FROM: Robert Thompson, General Manager
Originator: Mike Dorman, Director of Engineering
SUBJECT:
title
SIPHON ASSESSMENTS IN ANAHEIM, NEWPORT BEACH, AND ORANGE, PROJECT NO. PS25-01
end
GENERAL MANAGER'S RECOMMENDATION
recommendation
RECOMMENDATION: Recommend to the Board of Directors to:
A. Find that the recommended action is exempt from the California Environmental Quality Act (CEQA) under the Class 6 categorical exemption set forth in CEQA Guidelines Section 15306, Information Collection, and the statutory exemption set forth in CEQA Guidelines Section 15262, Feasibility and Planning Studies;
B. Approve a Professional Services Agreement with HDR Engineering, Inc., to provide engineering services for the Siphon Assessments in Anaheim, Newport Beach, and Orange, Project No. PS25-01, for an amount not to exceed $2,781,000; and
C. Approve a contingency of $278,100 (10%).
body
BACKGROUND
The Orange County Sanitation District (OC San) collections system includes 82 inverted siphons ranging from 8-inch to 96-inch in diameter. Inverted siphons are gravity sewers that have a dip in grade to avoid conflicts with existing infrastructure. This lowered elevation results in the sewer being completely full during operation, creating more challenges than typical gravity sewers with operation, maintenance, inspection and assessment. Many of the inverted siphons are on frequent cleaning schedules to maintain operations; however, none are on a routine inspection schedule.
RELEVANT STANDARDS
• Protect OC San assets
• Maintain a proactive asset management program
• Commitment to safety & reducing risk in all operations
PROBLEM
The condition of most of OC San’s inverted siphons is based on age and type of piping material versus actual condition. Without condition information it is not feasible to accurately plan for the appropriate scope and schedule of the rehabilitation and replacement work to maintain their operation.
PROPOSED SOLUTION
Conduct a Planning Study to assess the condition of seven inverted siphons in Anaheim, Newport Beach, and Orange, evaluate their remaining useful life, develop recommendations for appropriate rehabilitation and capital improvements, and provide best practice recommendations for future siphon work.
TIMING CONCERNS
If not assessed, the siphons will continue to age and the likelihood of developing an unknown defect will increase over time.
RAMIFICATIONS OF NOT TAKING ACTION
If the inverted siphons are not assessed, potential defects will not be identified. The repair timing for these siphons will be based strictly on age versus the actual condition, making the asset management process less efficient.
PRIOR COMMITTEE/BOARD ACTIONS
N/A
ADDITIONAL INFORMATION
Consultant Selection:
OC San requested and advertised for proposals for the Siphon Assessments in Anaheim, Newport Beach, and Orange Study, Project No. PS25-01 on March 10, 2026. The following evaluation criteria were described in the Request for Proposals (RFP) and used to determine the most qualified Consultant.
|
CRITERION |
WEIGHT |
|
Project Understanding and Approach |
40% |
|
Related Project Experience |
35% |
|
Project Team and Staff Qualifications |
25% |
Four proposals were received on May 5, 2026, and evaluated in accordance with the evaluation process set forth in OC San’s Purchasing Ordinance, OC SAN-61, by a pre-selected Evaluation Team consisting of the following OC San staff: Engineering Supervisor, Engineer, Assistant Engineer, and Maintenance Superintendent.
The Evaluation Team also included one non-voting representative from the Contracts Administration Division.
The Evaluation Team scored the proposal on the established criteria as summarized in the table below:
|
|
Firm |
Approach (Max 40) |
Related Experience (Max 35) |
Team (Max 25) |
Total Score (Max 100) |
|
1 |
HDR Engineering, Inc. |
34 |
31 |
21 |
86 |
|
2 |
Black & Veatch Corporation |
32 |
27 |
20 |
79 |
|
3 |
Hazen and Sawyer |
30 |
25 |
18 |
73 |
|
4 |
Murgreen Environmental Company |
21 |
18 |
14 |
53 |
Based on the evaluation results, there was a clear natural break in the scores between the highest scoring proposer and the other proposers; therefore, the Evaluation Team did not deem it necessary to conduct interviews.
The selected team, HDR Engineering, Inc., presented a well-defined approach and demonstrated understanding of the scope of work, with exhibits identifying their approach for all siphon locations. Their proposal also demonstrated a strong familiarity with different inspection technologies and an understanding of the factors that must be considered when evaluating each siphon. In addition, their technical proposal was well written and showed a good understanding of OC San’s expectations and the effort required to prepare a successful planning study. Furthermore, the experience of the proposed team aligns with the needs of the project, was well organized, and appropriately sized for the scope.
Review of Fee Proposal and Negotiations:
Proposals were accompanied by sealed fee proposals. In accordance with the Purchasing Ordinance, the fee proposal of only the highest-ranked firm was opened after the Director of Engineering approved the Evaluation Committee’s recommendation.
Staff conducted negotiations with HDR Engineering, Inc., to clarify the requirements of the scope of work, the assumptions used for the estimated level of effort, and the proposed approach to meet the goals and objectives for the project. These discussions occurred over three negotiation meetings with the main outcome listed below:
The level of effort was reduced by removing an unproven inspection tool that was redundant for the needed work, assumptions were updated regarding the quantity of debris and the expected work hours during cleaning efforts, and meeting hours were increased:
|
|
Original Fee Proposal |
Negotiated Fee |
|
Total Hours |
3,146 |
3,126 |
|
Total Fee |
$2,838,391 |
$2,781,000 |
The Consultant’s fringe and overhead costs, which factor into the billing rate, have been substantiated. The contract profit is 9.07%, which is based on OC San’s established formula for standard design agreements.
Based on the above, staff has determined that the final negotiated fee is fair and reasonable for the level of effort required for this project and recommends award of the Professional Services Agreement to HDR Engineering, Inc.
CEQA
The recommended action has been reviewed in accordance with the California Environmental Quality Act (CEQA). Staff has determined that the Project Study is exempt from CEQA under Class 6 categorical exemption set forth in California Code of Regulations Section 15306, Information Collection; and statutory exemption set forth in CEQA Guidelines Section 15262, Feasibility and Planning Studies.
A Notice of Exemption will be filed with the OC Clerk-Recorder and submitted to the State Clearinghouse within five working days after OC San's Board of Directors approval of the Professional Services Agreement.
FINANCIAL CONSIDERATIONS
This request complies with the authority levels of OC San’s Purchasing Ordinance. This item has been budgeted (Budget FY 2026-27 and 2027-28, Section 6, Page 80, Other) 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:
• Professional Services Agreement
• Presentation