Okaloosa County BOCC — February 4, 2014 — Action Item Printout

BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: February 4, 2014 TO: Honorable Chairman and Members of the Board FROM: Jeff Littrell SUBJECT: Quotes in Lieu of Bids for Newcastle Area Water Main and Fire Protection Upgrade Project DEPARTMENT: Water and Sewer BCC DISTRICT: 2 STATEMENT OF ISSUE: OCWS staff requests BCC approval to authorize Purchasing to solicit quotes in lieu of formal bids for the purchase of pipe and associated materials for the Newcastle Service Area Water Main and Fire Protection Upgrade Project. BACKGROUND: The proposed project will upgrade existing water lines from 2" to 6" in a predominantly low to moderate income (LMI) neighborhood in the Newcastle Community, which will facilitate the installation of new fire hydrants, greatly increasing fire protection in the area. The project will include the installation of approximately 11 new fire hydrants, 10,200 L.F. of 6" water main (including 8" bores where necessary), 500 LF of 2" water main, 2,300 ft. of existing parallel mains where services need to be switched over, and all associated appurtenances. Funding for this project is supplemented by a CDBG Disaster Recovery Fund (DREF) appropriation made available through the Florida Department of Community Affairs in the amount of $252,923.30 and is scheduled to expire October 25th, 2014. Soft costs, such as surveying and design, will be completed by in-house staff and not included in the approved funding request. On more straightforward items like pipe and miscellaneous appurtenances, we feel the most economical approach is to solicit quotes in lieu of bids. Historically, the same vendors will provide pricing whether it is quotes or a formal bid process. Quotes are a competitive process and obtaining quotes instead of bids allows for a quicker, more streamlined process. In many of these projects, time is of the essence, because of the above-mentioned goals and objectives. Therefore, OCWS requests approval for Purchasing to solicit quotes in lieu of bids for any piping and miscellaneous appurtenances (valves, hydrants, conduit, fittings, etc.) for the Newcastle Service Area Water Main and Fire Protection Upgrade Project. In addition, we will set up Public Meetings per Florida Statutes to request BCC approval for self performance of the construction work for the project at the appropriate time. OPTIONS: Approve or Deny. RECOMMENDATIONS: OCWS Staff recommends BCC approval for Purchasing to solicit quotes in lieu of bids for the procurement of materials for the construction of the Newcastle Area Water Main and Fire Protection Upgrade Project. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator