FROM: Robert Thompson, General Manager
Originator: Wally Ritchie, Director of Finance
SUBJECT:
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AMENDMENTS TO ANNUAL PROFESSIONAL DESIGN SERVICES AGREEMENTS AND ON-CALL MAINTENANCE AND REPAIR MASTER SERVICES CONTRACTS
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GENERAL MANAGER'S RECOMMENDATION
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RECOMMENDATION: Recommend to the Board of Directors to:
A. Approve Amendments to the following Annual Professional Design Services Agreements:
1. Amendment No. 3 - Arcadis U.S., Inc. FE21-00-02
2. Amendment No. 3 - Black & Veatch Corporation FE21-00-03
3. Amendment No. 3 - Brown and Caldwell FE21-00-04
4. Amendment No. 3 - CDM Smith, Inc. FE21-00-05
5. Amendment No. 3 - CIVILTEC Engineering, Inc. FE21-00-06
6. Amendment No. 3 - Dudek FE21-00-07
7. Amendment No. 3 - GHD, Inc. FE21-00-08
8. Amendment No. 3 - HDR Engineering, Inc. FE21-00-09
9. Amendment No. 4 - Ardurra Group, Inc. FE21-00-10 (Successor firm)
10. Amendment No. 3 - Kennedy/Jenks Consultants, Inc. FE21-00-11
11. Amendment No. 3 - Kleinfelder, Inc. FE21-00-12
12. Amendment No. 3 - Michael Baker International, Inc. FE21-00-13
13. Amendment No. 3 - ProjectLine Technical Services, Inc. FE21-00-14
14. Amendment No. 3 - SPEC Services, Inc. FE21-00-15
15. Amendment No. 3 - SVA Architects, Inc. FE21-00-16
16. Amendment No. 3 - Tetra Tech, Inc. FE21-00-17
17. Amendment No. 3 - Woodard & Curran, Inc. FE21-00-18; and
B. Approve Amendments to the following On-Call Maintenance and Repair Master Services Contracts:
1. Amendment No. 2 - Charles King Company S-2021-1234BD
2. Amendment No. 2 - Jamison Engineering Contractors, Inc. S-2021-1234BD
3. Amendment No. 2 - J.R. Filanc Construction Co., Inc. S-2021-1234BD
4. Amendment No. 2 - Shimmick Construction, Inc. S-2021-1234BD
5. Amendment No. 2 - W.A. Rasic Construction Company, Inc. S-2021-1234BD
6. Amendment No. 2 - Kiewit Infrastructure West Co. S-2021-1234BD
7. Amendment No. 2 - O’Connell Engineering & Construction, Inc. S-2021-1234BD
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BACKGROUND
Orange County Sanitation District (OC San) has Master Contract programs to provide a Task-Order based procurement process that allows to “fast track” services for OC San repairs and design. Vendors that have been awarded Master Contracts are offered the opportunity to propose on individual Task Orders. Task Order Bids are awarded based on pre-determined criteria and vary in cost not to exceed $300,000. Task Orders with estimates exceeding $300,000 (including change orders) will be submitted through the formal bid procurement process including Operations/Board Committee approval pursuant to OC San’s Purchasing Ordinance.
In July 2023, the OC San Board of Directors adopted a revised Purchasing Ordinance which, among other changes, increased the task order limits from $300,000 to $500,000; the annual not to exceed for Design master contracts from $600,000 to $1,000,000; and one proposal limit for Design master contracts increase from $25,000 to $100,000.
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 for the use of Master Contracts to improve its efficiency to procure services required by OC San. The task order and not to exceed limits in the current master contracts do not align with the recent update to the Purchasing Ordinance.
PROPOSED SOLUTION
Amend the current master contracts to increase the limits in accordance with the recently revised Purchasing Ordinance.
TIMING CONCERNS
Prompt amendment of the master contracts to increase task order limits will allow the procurement of services to be expedited on small projects.
RAMIFICATIONS OF NOT TAKING ACTION
The prior task order limits would remain in place and the formal procurement process will be needed for any task orders over $300,000.
PRIOR COMMITTEE/BOARD ACTIONS
July 2023 - Adopted Ordinance No. OC SAN-61 entitled: “An Ordinance of the Board of Directors of the Orange County Sanitation District Establishing Requirements and Procedures for the Purchase of Goods, Services, and Public Works Projects; and Repealing Ordinance No. OCSD-56”.
September 2021 - Approved 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
Authorized 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.
May 2021 - Approved Annual PDSAs with the following firms for professional engineering design and construction support services commencing July 1, 2021 with a maximum annual fiscal year contract limitation not to exceed $600,000 for each Annual PDSA; and approved two additional one-year optional extensions for each PDSA.
FIRM CONTRACT NO.
1. AECOM Technical Services, Inc. (AECOM) FE21-00-01
2. Arcadis U.S., Inc. (Arcadis) FE21-00-02
3. Black & Veatch Corporation (Black & Veatch) FE21-00-03
4. Brown & Caldwell FE21-00-04
5. CDM Smith, Inc. (CDM Smith) FE21-00-05
6. CIVILTEC Engineering, Inc. (CIVILTEC) FE21-00-06
7. Dudek FE21-00-07
8. GHD, Inc. (GHD) FE21-00-08
9. HDR Engineering, Inc. (HDR) FE21-00-09
10. Infrastructure Engineering Corporation (IEC) FE21-00-10
11. Kennedy Jenks Consultants, Inc. (Kennedy Jenks) FE21-00-11
12. Kleinfelder, Inc. (Kleinfelder) FE21-00-12
13. Michael Baker International, Inc. (Michael Baker) FE21-00-13
14. ProjectLine Technical Services, Inc. (ProjectLine) FE21-00-14
15. SPEC Services, Inc. (SPEC Services) FE21-00-15
16. SVA Architects, Inc. (SVA Architects) FE21-00-16
17. Tetra Tech FE21-00-17
18. Woodard & Curran, Inc. (Woodard & Curran) FE21-00-18
ADDITIONAL INFORMATION
All current master contracts were awarded as the result of formal solicitations and approved by the OC San Board of Directors. The PDSA for AECOM was eliminated from this pack, as the firm was awarded a subsequent agreement.
CEQA
N/A
FINANCIAL CONSIDERATIONS
This request complies with authority levels of OC San’s Purchasing Ordinance.
ATTACHMENT
The following attachment(s) may be viewed on-line at the OC San website (www.ocsan.gov) with the complete agenda package:
• Amendments to Annual Professional Design Services Agreements
• Amendments to Master Services Contracts