Title
Community Development Services, Environmental Management, recommending the Board approve the following:
1) Award Request for Proposal 18-961-019 for the provision of the Digester 2 Cleaning Project to the successful proposer, APS Environmental, Inc. of North Highlands, CA;
2) Authorize the Community Development Services, Environmental Management Department, to negotiate an Agreement for Services with a term of 45 working days and a not to exceed amount of $199,175; and
3) Authorize the Purchasing Agent to execute said Agreement, contingent upon Counsel and Risk Management review, including minor revisions as required.
FUNDING: County Service Area 10 - Liquid Waste Funds.
Body
DEPARTMENT RECOMMENDATION
Community Development Services, Environmental Management Department (Environmental Management), recommending the Board approve the following:
1) Award Request for Proposal (RFP) No. 18-961-019 for the provision of the Digester No. 2 Cleaning Project to the successful proposer, APS Environmental, Inc of North Highlands, CA;
2) Authorize Environmental Management to negotiate an Agreement for Services with a term of 45 working days and a not to exceed amount of $199,175; and
3) Authorize the Purchasing Agent to execute said Agreement, contingent upon Counsel and Risk Management review, including minor revisions as required.
Make findings that it is more feasible and economical to engage an outside contractor for the provision of the Digester No. 2 Cleaning Project in accordance with Ordinance 3.13.040.
The majority of work to be performed under this Agreement is not included in bargaining unit classifications. Additionally, the County does not have the specialized equipment required to perform these services.
DISCUSSION / BACKGROUND
In October 2017, at the request of Environmental Management, the Procurement and Contracts Division of the Chief Administrative Office (Procurement and Contracts) issued a RFP for the Digester No. 2 Cleaning Project. The services include supplying all personnel, equipment, and supplies to remove and dewater all material from inside the open top five hundred thousand (500,000) gallon aerobic Digester No. 2 at the County’s Union Mine Wastewater Treatment Plant. Services further include the removal of all free liquid; jetting all solids out of aeration header piping, supplying and replacing approximately 144 Sanitaire D24 316L Stainless Steel Air Diffusers, inspecting the aeration system and replacing any defective parts as required, installing approximately 60 feet of six inch (6”) schedule 80 PVC pipe and stainless steel braces in approximately eight foot (8’) intervals to extend the centrifuge sludge feed line to the opposite end of the digester, and inspecting the floating decanter and replacing any defective parts as required.
Environmental Management evaluated the proposals and recommends that the Agreement be awarded to the successful proposer, APS Environmental, Inc., in the amount of $199,175, and to include Options A and C specified in the RFP’s Scope of Work and Alternative Bid Schedule. Option A includes the cleaning of the Digester No. 2 and coordinating with Environmental Management staff for the disposal of the dewatered material on-site. Option C includes minor construction, installation, and repair work to ensure that the Digester No. 2 will be fully-functional upon cleaning.
There were four bidders for the project. Each vendor was independently evaluated using a point based criteria that graded them on the understanding of the project, completeness of their proposal, and their past experience and projects. The reviewing panel consisted of three EMD staff and one DOT staff. After reviewing the proposals each reviewer had a total points for each bidder. The bidder was chosen unanimously; each of the evaluators independently gave them the highest number of points.
ALTERNATIVES
The Board could choose to not approve the Agreement. Environmental Management would need to look into alternative options to have Digester No. 2 cleaned. Delaying these services may result in the inability to utilize Digester No. 2 until it is cleaned, thereby negatively impacting the County's ability to accept residential septic and commercial portable toilet waste at the Union Mine Waste Water Treatment Plant.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Procurement and Contracts conducted the RFP process on behalf of Environmental Management.
CAO RECOMMENDATION
It is recommended that the Board approve this item.
FINANCIAL IMPACT
There is no fiscal impact or change to Net County Cost associated with this item. There are sufficient funds in the County Services Area 10 - Liquid Waste Fund budget to support the project. No budget transfer is required, as this expense is already included in the FY 2017-18 Adopted Budget.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
Good Governance and Infrastructure
CONTACT
Greg Stanton, Director
Community Development Services, Environmental Management Department