FROM: Robert Thompson, General Manager
Originator: Mike Dorman, Director of Engineering
SUBJECT:
title
ON-CALL SURVEYING SERVICES FOR ORANGE COUNTY SANITATION DISTRICT’S CAPITAL IMPROVEMENT PROGRAM, FACILITIES ENGINEERING, OPERATIONS, AND MAINTENANCE PROJECTS, PSA2025-002
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GENERAL MANAGER'S RECOMMENDATION
recommendation
RECOMMENDATION: Recommend to the Board of Directors to:
Approve Professional Services Agreements to provide on-call Surveying Services for Orange County Sanitation District’s Capital Improvement Program, Facilities Engineering, Operations, and Maintenance Projects, PSA2025-002, for a three-year period commencing May 1, 2025, through April 30, 2028, with two one-year renewal options, for an amount not to exceed $500,000 per individual agreement ($2,000,000 total) with the following four firms:
• Michael Baker International, Inc.
• Psomas
• Stantec Consulting Services Inc.
• D. Woolley & Associates, Inc.
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BACKGROUND
The Orange County Sanitation District (OC San) uses outside specialty consultants for surveying services to support the Capital Improvement Program, Small Construction Projects, and Maintenance Projects during the planning, design, and construction of facilities both inside the Plants and for the collection systems.
RELEVANT STANDARDS
• Ensure the public’s money is wisely spent
• 1, 5, 20-year planning horizons
• California Government Code §4526: Select the “best qualified firm” and “negotiate fair and equitable fees”
PROBLEM
The current on-call surveying services agreements are expiring in April 2025. Without new agreements, OC San would not have access to surveying services to support the Capital Improvement Program, Small Construction Projects, and Maintenance Projects.
PROPOSED SOLUTION
Approve four Professional Services Agreements to provide on-call surveying services for collection system and treatment plant projects for up to a five-year period ending in April 2030.
The agreements will cover a three-year period with two one-year renewal options. The recommended agreement amounts are based on the number and type of services utilized in the past and the anticipated needs going forward. Staff will use these consultants on an as-needed basis.
TIMING CONCERNS
Delaying the new agreements will prevent the use of these services to support collection system and treatment plant projects.
RAMIFICATIONS OF NOT TAKING ACTION
Increased risk of construction quality and code compliance problems during execution of the Capital Improvement Program, Small Construction Projects, and Maintenance Projects without these services.
PRIOR COMMITTEE/BOARD ACTIONS
N/A
ADDITIONAL INFORMATION
On September 25, 2024, OC San issued a Notice to Prospective Proposers to over 1,500 vendors which outlined the timeline for the solicitation. On October 8, 2024, OC San requested and advertised for proposals. Nine companies identified themselves as potential proposers, so an adequate response was expected.
Twelve proposals were received on November 21, 2024. The proposals were evaluated in accordance with the evaluation process set forth in OC San’s Purchasing Ordinance by a pre-selected Evaluation Team consisting of OC San staff: two Construction Inspection Supervisors, two Construction Inspectors, and one Senior Safety and Health Specialist. The Evaluation Team also included one non-voting representative from the Contracts Administration Division.
The following evaluation criteria were described in the RFP and used to evaluate the proposals.
|
CRITERION |
WEIGHT |
|
Project Approach and Scope of Work Understanding |
25% |
|
Staff Qualifications |
40% |
|
Professional Registration and Experience |
35% |
The Evaluation Team scored the proposals on the established criteria as summarized in the table below:
|
Rank |
Firm |
Approach and Understanding (Max 25 Pts.) |
Staff Qualifications (Max 40 Pts.) |
Experience (Max 35 Pts.) |
Total Score (Max 100 Pts.) |
|
1 |
Michael Baker International, Inc. |
24 |
38 |
34 |
96 |
|
2 |
Psomas |
24 |
38 |
32 |
94 |
|
3 |
Stantec Consulting Services Inc. |
17 |
39 |
33 |
89 |
|
4 |
D. Woolley and Associates, Inc. |
21 |
28 |
32 |
81 |
|
5 |
CL Surveying and Mapping, Inc. |
14 |
32 |
28 |
74 |
|
6 |
KDM Meridian |
16 |
30 |
27 |
73 |
|
7 |
Huitt-Zollars, Inc. |
13 |
32 |
25 |
70 |
|
8 |
Coast Surveying, Inc. |
18 |
25 |
24 |
67 |
|
9 |
Hunsaker & Associates Irvine, Inc. |
13 |
31 |
22 |
66 |
|
10 |
TKE Engineering, Inc. |
19 |
22 |
21 |
62 |
|
11 |
O’Day Consultants, Inc. |
12 |
20 |
22 |
54 |
|
12 |
Onward Engineering |
13 |
21 |
18 |
52 |
Based on this scoring, staff recommends approval of agreements to the top four-ranked firms. The Proposers recommended for approval generally had a better approach to meeting OC San’s needs in combination with highly qualified staff and demonstrated experience performing the surveying services needed for OC San’s projected work over the contract period. Lower scoring Proposers generally did not address all of the requirements of the RFP.
Review of Fee Proposal and Negotiations:
The fee proposals for the selected firms were opened on January 23, 2025, and the rates were reviewed for general conformance and found to be acceptable. Staff recommends approval of the agreements to Michael Baker International, Inc., Psomas, Stantec Consulting Services Inc., and D. Woolley & Associates, Inc.
CEQA
N/A
FINANCIAL CONSIDERATIONS
This request complies with authority levels of OC San’s Purchasing Ordinance. The budgeted costs for the proposed Professional Services Agreements are contained within the approved CIP project budgets and no additional funding is necessary.
ATTACHMENT
The following attachment(s) may be viewed on-line at the OC San website (www.ocsan.gov) with the complete agenda package:
• Draft Professional Services Agreements
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