FROM: James D. Herberg, General Manager
Originator: Kathy Millea, Director of Engineering
SUBJECT:
title
BUILDING B FLOOR REPLACEMENT, JIB CRANE AND FORKLIFT PAD, PROJECT NO. FR1-0012
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GENERAL MANAGER'S RECOMMENDATION
recommendation
RECOMMENDATION: Recommend to the Board of Directors to:
A. Receive and file Bid Tabulation and Recommendation for Building B Floor Replacement, Jib Crane and Forklift Pad, Project No. FR1-0012;
B. Award a Construction Contract to Vicon Enterprise for Building B Floor Replacement, Jib Crane and Forklift Pad, Project No. FR1-0012 for an amount not to exceed $220,000; and
C. Approve a contingency of $22,000 (10%).
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BACKGROUND
Orange County Sanitation District’s (OC San) Maintenance Division uses Building B at Plant No. 1 as a Rebuild Shop for repairs of heavy equipment, welding, and fabrication of new equipment and parts.
RELEVANT STANDARDS
• Comply with California Public Contract Code Section 20103.8, award construction contract to lowest responsive, responsible bidder
• Provide a safe and collegial workplace
PROBLEM
Approximately 25% of the flooring in Building B has a 3-inch-thick layer of wood flooring inset into the concrete base slab. The wood pieces have shrunk with age and are broken at various locations causing safety concerns. The wood also contains creosote which poses a health hazard.
Working on heavy equipment sometimes requires a crane to lift loads up to 1,000 pounds, which is greater than the crane’s available load in the building. The weight of a forklift used to move equipment and materials has damaged the asphalt where it is parked just outside the building.
PROPOSED SOLUTION
Award a construction contract for Building B Floor Replacement, Jib Crane and Forklift Pad, Project No. FR1-0012. This project will replace the wood flooring with concrete, install a base for a heavy jib crane, and install a concrete slab where the forklift is parked.
TIMING CONCERNS
The problems that the project will be addressing will continue until the work is completed.
RAMIFICATIONS OF NOT TAKING ACTION
If the Project does not proceed, the Rebuild Shop functionality will be limited, and the work environment will continue to be vulnerable to potential health and safety issues.
PRIOR COMMITTEE/BOARD ACTIONS
N/A
ADDITIONAL INFORMATION
OC San advertised Building B Floor Replacement, Jib Crane and Forklift Pad, Project No. Project No. FR1-0012 for bids on March 8, 2022 and three sealed bids were received. A summary of the bid opening follows:
|
Engineer’s Estimate |
$ 102,000 |
|
Bidder |
Amount of Bid |
|
IE General Engineering Inc. |
$98,000 |
|
Vicon Enterprise |
$220,000 |
|
Tharsos Inc |
$222,844 |
The bids were evaluated in accordance with the OC San’s policies and procedures. During the bid evaluation process, the apparent low bidder, IE General Engineering Inc., was non-responsive as they did not submit required OSHA logs and safety documentation and did not respond to multiple emails and phone calls. The next lowest bidder, Vicon Enterprise, was found responsive and responsible.
Staff had reviewed the plan holder list prior to bid opening and had expected five or six bids, so competitive bids were expected.
The two responsive bids were more than twice the Engineer’s estimate. Using additional bid information Vicon Enterprise provided to OC San, staff found items that had been missed or underestimated in the Engineer’s estimate. These included underestimated costs for certain specific items and a missed cost for the wood flooring removal. Work restrictions specified to protect equipment and activities in the building may have increased indirect costs by extending the time required to complete the work. The fact that the two valid bids were so close suggests that the price is fair and reasonable for the work involved.
OC San staff recommends awarding a Construction Contract to the lowest responsive and responsible bidder, Vicon Enterprise, for a total amount not to exceed $220,000.
CEQA
The project is exempt from CEQA under the Class 1 categorical exemptions set forth in California Code of Regulations Section 15301. A Notice of Exemption will be filed with the OC Clerk-Recorder after OC San Board of Directors approval of the construction contract.
FINANCIAL CONSIDERATIONS
This request complies with the authority levels of OC San’s Purchasing Ordinance. This item is budgeted in the Budget Update FY 2022-2023, Operations and Maintenance Department, Repairs and Maintenance, Page 45, and the available funding is sufficient for this action.
ATTACHMENT
The following attachment(s) may be viewed on-line at the OC San website (www.ocsan.gov) with the complete agenda package:
• Construction Contract
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