FROM: Robert Thompson, General Manager
Originator: Riaz Moinuddin, Director of Operations & Maintenance
SUBJECT:
title
SEWER PIPELINE CCTV INSPECTION SERVICES, SPECIFICATION NO. S-2024-642BD
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GENERAL MANAGER'S RECOMMENDATION
recommendation
RECOMMENDATION:
A. Approve a General Services Contract to Performance Pipeline Technologies, Inc., DBA Sanitation Systems, to provide As-Needed Sewer Pipeline CCTV Inspection Services, Specification No. S-2024-642BD, for a total amount not to exceed $633,375 for a one-year period, with four (4) one-year renewal options; and
B. Approve a contingency of $126,675 (20%).
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BACKGROUND
Sewer inspection and condition assessment are major preventative maintenance tasks outlined in the Orange County Sanitation District (OC San) Sewer System Management Plan (SSMP) approved by the Regional Water Quality Control Board. OC San has committed to inspecting the entire sewer system every five years to ensure it aligns with the National Association of Sewer Service Companies guidelines and definitions. Closed Circuit Television (CCTV) data determines pipe structural conditions, scope repair/replacement projects, and validates maintenance tasks and frequencies.
OC San previously had two General Service Contracts for Sewer Pipeline CCTV Inspection Services with two Contractors, Pro-Pipe, Inc. (Primary) and National Plant Services, Inc. (Secondary). In June 2024, Pro-Pipe notified OC San that they would be closing all operations within California in July 2024 and would no longer be able to provide Sewer Pipeline CCTV Inspection Services to OC San thereafter. Due to the need of redundancy for this service, OC San still needs a second sewer pipeline CCTV contractor to ensure OC San maintains redundancy to meet its CCTV schedule defined in the SSMP.
RELEVANT STANDARDS
• Protect OC San assets
• Maintain a proactive asset management program
• Operate and maintain facilities to minimize impacts on surrounding communities, including odor, noise, and lighting
PROBLEM
OC San does not have redundancy to ensure the CCTV portion requirement of the SSMP does not fall behind.
PROPOSED SOLUTION
Approve a General Services Contract with a second qualified Contractor to meet the requirements of the SSMP.
TIMING CONCERNS
Delaying the new contract will jeopardize compliance with the SSMP and leave sewer pipe conditions unknown.
RAMIFICATIONS OF NOT TAKING ACTION
If a new contract is not approved, OC San will fall behind schedule for sewer pipeline CCTV, putting public safety at risk. In addition, failing to continue monitoring the condition of sewer pipelines could lead to significant failures.
PRIOR COMMITTEE/BOARD ACTIONS
February 2024 - Approved General Services Contracts to two contractors: Pro-Pipe, Inc. (Primary) for a not to exceed amount of $1,076,373; and National Plant Services, Inc. (Secondary) for $480,000 for Sewer Pipeline CCTV Inspection Services, Specification No. S-2023-1423BD for the period beginning March 1, 2024, through February 28, 2025, with four one-year renewal options for each service provider; and approved an annual contingency of a 10% increase over the prior year for all renewal periods and service providers.
ADDITIONAL INFORMATION
An RFP was issued on October 2, 2024. OC San received four responsive proposals, all evaluated and individually scored by a team of two engineers, one assistant engineer, and support from one maintenance superintendent. A Purchasing representative chaired the team as a non-voting member. Members of the team performed an independent review of the proposals. Preliminary scores were reviewed and discussed with a purchasing representative for any questions or concerns. Proposal evaluations were based on the following criteria:
|
CRITERION |
WEIGHT |
|
1. Qualifications & Experience of Firm |
15% |
|
2. Proposed Staffing & Project Organization |
15% |
|
3. Work Plan |
30% |
|
4. Quality of Sample |
20% |
|
5. Cost |
20% |
The evaluation team first reviewed and scored the proposals based on the criteria listed above, other than cost, and the scores were as follows:
|
Rank |
Proposer |
Criterion 1 (Max 15%) |
Criterion 2 (Max 15%) |
Criterion 3 (Max 30%) |
Criterion 4 (Max 20%) |
Subtotal Score (Max 80%) |
|
1 |
Performance Pipeline Technologies |
14% |
13% |
29% |
13% |
69% |
|
2 |
National Plant Services, Inc |
13% |
10% |
21% |
17% |
61% |
|
3 |
Pipe Tec, Inc. |
13% |
11% |
18% |
11% |
53% |
|
4 |
Premier Pipe, Inc. |
11% |
11% |
21% |
8% |
51% |
A sealed cost proposal accompanied all proposals, and only the cost proposal for the highest-ranked firm was opened and negotiated.
|
Rank |
Proposer |
Subtotal Score without cost (Max 80%) |
Cost (Max 20%) |
Total Weighted Score (Max 100%) |
|
1 |
Performance Pipeline Technologies |
69% |
20% |
89% |
Performance Pipeline Technologies was selected to submit a Best and Final Offer.
|
Rank |
Proposer |
Original Cost |
Best And Final Offer |
|
1 |
Performance Pipeline Technologies |
$701,025 |
$633,375 |
CEQA
N/A
FINANCIAL CONSIDERATIONS
The request complies with authority levels of OC San’s Purchasing Ordinance. This item has been budgeted (Budget FY 2024-25 and 2025-26, Section 6, Page 92, Operating Materials and Supplies) and the budget is sufficient for the recommended action.
|
Date of Approval |
Contract Amount |
Contingency |
|
02/26/2025 |
$633,375 |
$126,675 (20%) |
ATTACHMENT
The following attachment(s) may be viewed online at the OC San website (www.ocsan.gov) with the complete agenda package:
• General Services Contract