FROM: James D. Herberg, General Manager
Originator: Rob Thompson, Assistant General Manager
SUBJECT:
title
INDUSTRIAL CLEANING SERVICES, SPECIFICATION NO. S-2020-1184BD
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GENERAL MANAGER'S RECOMMENDATION
recommendation
RECOMMENDATION:
A. Award a Service Contract to Performance Pipeline Technologies Inc. dba Sanitation Systems for Industrial Cleaning Service, Specification No. S-2020-1184BD, for a total amount not to exceed $694,500 for the period of January 1, 2021 through December 31, 2021, with four one-year renewal options; and
B. Approve an annual contingency of $69,450 (10%).
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BACKGROUND
The purpose of this Service Contract is to provide for industrial cleaning of the Orange County Sanitation District (Sanitation District) treatment facilities and pump station civil infrastructure. The service provider will remove and dispose of debris, grit, and other materials that tend to collect inside process structures, basins, pipes, and facilities using a combination hydro cleaning and industrial vacuuming equipment. These cleaning tasks are part of a planned and scheduled preventative and corrective maintenance approach that will help ensure availability of treatment plant structures.
The use of a Service Contract is a more efficient method of procurement, contracting, accounting, and specification development. Significant staff time is saved by not bidding and contracting each individual task. This process efficiently consolidates individual contracts into one contract authorized by the Board of Directors.
RELEVANT STANDARDS
• Protect Orange County Sanitation District assets
• 24/7/365 treatment plant reliability
• Maintain a proactive asset management program
PROBLEM
Without periodic cleaning of process structures, pipes, and wetwells to remove debris, grit, scum, and other materials, the process capacity and performance of these assets will be compromised. Additionally, the Sanitation District will not have the opportunity to assess the structural and mechanical conditions inside of the structures, pipes, and wetwells without this cleaning.
PROPOSED SOLUTION
Establish a Service Contract for industrial cleaning services with a qualified firm to facilitate the removal of debris from process structures, pipes, wetwells, and assets to ensure conveyance capacity of treatment processes.
TIMING CONCERNS
The current Service Contract expires on December 10, 2020. Timely approval of the contract will enable staff to stay on track with the cleaning schedule and maximize process performance.
RAMIFICATIONS OF NOT TAKING ACTION
Without periodic cleaning, the Sanitation District could experience degraded treatment process performance and higher rehabilitation costs of assets in the future.
PRIOR COMMITTEE/BOARD ACTIONS
October 2016 - Approve a contingency increase of $110,565 (21%) to the service contract with Performance Pipeline Technologies for Industrial Cleaning Services, Specification No. S-2015-714BD, for the period December 11, 2015 through December 10, 2016, for a new total contingency amount not to exceed $215,865 (41%); and Approve a contingency of $105,300 (20%) per year for all remaining renewal periods.
October 2015 - Award a service contract to Performance Pipeline Technologies for Industrial Cleaning Services, Specification No. S-2015-714BD, for a total amount not to exceed $526,500 for the period December 11, 2015 through December 10, 2016, with four one-year renewal options; and Approve a contingency of $105,300 (20%).
ADDITIONAL INFORMATION
Staff conducted a Request for Proposals on July 30, 2020. A virtual non-mandatory pre-proposal meeting was conducted on August 18, 2020 via Microsoft Teams. Proposals were due on September 10, 2020.
Prior to receipt of proposals, an Evaluation Team was formed consisting of the Sanitation District’s staff listed below. The team was chaired by a Purchasing representative as a non-voting member. On September 29, 2020, the evaluation team met to discuss the policies and procedures for the evaluation process.
|
DEPARTMENT |
TITLE |
|
Operations |
Principal Staff Analyst |
|
Operations/Process Engineering |
Senior Engineer |
|
Maintenance |
Maintenance Supervisor |
|
Collections |
Maintenance Supervisor |
Members of the team performed an independent review of the proposals and later met as a group with the Buyer to evaluate and score the firms. Proposals were evaluated based on the following criterion:
|
CRITERION |
DESCRIPTION |
WEIGHT |
|
1 |
Qualifications & Experience of Firm |
30% |
|
2 |
Proposed Staffing & Project Organization |
20% |
|
3 |
Work Plan |
20% |
|
4 |
Presentation/Interview |
10% |
|
5 |
Cost |
20% |
The Sanitation District received three proposals. One proposal was determined to be non-responsive since they did not possess the required C-42 license. The proposals were evaluated in accordance with defined Sanitation District procedures as required by the Sanitation District’s Purchasing Ordinance.
All proposals were accompanied by a sealed cost proposal. The evaluation team first reviewed and scored the proposals based upon the criterion listed above, excluding presentation/interview and cost. Cost proposals were opened after criterion 1-3 were evaluated.
|
Rank |
Proposer |
Criterion 1 (Max 30%) |
Criterion 2 (Max 20%) |
Criterion 3 (Max 20%) |
Criterion 4 (NOT USED) |
Criterion 5 (Max 20%) |
Total Weighted Score (Max 90%) |
|
1 |
Performance Pipeline Technologies |
26% |
17% |
18% |
N/A |
20% |
81% |
|
2 |
National Plant Services |
21% |
10% |
11% |
N/A |
16% |
58% |
|
COST PROPOSALS |
TOTAL COST |
|
Performance Pipeline Technologies |
$694,500 |
|
National Plant Services |
$846,500 |
The cost proposals received are based upon an hourly rate and unit cost per gallon of material dewatered, as well as equipment mobilization and demobilization.
Based on these results, staff recommends awarding the Contract to the highest-ranking proposer, Performance Pipeline Technologies. Performance Pipeline Technologies is also the lowest cost proposer.
The proposed agreement is for a one-year period and will begin January 1, 2021 through December 31, 2021 with four optional one-year renewal authorizations based on successful performance by the contractor. Staff will use the service provider on an as-needed basis and does not guarantee work quantities or volumes.
Staff recommends awarding a Service Contract to Performance Pipeline Technologies as the highest rated proposer.
CEQA
Industrial cleaning services is categorically exempt from CEQA under the Class 1 categorical exemptions set forth in California Code of Regulations Section 15301. Section 15301 (Class 1) exempts from CEQA “the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public or private structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of existing or former use,” including “(b) Existing facilities of both investor and publicly-owned utilities used to provide electric power, natural gas, sewerage, or other public utility services”.
FINANCIAL CONSIDERATIONS
This request complies with authority levels of the Sanitation District’s Purchasing Ordinance. This recommendation will be funded under the Professional & Contractual Services line item for Plant No. 1 Maintenance and Plant No. 2 Maintenance (Budget Fiscal Year 2020-21, Section 6, Page 92 and Page 96). The available funding is sufficient for this action.
|
Date of Approval |
Contract Amount |
Contingency |
|
11/18/2020 |
$694,500 |
$69,450 (10%) |
|
|
|
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ATTACHMENT
The following attachment(s) may be viewed on-line at the OCSD website (www.ocsd.com) with the complete agenda package:
• Service Contract
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