FROM: Robert Thompson, General Manager
Originator: Riaz Moinuddin, Director of Operations & Maintenance
SUBJECT:
title
ACTIVATED SLUDGE CLARIFIERS 11 AND 13 REHABILITATION AT PLANT NO. 1 (MP1-017), SPECIFICATION NO. S-2025-692BD
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GENERAL MANAGER'S RECOMMENDATION
recommendation
RECOMMENDATION:
A. Approve a Services Contract with Vicon Enterprise, Inc. for Activated Sludge Clarifiers 11 and 13 Rehabilitation at Plant No. 1(MP1-017), Specification No. S- 2025-692BD, for a total amount not to exceed $1,950,500; and
B. Approve a contingency of $195,050 (10%).
body
BACKGROUND
Orange County Sanitation District (OC San) Plant No. 1 activated sludge facility (AS1) contains 26 rectangular clarifiers that use chain and flight mechanisms to collect sludge that settles along the length of the clarifiers. Over time, the collectors are subject to degradation and wear. Clarifiers 11 and 13 sludge collectors have reached the end of their useful life and have been out of service since December 2023.
RELEVANT STANDARDS
• Sustain 1, 5, and 20-year planning horizons
• Maintain a proactive asset management program
• 24/7/365 treatment plant reliability
PROBLEM
The collectors in Clarifiers 11 and 13 at AS1 are inoperative and at the end of their useful life and need to be overhauled to provide a reliable and redundant sludge clarification system.
PROPOSED SOLUTION
Approve a Services Contract for Activated Sludge Clarifiers 11 and 13 Rehabilitation at Plant No. 1 (MP1-017), Specification No. S-2025-692BD, to restore the chain and flight systems.
TIMING CONCERNS
Delays in approving this rehabilitation (overhaul) may result in limited secondary treatment capacity and redundancy to treat peak wet weather flows.
RAMIFICATIONS OF NOT TAKING ACTION
Not rehabilitating the two clarifiers will increase the risk of not being able to adequately treat the AS1 flows.
PRIOR COMMITTEE/BOARD ACTIONS
N/A
ADDITIONAL INFORMATION
OC San solicited proposals to rehabilitate activated sludge clarifiers 11 and 13 at Plant No. 1 on August 7, 2025, through OpenGov. OC San held a mandatory pre-bid meeting, followed by a job walk on August 21, 2025. Staff used the criteria listed in the RFP to select the most qualified contractor.
|
CRITERION |
WEIGHT |
|
1. Qualifications and experience of the firm |
30% |
|
2. Proposed staffing and Project Organization |
30% |
|
3. Work plan |
20% |
|
4. Cost |
20% |
Five proposals were received on September 16, 2025, and evaluated in accordance with the evaluation process outlined in OC San’s Purchasing Ordinance.
|
Rank |
Proposer |
Qualifications of the firm (Max 30%) |
Proposed Staffing and Project Organization (Max 30%) |
Work Plan (Max 20%) |
Subtotal (Max 80%) |
|
1. |
Vicon Enterprise, Inc. |
21% |
21% |
14% |
56% |
|
2. |
Tharsos, Inc. |
19% |
19% |
13% |
51% |
|
3. |
Innovative Construction Solutions |
17% |
17% |
12% |
46% |
|
4. |
GSE Construction Company, Inc. |
14% |
15% |
8% |
37% |
|
5. |
Mehta Mechanical Company, Inc. |
15% |
13% |
7% |
35% |
A sealed cost proposal accompanied all proposals. Only the cost proposals for the two highest-ranked firms were opened and negotiated.
|
Rank |
Proposer |
Subtotal Score without cost (Max 80%) |
Cost (Max 20%) |
Total Weighted Score (Max 100%) |
|
1. |
Vicon Enterprise, Inc. |
57% |
20% |
77% |
|
2. |
Tharsos, Inc. |
51% |
16% |
67% |
Best and Final Offer:
Both firms were requested to submit a Best and Final Offer (BAFO). Both firms submitted a BAFO, and the results are shown in the table below.
|
Rank |
Proposer |
Original Cost |
BAFO |
|
1. |
Vicon Enterprise, Inc. |
$1,950,500 |
$1,950,500 |
|
2. |
Tharsos, Inc. |
$2,410,529 |
$2,380,546 |
The BAFO fees did not result in any change to the cost scoring. Following the BAFO, the Evaluation Team ranked the firms based on the proposals and BAFOs using the evaluation criteria and weighting listed above.
Based on the scoring shown above, Vicon Enterprise, Inc. was selected as the most qualified contractor, demonstrating strong project qualifications and a comprehensive understanding of the project.
Furthermore, the staff has determined that the final fee is fair and reasonable for the level of effort. Staff recommend approval of the Services Contract with Vicon Enterprise, Inc.
CEQA
The project qualifies for a Class 1 categorical exemption under California Code of Regulations Section 15301, and a Notice of Exemption was filed with the OC Clerk-Recorder following OC San Board of Directors’ approval of service contract, thereby clearing the way for the project to move forward.
FINANCIAL CONSIDERATIONS
This request complies with the authority levels of OC San’s Purchasing Ordinance. This recommendation will be funded under the Repairs and Maintenance line item for Operations and Maintenance Department (Budget Update FY 2025-26, Page 33). The available funding is sufficient for this action.
|
Date of Approval |
Contract Amount |
Contingency |
|
02/25/2026 |
$1,950,500 |
$195,050 (10%) |
ATTACHMENT
The following attachment(s) may be viewed on-line at the OC San website (www.ocsan.gov) with the complete agenda package:
• Services Contract
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