FROM: James D. Herberg, General Manager
Originator: Kathy Millea, Director of Engineering
SUBJECT:
title
TRICKLING FILTER SLUDGE PUMP ROOM EXHAUST FAN RELOCATION AT PLANT NO. 2, PROJECT NO. FR2-0013
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GENERAL MANAGER'S RECOMMENDATION
recommendation
RECOMMENDATION:
A. Receive and file Bid Tabulation and Recommendation for Trickling Filter Sludge Pump Room Exhaust Fan Relocation at Plant No. 2, Project No. FR2-013;
B. Reject low bid from MLC Constructors, Inc. as non-responsive;
C. Award a Construction Contract to Mehta Mechanical Co., Inc. DBA MMC, Inc. for Trickling Filter Sludge Pump Room Exhaust Fan Relocation at Plant No. 2, Project No. FR2-0013, for a total amount not to exceed $184,000; and
D. Approve a contingency of $36,800 (20%).
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BACKGROUND
The Trickling Filter/Solids Contact Facility is one of two secondary treatment processes at Orange County Sanitation District (OC San) Plant No. 2. The facility includes a below-grade pump room that requires ventilation for Operations and Maintenance staff to safely access and to remove heat generated by the pump motors.
RELEVANT STANDARDS
• California Public Contract Code Section 20103.8: Award Construction Contract to lowest responsive, responsible bidder
• Commitment to safety & reducing risk in all operations
• Maintain a proactive asset management program
PROBLEM
Ventilation of the Trickling Filter Sludge Pump Room depends on an exhaust fan located 15 feet above the floor that cannot be safely accessed for routine and corrective maintenance.
PROPOSED SOLUTION
Award a Construction Contract for Trickling Filter Sludge Pump Room Exhaust Fan Relocation at Plant No. 2, Project No. FR2-0013. This project will replace the existing fan with a new wall-mounted fan that can be safely accessed from the ground level.
Replacement of the fan requires the existing duct work and fan to be removed first. To avoid overheating and to maintain a safe working environment, a substantial temporary ventilation system is required. For this reason, any construction delays have the potential to immediately incur additional costs associated with maintaining the temporary ventilation system. For this reason, staff is requesting a contingency of 20%, rather than the usual 10%.
TIMING CONCERNS
Delaying the fan replacement would increase the risk that the existing fan may fail because it cannot be properly maintained. A fan failure would require an expensive and complex temporary ventilation system be installed to provide a safe work environment and remove excess heat that could impact pump operations.
RAMIFICATIONS OF NOT TAKING ACTION
Without this project, the fan would not be properly maintained.
ADDITIONAL INFORMATION
OC San advertised for bids on November 18, 2020, and four sealed bids were received on January 5, 2021. A summary of the bids follows:
|
Engineer’s Estimate |
$186,000 |
|
|
|
|
UBidder |
UAmount of Bid |
|
MLC Constructors, Inc. |
$179,300 |
|
Mehta Mechanical Co, Inc. DBA MMC, Inc. |
$184,000 |
|
Metro Builders & Engineers Group, Ltd |
$210,969 |
|
Tharsos Inc. |
$265,565 |
The bids were evaluated in accordance with OC San’s policies and procedures. The apparent lowest bidder, MLC Constructors, Inc. (MLC) was not able to demonstrate that they had completed the required three similar projects in the last ten years.
An evaluation of the second apparent low bidder, MMC, Inc., found MMC, Inc. to be both responsive and responsible. A notice was sent to all the bidders on February 18, 2021, informing them of the intent of OC San to recommend award of the construction contract to MMC, Inc.
Staff recommends awarding a Construction Contract to the lowest responsive, responsible bidder, MMC, Inc. for a total amount not to exceed $184,000.
CEQA
The project is exempt from CEQA under the Class 1 categorical exemptions set forth in California Code of Regulations sections 15301 because the project involves repairs, replacement, and or minor alteration of existing facilities involving no expansion of use or capacity. A Notice of Exemption was filed with the OC Clerk-Recorder on May 14, 2020.
FINANCIAL CONSIDERATIONS
This request complies with authority levels of OC San’s Purchasing Ordinance. This recommendation will be funded under the Repairs and Maintenance line item for Division 880, Division Mechanical Maintenance (Adopted Budget, FY 2020-2021 and 2021 - 2022, Section 6, Page 96), 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
JM:DR:dm