information Specialist and a second representative from OCSD's Design Build Consultant (AECOM). The Evaluation Team was chaired by an OCSD Contracts Administration representative. Revision 072709 Page 3 April 26, 2010 EVALUATION RESULTS The proposals were reviewed for responsiveness and responsibility, and scored using the criteria as defined in the RFP. The results of the submittals received appear in the order of ranking as follows: Proposers Total Score — Total Amount of Determination All Evaluators Proposal 1. Kiewit Pacific 5407.16 $15,190,000.00 Responsive, Responsible 2. Steve Bubalo Responsive, Responsible Construction 5123.52 $14,735,000.00 Co. 3. SAK 4921.28 $16,237,750.00 Responsive, Responsible Construction 4. Insituform Responsive, Responsible Technologies, 4884.68 $15,717,000.00 Inc. 5. Spiniello 3966.56 $20,943,738.00 Responsive, Responsible Companies Proposal Irregularities: In evaluating the safety aspects of the five proposers and their teams, an anomaly has arisen regarding subcontractors meeting the factor of 1.0 of the national average for their worker's compensation experience modification rates (EMRs), and meeting the factor of 1.0 of the national average for their total injury/illness rate (IIRs) and average lost work rate (ALW). Specifically, these requirements, for subcontractors, are not mandated by statute, but only by the terms of the request for proposals ("RFP") and each of the top five bidders has listed at least one subcontractor who does not meet the RFP standard. Staff determined, with the consent of OCSD's General Counsel, that these irregularities are waivable. Accordingly, the EMRs, IIRs, and ALWs for the subcontractors which are not mandated by statute are waived at the 1 .0 factor. Subcontractors' EMRs, IIRs, and ALWs will be held to the standard OCIP factor of 1.25. 1. Kiewit Pacific Co No irregularities observed. 2. Steve Bubalo No irregularities observed. 3. SAK No irregularities observed. Revision 072709 Page 4 April 26, 2010 4. Insituform Technologies, Inc. No irregularities observed. 5. Spiniello Companies PF-3 Reciept of Addenda Acknowledgement. Spiniello Companies did not acknowledge Addendum #3 in their submitted Proposal. Since Addendum #3 extended the Proposal due date and subsequent Board award date, and the Proposer submitted its Proposal by the date and time as extended in Addendum #3, the lack of acknowledgement on PF-3 was determined to be a minor irregularity and was cured by the Proposer's timely submittal; therefore, the minor irregularity was waived. CONCLUSION It is a standard practice for Contracts Administration to provide a debriefing to all Proposers to ensure responsiveness on future Proposals. The debriefing letters will be issued after an award is made. It is recommended that the award be made to Kiewit Pacific Co. for a Firm Fixed Price of $15,190,000.00 prior to the June 16, 2010 expiration date in order to secure current price. Gary V. Prater Evaluation Team Chairperson Sig nature:_C A_ Date: 2-4- - Alberto Aceved�, Project Manag 'r, aluation Team Member 1 Signature: Date: GVP:JK: EDMS:003913670 cc: Contract File 7.4.4c Revision 072709 OPERATIONS COMMITTEE Meeting Date To Bd. of Dir. 05/05/10 05/26/10 AGENDA REPORT Item Number Item Number 7 Orange County Sanitation District FROM: James D. Ruth, General Manager Originator: Jim Herberg, Director of Engineering Project Manager: Dean Fisher, Engineering Manager GENERAL MANAGER'S RECOMMENDATION Approve Amendment No. 10 to the Professional Services Agreement with Integrated Program Management Consultants, a joint venture of Parsons Water and Infrastructure, Inc., and CH2M Hill, Inc., authorizing: 1. Establish an amount not to exceed $13,770,000 for year nine (Fiscal Year 2010-11) of the ten-year contract; and, 2. Increase the amount of the ten-year contract to a total amount not to exceed $122,724,978. SUMMARY We are currently in the eighth year of a ten-year contract with Integrated Program Management Consultants (IPMC). It is anticipated that the current Capital Improvement Program (CIP) will require the use of IPMC through Fiscal Year (FY) 2011-12 to coincide with the completion of the secondary treatment expansion projects. Staff will be working on 76 active projects during FY 2010-11 with estimated CIP expenditures of approximately $179,000,000. A detailed planning effort, along with resource forecasting, has identified the need for 54 IPMC staff to augment the Orange County Sanitation District (Sanitation District) staff to complete FY 2010-11 work. This total is eight less staff than the FY 2009-10 authorization of 62 staff. IPMC will augment Sanitation District staff in Division 750 (Project Management), Division 760 (Engineering and Construction), Division 770 (Facilities Engineering) and Division 780 (Asset Management). The functions these people will perform are described in more detail below. The benefits provided by IPMC include the rapid mobilization of highly skilled/technical staff, flexibility to change the mix of staff positions on an immediate and as-needed basis, the ability to reduce staff as workloads decrease, expertise in project controls, single point responsibility for contracted work, training and development of Sanitation District staff, access to technical expert to support special efforts, and many years of experience working on similar programs throughout the United States and the world. Staff believes that using a Program Management Consultant approach is a practical, Form No.DW-102.2 Agenda Report—Board Revised: 09/01/2009 Page 1 cost-effective, and efficient way to augment Sanitation District staff to deliver the CIP during the next two years of peak CIP work. The Sanitation District is also pleased with the professionalism, expertise, and overall level of service that we have received from IPMC to date. PRIOR COMMITTEE/BOARD ACTIONS May 2009 - Approved Amendment No. 9 to the Professional Services Agreement with Integrated Program Management Consultants for $15,877,732, increasing the total amount not to exceed $108,954,978. May 2008 - Approved Amendment No. 8 to the Professional Services Agreement with Integrated Program Management Consultants for $16,987,271, increasing the total amount not to exceed $93,077,246. May 2007 - Approved Amendment No. 7 to the Professional Services Agreement with Integrated Program Management Consultants for $15,997,936, increasing the total amount not to exceed $76,089,975, and extending the PDSA for an additional five-year period through FY 2011-12. May 2006 - Approved Amendment No. 6 to the Professional Services Agreement with Integrated Program Management Consultants for $14,999,656, increasing the total amount not to exceed $60,092,039. June 2005 - Approved Amendment No. 5 to the Professional Services Agreement with Integrated Program Management Consultants for $15,585,558, increasing the total amount not to exceed $45,092,383. June 2004 - Approved Amendment No. 4 to the Professional Services Agreement with Integrated Program Management Consultants for $12,836,801, increasing the total amount not to exceed $29,506,825. June 2003 - Approved Amendment No. 3 to the Professional Services Agreement with Integrated Program Management Consultants for $150,000, and an additional $12,484,750 for year two of the contract, FY 2003-04, increasing the total amount not to exceed $16,670,024. June 2003 - Approved Amendment No. 2 to the Professional Services Agreement with Integrated Program Management Consultants for $50,000, increasing the total amount not to exceed $4,035,274. June 2003 - Approved Amendment No. 1 to the Professional Services Agreement with Integrated Program Management Consultants for $50,000, increasing the total amount not to exceed $3,985,274. Form No.DW-102.2 Agenda Report—Board Revised: 09/01/2009 Page 2 August 2002 - Approved Professional Services Agreement with Integrated Program Management Consultants for an amount not to exceed $3,935,274. ADDITIONAL INFORMATION Based on the current schedule and project workload, staff has estimated the level of effort that will be required from IPMC through FY 2011-2012. It is currently anticipated that no IPMC Staff will be required after FY 2011-2012; however, we will continually estimate the need for staff, both permanent and temporary, to support the CIP. The Sanitation District is continually evaluating whether to hire permanent staff and reduce the number of IPMC staff. For the anticipated ten-year duration of the IPMC contract, the overall staff cost associated with the CIP is approximately $312 million (currently estimated at $190 million for Sanitation District staff, and $122 million for IPMC staff). During this period of time, the Sanitation District will be expending approximately $2.3 billion for engineering, design, and construction of capital facilities. The $122 million planned to be expended for IPMC support equates to 6.0% of the total CIP expenditures. The average hourly billing rate for IPMC staff during FY 2009-10 was approximately $133/hr. IPMC billing rates include salaries, benefits, fixed costs which are sometimes referred to as overhead (buildings, administration, utilities, insurance, etc.), and a 5% profit. The "overhead" rate which is applied to an employee's raw salary is approximately 145% for IPMC. As a comparison, the engineering consultants who conduct studies and develop designs for the Sanitation District typically have an overhead rate range of about 190 to 200%. The IPMC overhead rate is less than typical consultant contracts because the Sanitation District is providing office space and equipment for IPMC field staff. The costs for IPMC will be charged to the individual CIP projects. Funding for IPMC costs are included in individual project budgets. Each fiscal year, as projects are planned, scheduled, budgeted, and resource needs identified, a projected cost will be presented to the Operations Committee for approval. Semi-annual updates for the entire program will also be provided. Project Management Office (Division 750): The Project Management Office (PMO) is home to the project management and project controls staff. Project Management Staff: In FY 2010-11, the PMO will be managing 76 active projects with a total budget of $1,813,000,000. The individual project budgets range in size from $1,000,000 to approximately $250,000,000. The Sanitation District has completed a staffing analysis, Form No.DW-102.2 Agenda Report—Board Revised: 09/01/2009 Page 3 and believes a workload of three to six projects per Project Manager (PM) (based on size and complexity) is appropriate. IPMC will provide personnel to augment the Sanitation District's Project Management Personnel in the PMO. The positions are described below: One Program Manager (Rapagna) to provide general management and supervision of all IPMC staff. The Program Manager will work with the Director of Engineering and Engineering Managers to ensure compliance with contracts, policies, and procedures. The Program Manager will provide technical oversight and direction in all aspects of the program and help ensure successful delivery of the CIP. The Program Manager manages technical work executed by the home office staff. Four Project Managers (Acevedo, MacDonald, MacLeod, Schock) to supplement Sanitation District PMs. The PMs provide day-to-day management and technical knowledge to deliver the assigned projects. One Business Manager (Billhardt) to provide assistance in the areas of time keeping, resources, accounting, and contracts management. One Administrative Assistant (Noya) to provide clerical and general administrative support, e.g., preparing agenda reports, general correspondence. Project Controls Staff: Including new FY 2010-11 projects, there are 274 projects being tracked by the Project Controls Group. Of these, 76 are active engineering projects, 75 are scheduled for the future, and 123 are cancelled or completed. These projects require a variety of monthly updates including cost reporting, development of performance measures, reports, and other presentation materials. Each staff function is described below: One Project Controls Manager/Project Scheduler (Michael) to provide scheduling and cost reporting support, QA/QC, technical oversight, and direction to controls staff. One Project Scheduler (GrosJean) to prepare project cost and schedule updates and milestone tracking in support of PMO Project Managers. Other duties performed by the schedulers include assisting in the CIP budgeting process, cash flow updates, preparation and updating of resource and workload planning information, providing input to the preparation of the Engineering CIP Semi-Annual Report, and provide training and support to Sanitation District staff on the use of the various computer software tools including P5, Access, and Business Object. One Project Controls Analyst (Reichenbach) to assist in time reporting, charge numbers, and general quality assurance of data used in the system. Other duties include preparation of the semi-annual reports and maintaining portions of the automated weekly timesheet in PCS to support project resource tracking. She will also serve as part-time scheduler on a number of Engineering CIP projects. Form No.DW-102.2 Agenda Report—Board Revised: 09/01/2009 Page 4 Five Construction Cost Estimators (Baig, Collett, Davison, Villanueva, Zimmerman) assigned to prepare estimates for change orders, help negotiate changes during construction, review design consultant estimates, and provide cost estimate input during the annual CIP validation process. One Construction Scheduling Lead (Alexander) to provide oversight on all matters related to the construction scheduling. Other duties include review and guidance in the preparation of monthly construction schedule analysis reports prepared by IPMC and the Sanitation District field schedule personnel. Will also participate in the preparation of time impact analysis and review of contractor submitted claims. Four Construction Schedulers (Bustillos, Dedhia, Lim, Rodriguez) assigned to ensure that contractors provide quality baseline schedules and keep them current (a vital element in our claims avoidance program). Field Schedulers review the contractor's initial schedule submittal and the schedule of values as well as monthly updates of contractor progress. Progress claimed by the contractors must be reviewed against the schedule plan each month for payment, and any request for additional time through change orders must be analyzed. One Document Control Lead (Cazares) to provide document control expertise and support for all aspects of CIP-related document management. Engineering & Construction Management (Division 760) IPMC is providing personnel to augment the Sanitation District's Engineering and Construction Management (E&CM) staff. E&CM is responsible for providing all the technical resources to the Project Managers. General assignments and duties are as follows: Seven Resident Engineers/Construction Managers (Barth, Bissonnette, Bryan, Fuller, Tovar, Waite, Vohra) to support construction management of CIP projects within the boundaries of the Sanitation District's two operating treatment facilities and outside of the plant boundaries, i.e., for pipeline and pump station contracts. They will utilize existing Sanitation District CM policies and procedures to represent the Sanitation District, coordinate construction activities, manage the construction contract, and document contractor compliance with the contract requirements. Two Electrical and Instrumentation & Control (I&C) Engineers (Etemadi, Olson). These Engineers are assigned to the CIP projects to provide specialized technical support to the project teams during both the design and construction phases. They ensure consultant and construction contractor compliance with Sanitation District requirements, guidelines, and polices. One Project Engineer (Aghanian). Project Engineers serve as the technical leads within the Sanitation District's project teams, and assist the PMs with verification of the project elements, coordinating project requirements with the O&M Department, Form No.DW-102.2 Agenda Report—Board Revised: 09/01/2009 Page 5 developing the design consultant SOW, selecting the design consultant, and ensuring the construction documents are prepared using the Sanitation District standards. During the construction phase, they resolve design questions and issues for the Resident Engineers. Three Civil/Mechanical Inspectors (Chemotti, Gilbert, Hartmann), seven Electrical, Instrumentation & Control Inspectors (Beck, Hozu, Johnson, Leak, Makela, Romo, Whitney), to support Quality Assurance (QA) of CIP projects within the two Treatment Facilities. They will utilize existing Sanitation District QA policies and procedures to represent the Sanitation District, coordinate construction and O&M activities, monitor construction site safety, and document contractor compliance with the contract requirements. One Civil Inspector (Martin) to support QA of pipeline and pump station projects. He will utilize existing Sanitation District QA policies and procedures to represent the Sanitation District, coordinate construction and traffic control activities, monitor construction site safety, and document contractor compliance with the contract requirements. One Commissioning Specialist (Shreve) to support commissioning and start-up of CIP projects within the two Treatment Facilities. Six Administrative Assistants (Chamberlain, Corona, Hays, Inman, Moore, Yousef) to provide a variety of administrative support including Submittals/Document Clerks (Corona, Hays, Yousef) for processing and tracking of construction contractor submittals; Project Administrative Assistant (Moore) for processing project correspondence and filing; general administrative support (Chamberlain, Inman) for processing project correspondence, Agenda Reports, and preparing CIP policy and procedures manual updates. Facilities Engineering (Division 770) IPMC is providing personnel to augment the Sanitation District's Facilities Engineering staff. Facilities Engineering is responsible for providing Project Managers and technical resources to implement miscellaneous small capital improvement projects to enhance safety, reliability and efficiency of facility operations. General assignments and duties are as follows: One Project Manager (Davis) to provide day-to-day management and technical knowledge to deliver the projects. One Civil Designer/Computer Assisted Design & Drafting (CADD) Technician (Tran) to provide technical support and assistance to PMs for project implementation. Asset Management (Division 780) Form No.DW-102.2 Agenda Report—Board Revised: 09/01/2009 Page 6 IPMC is providing personnel to augment the Sanitation District's Planning staff. General assignments and duties are as follows: Two Electrical and Instrumentation & Control (I&C) Engineers (Woods, Lai) and one Civil Designer/Computer Assisted Design & Drafting (CADD) Technician (Beltran) to provide technical support for facility records and database management. Home Office Support: "Home Office Support" is supplementary services from the offices of the Joint Venture Parties, Parsons and CH2M Hill, made readily available to support the needs of the Engineering Department. Technical study (task orders) work is based on providing engineering and other technical support for specific assignments using a pre-agreed upon scope of work, fee, and schedule. These tasks will be as authorized by the Director of Engineering when required, and may include assistance in the following areas: General Administration and Home Office Technical Support— general administration support includes accounting, contract administration, invoices, reproduction, and safety reports and reviews. Routine home office technical support includes urgent technical support (usually task less than 40 hours) in all areas of waste water engineering, construction, and project controls. CEQA and NEPA Assistance — support to the Planning Division on a variety of treatment, collections and pump station projects in preparing environmental documentation. CIP Related O&M Studies — Support O&M with studies on various issues related to the CIP. Community Outreach Support — assist the Communications Department as needed on all collections projects in preparing outreach plans, conducting meetings, crisis management plans, etc. IT and PCS systems programming support, including support for troubleshooting and system upgrades. General technical support— throughout the year issues come up which need technical support and/or immediate attention. For example, in FY 2009-2010, IPMC provided support related to CADD drafting, software configuration and technical support, master plan preparation, process performance testing and value engineering. CEQA N/A BUDGET/DELEGATION OF AUTHORITY COMPLIANCE Form No.DW-102.2 Agenda Report—Board Revised: 09/01/2009 Page 7 This item has been budgeted and the budget is sufficient for the recommended action. Funding for IPMC costs are included in individual project budgets. Date of Approval Contract Amount Contingency 05/26/10 $13,770,000 for FY 2010-11 N/A JH:eh:cb:gc:cb H:\ntglobal\Agenda Draft Reports\Operations\IPMC Amend 10 AR 050510.docx Form No.DW-102.2 Agenda Report—Board Revised: 09/01/2009 Page 8