FROM: James D. Herberg, General Manager
Originator: Kathy Millea, Director of Engineering
SUBJECT:
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WASTEHAULER STATION SAFETY AND SECURITY IMPROVEMENTS, PROJECT NO. FE20-01
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GENERAL MANAGER'S RECOMMENDATION
recommendation
RECOMMENDATION:
A. Receive and file Bid Tabulation and Recommendation for Wastehauler Station Safety and Security Improvements, Project No. FE20-01;
B. Award a Construction Contract to LEED Electric, Inc. for Wastehauler Station Safety and Security Improvements, Project No. FE20-01, for a total amount not to exceed $1,689,788; and
C. Approve a contingency of $168,980 (10%).
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BACKGROUND
The Orange County Sanitation District (OC San) operates a wastehauler receiving station near the entrance of Plant No. 1 which accepts liquid waste from commercial wastehauler trucks. Staff visually observes and collects samples from the commercial wastehaulers prior to allowing delivery. The liquid waste is diverted to OC San’s Plant No. 2 wastewater treatment plant as it is considered non-reclaimable and therefore is not able to be recycled by the GWRS.
RELEVANT STANDARDS
• Comply with California Public Contract Code Section 20103.8, award construction contract to lowest responsive, responsible bidder
• Commitment to safety & reducing risk in all operations
• Comply with environmental permit requirements
PROBLEM
The current wastehauler receiving station does not have modern security features, such as automated gate access and computerized information tracking to prevent unauthorized discharges that could contain toxic materials from entering the treatment plant process. Unauthorized discharges containing toxic materials could upset biological treatment processes, polluting the environment through OC San’s ocean outfall, and exposing staff to the toxic materials. In lieu of these security features, staff perform many of the tracking and acceptance tasks manually, which are time intensive and inefficient. Staff have also been exposed to spills as the current setup does not provide adequate safety measures.
PROPOSED SOLUTION
Award a construction contract for Wastehauler Station Safety and Security Improvements, Project No. FE20-01. This project will improve safety and security at the wastehauler station by adding an automated gate system, automatic sampling system, and office trailer for OC San staff.
TIMING CONCERNS
If this project is delayed, there will continue to be a risk of an unauthorized discharge into OC San’s Plant No. 2.
RAMIFICATIONS OF NOT TAKING ACTION
There will continue to be a risk of an unauthorized discharge into OC San’s Plant No. 2.
PRIOR COMMITTEE/BOARD ACTIONS
N/A
ADDITIONAL INFORMATION
OC San advertised Project No. FE20-01 for bids on May 19, 2022, and three (3) sealed bids were received on June 22, 2022. A summary of the bid opening follows:
|
Engineer’s Estimate |
$ 802,000 |
|
Bidder |
Amount of Bid |
|
LEED Electric, Inc. |
$ 1,689,788 |
|
Mehta Mechanical Company, Inc. |
$ 1,884,000 |
|
THARSOS, Inc. |
$ 1,979,000 |
The bids were evaluated in accordance with OC San’s policies and procedures. Upon receiving the bids, AECOM, who provided Professional Design Services and prepared the Engineer’s Estimate for this project, reviewed the discrepancy between the Engineer’s Estimate and the bid results. AECOM indicated that the quotes provided during design for the two automated sampling systems and office trailer were based on off-the-shelf items. However, the sampling systems are required to be customized to meet OC San requirements for gate access, software system, warranty, and on-site services to support commissioning the units. The difference between the off-the-shelf units and the customized package is $455,000. The office trailer also required approximately $50,000 in customizations to meet OC San needs. These two changes, along with markups, result in an increase of $900,000 which coincides with the bids. A notice was sent to all bidders on August 2, 2022 informing them of the intent of OC San staff to recommend award of the Construction Contract to LEED Electric, Inc.
Staff recommends awarding a construction contract to the lowest responsive and responsible bidder, LEED Electric, Inc., for a total amount not to exceed $1,689,788.
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's 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 has been budgeted (Adopted Budget, Fiscal Years 2022-2023 and 2023-24, Section 8, Page 47, Small Construction Projects Program, Project No. M-FE) and the budget is sufficient for the recommended 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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