FROM: Robert Thompson, General Manager
Originator: Riaz Moinuddin, Director of Operations & Maintenance
SUBJECT:
title
ON-CALL MAINTENANCE SERVICES FOR ELECTRICAL EQUIPMENT, SPECIFICATION NO. S-2025-684BD
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GENERAL MANAGER'S RECOMMENDATION
recommendation
RECOMMENDATION: Recommend to the Board of Directors to:
A. Approve a General Services Contract to IPS PowerServe to provide On-Call Maintenance Services for Electrical Equipment, Specification No. S-2025-684BD, for an annual total amount not to exceed $4,998,418 for a one-year period with four (4) optional one-year renewals; and
B. Approve an annual contingency of $499,841 (10%).
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BACKGROUND
Orange County Sanitation District (OC San) maintains extensive electrical distribution systems across its treatment plants and pump stations. In accordance with NFPA 70B, regular inspection, testing, and maintenance are essential to prevent failures that could disrupt operations or pose safety risks. Maintaining compliance with these standards ensures reliability, reduces costs, and supports uninterrupted treatment operations.
RELEVANT STANDARDS
• Protect OC San assets
• 24/7/365 treatment plant reliability
• Maintain a proactive asset management program
PROBLEM
OC San maintains a significant medium and low voltage electrical distribution system requiring substantial labor effort to coordinate, test, calibrate, and maintain for safe and reliable operation. The variable nature of scheduled and corrective maintenance and the need to support variable capital improvement shutdowns sometimes exceeds electrical maintenance staff’s availability to perform this work in a timely fashion.
PROPOSED SOLUTION
Approve a General Services Contract to IPS PowerServe to provide on-call maintenance services for electrical equipment in accordance with NFPA 70B requirements, ensuring continuity of critical electrical system maintenance to support operational needs and maintain compliance.
TIMING CONCERNS
Proceeding as soon as possible is desired to ensure that electrical equipment reliability and availability is maintained at a high level within the power distribution systems.
RAMIFICATIONS OF NOT TAKING ACTION
Failure to take any action will result in a greater risk of downtime and potential breakdowns or failures of electrical equipment.
PRIOR COMMITTEE/BOARD ACTIONS
N/A
ADDITIONAL INFORMATION
On June 26, 2025, OC San issued a Request for Proposal and on July 31, 2025, OC San received six (6) proposals. Two (2) proposals were deemed non-responsive during the initial step of the evaluation due to missing documents or failure to meet OC San’s certification requirements. The four remaining proposals were evaluated in accordance with OC San’s policies and procedures and by a team consisting of an OC San Project Manager, a Maintenance Superintendent, two (2) Maintenance Supervisors, and a Maintenance Specialist. A Purchasing representative chaired the team as a non-voting member.
Proposals were individually scored based on the following criteria:
|
Criterion |
Weight |
|
1. Qualifications of the Firm |
25% |
|
2. Staffing and Project Organization |
25% |
|
3. Understanding of Work |
30% |
|
4. Cost |
20% |
The evaluation team first reviewed and scored the proposals based on the criteria listed above, excluding the cost criterion.
|
Rank |
Proposer |
Criterion 1 (Max 25%) |
Criterion 2 (Max 25%) |
Criterion 3 (Max 30%) |
Subtotal Score (Max 80%) |
|
1 |
Tony Demaria Electric |
21% |
20% |
26% |
67% |
|
2 |
IPS PowerServe |
21% |
16% |
23% |
60% |
|
3 |
Hampton Tedder Technical Services |
17% |
20% |
14% |
51% |
|
4 |
Vistam, Inc. |
16% |
13% |
20% |
49% |
A sealed cost proposal accompanied all proposals. Only the cost proposals for the two highest-ranked firms were opened and negotiated. During cost review it was discovered that Tony Demaria incorrectly proposed costs based on inaccurate units of measure and corrected their pricing during the Best and Final Offer (BAFO) stage. The final costs for the top scoring proposers were as follows:
|
Rank |
Proposer |
Original Cost |
BAFO |
Total Weighted Score (Max 100%) |
|
1 |
IPS PowerServe |
$5,224,650.00 |
$4,998,417.50 |
80% |
|
2 |
Tony Demaria Electric |
$2,532,167.00 |
$11,000,710.00 |
76% |
Based on these results, staff recommends approving the General Service Contract to IPS PowerServe. The term of this General Service Contract will begin upon the effective date of the Notice to Proceed.
CEQA
N/A
FINANCIAL CONSIDERATIONS
This request complies with the authority levels of OC San’s Purchasing Ordinance. This item has been budgeted (Budget Update FY 2025-26, Page 33, Repairs and Maintenance) and the budget is sufficient for the recommended action.
|
Date of Approval |
Contract Amount |
Contingency |
|
11/19/2025 |
$4,998,418 |
$499,841.00 (10%) |
ATTACHMENT
The following attachment(s) may be viewed on-line at the OC San website (www.ocsan.gov) with the complete agenda package:
• General Services Contract