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Agenda Item
ASR
Control 24-001046 |
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MEETING
DATE: |
04/08/25 |
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legal entity taking action: |
Board
of Supervisors and Orange County Flood Control District |
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board of supervisors district(s): |
All
Districts |
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SUBMITTING Agency/Department: |
OC
Public Works (Approved) |
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Department contact person(s): |
Fiona
Man (714) 371-7355 |
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Jeff
Ernst (714) 647-3963 |
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Subject: Approve Contracts for Utility
Services
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ceo CONCUR |
County Counsel Review |
Clerk of the Board |
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Concur |
Approved
Agreement to Form |
Discussion |
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3
Votes Board Majority |
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Budgeted: Yes |
Current Year
Cost: $92,055 |
Annual Cost: FY 2025-26 $400,000 |
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Staffing Impact: |
No |
# of Positions: |
Sole Source: No |
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Current Fiscal Year Revenue: N/A
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Prior Board Action: 6/4/2024 #4 |
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RECOMMENDED
ACTION(S):
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1. |
Authorize the Director of OC Public
Works or designee to execute a contract for Utility Services for Utility
Location Underground Mapping and Utility Investigation/Potholing with AirX
Utility Surveyors, Inc., in an amount not to exceed $300,000, for a
three-year term effective upon execution of all necessary signatures, with an
option to renew for two additional years upon Board of Supervisors approval. |
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2. |
Authorize the Director of OC Public
Works or designee to execute a contract for Utility Services for Utility
Location Underground Mapping and Utility Investigation/Potholing with Kana
Subsurface Engineering, in an amount not to exceed $300,000, for a three-year
term effective upon execution of all necessary signatures with an option to
renew for two additional years upon Board of Supervisors approval. |
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3. |
Authorize the Director of OC Public
Works or designee to execute a contract for Utility Services for Utility
Location Underground Mapping and Utility Investigation/Potholing with D.
Woolley & Associates, Inc., in an amount not to exceed $300,000, for a
three-year term effective upon execution of all necessary signatures, with an
option to renew for two additional years upon Board of Supervisors approval. |
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4. |
Authorize the Director of OC Public
Works or designee to execute a contract for Utility Services for Utility
Location Underground Mapping and Utility Investigation/Potholing with T2 UES,
Inc., in an amount not to exceed $300,000, for a three-year term effective
upon execution of all necessary signatures, with an option to renew for two
additional years upon Board of Supervisors approval. |
SUMMARY:
Approval of contracts for Utility
Services for Utility Location Underground Mapping and Utility
Investigation/Potholing will allow OC Public Works to remove and dispose of
interfering abandoned utility lines on an as-needed basis to support completing
various Countywide horizontal projects.
BACKGROUND
INFORMATION:
OC Public Works utilizes
contractors for Utility Services for Utility Location Underground Mapping and
Utility Investigation/Potholing (Services) to supplement County of Orange
(County) internal resources for capital improvement, rehabilitation and
maintenance projects. Many of the projects are time sensitive due to facilities
reaching their useful life expectancy and needing repair and rehabilitation,
while other projects are driven by safety, government code or regulatory
permitting requirements.
The proposed contracts for Services
are needed to support the OC Public Works 7-Year Capital Improvement Program
(CIP) for FY 2024-25 through FY 2030-31, which was approved by the Board of
Supervisors (Board) on June 4, 2024.
On November 3, 2023, OC Public
Works issued a Request for Qualifications (RFQ) to establish a Qualified Vendor
List for Services. The RFQ was
advertised through December 5, 2023, on the County online bidding system. Six
submittals were received in response to the RFQ.
On December 27, 2023, the
evaluation panel completed the written evaluation process and provided its
recommendation. A summary of the most qualified contractors providing Services
is attached as part of the Memorandum of Recommendation (Attachment F).
OC Public Works is procuring these
Services in accordance with the 2024 Contract Policy Manual, Section 3.3-102.
The Orange County Preference Policy is not applicable to award of these
contracts.
OC Public Works is recommending
Board approval of contracts for Services, for a three-year term effective upon
execution of all necessary signatures, in an amount not to exceed $300,000
each, for an aggregate total amount not to exceed $1.2 million, with the option
to renew for two additional years upon Board approval with the following:
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Contractors |
Contracts |
Corporate Office Location |
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AirX Utility
Surveyors, Inc. |
MA-080-24011627 |
San Bernardino
County |
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Kana Subsurface
Engineering |
MA-080-24011628 |
Riverside County |
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D. Woolley &
Associates, Inc. |
MA-080-24011629 |
Orange County |
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T2 UES, Inc. |
MA-080-24011630 |
Orange County |
During the negotiation process,
second ranked contractor, AZTEC Engineering Group, Inc., declined to continue
negotiations. A new Notice of Intent to Award was sent to the fifth ranked
contractor, Kana Subsurface Engineering.
The contractors’ respective license
numbers were verified as current and active through the Department of Consumer
Affairs database on June 25, 2024. Copies of the verifications are on file. An
analysis was completed to determine the contracts provide the County with
persons specially trained, experienced, expert and competent to perform the
special services in accordance with the law.
OC Public Works has conducted due
diligence on the contractors. Reference checks were satisfactory and completed
with the following entities regarding similar Services:
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Contractors |
Reference |
Reference |
Reference |
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AirX
Utility Surveyors, Inc. |
EDM
Services, Inc. |
Fugro |
WestLAND
Group, Inc. |
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Kana
Subsurface Engineering |
California
Department of Transportation |
Jacobs |
City
of Riverside |
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D.
Woolley & Associates, Inc. |
City
of Thousand Oaks |
City
of Long Beach |
Los
Angeles County |
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T2
UES, Inc. |
City
of Fresno |
Los
Angeles County |
Woodard
& Curran |
These contracts include subcontractors.
See Attachment E for information regarding subcontractors and Contract Summary
Forms.
Compliance
with CEQA: This
action is not a project within the meaning of CEQA Guidelines Section 15378 and
is therefore not subject to CEQA since it does not have the potential for
resulting in either a direct physical change in the environment or a reasonably
foreseeable indirect physical change in the environment. The approval of this
agenda item does not commit the County to a definite course of action regarding
to a project since it is an approval of contracts for Services for potential
future projects that are not yet known. This proposed activity is therefore not
subject to CEQA. Any future action connected to this approval that constitutes
a project will be reviewed for compliance with CEQA.
FINANCIAL
IMPACT:
Appropriations for these contracts
are included in the FY 2024-25 Budget for the following funds and will be
included in the budgeting process for future years.
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Fund 115, OC
Road |
10% |
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Fund 174, OC
Road Capital |
35% |
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Fund 400, OC
Flood |
10% |
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Fund 401, OC
Flood Capital |
35% |
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Fund 406, OC
Parks Capital |
10% |
The proposed contracts include a provision
stating the contracts are subject to, and contingent upon, applicable budgetary
appropriations approved by the Board for each fiscal year during the term of
the contracts. If such appropriations are not approved, the contracts may be
immediately terminated without penalty to the County.
STAFFING
IMPACT:
N/A
ATTACHMENT(S):
Attachment
A - Contract MA-080-24011627 with AirX Utility Surveyors, Inc.
Attachment B - Contract MA-080-24011628 with Kana Subsurface Engineering
Attachment C - Contract MA-080-24011629 with D. Woolley & Associates, Inc.
Attachment D - Contract MA-080-24011630 with T2 UES, Inc.
Attachment E - Contract Summary Forms
Attachment F - Memorandum of Recommendation and Evaluation Ranking Summary
Attachment G - Summary of Evaluator Scoring