FROM: James D. Herberg, General Manager
Originator: Rob Thompson, Assistant General Manager
SUBJECT:
title
MANHOLE FRAME AND COVER REPLACEMENT SERVICES, SPECIFICATION NO. S-2019-1055BD
end
GENERAL MANAGER'S RECOMMENDATION
recommendation
RECOMMENDATION: Recommend to the Board of Directors to:
Approve a contingency increase of $120,433 (approximately 31%) to the Service Contract with Ayala Engineering for Manhole Frame and Cover Replacement Services, Specification No. S-2019-1055BD, for the period November 1, 2020 through October 31, 2021, for a new total contingency amount not to exceed $178,966 (approximately 46%).
body
BACKGROUND
The Orange County Sanitation District (OC San) collection system is comprised of 388 miles of pipe and more than 4,400 manholes. The manholes allow access to the pipe network for cleaning and maintenance. The manholes are subject to corrosion and mechanical wear due to vehicular traffic or hydraulic forces in drainage courses.
Many of these manhole frames and covers are in public right-of-way streets. Street maintenance is by others. OC San is obligated to adjust the frames and covers to match new street elevations whenever the local city or county agency repaves the surrounding street.
The current authorized contract amount for the Manhole Frame and Cover Replacement Services is $390,220, plus the $58,533 (15%) contingency, for November 1, 2020 through October 31, 2021. The contractor has provided good service to date.
RELEVANT STANDARDS
• Operate and maintain facilities to minimize impacts on surrounding communities, including odor, noise, and lighting
• Protect OC San assets
• Commitment to safety & reducing risk in all operations
PROBLEM
Local street maintenance was greater than anticipated this year. The current funding is exhausted with five months remaining in the current contract period, and there is a backlog of approximately 40 manholes that need replacing.
PROPOSED SOLUTION
Approve a contingency increase of $120,433 to the Service Contract with Ayala Engineering in the current term to cover the greater than anticipated number of units to allow staff to promptly address the backlog of manholes needing replacement or adjustment. Staff intends to rebid the service for the next term with a higher adjusted estimate of annual work quantities to reflect the needed work more accurately.
TIMING CONCERNS
Manhole frames and covers that are reported as corroded, misaligned, rattling, or worn need attention and fixing in order to protect OC San’s assets and the public’s safety.
RAMIFICATIONS OF NOT TAKING ACTION
Without an increased contingency amount, some manhole frames and covers will present a risk or nuisance to the public and integrity of OC San’s assets.
PRIOR COMMITTEE/BOARD ACTIONS
August 2019 - Board of Directors awarded a contract to Ayala Engineering for Manhole Frames and Covers Replacement Services, Specification No. S-2019-1055BD, for a total amount not to exceed $390,220 for the period beginning November 1, 2019 through October 31, 2020, with four optional one-year renewals and an annual contingency of $58,533 (15%).
ADDITIONAL INFORMATION
The chart below illustrates the contingency increase breakdowns.
|
Work Type |
|
Cost(each) |
Estimated Quantity |
Adjusted Cost |
|
36” Frame & Cover Replacement |
|
$5,020 |
17 |
$ 85,340 |
|
24” Frame & Cover Replacement |
|
$3,690 |
4 |
$ 14,760 |
|
36” Topper (Internal Liner) |
|
$ 990 |
10 |
$ 9,900 |
|
24” Topper (Internal Liner) |
|
$ 900 |
2 |
$ 1,800 |
|
Traffic Control (Single Lane Closure) |
|
$ 199 |
17 |
$ 3,383 |
|
Coating Repair |
|
$ 495 |
10 |
$ 4,950 |
|
Emergency Call Out |
|
$ 300 |
1 |
$ 300 |
|
TOTAL |
|
|
|
$120,433 |
FINANCIAL CONSIDERATIONS
This request complies with authority levels of OC San’s Purchasing Ordinance. This budgeted item is in the fiscal year 2020-21 & 2021-22 budget. Line item: Section 06, Page 76.
|
Date of Approval |
Contract Amount |
Contingency |
|
08/24/2019 |
$390,220 |
$ 58,533 (15%) |
|
06/23/2021 |
|
$120,433 (appx.31%) |
ATTACHMENT
The following attachment(s) may be viewed online at the OC San website (www.ocsan.gov) with the complete agenda package:
N/A
DS:mb:sr:gc