FROM: James D. Herberg, General Manager
Originator: Kathy Millea, Director of Engineering
SUBJECT:
title
FAIRVIEW TRUNK SEWER REHABILITATION, PROJECT NO. 6-20
end
GENERAL MANAGER'S RECOMMENDATION
recommendation
RECOMMENDATION:
A. Approve a Professional Design Services Agreement with Dudek to provide engineering services for Fairview Trunk Rehabilitation, Project No. 6-20, for an amount not to exceed $1,200,000; and
B. Approve a contingency of $120,000 (10%).
body
BACKGROUND
The Fairview Trunk was built in the early 1950s in Fairview Road in the vicinity of the Orange County Fairgrounds in the City of Costa Mesa from Newport Blvd. to Baker Street. Orange County Sanitation District’s (OC San) Asset Management Program has identified deterioration over time in this system of vitrified clay pipe and associated manholes.
RELEVANT STANDARDS
• California Government Code §4526: Select the “best qualified firm” and “negotiate fair and equitable fees”
• Protect OC San assets
PROBLEM
An inspection of the Fairview Trunk revealed cracks and fractures in the pipe that have deteriorated over time. In addition, some of the manholes require rehabilitation or replacement and there is also an opportunity to abandon some manholes that are no longer needed for maintenance.
PROPOSED SOLUTION
Approve a Professional Design Services Agreement for Fairview Trunk Rehabilitation, Project No. 6-20. This project will rehabilitate approximately 9,500 feet of 12-inch to 27-inch sewer pipe and associated manholes between the Paularino Channel to the north and Newport Boulevard to the south in the City of Costa Mesa. Some manholes may be replaced, and others abandoned. The project will require careful coordination with neighbors, businesses, and schools to minimize public impacts.
TIMING CONCERNS
Delaying the approval of this design agreement would delay completion of the project, which would increase the risk that a failure might occur before the work is completed.
RAMIFICATIONS OF NOT TAKING ACTION
Without this project, the pipeline is at risk of failure, which could cause a sewage spill.
PRIOR COMMITTEE/BOARD ACTIONS
N/A
ADDITIONAL INFORMATION
Until recently, OC San’s sewer model identified the Fairview Trunk as being undersized due to high infiltration and inflow in the area it serves. Costa Mesa Sanitary District, the local sewer agency, has reduced the infiltration and inflow to the point where the line is no longer capacity limited.
Consultant Selection:
OC San issued a request for proposals (RFP) for Fairview Trunk Rehabilitation, Project No. 6-20 on December 21, 2021. The following evaluation criteria were described in the RFP and used to determine the most qualified Consultant.
|
CRITERION |
WEIGHT |
|
Project Understanding and Approach |
40% |
|
Related Project Experience |
30% |
|
Project Team and Staff Qualifications |
30% |
Three proposals were received on March 8, 2022 and evaluated in accordance with the evaluation process set forth in OC San’s Purchasing Ordinance by a pre-selected Evaluation Team consisting of OC San staff: CIP Project Manager, Senior Engineer, Engineer, Engineering Supervisor, and a Maintenance Supervisor. The Evaluation Team also included two non-voting representatives 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 30) |
Team (Max 30) |
Total Score (Max 100) |
|
1 |
Dudek |
25 |
22 |
22 |
69 |
|
2 |
GHD |
30 |
20 |
19 |
69 |
|
3 |
CDM Smith |
31 |
19 |
18 |
68 |
Based on this scoring, all three Consultants were shortlisted for interviews on March 30, 2022. Following the interview, each member of the Evaluation Team scored the Consultants based on both the proposals and interviews using the evaluation criteria and weighting described above. Based on the scoring shown below, Dudek was selected as the most qualified Consultant.
|
|
Firm |
Approach (Max 40) |
Related Experience (Max 30) |
Team (Max 30) |
Total Score (Max 100) |
|
1 |
Dudek |
34 |
26 |
25 |
85 |
|
2 |
CDM Smith |
33 |
21 |
19 |
73 |
|
3 |
GHD |
28 |
19 |
19 |
66 |
In the interview, Dudek demonstrated a clear understanding of the project setting, stakeholders, and project goals and objectives, as well as comprehensively describing the approach for each phase of the project. Dudek’s interview presentation effectively addressed assigned topics while highlighting the team’s highly relevant, related experience and team structure. Their approach, detailed in a project design schedule, indicates early implementation planning and stakeholder buy-in which will mitigate major risks for this project. Therefore, the Evaluation Team determined that Dudek is the most qualified firm to complete the Scope of Work.
Review of Fee Proposal and Negotiations:
Proposals were accompanied by sealed fee proposals. In accordance with OC San’s Purchasing Ordinance, the fee proposal of only the highest-ranked firm was opened after approval by the Director of Engineering of the Evaluation Committee’s recommendation.
To meet the goals and objectives of the Project, on April 13, 2022 the Evaluation Team began negotiations with Dudek 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. Negotiations included multiple meetings and emails to verify assumptions and level of effort, resulting in a small decrease in the overall level of effort.
The following table summarizes how the estimated level of effort was revised through the negotiations process.
|
|
Original Fee Proposal |
Final Fee Proposal |
|
Number of Drawings |
41 |
41 |
|
Total Hours |
4,858 |
4,853 |
|
Total Fee |
$1,207,109 |
$1,200,000 |
The Consultant’s fringe and overhead costs, which factor into the billing rate, have been substantiated. The contract profit is 9.04%, which is based on an established formula for OC San’s standard design agreements.
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 Design Services Agreement to Dudek.
CEQA
The project is exempt from CEQA under the Class 1 and 2 categorical exemptions set forth in California Code of Regulations Sections15301 and 15302. A Notice of Exemption will be filed with the OC Clerk-Recorder after OC San's Board of Directors approval of the Professional Design Services Agreement.
FINANCIAL CONSIDERATIONS
This request complies with authority levels of OC San’s Purchasing Ordinance. This item has been budgeted (Adopted Budget, Fiscal Years 2022-2023 and 2023-2024, Section 8, Page 29, Fairview Trunk Sewer Rehabilitation, Project No. 6-20) 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 Design Services Agreement
VP: jw