HomeMy WebLinkAbout07-06-2011 Operations Committee Agenda Packets A4 1,
Orange County Sanitation District s Wednesday, July 6, 2011
Regular Meeting of the 5:00 P.M.
Operations Committee Administration Building
Board Room
10844 Ellis Avenue
Fountain Valley, CA
(714) 593-7130
AGENDA
PLEDGE OF ALLEGIANCE:
DECLARATION OF QUORUM:
PUBLIC COMMENTS: If you wish to speak,please complete a Speaker's Form and give it to the Clerk
of the Board. Speakers are requested to limit comments to three minutes.
REPORTS: The Committee Chair and the General Manager may present verbal reports on miscellaneous
matters of general interest to the Committee Members. These reports are for information only and require no
action by the Committee.
CONSENT CALENDAR:
1. Approve Minutes of May 4, 2011, Operations Committee meeting.
2. Recommend to the Board of Directors to:
Approve a Reimbursement Agreement with the City of Fullerton for costs incurred
for the modification of Orange County Sanitation District facilities within State
College Boulevard,the Newhope-Placentia&Cypress Trunk Replacements, Project
No. 2-65, in an amount not to exceed $5,050,000, in a form approved by General
Counsel.
3. Recommend to the Board of Directors to:
A. Approve a budget increase of $196,000 for Replacement of the Rocky Point
Pump Station, Contract No. 5-50, for a total budget amount of$20,947,000; and
B. Approve a contingency increase of $335,320 (4%) to the construction contract
with Kiewit/Mass, a Joint Venture, for Replacement of the Rocky Point Pump
Station, Contract No. 5-50, for a total contingency of $1,173,620 (14%).
07/06/11 Operations Committee Agenda Page 1 of 4
4. Recommend to the Board of Directors to:
A. Approve a Purchase Agreement with Jamison Engineering for On-Call
Contractor Support Services, Specification No. S-2011-483BD, for the period
July 1, 2011 through June 30, 2012 for a total annual amount not to exceed
$875,272.00, with four one-year renewable options; and
B. Approve a contingency of $87,527.20 (10%), annually, if needed.
5. Approve a contingency increase of $14,742 (14%) to the Professional Consulting
Services Agreement with RBF Corporation for Permanent Upgrades to Plant
Security Barriers, Project No. J-108, for a total contingency of $25,272 (24%).
6. Recommend to the Board of Directors to:
A. Award a contract to Polydyne, Inc. for the purchase of Anionic Polymer,
Specification No. C-2011-47613D, for the period September 1, 2011 through
August 31, 2012, for a unit price of $2.75 per active pound delivered, plus
applicable sales tax for a total annual amount not to exceed $413,000 with four
one-year renewal options; and
B. Approve an annual unit price contingency of $41,300 (10%)
7. A. Approve Professional Consultant Services Agreement with Lionakis to provide
On-Call Architectural and Landscaping Consulting services,for Specification No.
FR-2011-479BD for the period of September 1, 2011 through August 31, 2012,
with four one-year renewable options, for an annual amount not to exceed
$100,000; and
B. Approve an annual contingency of $20,000 (20%)
NON-CONSENT CALENDAR:
8. A. Approve Plans and Specifications for the P1 Various Locations HVAC
Upgrade/Replacement, Project No. FE07-28, on file at the office of the Clerk of
the Board;
B. Approve Addendum Nos. 1 and 2 to the plans and specifications;
C. Receive and file bid tabulation and recommendation;
D. Reject the low bid from Retrofit Technology, Inc., as "Non-Responsive" for
omitting a price for Bid Item No. 1;
E. Award a construction contract to Bon Air, Inc., for P1 Various Locations HVAC
Upgrade/Replacement, Project No. FE07-28, for an amount not to exceed
$105,000; and
F. Approve a contingency of $21,000 (20%).
07/06/11 Operations Committee Agenda Page 2 of 4
9. Recommend to the Board of Directors to:
A. Approve a Professional Design Services Agreement with The Austin Company
to provide professional design services for Title 24 Access Compliance and
Building Rehabilitation Project, Project No. P1-115, for an amount not to exceed
$2,200,000; and,
B. Approve a contingency of $220,000 (10%).
10. Recommend to the Board of Directors to:
A. Approve a Professional Design Services Agreement with Brown and Caldwell for
Sludge Dewatering and Odor Control at Plant No.2, Job P2-92, providing for
engineering design services for the amount not to exceed $5,682,963; and,
B. Approve a contingency of $568,296 (10%).
11. Recommend to the Board of Directors to:
Authorize the General Manager to negotiate and subsequently approve Amendment
No. 5 to the Agreement with Air Products and Chemicals, Inc., for Private Operation
and Maintenance of Oxygen Generation System at Plant No. 2, Purchase Order
#43063-OB to include the following:
A. Extend the agreement with Air Products and Chemicals, Inc. for an additional
three (3) month period beginning February 2, 2012, through April 30t", 2012, at
the current monthly rate of $27,411.76, and
B. Authorization for Air Products to refurbish the liquid oxygen storage and delivery
system, for a total amount not to exceed $1,300,000; and
C. Approve a contingency of $260,000 (20%) for the liquid oxygen refurbishment.
12. Recommend to the Board of Directors to:
Adopt Resolution No. OCSD 11-XX, Adopting a Policy Regarding the Transfer of
Local Sewers.
INFORMATIONAL ITEMS:
13. Revising the Delegation of Authority
DEPARTMENT HEAD REPORTS:
( Outfall Land Section and OOBS Piping Rehabilitation (Herberg)
07/06/11 Operations Committee Agenda Page 3 of 4
OTHER BUSINESS AND COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS, IF
ANY:
ADJOURNMENT:
The next Operations Committee meeting is scheduled for Wednesday, September 7, 2011,
at 5:00 p.m.
Accommodations for the Disabled: Meeting Rooms are 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.
Agenda Posting: In accordance with the requirements of California Government Code Section 54954.2,this agenda has
been posted outside the main gate of the Sanitation District's Administration Building located at 10844 Ellis Avenue,
Fountain Valley,California,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
the Board of Directors, are available for public inspection in the office of the Clerk of the Board.
NOTICE TO DIRECTORS: To place items on the agenda for the Committee Meeting, items must be submitted to the
Clerk of the Board 14 days before the meeting.
Maria E.Ayala
Clerk of the Board
(714)593-7130
ma ala ocsd.com
07/06/11 Operations Committee Agenda Page 4 of 4
OPERATIONS COMMITTEE Meeting Date To Bd. of Dir.
07/06/11 7/27/11
AGENDA REPORT Item Number Item Number
2
Orange County Sanitation District
FROM: James D. Ruth, General Manager
Originator: Jim Herberg, Assistant General Manager
Project Manager: Wendy Smith
SUBJECT: Newhope-Placentia & Cypress Trunk Replacements, Project No. 2-65
GENERAL MANAGER'S RECOMMENDATION
Approve a Reimbursement Agreement with the City of Fullerton for costs incurred for
the modification of Orange County Sanitation District facilities within State College
Boulevard, the Newhope-Placentia & Cypress Trunk Replacements, Project No. 2-65, in
an amount not to exceed $5,050,000, in a form approved by General Counsel.
SUMMARY
The City of Fullerton (City), in conjunction with Orange County Transportation Authority
(OCTA) is performing the State College Boulevard Grade Separation Project (Grade
Separation Project) which consists of lowering the grade of State College Boulevard so
it passes underneath the railroad tracks. Existing utilities and minor cross streets in the
area will be impacted.
Construction of the Grade Separation Project will require the abandonment,
realignment, and upsizing to Orange County Sanitation District (OCSD) facilities within
the project limits (Sewer Modification Project). Modifications to OCSD facilities within
the project limits will necessitate the upsizing of an OCSD facility downstream of the
project limits to Kimberley Avenue (Sewer Extension Project). See attached exhibit for
project limits.
The City will provide bidding services and administer the design contract for the Sewer
Modification Project. Design and permit acquisition costs have been enveloped into the
Grade Separation Project. OCSD's share of the estimated construction cost is
$3,000,000.
The City will also provide bidding services and administer the design contract for the
Sewer Extension Project. Design and permit acquisition will cost OCSD $250,000.
OCSD's construction cost for the Sewer Extension Project is $1,800,000.
PRIOR COMMITTEE/BOARD ACTIONS
N/A
Page 1 of 2
ADDITIONAL INFORMATION
The Grade Separation Project scope consists of lowering the grade of State College
Boulevard below the BNSF Railroad. Subsequently all utilities located in State College
and arterial streets will be realigned; the majority of which are proposed to be relocated
in a non-exclusive easement on private property located east of the eastern most right
of way boundary. OCSD facilities consist of a 10 to 12-inch sewer located along the
west side of State College Boulevard and an 18-inch sewer located along the east side
of State College Boulevard.
The proposed design will intercept flows with a 30 to 36-inch sewer north of Santa Fe
Avenue and reconnect to the existing 18-inch sewer approximately 725 feet south of
Valencia Drive. These improvements will accommodate the projected increases in flow
for this section of sewer from planned developments and growth and be designed to
convey potential wet weather surcharges. The remaining portion of the existing 18-inch
sewer from the reconnection point of the Grade Separation Project south to Kimberley
Avenue will impact OCSD ability to maintain the facility; therefore, the City of Fullerton's
contractor will extend the larger pipe size to Kimberley Avenue and reconnect it with an
existing 33-inch pipe.
OCSD will provide inspection services for all OCSD sewer facilities. Construction
management and support services will be negotiated in a subsequent agreement prior
to awarding the construction contracts. Project bidding will begin in April 2013 and the
construction contract awarded in June 2013. Construction is scheduled to begin in
September 2013 and finish in December of 2015.
CEQA
The City of Fullerton has filed all required CEQA documentation.
BUDGET/DELEGATION OF AUTHORITY COMPLIANCE
This request complies with authority levels of the Sanitation District's Delegation of
Authority. The project budget is sufficient for the recommended action (FY 2010-11 &
2011-12: Section 8, Page 18). Project contingency funds will be used for this
agreement.
Date of Approval Contract Amount Contingency
07/27/11 $5,050,000 $300,000 (6%)
ATTACHMENTS
Exhibit A
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Page 2 of 2
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OPERATIONS COMMITTEE Meeting Date To Bd.of Dir.
07/06/11 07/27/11
AGENDA REPORT Item Number Item Number
3
Orange County Sanitation District
FROM: James D. Ruth, General Manager
Originator: Jim Herberg, Assistant General Manager
Project Manager: Martin Dix
SUBJECT: REPLACEMENT OF THE ROCKY POINT PUMP STATION,
CONTRACT NO. 5-50
GENERAL MANAGER'S RECOMMENDATION
A. Approve a budget increase of $196,000 for Replacement of the Rocky Point Pump
Station, Contract No. 5-50, for a total budget amount of $20,947,000; and
B. Approve a contingency increase of $335,320 (4%) to the construction contract with
Kiewit/Mass, a Joint Venture, for Replacement of the Rocky Point Pump Station,
Contract No. 5-50, for a total contingency of $1,173,620 (14%).
SUMMARY
The purpose of this project is to replace the existing 70-year old Rocky Point Pump
Station with a new pump station that meets national and state codes, utilizing the
current Orange County Sanitation District (Sanitation District) Design Guidelines. The
project will include a new pump station and appurtenances located on property acquired
from the International Bay Clubs, Inc. by the Sanitation District.
The highest risk portion of the work is constructing new gravity sewers and force mains
in West Coast Highway, a roadway heavily congested with traffic and underground
utilities. Although the majority of the sewer work is complete, including crossing the
highway with a 12-inch gravity sewer, several associated changes from the original
design were performed under force account. Since a contingency increase of 10% was
approved in February 2011, site conditions have created the potential to exceed the
authorized construction contingency.
To cover any further unexpected field conditions or interferences, staff has determined
that the contingency budget of 10% is inadequate and requests an additional
contingency of $335,320 (4%), for a total project contingency of $1,173,620 (14%).
PRIOR COMMITTEE/BOARD ACTIONS
February 2011 — Approved a contingency increase of $335,320 (4%) to the construction
contract with Kiewit/Mass, a Joint Venture, for Replacement of the Rocky Point Pump
Station, Contract No. 5-50, for a total contingency of $838,300 (10%).
Page 1 of 3
August 2009 — Awarded a construction contract to Kiewit/Mass, a Joint Venture for
Replacement of the Rocky Point Pump Station, Contract No. 5-50, for a total amount
not to exceed $8,383,000; and, approve a contingency of$502,980 (6%).
ADDITIONAL INFORMATION
The sewer work in West Coast Highway has undergone numerous design changes as a
result of design omissions and undisclosed utilities. The added costs associated with
the sewer work and traffic control changes so far are estimated to be $463,000, and
may increase if additional unforeseen conditions are encountered. As the summer peak
driving season approaches, the Contractor must still perform sewer tie-ins, sewer
abandonments, and adjust the traffic control in stages to lessen the impact of highway
work to motorists, bicyclists, and the neighboring businesses. Also, the abandonment
of the existing pump station must be done in stages to minimize the risk of installation of
an 8-inch city sewer below an OCSD force main. The cast iron force main is 60 years
old and must be kept in service until the new station is operational. If this force main
were to fail during the installation of the city sewer, thousands of gallons of sewage
could spill into the Newport Bay. Resequencing this work until the new station is
operational adds cost and time to the project, but limits the potential for a sewage spill
should the unexpected occur.
During the shoring of the pump station, the Contractor claims to have encountered soils
four times more dense than defined in Contract Documents, resulting in more time and
cost than originally planned. The Contractor submitted a total cost claim of$321,992 for
the additional shoring effort as well as an additional time impact. Sanitation District staff
finds merit in the Contractor's claim, but has yet to settle on time and cost impacts. The
cost of this differing site conditions claim, together with the sewer and traffic control
costs identified above, amount to $785,000. Fortunately, pump station changes,
namely electrical, mechanical, instrumentation and controls, and architecture have been
relatively small, but may increase and consume contingency during commissioning,
adding more uncertainty to budgetary constraints.
Additional staff costs are anticipated if construction takes longer than expected. A
budget increase of $196,000 is being requested to cover the additional change order
and staff costs. While this additional funding is being requested, it should also be noted
that this project budget was reduced by over $10 million at the start of construction in
the 2010-11 budget due to a favorable bid environment.
CEQA
The Final Environmental Impact Report (EIR) for the Replacement of Rocky Point Pump
Station, Contract No. 5-50, was certified by the Sanitation District's Board of Directors
on August 25, 2004. The Notice of Determination was filed with the State
Clearinghouse on August 27, 2004.
Page 2 of 3
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 (Line Item
05-50: Section 8, Page 24), but the budget is insufficient for the recommended action.
These funds will be offset by reductions within the CIP Budget.
Date of Approval Contract Amount Contingency
08/26/09 $8,383,000 $502,980 (6%)
02/23/11 $335,320 (4%)
07/27/11 $335,320 (4%)
Total Contingency $1,173,620 (14%)
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Page 3 of 3
OPERATIONS COMMITTEE Meeting Date To Bd. of Dir.
07/06/11 07/27/11
AGENDA REPORT Item Number Item Number
4
Orange County Sanitation District
FROM: James D. Ruth, General Manager
Originator: Jim Herberg, Assistant General Manager
Project Manager: Doug Kanis, Senior Engineer
SUBJECT: AWARD OF ON-CALL CONTRACTOR SUPPORT SERVICES
SPECIFICATION NO. S-2011-483BD
GENERAL MANAGER'S RECOMMENDATION
A. Approve Purchase Agreement with Jamison Engineering for On-Call Contractor
Support Services, Specification No. S-2011-48313D, for the period July 1 , 2011
through June 30, 2012 for a total annual amount not to exceed $875,272.00, with
four one-year renewable options; and
B. Approve a contingency of $87,527.20 (10%), annually, if needed.
SUMMARY
Management of corrosion is critical to maintain the Orange County Sanitation District's
(Sanitation District) facilities. Part of the corrosion management plan is to inspect the
various facilities and make repairs as needed.
When a significant corrosion problem is identified, as within a large sewer pipe, the
problem should be abated as soon as possible. A contractor is needed in most cases to
make the needed repairs.
Proposals for On-Call Contractor Support Services were received and evaluated from
three interested contractors.
Staff recommends awarding a purchase agreement to Jamison Engineering, who was
deemed top-ranked among the proposers.
PRIOR COMMITTEE/BOARD ACTIONS
April 2010 - Approved Change Order No. 1 to Contract Purchase Order No. 103530-OB
with Jamison Engineering Contractors, Inc. for On-Call Contractor Support Services for
the period July 1 , 2009 through June 30, 2010, from a total annual amount not to
exceed $229,129.70, to a total annual amount not to exceed $350,000.
April 2010 - Approved Change Order No. 2 to Contract Purchase Order No. 103530-OB
with Jamison Engineering Contractors, Inc. for On-Call Contractor Support Services for
the period July 1 , 2010 through June 30, 2011, from a total annual amount not to
exceed $229,129.70, to a total annual amount not to exceed $500,000.
DW-102 Board AR, Rev 10/04/10 Page 1 of 4
April 2010 - Approved a contingency for the period July 1, 2010 through June 30, 2011,
for $50,000 (10%), if needed.
April 2009 - Approved authorization to issue a Purchase Agreement with Jamison
Engineering Contractors, Inc. for On-Call Contractor Support Services, Specification
CS-2009-40313D, for the period July 1, 2009 through June 30, 2010 for a total annual
amount not to exceed $229,129.70, with four one-year renewable options.
April 2009 - Approved contingency of $22,912.97 (10%), annually, if needed.
ADDITIONAL INFORMATION
In 2002, Sanitation District staff determined that a program to improve prediction,
control, and prevention of corrosion would improve the Sanitation District's efficiency
and effectiveness in asset management. As a result, staff recommended and the Board
approved SP-68-1, Corrosion Management.
The objective of Corrosion Management is to implement and maintain a comprehensive
program to extend the useful life of the Sanitation District's assets. The program
includes performing assessments for programmatic needs, identifying corrosion risk,
condition assessment, developing alternative evaluations and maintenance strategies,
and developing support documents to implement the preferred alternatives for repair,
rehabilitation, or replacement. This data is utilized by the Asset Management Division
to optimize life extension and life cycle cost for the Sanitation District's assets while
maintaining an acceptable level of service.
Gathering condition assessment information on our infrastructure is necessary to
effectively manage and safely maintain the Sanitation District assets. Remotely
operated Closed Circuit TV (CCTV) is used on our sanitary sewers, plant piping, and
assets to quickly gather information. Often personal entry is required to gain added
data discovered during the CCTV work. This is typically performed on medium and
large diameter pipelines and facilities where physical entry is possible. When the data
being gathered indicates damage to the concrete or other materials, repairs are then
needed to extend short-term life. Repair work is performed and inspected to the
Sanitation District's Engineering standards. Performing the work at this time is cost
effective.
When the extent of the repairs is significant, subconsultants are then needed to perform
additional assessments and assist with the preparation of assessment reports and
comprehensive scopes of work for repair projects. The completed project documents
are then forwarded to the appropriate department for execution. Preparing assessment
reports and scopes of work during the assessment work, as opposed to hiring a
separate subconsultant to mobilize, perform confined space entry, collect data, and
develop scopes of work, will allow for a cost savings to the Sanitation District. This is
both time and business efficient.
DW-102 Board AR, Rev 10/04/10 Page 2 of 4
A Request for Proposal (RFP) was made available to firms who were registered on the
OCSD "On-Line" Bidding System including a scope of work for on-call Contractor
support services for condition assessments of assets including: pipelines, sewers,
manholes, wet wells, tunnels, and other structures. Three proposals were received,
however one proposal did not include all of the required elements and was deemed
non-responsive.
An evaluation committee consisting of five staff members was established and the staff
members evaluated each proposal and scored them using the predefined evaluation
criteria and weighting for the following:
( Qualifications of Firm (35%)
( Proposed Staffing (30%)
( Cost & Price (35%)
Staff reviewed and ranked the proposals and Jamison Engineering was the top-ranked
proposer.
TABLE 1
PROPOSAL EVALUATION
Consultant Jamison Downstream
Evaluator Engineering Services
Reviewer A 555 490
Reviewer B 390 325
Reviewer C 520 520
Reviewer D 520 390
Reviewer E 420 355
Overall Score 2,405 2,080
Cost Score 1,490 1,750
Total Score 3,895 3,830
Ranking 1 2
Proposal Fee $875,272 $746,342
Staff recommends approval of a Purchase Agreement with Jamison Engineering for a
total amount not to exceed $875,272 per year for the first contract period (July 2011 —
June 2012) with an annual contingency of $87,527.20 (10%) if needed to account for
inflation and unforeseen field conditions that may need immediate response while
performing the assessments.
CEQA
N/A
DW-102 Board AR, Rev 10/04/10 Page 3 of 4
BUDGET/DELEGATION OF AUTHORITY COMPLIANCE
This Purchase Agreement complies with authority levels of the Sanitation District's
Delegation of Authority. The selection process was conducted in accordance with the
Sanitation District's adopted policies and procedures.
This assessment work has been budgeted under SP-68-1, Corrosion Management:
Section 8, Page 74 and the repair tasks have been budgeted under Collection Facilities
Operations and Maintenance, Repairs and Maintenance: Section 6, Page 84, and
Mechanical and Reliability Maintenance, Repairs and Maintenance: Section 6, Page
104.
Date of Approval Contract Amount Contingency
07/27/11 $875,272.00 $87,527.20 (10%)
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DW-102 Board AR, Rev 10/04/10 Page 4 of 4
OPERATIONS COMMITTEE Meeting Date To Bd. of Dir.
07/06/11
AGENDA REPORT Item Number Item Number
5
Orange County Sanitation District
FROM: James D. Ruth, General Manager
Originator: Jim Herberg, Assistant General Manager
Project Manager: Victoria Pilko
SUBJECT: Permanent Upgrades to Plant Security Barriers, Project No. J-108
GENERAL MANAGER'S RECOMMENDATION
Approve a contingency increase of $14,742 (14%) to the Professional Consulting
Services Agreement with RBF Corporation for Permanent Upgrades to Plant Security
Barriers, Project No. J-108, for a total contingency of $25,272 (24%).
SUMMARY
This project provides a new 1,300-foot long, 8-foot tall masonry block wall along the
north perimeter of Reclamation Plant No. 1 , and other appurtenances including
improved signage, landscaping, lighting, and electronic security systems. Phase 1 of
this project was completed on November 15, 2010. Phase 2, which includes site
landscaping, construction of the monuments, signage installation, and electronic
security improvements, was started on May 2, 2011 .
Additional contingency funds are needed to provide additional design services to
incorporate design changes to utility crossings, landscape changes due to unknown
utilities, and additional services to reflect actual site conditions on the project record
drawings.
PRIOR COMMITTEE/BOARD ACTIONS
December, 2009 - Awarded a Professional Consultant Services Agreement to RBF
Consulting to provide construction support services for Permanent Upgrades to Plant
Security Barriers, Project No. J-108, for an amount not to exceed $105,301; and
approved contingency of $10,530 (10%).
ADDITIONAL INFORMATION
The scope of services during construction includes the review of submittals, responses
to requests for information, review of change orders, and assistance with
commissioning and close-out activities. The contingency increase is due to numerous
unknown utilities and the need to change the design to accommodate nine utility
crossings and changes in landscape design along Ellis Avenue, as well as additional
efforts to reflect those changes in the record drawings which were completed for the
Phase 1 portion of this project.
DW-102 Board AR, Rev 10/04/10 Page 1 of 2
CEQA
This project was determined to be categorically exempt in accordance with Section
15301 (b). A Notice of Exemption was filed on August 24, 2007.
BUDGET/DELEGATION OF AUTHORITY COMPLIANCE
This request complies with authority levels of the Sanitation District's Delegation of
Authority. This item requests contingency increase to complete the project. This item
has been budgeted (FY 2010-11 Section 8, Page 99) and the budget is sufficient for the
recommended action.
Date of Approval Contract Amount Continaencv
12/16/09 $105,301 $10,530 (10%)
07/06/11 $14,742 (14%)
$25,272 (24%)
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DW-102 Board AR, Rev 10/04/10 Page 2 of 2
OPERATIONS COMMITTEE Meeting Date To Bd. of Dir.
07/06/11 07/27/11
AGENDA REPORT Item Number Item Number
6
Orange County Sanitation District
FROM: James D. Ruth, General Manager
Originator: Ed Torres, Director of Operations and Maintenance
SUBJECT: CONTRACT FOR ANIONIC POLYMER, SPECIFICATION NO.
C-2011-476 B D
GENERAL MANAGER'S RECOMMENDATION
A. Award a contract to Polydyne, Inc. for the Purchase of Anionic Polymer,
Specification No. C-2011-476BD, for the period September 1, 2011 through August
31, 2012, for a unit price of $2.75 per active pound delivered, plus applicable sales
tax for a total annual amount not to exceed $413,000 with four one-year renewal
options; and
B. Approve an annual unit price contingency of $41,300 (10%).
SUMMARY
Two chemicals, anionic polymer and ferric chloride are added to the primary influent at
both plants to enhance the removal of organics and improve the settling of suspended
solids during primary treatment. This is referred to as the chemically enhanced primary
treatment (CEPT) process.
It is estimated that 121,000 active pounds of anionic polymer will be required during this
contract period.
PRIOR COMMITTEE/BOARD ACTIONS
May 2008: The Board of Directors authorized a price increase to P.O. 102634-OB,
Specification No. C-2006-273, of $0.15/active lb. for a total price of $3.00/active lb., due
to the increase in the cost of the raw materials used to manufacture anionic polymer
coupled with higher fuel prices.
ADDITIONAL INFORMATION
This procurement was competitively bid with three bidders participating in on-site
performance testing in accordance with the OCSD's adopted policies and procedures.
Two bids were received with the lowest responsive and responsible bidder being
Polydyne, Inc.
Form No.DW-102-2 Revised 06/07/11
Page 1
CEQA
N/A
BUDGET/DELEGATION OF AUTHORITY COMPLIANCE
This request complies with authority levels of the Sanitation District's Delegation of
Authority. This item has been budgeted in Division 830 and 840 Operating Budget Line
Item 52011.
Date of Approval Contract Amount Contingency
07/27/11 $413,000 10%
Form No.DW-102-2 Revised 06/07/11
Page 2
OPERATIONS COMMITTEE Meeting Date To Bd. of Dir.
07/06/11
AGENDA REPORT Item Number Item Number
7
Orange County Sanitation District
FROM: James D. Ruth, General Manager
Originator: Nick Arhontes, Director, Facilities Support Services
Engineering Manager: Mark Esquer, Facilities Support Services
SUBJECT: On-Call Architectural and Architectural Landscaping Consulting Services
Specification No. FR-2011-479BD
GENERAL MANAGER'S RECOMMENDATION
A. Approve Professional Consultant Services Agreement with Lionakis to provide On-Call
Architectural and Landscaping Consulting services, for Specification No. FR-2011-
479BD for the period of September 1 , 2011 through August 31 , 2012, with four one-year
renewable options, for an annual amount not to exceed $100,000; and
B. Approve an annual contingency of $20,000 (20%).
SUMMARY
The Service Agreement consists of providing On-Call Architectural and Architectural
Landscaping Consulting Services. The work will generally include professional services
such as preparing concept and design sketches, preparing drawings, developing
specifications; among other associated services necessary for the repair, modification or
replacement work in existing facilities. These types of minor projects or activities are not
required to comply with the statutes for construction of public works.
A Request for Proposal (RFP) was publicly advertised and also sent to firms registered with
Orange County Sanitation District (OCSD). Proposals were received from ten (10) firms
and the proposals were evaluated by a panel consisting of three (3) members overseen by
the Purchasing Division's Senior Buyer in accordance with OCSD's policies and
procedures. Staff recommends awarding a Professional Consulting Services Agreement to
Lionakis for a total fee not to exceed $100,000.
PRIOR COMMITTEE/BOARD ACTIONS
None.
ADDITIONAL INFORMATION
Division 330 Facilities Engineering was established as a part of the Beyond 2012 re-
organization. They are responsible for developing and implementing projects to support
repair, modification, and equipment replacement in existing facilities.
Page 1 of 4
The projects range from replacing pumps in the treatment plant to replacing old air
conditioning units on the buildings, repairs to the collection facilities, structures and
grounds. Many of the repair activities for the buildings and grounds require the services of
Architects and Landscaping Design professionals to help develop plans and specifications
as needed. This also assists in developing bid documents to outsource work. This will
help staff expedite the completion of more projects. Task orders will be assigned to the
contract by the Purchasing Manager throughout the contract duration, in accordance with
the Delegation of Authority, Resolution No. 07-04.
The proposed Service Agreement is for a one (1) year period, with authorizations to renew
annually based on successful performance of work. Staff will use the Consulting Services
on an as-needed basis and does not guarantee the Consultant a minimum amount of work
annually. The maximum annual contract amount is limited to the approval amount
requested.
OCSD does not have a staff Architect or Landscape Architect. It is not currently cost
effective to recommend adding staff for this type of support work. Existing staff does not
have expertise in Architectural and/or Landscaping Design specialties. The use of these
services will also help reduce time spent by staff on project development.
Staff evaluation of Proposals:
A Request for Proposal (RFP) was advertised publicly and also to firms who were
registered on OCSD's On-Line Bidding System. Ten (10) proposals were received. A staff
evaluation committee was established to evaluate each proposal using the predefined
weighting and evaluation criteria as follows:
( Qualification of firm (40%)
( Proposed Staffing & Project Organization (20%)
( Work Plan (20%)
( Cost & Price (20%)
One (1) of the ten (10) firms did not meet the minimum initial scoring criteria of 350 points.
Lionakis received a top score of 2,341 points out of a possible 3,000 points as shown in the
table on page 3.
Lionakis was evaluated highly because they are well experienced in Architectural work.
Their "Civic Team" has a long service record with cities as well as state and federal
agencies; including the city of Fountain Valley, city of Huntington Beach, County of
Sacramento, State of California Department of General Services, and the U.S. Postal
Service, among many other public agencies. Lionakis understood the schedule
requirements and are able to distinguish between long and short-range schedule
requirements depending on project size and complexity. They showed expertise in budget
management. Their designs result in lower than average change order rates of less that
1% for new construction and less than 3% for renovation projects. They were established in
California in 1909.
Page 2 of 4
Lionakis also provides a good systematic approach to quality control and quality assurance
utilizing milestone reviews and checklists as well as peer reviews within their organization.
Their proposed work plan contains many key phases that align well with OCSD's project
approach.
All proposals were accompanied by a sealed fee proposal estimate. The fee proposal
estimates were not opened until the proposals were evaluated and a firm was selected in
accordance with Resolution No. OCSD 07-04, Section 5.07. Based on the combination of
fees, qualifications, project staffing, organization, and work-plan, staff recommends
awarding the Contract to Lionakis.
The fee proposal was based on a sample project in order to objectively evaluate the
anticipated cost toward direct labor and best value. This approach is helpful in evaluating
proposals for on-call services as tasks can vary in scope and complexity. The fee proposal
was only used for comparison purposes and to obtain cost information from each proposer.
As part of the fee proposal, the proposers were required to provide a cost proposal form
with specified labor hours along with an hourly rate sheet. The lowest fee proposal for the
sample project received the highest number of cost score points. The revised fee of
$100,000 is based on the anticipated but not guaranteed amount of work in the first year.
Payments for work completed are always based on the hourly rate sheet in effect.
Consultant Lionakis GPA AECOM SLO Fleming Stern Dev. MIG Kennar
Evaluator One d
Reviewer A 700 700 700 550 700 550 600 700 550
Reviewer B 405 376 457 406 398 460 370 387 403
Reviewer C 680 580 560 600 400 460 400 420 460
Cost Score 556 484 398 536 581 528 600 436 484
Total 2,341 2,140 2,115 2,092 2,079 1,998 1,970 1,943 1,897
Score
Ranking 1 2 3 4 5 6 7 8 9
Fee $43,128 $49,524 $60,193 $44,675 $41,241 $45,409 $39,941 $54,960 $49,466
Proposal
Revised $100,000
Fee
CEQA
N/A
BUDGET/DELEGATION OF AUTHORITY COMPLIANCE
This request complies with authority levels of OCSD's Delegation of Authority. This Service
Agreement has been budgeted in the Operating Funds, Division 330, Line Item 147.
Funding is also budgeted in Small Capital Equipment Replacement Project, SP-34, in
Section 8; page 113, of the 2010-11 , 2011-12 budget.
Page 3 of 4
Date of Approval Contract Amount Contingency
7/06/11 $100,000 $20,000 (20%)
NJA:MAE:dms
Page 4 of 4
OPERATIONS COMMITTEE Meeting Date To Bd.of Dir.
07/06/11
AGENDA REPORT Item Number Item Number
8
Orange County Sanitation District
FROM: James D. Ruth, General Manager
Originator: Jim Herberg, Assistant General Manager
Project Manager: Dean Fisher
SUBJECT: P1 VARIOUS LOCATIONS HVAC UPGRADE / REPLACEMENT,
PROJECT NO. FE07-28
GENERAL MANAGER'S RECOMMENDATION
A. Approve Plans and Specifications for the P1 Various Locations HVAC Upgrade/
Replacement, Project No. FE07-28, on file at the office of the Clerk of the Board;
B. Approve Addendum Nos. 1 and 2 to the plans and specifications;
C. Receive and file bid tabulation and recommendation;
D. Reject the low bid from Retrofit Technology, Inc., as "Non-Responsive" for omitting
a price for Bid Item No. 1.
E. Award a construction contract to Bon Air, Inc., for P1 Various Locations HVAC
Upgrade/Replacement, Project No. FE07-28, for an amount not to exceed
$105,000; and
F. Approve a contingency of $21 ,000 (20%).
SUMMARY
This project will replace the existing Cooling Tower at the Chiller Building located at the
Orange County Sanitation District (Sanitation District) Plant No. 1. Work elements
include demolition of the existing cooling tower, and the installation of a new cooling
tower with the same capacity as the existing tower. Work activities also include the
installation of a new hydraulic level control device, motor starters, power and control
wiring, and a water filter.
ProjectLine Technical Services, Inc. completed the plans and specifications for P1
Various Locations HVAC Upgrade/Replacement, Project No. FE07-28, in February
2011 . Five (5) sealed bids were received on March 29, 2011 . After evaluation of the
bids by the Sanitation District Evaluation Team, the lowest bid, submitted by Retrofit
Technology, Inc., was deemed to be "Non-Responsive" for its failure to separately price
and accurately reflect cost associated with each line item in its bid.
The Sanitation District Evaluation Team recommends awarding the contract to the
second lowest, responsive and responsible bidder, Bon Air, Inc., for $105,000. The
Page 1 of 2
period for written protest began May 21, 2011, and ended on May 27, 2011. One
written protest was received by the Sanitation District on June 1, 2011. Retrofit
Technology, Inc. protested the Sanitation District's determination that Retrofit
Technology, Inc. was deemed a Non-Responsive Bidder. The Sanitation District has
denied the protest. Retrofit Technology, Inc. has indicated that it will not pursue this
issue further.
Summary information on the bid opening for P1 Various Locations HVAC
Upgrade/Replacement, Project No. FE07-28, is as follows:
Project Budget $341,750
Construction Contract Budget (FE07-28) $180,000
Engineer's Construction Estimate $125,000
Lowest, Responsive, Responsible Bid $105,000
High Bid $133,500
PRIOR COMMITTEE/BOARD ACTIONS
N/A
ADDITIONAL INFORMATION
The contractor selection was conducted in accordance with the Sanitation District's
adopted policies and procedures.
Bidder Amount of Bid
Retrofit Technology, Inc. $ 94,979.00
Bon Air, Inc. $105,000.00
Fix My AC, Inc. $118,796.12
Trinity Process Solutions, Inc. $128,193.03
Apex Construction, Inc. $133,500.00
CEQA
A Notice of Exemption was filed for this project on May 5, 2008.
BUDGET/DELEGATION OF AUTHORITY COMPLIANCE
This request complies with authority levels of the Sanitation District's Delegation of
Authority. This item has been budgeted (2010-2011 Budget Update, Section 8, Page
97, FE-P1).
Date of Approval Contract Amount Contingency
07/06/11 $105,000 $21,000 (20%)
JH:DD:DF:el:aln:gc
Page 2 of 2
OPERATIONS COMMITTEE Meeting Date To Bd. of Dir.
07/06/11 07/27/11
AGENDA REPORT Item Number Item Number
9
Orange County Sanitation District
FROM: James D. Ruth, General Manager
Originator: Jim Herberg, Assistant General Manager
CIP Project Manager: Wendy Sevenandt
SUBJECT: TITLE 24 ACCESS COMPLIANCE AND BUILDING REHABILITATION
PROJECT, PROJECT NO. P1-115
GENERAL MANAGER'S RECOMMENDATION
A. Approve a Professional Design Services Agreement with The Austin Company to
provide professional design services for Title 24 Access Compliance and Building
Rehabilitation Project, Project No. P1-115, for an amount not to exceed $2,200,000;
and,
B. Approve a contingency of $220,000 (10%).
SUMMARY
The Professional Design Services Agreement includes preliminary design, final design,
and bid support services for the design of Title 24 accessibility improvements and
rehabilitation improvements to the support buildings and trailers at Plant No. 1 and to
relocate the Collections Facilities Maintenance staff from Plant No. 2 to Plant No. 1.
A Request for Proposal was sent to three firms and three proposals were received.
Based on the overall qualifications and expertise, staff recommends awarding a
Professional Design Services Agreement to The Austin Company for a total fee not to
exceed $2,200,000.
PRIOR COMMITTEE/BOARD ACTIONS
February 2011 — Approved Amendment No. 1 to the Agreement with City of Fountain
Valley for Permitting of Interim Improvements of the Orange County Sanitation District,
providing for updated completion schedule and project list, in a form approved by
General Counsel.
April 2010 - Approved an Agreement with the City of Fountain Valley for Permitting
Improvements of the Orange County Sanitation District within the City of Fountain
Valley, in a form approved by General Counsel.
Page 1 of 3
ADDITIONAL INFORMATION
The purpose of this project is to provide Title 24 accessibility improvements to the
support facilities stipulated in an agreement with the City of Fountain Valley. During the
development of the scope of work, staff developed a list of rehabilitation items that were
necessary to maintain the support facilities. These include such items as air
conditioning replacement, installation of cell phone repeaters, roof replacements, roof
access and fall protection, lighting improvements, painting, and other miscellaneous
upgrades to allow compliance with current building codes. This project also performs
the required tasks to relocate the Collections staff from Plant No. 2 to Plant No. 1 .
Acknowledging the importance of using an architectural consultant for this Project, the
Orange County Sanitation District (Sanitation District) issued a Request for
Qualifications (RFQ) for Professional Architectural Services. The RFQ was distributed
electronically to one hundred and eleven (111) firms on the prospective proposer list
maintained by the Sanitation District. Seven (7) Statement of Qualifications (SOQ) were
received on September 24, 2010. Prior to receipt of SOQs, a 4-member Evaluation
Team was formed. The evaluation criteria specified in the RFQ included four (4) Parts
as follows:
( Firm Experience and Staffing
( Title 24 Experience in the past 5 years
( Other Experience of Interest
( Quality and Arrangement of the SOQ
The top three ranked firms were invited to participate in the Request for Proposal (RFP)
process.
Staff Evaluation of Proposals:
On April 14, 2011, the Sanitation District issued an RFP to the three top-ranked firms
from the SOQ process. On May 16, 2011, three proposals were received. A panel
consisting of five Sanitation District staff reviewed and ranked each of the proposals in
accordance with Resolution No. OCSD 07-04, Section 5.07. Proposal evaluation
criteria included six parts as follows:
( Understanding of the scope of work
( Technical approach
( Management approach
( Staff qualifications
( Related project experience, and
( Project schedule
Following the technical proposal evaluations, interviews were conducted on May 23,
2011 with the three proposers. The proposal review panel ranked The Austin Company
as the most qualified firm.
Page 2 of 3
All proposals were accompanied by a sealed fee proposal. The fee proposals were not
opened until the proposal evaluation process was complete, interviews conducted and
the results compiled. Staff met with the top ranked firm and reviewed the Fee Proposal.
A negotiated amount was achieved. The negotiations consisted of:
( Scope review and suitability of the proposed hours to execute the work
( Review of critical components in each subsection of the Project and hours
( Correction for profit and overhead calculations
( Subconsultant participation and associated scopes of work
( Direct costs
( Acknowledgement of the Sanitation District's budget development process
Staff recommends awarding the architectural design services contract to The Austin
Company for a not-to-exceed amount of $2,200,000.
PROPOSAL EVALUATION TABLE
PROPOSERS & SCORE
EVALUATORS AECOM AUSTIN MVA
Reviewer A 720 820 870
Reviewer B 620 840 800
Reviewer C 530 830 650
Reviewer D 580 760 540
Reviewer E 850 940 1040
Overall Score 3300 4190 3900
Ranking 3 1 2
Proposal Fee $1,544,967 $2,507,758 $2,460,535
Negotiated Fee NA $2,200,000 NA
CEQA
A Notice of Exemption was filed for this project on January 5, 2011 .
BUDGET/DELEGATION OF AUTHORITY COMPLIANCE
This request complies with authority levels of the Sanitation District's Delegation of
Authority. This item has been budgeted under Project No. P1-115 Title 24 Access
Compliance and Building Rehabilitation Project and the budget is sufficient for the
recommended action (Line item: Section 8, Page 103).
Date of Approval Contract Amount Contingency
07/27/2011 $2,200,000 $220,000 (10%)
JDH:WS:el:gc
Page 3 of 3
OPERATIONS COMMITTEE Meeting Date To Bd. of Dir.
07/06/11 07/27/11
AGENDA REPORT Item Number Item Number
10
Orange County Sanitation District
FROM: James D. Ruth, General Manager
Originator: Jim Herberg, Assistant General Manager
CIP Project Manager: Dean Fisher
SUBJECT: SLUDGE DEWATERING AND ODOR CONTROL AT PLANT NO. 2,
PROJECT NO. P2-92
GENERAL MANAGER'S RECOMMENDATION
A. Approve a Professional Design Services Agreement with Brown and Caldwell for
Sludge Dewatering and Odor Control at Plant No.2, Job P2-92, providing for
engineering design services for the amount not to exceed $5,682,963; and,
B. Approve a contingency of $568,296 (10%).
SUMMARY
The Professional Design Services Agreement includes a Preliminary Design Report
(PDR), Final Design and construction documents (plans and specifications) and a
Supplemental Environmental Impact Report (SEIR).
A Request for Proposal was sent to five firms and three proposals were received.
Based on the overall qualifications and expertise, staff recommends awarding a
Professional Design Services Agreement to Brown and Caldwell for a total fee not to
exceed $5,682,963.
PRIOR COMMITTEE/BOARD ACTIONS
None.
ADDITIONAL INFORMATION
The Orange County Sanitation District (Sanitation District) operates a sludge dewatering
system at Plant No. 2, which is aging and in need of replacement. Project No. P2-92
will replace the existing belt press sludge dewatering system with a new centrifuge
sludge dewatering system in a new building. The centrifuge dewatering system will
produce a drier sludge cake to reduce sludge hauling requirements and will provide
improved ergonomic working conditions in the new building. This project will result in an
annual savings of $1.8 million to the biosolids handling and disposal costs. The project
will also provide an updated odor control system for the new centrifuge dewatering
building as well as the existing solids storage and truck loading facility and satisfy a
Sanitation District strategic initiative in completing this odor control work.
Page 1 of 3
Staff Evaluation of Proposals:
A Request for Proposal was sent to five engineering firms and three proposals were
received by the Sanitation District. A panel consisting of five members of the Sanitation
District's staff reviewed and ranked each of the proposals in accordance with Resolution
No. OCSD 07-04, Section 5.07. The proposals were evaluated in the following six
categories: (1) understanding of the scope of work, (2) technical approach, (3)
management approach, (4) staff qualifications, (5) related project experience, and (6)
schedule. Staff also conducted interviews with each of the three firms to meet the key
team members and further explore the firm's proposal. Brown and Caldwell was the top
ranked team, as shown in Table 1.
All proposals were accompanied by a sealed fee proposal estimate. The fee proposal
estimates were not opened until the proposals were evaluated and a firm was selected,
in accordance with Resolution No. OCSD 07-04, Section 5.07. Staff recommends
awarding the design contract to Brown and Caldwell.
TABLE 1
PROPOSAL EVALUATION
Consultant Brown & Black & Malcolm
Caldwell Veatch Pirnie
Evaluator
Reviewer A 90% 83% 68%
Reviewer B 64% 59% 56%
Reviewer C 84% 80% 66%
Reviewer D 94% 85% 71%
Reviewer E 90% 77% 64%
Overall Score 84% 77% 64%
Ranking 1 2 3
Proposal Fee $6,975,635 $5,299,311 $5,198,657
Negotiated $5,682,963
Proposed Fee
The Sanitation District staff met with Brown and Caldwell to clarify the requirements of
the scope of work and negotiate the final fee. During these meetings, the project scope
of work and the design process were discussed and clarified. As a result of these
meetings, the proposal fee was decreased by $1,292,670 due to scheduling
clarifications and an improved understanding of the Sanitation District's project
management procedures. There were no revisions to the RFP requirements.
The proposed fee is $ 383,652 greater than the second ranked proposer. However, this
additional fee provides an added value of 3,315 man hours and 112 drawings, which will
contribute to a high quality work product.
Page 2 of 3
CEQA
A Supplemental Environmental Impact Report will be prepared as part of this project
because a new building was not anticipated in the Sanitation District's Program EIR.
BUDGET/DELEGATION OF AUTHORITY COMPLIANCE
This request complies with authority levels of the Sanitation District's Delegation of
Authority. This item has been budgeted and the budget is sufficient for the
recommended action. (Line item: Section 8, Page 57).
Date of Approval Contract Amount Contingency
07/27/11 $5,682,963 $568,296 (10%)
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Page 3 of 3
OPERATIONS COMMITTEE Meeting Date To Bd. of Dir.
07/06/11 07/27/11
AGENDA REPORT Item Number Item Number
11
Orange County Sanitation District
FROM: James D. Ruth, General Manager
Originator: Ed Torres, Director of Operations and Maintenance
SUBJECT: PLANT NO. 2 OXYGEN GENERATION FACILITIES
REFURBISHMENT OF THE LIQUID OXYGEN STORAGE AND
DELIVERY SYSTEM
GENERAL MANAGER'S RECOMMENDATION
Authorize the General Manager to negotiate and subsequently approve Amendment No.
5 to the Agreement with Air Products and Chemicals, Inc., for Private Operation and
Maintenance of Oxygen Generation System at Plant No. 2, Purchase Order#43063-OB
to include the following:
A. Extend the agreement with Air Products and Chemicals, Inc. for an additional three
(3) month period beginning February 2, 2012, through April 30t", 2012, at the
current monthly rate of $27,411.76, and
B. Authorization for Air Products to refurbish the liquid oxygen storage and delivery
system, for a total amount not to exceed $1 ,300,000; and
C. Approve a contingency of $260,000 (20%) for the liquid oxygen refurbishment.
SUMMARY
Staff recently completed a Plan of Operation for Secondary Treatment (POST) with the
purpose to evaluate the most compliant, reliable and cost-effective strategy for
operation of the five (5) secondary treatment processes that will be available to
Operations & Maintenance (O&M) by the fall of 2011 .
One of the key recommendations from the POST was to discontinue use of the current
technology (cryogenic) used to produce oxygen for Plant No. 2's secondary treatment
process and replace it short-term (3 to 7 years) with delivery of liquid oxygen and long-
term with a more cost effective technology.
Based upon a preliminary cost estimate there is an opportunity to save up to $2,300/day
(approximately $840,000 annually) by switching over to the use of liquid oxygen in lieu
of the current cryogenic technology.
Page 1 of 3
OCSD currently contracts with Air Products & Chemicals, Inc. (APCI) to operate and
maintain the cryogenic facility and the liquid oxygen storage and delivery system which
expires February 2012. Staff recommends that we hire APCI to upgrade/modify the
liquid oxygen storage and delivery system to support continuous operation for the short-
term (3 to 7 years) or until a more cost effective technology is installed. The liquid
oxygen system is currently only used when the cryogenic equipment is down for
maintenance or during an emergency. For normal operations, this system is not
adequate for cost-effectively and safely servicing continuous operation. The extension
of the current APCI agreement is necessary to allow for the installation, start-up, and
staff training related to the refurbished liquid oxygen storage and delivery system.
Air Products, Inc. (APCI) is uniquely qualified to perform this work as they originally
designed and built the entire oxygen supply system, including the cryogenic oxygen
generation plant and the liquid oxygen storage and delivery system, and has been
responsible for operating and maintaining the entire system since 1989.
The APCI fee proposal is consistent with the terms and conditions set forth in the
current contract with APCI. This fee proposal was reviewed for reasonableness and
completeness by OCSD Staff and OCSD's consultant DWG Associates who is an
expert in oxygen production and has experience in designing, building and operating
oxygen plants.
PRIOR COMMITTEE/BOARD ACTIONS
January 2010 — Amend the May 20, 2009 Board Minutes, Item No. 10, approving
Amendment No. 4 to the Agreement for Private Operation and Maintenance of Oxygen
Generation System at Plant No. 2 with Air Products and Chemicals, Inc., (P.O. 43063-
OB), extending the contract for a two-year period beginning February 2, 2010 to
February 1, 2012, for an annual amount not to exceed $328,941.12.
May 2009 — Approve Amendment No. 4 to extend the contract with Air Products for a
two-year period beginning February 2, 2010.
June 2004 — Approve Amendment No. 3 to extend the contract with Air Products for a
five-year period beginning February 2, 2005 and authorize a sole source rehabilitation
of the spare oxygen generation unit by Air Products for an amount not to exceed
$401 ,000.
June 1997 — Approve Amendment No. 2 to the Agreement for Private Operation and
Maintenance of Oxygen Generation System at Plant No. 2. This amendment reduced
the operating expenses by $215,000 annually.
August 1989 — Board Resolution No. 89-108. This Board action approved the original
contract.
Page 2 of 3
ADDITIONAL INFORMATION
The design of the refurbished liquid oxygen storage and delivery system will meet
current OCSD Engineering Standards and all applicable regulatory requirements
including OSHA.
Implementation of the long-term solution for providing oxygen to the Plant No. 2
secondary treatment process will occur under a separate capital project managed by
our engineering department.
CEQA
N/A
BUDGET/DELEGATION OF AUTHORITY COMPLIANCE
This request complies with authority levels of the OCSD's Delegation of Authority. The
funding for this project will be from Project SP-34 Small Capital Equipment
Replacement Project, 2010-11 & 2011-12 Budget Section 8 — Page 133.
Date of Approval Contract Amount Contingency
07/27/11 $1,300,000 $260,000 (20%)
Page 3 of 3
BOARD OF DIRECTORS Meeting Date To Bd. of Dir.
07/06/11 07/27/11
AGENDA REPORT Item Number Item Number
12
Orange County Sanitation District
FROM: James D. Ruth, General Manager
Originator: Nick Arhontes, Director of Facilities Support Services
Ann Crafton, Principal Analyst for Facilities Support Services
SUBJECT: POLICY FOR LOCAL SEWERS TRANSFERS
GENERAL MANAGER'S RECOMMENDATION
Adopt Resolution No. OCSD 11-XX. A Resolution of the Board of Directors of Orange
County Sanitation District Adopting a Policy Regarding the Transfer of Local Sewers.
SUMMARY
In accordance with the Five Year Strategic Plan, staff has been working with several
cities and agencies to transfer local sewer facilities that do not serve a true regional
purpose to the appropriate local jurisdictions. To answer their staff's questions and to
support additional discussions with local sewer jurisdictions, staff with the support of the
General Counsel, has drafted a policy resolution for consideration by the Board of
Directors. Staff believes that adoption of the policy resolution will help expedite
processes.
PRIOR COMMITTEE/BOARD ACTIONS
November 2010: Five-Year Strategic Plan, Business Principles Goals #2, page 18.
Local Sewer Services-"Transfer back to cities and sanitary districts local sewer assets
that are not serving a true regional purpose".
ADDITIONAL INFORMATION
Approval of the resolution will provide criteria to support what constitutes a local or
regional sewer facility. This resolution will assist staff in executing local sewer transfers
by providing standardized guidelines to be used with the local jurisdictions. Once the
local sewers are transferred to local agencies, OCSD will be able to focus its resources
on the construction, ownership, operations, and maintenance of facilities which have a
regional purpose.
ATTACHMENT
Resolution No. OCSD 11-XX
Page 1 of 1
RESOLUTION NO. OCSD 11-XX
A RESOLUTION OF THE BOARD OF DIRECTORS OF
ORANGE COUNTY SANITATION DISTRICT ADOPTING A
POLICY REGARDING THE TRANSFER OF LOCAL SEWERS
WHEREAS, the core function of the Orange County Sanitation District ("Sanitation
District") is to treat and dispose of wastewater generated within its jurisdiction, a 463-square-
mile area of central and northwest Orange County. The Sanitation District operates a regional
network of trunk sewers that delivers the area's wastewater to the Sanitation District's treatment
and disposal facilities. A "trunk sewer" is a sewer that receives wastewater from many tributary
sewers over a large area. Cities, sanitary districts, and one water district within the Sanitation
District's jurisdiction operate local networks of tributary sewers that convey wastewater from
individual properties to the Sanitation District's regional collection system; and
WHEREAS, over the years the Sanitation District and/or its predecessor agencies have,
for a variety of site-specific reasons, acquired and operated certain local sewer facilities. Today,
the Sanitation District owns and operates approximately 176 miles of local sewers, which
represents about 3% of the local sewers within the Sanitation District's service area. The
remaining ninety-seven percent (97%) of the local sewers within the Sanitation District are
owned and operated by cities, sanitary districts, and one water district; and
WHEREAS, in the interest of efficiency, the Sanitation District should focus its
resources on the regional network of trunk sewers, and leave operation of local sewers to the
cities, sanitary districts, and the water district. The Sanitation District should own and operate
local sewers only in exceptional situations, such as when no qualified provider of local sewer
service is available; and
WHEREAS, one of the goals set forth in the Sanitation District's current Five Year
Strategic Plan is to transfer to cities and sanitary districts all "local sewer assets that are not
serving a true regional purpose" by Fiscal Year 2012-2013.
NOW, THEREFORE, the Board of Directors of the Orange County Sanitation District
does hereby resolve, determine, and order as follows:
Section 1: Sanitation District staff shall work with cities and sanitary districts to transfer all
local sewer facilities to the appropriate city or sanitary district.
Section 2: For purposes of this Resolution, the term "local sewer facilities" generally
includes, but is not necessarily limited to, the following:
Sewers that connect directly to parcels and/or private sewer laterals;
Tributary sewers that feed into the Sanitation District's regional trunk sewers;
Any sewer for which a city or sanitary district charges a user fee to operate or maintain.
766336.2
For purposes of this Resolution, the term "local sewer facilities" generally does not include trunk
sewers that collect and convey wastewater from two or more jurisdictions to one of the
Sanitation District's two wastewater treatment plants.
Section 3: In those exceptional cases where the Sanitation District deems it necessary to own
and operate a local sewer, the Sanitation District should, where feasible, recover the costs of
constructing, operating, and/or maintaining the local sewer through a user fee imposed on those
users who benefit from the local sewer.
PASSED AND ADOPTED at a regular meeting held , 2011.
Board Chair Date
ATTEST:
Clerk of the Board
766336.2
OPERATIONS COMMITTEE Meeting Date To Bd. of Dir.
07/06/11 07/27/11
AGENDA REPORT Item Number Item Number
13
Orange County Sanitation District
FROM: James D. Ruth, General Manager
Originator: Lorenzo Tyner, Director, Finance and Administrative Services
SUBJECT: REVISING THE DELEGATION OF AUTHORITY RESOLUTION
GENERAL MANAGER'S RECOMMENDATION
Information Only
SUMMARY
As a result of the August 2010 reorganization and continual efforts toward an efficient
and effective procurement process, updates to the current Purchasing Resolution and
Delegation of Authority are now recommended. These updates are proposed to ensure
that new contracting and procurement controls are established, outreach and
contracting opportunities enhanced, and general "housekeeping" changes implemented.
This resolution was last updated in February 2007.
The major changes proposed are summarized in the attached spreadsheet entitled,
"Summary of Proposed Changes to the Delegation of Authority." Most changes can be
categorized as housekeeping or minor improvements, adding terms and definitions for
better understanding, better clarifying authorities, and reformatting the document for
ease of use.
PRIOR COMMITTEE/BOARD ACTIONS
Resolution No. 07-04: Establishing Policies and Procedures for the Award of
Purchasing Orders and Contracts; Award of Public Works Project Contracts; Award of
Professional Services Contracts; and Delegation of Authority to Implement said Policies
and Procedures were approved by the Board of Directors on February 28, 2007.
ADDITIONAL INFORMATION
Although past Delegation of Authority revisions have improved the Orange County
Sanitation District's (Sanitation District) ability to operate more efficiently and effectively,
additional corrections and improvements are still needed. Examples include:
Capital Improvement Program (CIP)
With the Sanitation District's focus moving from major capital improvements to facilities
rehabilitation and secondary treatment standards, the General Manager's delegated
DW-102 Board AR, Rev 10/04/10 Page 1 of 2
authority should be adjusted to include additional flexibility with respect to the change
order process.
Changes in authority levels are restricted to the capital improvement process. These
changes will streamline the change order approval process and will bring the authority
levels in line with those for other types of procurements. Also, a new open engineering
contracts prequalification process which encourages more participation at the Sanitation
District is included.
Additional oversight responsibilities by Contracts Administration to review and approve
these change orders are incorporated. Contracts Administration resides in the
Administrative Services Department outside of Construction and Design activities.
Cooperative Contracts
By expanding the Sanitation District's availability to a broader range of Cooperative
(Piggyback) government contracts, additional cost savings can be achieved by pooling
buying power from other large government agency or government agency consortiums.
CEQA
N/A
BUDGET/DELEGATION OF AUTHORITY COMPLIANCE
N/A
ATTACHMENT
Summary of Proposed Changes to the Delegation of Authority
MD:gc
DW-102 Board AR, Rev 10/04/10 Page 2 of 2
SUMMARY OF PROPOSED CHANGES TO THE DELEGATION OF AUTHORITY
ARTICLE TITLE DESCRIPTION OF CHANGE RATIONALE FOR CHANGE
Recital Of Findings Housekeeping level changes. Housekeeping level changes.
II Terms And Definitions Terms added and defined. Some existing terms 15 new terms were added and defined.
were revised for clarification. Some existing terms were revised for clarification.
III Delegation Of Authority Housekeeping level changes. Housekeeping level changes.
IV Operational Supplies, Housekeeping level changes. Housekeeping changes, including a re-ordering of
Materials, Equipment & Sections from lowest to highest dollar values.
Services, Including
Professional Service
Consultants (Excluding Public
Works Construction Contracts
Or Professional Design Service
Agreements)
V Professional Design Services Housekeeping level and other changes. In addition to housekeeping level changes, the
Agreements layout of this section has been re-ordered due to the
addition of new sections.
V Professional Design Services This section adds a prequalification program for This change will result in a broad outreach to the
Agreements various disciplines within the engineering field. engineering consultant community for the purpose
The prequalification program will result in the of identifying a pool of highly qualified firms that will
Section 5.03 Prequalification establishment of a list of consultants who meet offer OCSD the best overall service.
Program OCSD's qualification criteria in various
disciplines.
Consultants on the established prequalified lists
will be provided with access to proposing
opportunities for specific projects. Proposing
opportunities will consist of a Request for
Proposal (RFP) process similar to the current
process.
The term of the list will be no greater than 3
years.
June 22, 2011
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SUMMARY OF PROPOSED CHANGES TO THE DELEGATION OF AUTHORITY
ARTICLE TITLE DESCRIPTION OF CHANGE RATIONALE FOR CHANGE
Professional Design Services This subsection addresses the situation where This proposed change raises the threshold for sole
Agreement staff determines that there is only one qualified source consultant procurements to be forwarded to
V firm to perform services for a specific project the appropriate Standing Committee to $100,000.
Section 5.04 Major Capital with unique needs. The Staff Evaluation The increase simply makes the General Manager's
Projects: Selection of Committee may make a recommendation for level of sole source authorization consistent with his
Professional Design award to that one firm to the appropriate existing $100,000 approval authority throughout the
Consultants— Procedure Standing Committee when the estimated value DOA.
of the proposed work is in an amount greater
Subsection G. Specialized than $100,000. This is an increase of$50,000
Services from the existing DOA.
V Professional Design Services Facilities Repair Services added to the scope of The existing DOA limits the scope of Facilities
Agreement Facilities Engineering consultant services. Engineering to public works projects. The Beyond
2012 reorganization incorporated Facilities Repair on
Section 5.05 Facilities non-public works projects into the scope of the
Engineering Project: Annual Facilities Engineering division. The proposed change
Budget Approval aligns the DOA with the Beyond 2011 reorganization
as regards Facilities Engineering and Facilities Repair
projects.
V Professional Design Services This proposed revision specifies that a This change will result in a broad outreach to the
Agreement prequalification process shall be used to engineering consultant community for the purpose
establish a master list of consultants to perform of identifying a pool of highly qualified firms that will
Section 5.06 Facilities the required design and professional services offer OCSD the best overall service.
Engineering or Facilities Repair needed for Facilities Engineering and Facilities
Project: Prequalification Repair projects.
Process and Task Order
Management
Section A.
June 22, 2011
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SUMMARY OF PROPOSED CHANGES TO THE DELEGATION OF AUTHORITY
ARTICLE TITLE DESCRIPTION OF CHANGE RATIONALE FOR CHANGE
V Professional Design Services Raises the annual fiscal year contract limitation An additional $50,000 per year, per consultant
Agreement for the Facilities Engineering/Facilities Repair agreement has been added to fund design or
consultants from $200,000 per year to $250,000 professional services necessary for Facilities Repair
Section 5.06 Facilities per year. projects.
Engineering or Facilities Repair
Projects: Prequalification
Process and Task Order
Management
Subsection E.
Public Works Construction Housekeeping level changes. Housekeeping level changes.
VI Contracts
VI Public Works Construction The language contains revised language to The statutory threshold for informal bidding was
Contracts provide for changes to the California Public recently changed from $35,000 to $175,000.
Contract Code relative to the issue of the
Section 6.01: Purpose and informal bidding threshold. OCSD does not currently utilize informal bidding
Scope. practices, but the flexibility to do so could be of
benefit.
VI Public Works Construction This section has been added to allow OCSD to The ability to prequalify contractors will be
Contracts establish a prequalification program for beneficial to OCSD to ensure that contractors have
contractors seeking to bid on OCSD projects. proven experience in specific scopes of work or
Section 6.04: Prequalification specific work environments, meet financial, safety
of Contractors Seeking to Bid and other responsibility criteria. Contract awards
on Public Works Projects will continue to be based on the lowest responsive,
responsible bidder.
June 22, 2011
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SUMMARY OF PROPOSED CHANGES TO THE DELEGATION OF AUTHORITY
ARTICLE TITLE DESCRIPTION OF CHANGE RATIONALE FOR CHANGE
VI Public Works Construction This section has been added to allow OCSD to This update is proposed to bring current Board and
Contracts utilize the design-build method of project legislatively approved practice and the DOA into
Section 6.05: Design-Build delivery in accordance with the requirements of alignment.
the California Public Contract Code, as may be
amended from time to time.
VII Award Authorization Housekeeping level changes and reorganization Housekeeping level changes and reorganization of
of sections. sections.
VII Award Authorization This Section has been reorganized into In the existing DOA, Section 7.01C "Amendments &
A. Original Purchase Orders, Agreements Change Orders to Existing Agreements" identified
7.01: All Purchase Orders, and Contracts change authorization for public works contracts
Agreements, Contracts, B. Amendments entered into prior to July 1, 2007. The purpose was
Amendments and Change C. Change Orders to Public Works to address authorizations for public works contracts
Orders. Contracts that did not have an established contingency. As of
this point, all contracts have an established
contingency, so this section is no longer needed.
VII Award Authorization C. Change Orders to Public Works Contracts The purpose for delegating staff the authority to
authorize changes in the work within the approved
7.01: All Purchase Orders, Under the list of Delegated Authorized contingency
Agreements, Contracts, Authority, Staff Levels A, B & C are added as is to expedite the processing of change orders, which
Amendments and Change parties authorized to approve Change Orders will result in faster payments to contractors for
Orders within the approved project contingency. The changed work.
levels of authorization are higher than Staff Overall staff accountability will increase since
C. Change Orders to Public Levels A,B &C established in 7.01A Original individual staff members will be directly responsible
Works Contracts Purchase Orders, Agreements and Contracts, for authorized changes in the work within their
and are noted below. designated level, within the approved contingency.
Contracts Administration will now review all
field change orders, rather than just changes in
excess of$35,000.
June 22, 2011
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SUMMARY OF PROPOSED CHANGES TO THE DELEGATION OF AUTHORITY
ARTICLE TITLE DESCRIPTION OF CHANGE RATIONALE FOR CHANGE
VII Award Authorization, Staff Level 7.01A 7.01C See above.
Continued [Original awards] [Changes to Public
Works]
7.01: All Purchase Orders, C $ up to 2,000 Less than or =
Agreements, Contracts, $5,000
Amendments and Change B $2,001 - $5,000 $ 5,001 - $10,000
Orders A $5,001 - $10,000 $ 10,000 - $25,000
C. Change Orders to Public Division
Works Contracts Manager $10,001-$25,000
Department Head/
Director $25,001-$50,000 $25,001 - $50,000
Assistant General Manager/
General Manager
$50,001 - $100,000 $50,001 -$100,000
Standing Committee and Board level
authorizations not changed.
VII Award Authorization A. Under the Director of Engineering's The existing DOA limits the scope of Facilities
authorized authority, adds a limit of$50,000 per Engineering projects to public works. The Beyond
7.02: Task Orders for Facilities agreement per year for facilities repair projects, 2012 reorganization incorporated facilities repair for
Engineering and Facilities as previously discussed in Section 5.06, non-public works into the responsibilities of the
Repair Projects subsection E. Facilities Engineering Division. The proposed
change aligns the DOA with the Beyond 2011
reorganization, and adds authorization of up to
$50,000 per consultant agreement per year to the
Director of Engineering for design or professional
services associated with Facilities Repair.
June 22, 2011
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SUMMARY OF PROPOSED CHANGES TO THE DELEGATION OF AUTHORITY
ARTICLE TITLE DESCRIPTION OF CHANGE RATIONALE FOR CHANGE
VII 7.03 Public Works Projects Adds a provision which authorizes the General The existing DOA was silent on the handling of
C. Substitution of Subcontractors Manager to approve and execute all contractor subcontractor substitutions. The proposed change is
requested substitutions of subcontractors. consistent with the California Pubic Contract Code
provides that an awarding body or its duly authorized
officer may consent to subcontractor substitutions. This
change will allow OCSD to process subcontractor
substitutions in a more expedited fashion.
VIII Training, Meetings and Related Housekeeping level changes. Housekeeping level changes.
Travel Expenses
IX Miscellaneous Housekeeping level changes. Housekeeping level changes.
June 22, 2011
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