Okaloosa County BOCC — January 7, 2014 — reading text

year term with three one year renewals. We have reached the end of the allotted renewal periods. OCWS staff are requesting BCC approval of the proposed new contract with EA Tapping Services for a three year term with three one year renewals. Large taps and line stops are necessary from time to time to make new connections to our system or to repair our system. It is imperative to have these services readily available to maintain our system. In emergency situations involving large line breaks, OCWS does not have a means to stop the flow if valves are not present. Not being able to stop the flow on a large line may have catastrophic consequences. Staff also utilizes line stops in controlled, planned environments, such as inserting a tee or gate valve into an existing line to serve as a connection. However, even in these types of scenarios things can easily go awry with aging infrastructure or a contractor that is not specialized and careful. Due to this very serious and continual need, a competent and trusted contractor is essential to provide these necessary services. OCWS has tried various contractors over the years in this role, but EA Tapping Services stands out for their professionalism, technical proficiency, low cost, and most importantly, their reliability. Therefore, attached for your review and consideration is a new contract with EA Tapping Services. Also attached are the County Contract Review Coordination Sheet and their current insurance certificate. Regarding the unit pricing, EA Tapping Services has agreed to utilize their current pricing from the 2009 contract (for which they were the low-bid contractor) for large taps and line stops - without an increase. In fact, if multiple taps/stops are done in one mobilization, they bill for less than the unit price amount - via the bundling discount listed in Exhibit B of the contract. The new contract includes unit pricing for valve insertions. The following is a more detailed description of the services that EA Tapping Services provides: - Large Taps - large tapping machines are a proprietary technology that is unavailable to municipalities. Any project requiring taps larger than 12 inches have to be done by a contractor. - Line Stops - sometimes necessary to connect to pressure water and sewer lines. It's not economically feasible for OCWS to own all the equipment necessary to cover all of the line sizes and site conditions present in our system. A large line stop event is a high risk, time dependent Packet Pg. 282 and critical activity. - Valve Insertion - this is a newer service that has become very popular in the industry, for good reason. It allows the placement of valves on live lines anywhere in the system. This provides tremendous flexibility when planning for maintenance and new construction projects and will eliminate the need for service outages in many scenarios. OCWS has utilized EA Tapping Services in the past several years for critical projects such as: City of Ft. Walton Beach 36" Transmission Main & Wastewater Consolidation, Main Island Lift Station, Rocky Bayou Force Main, and the Arbennie Pritchett WRF Program. For the last 3 years on the previous contract, Okaloosa County has paid EA Tapping Services an average of $19,613 per year. This is a relatively low cost, for a vital high-risk service. OPTIONS: Approve or deny. RECOMMENDATIONS: Staff recommends BCC approval for the Chairman to execute the contract with Ea Tapping Services LLC for large taps, line stops, and valve insertions. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 283  RECEIVED DEC 05oTr CONTRACT & LEASE INTERNAL COORDINATION SHEET Contract/Lease Number! Tracking Number ContractQrILesseo Name 6: Grant fund ed YES ... NO.. ' Iurpose Dte/Term - 4 - l , GREAtER THAN $50 000 Amount ________________ 2 0 GREATER THAN $25,000 Departnert ?5 3 0 $25 000 OR LESS Dët Monitor Name ttuL Document has boon reviewed and nciudes any attachments or echibtts - PurchaSIng RoWew - I 7L - cement requiregmq .or met Date' p ireCt or desIgj - Risk Management RevieW - ApprO'ed as wrilten • 0 Pate:lb I Risk4anqger 0 enee Following Okajoosa County approval Confracft £ Grants Document has been received or11racts & Grants Moriaper Packet Pg. 284  CONTRACT & LEASE INTERNAL COORDINATION SHEET Contract/Lease Number _______________ Trocking Number ContracorAessee Name ) S k Grant Funçied YES._ NO Purpqse Ddie/Tërm -_ GREATER THAN $50,ObO 10RE AmOunt 2 0 GREATER THAN $25 000 Department LA.) 5 3 $5,0O0 OR LESS Dept Monitor Nam LtJId/ 14L4.(, Dacurnent has beri reewed vi cnd includes any attachmen ts or exhibits Purchasing Review Pcurement require ts are met Date !?-5-I rchasi g Director or designee Risk Management Review - - 4ovedfren , - Dote____ sk'ánagerordesignee Foilowirig Okaloosa County opprovai Packet Pg. 285  RECEtVDDC1Othj3 CONTRACT & LEASE INTERNAL COORDINATIONiHEET Contract/Lease Number_______________ Tracking Number &? ConlracforlLessee Name rgni ffanded YES_ NOX urpqse / ,tQa..Ol!.k ? , Date/Term _ i1'L-' )943 )lt 1 0 GREATER THAN $50 000 AmbunQ/( 2 0 GREATER THAN $25,OO7 $25,000 OR LESS Dept tor Name J4 JLf&c[) Document has been rvtewed and fncludcs any attcicMsorexhiblts, Purcha:Ing Review Sri 7 rn 1 11* Management RevieW I - Approve as w n Risk Mo r designeef County Mtarney Review Co ty,AttOrnéy. .: Following Okaloosa County approval - Contracts&Grants Document has been received Date_ C4tiacts & I° MO ........ 0 '••• . 0 Packet Pg. 286 ACD® CERTIFICATE OF LIABILITY INSURANCE THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS F 2114/2013 CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such_endorsement(s). PRODUCER CONTACT NAME: Certificates Department SIhIe Insurance Group, Inc. (A/C, No, Eet);407-569-5490 , NO) 407-389-3580 P.O. Box 160398 EMAIL Altamonte Springs FL 32716 ADDRESS:CertIfICateS@SIhIe.COm INSURER(S) AFFORDING COVERAGE NAIC a / INSURER A Valley Forge Insurance Co 20508 INSURED EATAP- INSURER B Continental Insurance Co. 35289 EA Tapping Services, LLC INSURER C Transportation Ins Company 20494 615 Superior Commerce Blvd., Suite 103 INSURER 0: Apopka FL 32703 INSURER E: INSURER F: COVERAGES CERTIFICATE NUMBER: 1288203647 REVISION NUMBER: THIS IS To CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED, NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES, LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR ADDL'SUBR POLICY 0FF POLICY EXP LTR TYPE OF INSURANCE NSR WVD POLICY NUMBER IMMIOD/YYYYI IMM/DDIYYYYI LIMITS A GENERAL LIABILITY 5083113525 2/1/2013 211/2014 EACH OCCURRENCE Si 000 000 X