C250200_ICE_R000696.pdf
PDF 220 KB Posted
- Attached to
- Heating, Ventilation and Air Conditioning (HVAC) Duct Cleaning Maintenance, Service and Repairs
- Solicitation number
- 250200
- Issued by
- Orange County, California
About this file
This is an Independent Cost Estimate (ICE) prepared by the Orange County Transportation Authority (OCTA) for a Heating, Ventilation and Air Conditioning (HVAC) duct cleaning maintenance, service and repairs procurement. The project involves on-call, as-needed cleaning services and repairs across six facilities, with the addition of Orange County Streetcar facilities coverage. The contract is structured as a three-year term agreement with an option term date of October 1, 2025, replacing the existing agreement C-13381 which expires March 31, 2026. The procurement is classified as a prevailing wage contract, requiring compliance with applicable wage rate categories.
The total estimated cost for the three-year contract period is $300,000, comprised of direct labor costs of $295,200 (1,800 hours of duct cleaning labor at $149 per hour totaling $268,200, plus 120 hours of as-needed repair labor at $225 per hour totaling $27,000) and materials and repair parts estimated at $4,800. The cost estimate is based on analysis of the previous agreement rates, actual spend data, and the expansion of service coverage to include OC Streetcar facilities. No overhead, information technology support, travel, subcontractor, or other direct costs are included in this estimate. The requisition number is R000696, and the estimate was prepared by Christine Herrera on October 1, 2025.
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INDEPENDENT COST ESTIMATE (ICE)
FA-CAMM-006.docm (09/25/15) Page 1 of 3
INSTRUCTIONS
Complete and submit all three pages to Contracts Administration & Materials Management (CAMM), along with your requisition and scope of work. CAMM will not start the procurement until all three documents have been received.
PART I – GENERAL INFORMATION
Project Description: HVAC Duct Cleaning Service SHADED AREA FOR PROCUREMENT USE ONLY
Assigned Buyer No.:
D/M/WBE%:
Purchase Requisition No.: R000696
New Contract / Procurement
Contract Amendment Current IFAS Printout Contract / PO No.:
(Required for Amendments)
Contract Task Order
Option Term
Date: 10/1/2025
Requestor: Christine Herrera Contracts Analyst Phone Ext.: 5485 Name Title
Signature:
Cost Estimate: $ 300,000.00 (include shipping, handling and taxes, if applicable)
PART II – ESTIMATE GUIDE
Please substantiate the estimate using the following information.
Estimate Type Items to Include Where to Find Supporting Information
Services (Other than A&E)
1. Tasks you want done
2. Types of people needed (i.e., supervisor, administrative assistant, other)
3. Positions required (i.e., Project Manager, Deputy PM, Senior Engineer / Planner, other)
4. Estimated hours by position
5. Salary / billing rates applied
6. Prevailing wage rate category applied
7. Profit / applied fee
8. Direct expenses
9. Completion schedule
1. Current or past contracts for similar services
2. Other properties / departments doing similar work
3. Historical price and cost data
Estimate Guide Continued
FA-CAMM-006.docm (09/25/15) Page 2 of 3
Estimate Type Items to Include Where to Find Supporting Information
Architects, Engineers, Designers
1. Tasks you want done
2. Types of people needed (i.e., engineers, administrative assistant, other)
3. Positions (Project Manager, Deputy PM, Senior Engineer / Planner, other)
4. Estimated hours by position
5. Salary / billing rates applied
6. Profit / applied fee
7. Overhead rate (%)
8. Direct expenses
9. Completion schedule
1. Current or past contracts for similar services
2. Other properties / departments doing similar work
3. Historical price and cost data
Goods/Equipment 1. Product needed
2. Quantity
3. Unit price
4. Markups, overhead, profit
5. Delivery schedule desired
6. Warranty
1. Vendor survey / market survey
2. Current or past contracts for the same or similar product
3. Historical price and cost data
4. Various published indices
Construction 1. Product needed
2. Labor (at a minimum use Davis Bacon)
3. Materials
4. Bonds
5. Insurance
6. Mobilization
7. Equipment
8. Markups, fringes, overheads, profit
9. Completion schedule
1. “Means Book”
2. “Blue Book”
3. Davis Bacon wage rates / prevailing wages
4. Current or past contracts for the same project
5. Historical price and cost data
Additional Information: Independent Cost Estimate for replacement of agreement C-13381 for HVAC Duct Cleaning Services expiring 3/31/2026 is based on analysis of previous agreement rates, actual spend, and the addition of coverage for the OC Streetcar facilities in this procurement.
On-Call As-Needed Cleaning, Services, and Repairs are estimated as follows:
Approx. 600 hours per year for 6 facilities x $149/hour = $89,400 x 3 Years = $268,200 As-Needed Repair Labor: $225/ hour x 40 hours = $9,000 x 3 Years $27,000 Estimated Repair Parts: $1,600 per year x 3 Years = $4,800 3-Year Estimate: $300,000
FA-CAMM-006.docm (09/25/15) Page 3 of 3
PART III – INDEPENDENT COST ESTIMATE
Using the information provided in Part II, prepare the ICE for your procurement.
Use any or all of the categories listed below.
Prepared By: Christine Herrera Date: 10/1/2025
Signature:
DESCRIPTION OF COST ELEMENTS
1. DIRECT LABOR
(List of Labor Categories)
Estimated Hours
Rate Per Hour ($)
Estimated Cost ($)
Total Est.
Cost ($)
Duct Cleaning Labor 1,800 $ 149.00 $ 268,200.00 As-Needed Labor 120 $ 225.00 $ 27,000.00 $ $ 0.00 $ $ 0.00 $ $ 0.00 $ $ 0.00
Total Direct Labor: $ 295,200.00
2. OVERHEAD
Rate (%)
(use decimal input)
Total Labor ($)
Estimated Cost ($)
Total Est.
Cost ($)
% $ 295,200.00 $ 0.00 $ 0.00
3. MATERIALS/SERVICES (Excluding Information Technology [IT]) Estimated Cost ($)
Total Est.
Cost ($)
Repair Parts & Materials $ 4,800.00 $ 4,800.00
4. INFORMATION TECHNOLOGY SUPPORT Estimated Cost ($)
Total Est.
Cost ($)
Total IT Support: $ 0.00
5. TRAVEL Estimated Cost ($)
Total Est.
Cost ($)
$ $ 0.00
6. SUBCONTRACTOR(S) / CONSULTANT(S) Estimated Cost ($)
Total Est.
Cost ($)
Total Subcontractor(s) / Consultant(s): $ 0.00
7. OTHER DIRECT COSTS Estimated Cost ($)
Total Est.
Cost ($)
$ $ 0.00
8. TOTAL ESTIMATED COST: $ 300,000.00
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