FROM: Robert Thompson, General Manager
Originator: Riaz Moinuddin, Director of Operations & Maintenance
SUBJECT:
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PURCHASE MANHOLE FRAME AND COVERS FOR WAREHOUSE STOCK NO. E-2022-1367BD
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GENERAL MANAGER'S RECOMMENDATION
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RECOMMENDATION:
A. Approve Purchase Orders to EJ USA to provide Manhole Frame and Covers for warehouse stock, per Specification No. E-2022-1367BD, at the following unit prices, with an annual not to exceed amount of $187,700; and
Item & Unit Price
36" X 4" TALL, BOLT DOWN, $929.81
36" X 6" TALL, BOLT DOWN, $1,005.81
24" X 4" TALL, BOLT DOWN, $632.94
24" X 6" TALL, BOLT DOWN, $667.38
24" X 4" TALL, VENTED, $480.94
24" X 6" TALL, VENTED, $548.63
36" X 4" TALL, VENTED, $801.56
36" X 6" TALL, VENTED, $865.69
B. Authorize staff to specify EJ USA as the sole source provider for Gray Iron (cast iron) Frames and Covers.
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BACKGROUND
The Orange County Sanitation District (OC San) owns approximately 4,483 manholes throughout the collection system in Orange County. OC San is responsible for regularly maintaining these structures, allowing safe access while maintaining a safe barrier for the public.
OC San’s former supplier and Board Approved OEM vendor for manhole frames and covers is no longer in business.
RELEVANT STANDARDS
• Ensure the public’s money is wisely spent
• Protect OC San assets
• Operate and maintain facilities to minimize impacts on surrounding communities, including odor, noise, and lighting
PROBLEM
Occasionally, manhole covers need replacement due to corrosion, wear from traffic, settling, age, or street repaving. Public safety requires worn manhole frames and covers to be repaired or replaced promptly. Corroded or worn manhole frames and covers may cause noise nuisances or safety risks by creating an uneven roadway surface transition. Cracked or broken covers could lead to potential roadway hazards and need to be promptly replaced.
PROPOSED SOLUTION
Approve Purchase Orders to procure and stock the gray iron manhole frame and covers in the warehouse from EJ USA.
TIMING CONCERNS
OC San replaces an average of 175 manhole frames and covers per year. OC San must maintain its manhole frame and cover inventory to complete this work promptly. While non-urgent work is planned and scheduled, emergency efforts require stock on hand to mitigate a safety hazard. Furthermore, local city street overlays have inconsistent timelines and often require more time to receive supplies via individual purchase orders after notification.
RAMIFICATIONS OF NOT TAKING ACTION
Without adequate stock on hand, OC San staff cannot mitigate urgent needs for manhole frames and cover replacements in the collection system. Additionally, the assets will continue to experience wear and tear while waiting for the lead time to manufacture, leading to increased failures and risk to public safety.
PRIOR COMMITTEE/BOARD ACTIONS
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ADDITIONAL INFORMATION
A two-step bid process was utilized for this procurement. Step 1 was a Request for Qualifications issued on November 16, 2022, and Step 2 was a Notice Inviting Bids issued on January 23, 2023 via PlanetBids. Companies were invited to submit their drawings for the manhole frames and covers during Step 1 and those that met the technical requirements were invited to Step 2. Only one (1) proposal was received and found qualified to provide the gray iron manhole frames and covers.
EJ USA bid on each of the various sizes of manholes frames and covers requested by OC San. Other companies stated that they did not have the resources to bid on the frames and covers specified at this time. Based on the bid results, staff recommends approving Purchase Orders to EJ USA. The estimated annual cost for manhole frames and covers is $187,700.
CEQA
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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 Division 820, Collections Facilities Operations and Maintenance (Adopted Budget, FY 2022-23 & 2023-24, Section 6, Page 76). 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:
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