FROM: James D. Herberg, General Manager
Originator: Rob Thompson, Assistant General Manager
SUBJECT:
title
ON-CALL MAINTENANCE AND REPAIR MASTER SERVICES CONTRACTS - SPECIFICATION NO. S-2021-1234BD
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GENERAL MANAGER'S RECOMMENDATION
recommendation
RECOMMENDATION:
A. Approve Master Services Contracts to provide on-call maintenance and repair services, Specification No. S-2021-1234BD, for a one-year period effective December 1, 2021 through November 30, 2022, with two, one-year renewal options, in accordance with Ordinance No. OC SAN-56, Section 2.03(F), with the seven qualified firms, for bids less than $300,000:
1. Jamison Engineering Contractor, Inc.
2. Charles King Company
3. J.R. Filanc Construction Company, Inc.
4. Shimmick Construction Company, Inc.
5. W.A. Rasic Construction Company, Inc.
6. Kiewit Infrastructure West Co.
7. O’Connell Engineering & Construction, Inc.; and
B. Authorize the General Manager to add or delete firms as necessary to maintain a qualified base of up to seven firms in accordance with the Request for Qualifications Specification No. S-2021-1234BD.
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BACKGROUND
The objective of the Maintenance & Repair Services Program is to provide a Task-Order based procurement process that allows the Orange County Sanitation District (OC San) to “fast track” repair services on OC San assets. These master services contracts will also benefit OC San in having ready access and agreed upon response terms for urgent and emergency repairs. This procurement is not intended to operate on a rotational basis. The successful Contractors selected from the Request for Qualification (RFQ) process will be offered the opportunity to bid on individual Task Orders. Task Order Bids will be awarded to the lowest responsive bidder. Task Orders will vary in cost not to exceed $300,000, in accordance with Ordinance No. OC SAN-56, Section 2.03 (F). Maintenance and Repair Projects with estimates exceeding $300,000 (including change orders) will be submitted through the formal bid procurement process (i.e., design/bid/award/repair), including Operations/Board Committee approval pursuant to OC San’s Purchasing Ordinance.
RELEVANT STANDARDS
• Ensure the public’s money is wisely spent
• Maintain a culture of improving efficiency to reduce the cost to provide the current service level or standard
PROBLEM
OC San’s Purchasing Ordinance allows selection of Master Contracts for providing maintenance and repair services to improve its efficiency to purchase goods and services required by OC San. The current Master Services Contracts to provide on-call maintenance and repair services is set to expire on November 30, 2021.
PROPOSED SOLUTION
Select up to seven qualified firms using the Request for Qualification (RFQ) process to perform maintenance & repair services on a Task-Order basis by offering the opportunity to bid on individual Task Orders.
TIMING CONCERNS
The existing Master Services Contracts expire November 30, 2021.
RAMIFICATIONS OF NOT TAKING ACTION
OC San will not have on-call contracts to expedite procurement of facility maintenance and repair services, which would hamper our ability to make timely repairs to ensure the reliability of our collection system and treatment plants.
PRIOR COMMITTEE/BOARD ACTIONS
October 2018 - Board approved Master Services Contracts for maintenance and repair services with seven qualified firms for bids less than $300,000.
ADDITIONAL INFORMATION
A Request for Qualifications (RFQ) was issued on April 27, 2021 via PlanetBids. A non-mandatory pre-bid meeting was conducted virtually on May 18, 2021. Statements of Qualifications (SOQs) were received on June 10, 2021. OC San received nine responsive SOQs from the following Contractors:
1. Jamison Engineering Contractor, Inc.
2. Charles King Company
3. J.R. Filanc Construction Company, Inc.
4. Shimmick Construction Company, Inc.
5. W.A. Rasic Construction Company, Inc.
6. Kiewit Infrastructure West Co.
7. O'Connell Construction Company, Inc.
8. Tharsos
9. ICS
The nine Contractors were evaluated on a pass/fail basis as required per the RFQ, based on the following two categories: (1) financial history, and (2) safety record. Each of the nine Contractor’s financial history and safety records were evaluated pursuant to the criteria established in the RFQ and all nine Contractors were deemed responsive.
A three-member panel reviewed, evaluated, and ranked the nine responsive Contractors’ SOQ’s based upon the following three categories: (1) qualifications of the firm, (2) staff qualifications, and (3) related experience in maintenance and repair services. Staff reviewed and ranked the proposals, and the following table summarizes the results of the rankings:
|
Rank |
Proposer |
Subtotal Score (Max 100%) |
|
1 |
Jamison Engineering Contractor, Inc. |
90% |
|
2 |
Charles King Company |
88% |
|
3 |
J.R. Filanc Construction Company, Inc. |
88% |
|
4 |
Shimmick Construction Company, Inc. |
87% |
|
5 |
W.A Rasic Construction Company, Inc. |
83% |
|
6 |
Kiewit Infrastructure West Co. |
82% |
|
7 |
O’Connell Construction Company, Inc. |
78% |
|
8 |
Tharsos |
71% |
|
9 |
ICS |
54% |
Based on the results, staff recommends awarding the Master Services Contracts to the top seven ranked Contractors (Proposers).
CEQA
N/A
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 for Operations and Maintenance Department (Budget Update - Fiscal Year 2021-22, Page 45). 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:
• Master Services Contracts
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