Okaloosa County BOCC — May 6, 2014 — Action Item Printout — reading text

BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: May 6, 2014 TO: Honorable Chairman and Members of the Board FROM: Jeff Littrell SUBJECT: Mid County Tank #4 - NWFWMD Grant Agreement, RFQ, and Review Committee DEPARTMENT: Water and Sewer BCC DISTRICT: 1 STATEMENT OF ISSUE: Staff requests that the Board of County Commissioners (BCC) approve and authorize the Chairman to execute the Grant Agreement between the County and the Northwest Florida Water Management District (NWFWMD). This is a $1,250,000 grant (via NWFWMD's Water Supply Development Community Assistance Initiative) to go towards the construction of Mid County Tank #4, in which the total project cost is estimated at $2,700,000. OCWS and Purchasing staff also request permission to move forward with a qualifications based selection process for a contract with an engineering consultant for the same project to serve as the project engineer and owner's representative. BACKGROUND: In June 2011, staff went through a Needs Analysis, producing a list of projects that were necessary, but unfunded due to economic constraints. That final document included a list of projects, one of which was the Bob Sikes Water Tank. OCWS currently has a 1.25 million-gallon ground storage tank, located northwest of the Bob Sikes runway. This tank serves the potable water system, but the primary reason is to maintain a large volume of water for fire suppression of the hangars in the Bob Sikes Industrial Park. The current tank is sized per the insurance requirements of BAE and L-3 Communications. For the Industrial Park to continue to develop, a new large capacity water tank is needed. Additionally, the existing Airport Tank cannot be taken out of service for maintenance because it is the only elevated tank in the Mid County Service Area upper pressure zone. Since June 2011, this Bob Sikes Elevated Water Tank (AKA "Mid County Tank #4) has been placed in our 5-year Capital Improvement Plan (CIP). In October 2014, staff submitted an application for a NWFWMD grant application via the Water Supply Development Community Assistance Initiative. The application was for $1,250,000, which is estimated to be half of the construction cost of a new elevated 1 million gallon per day (MGD) hydro pillar tank. The tank would be similar to our Live Oak & Oddfellow Tanks, constructed in the mid-2000s. The application did not require a signature and was submitted online. This application is attached for your review and approval. In February 2014, staff received notice (attached) from NWFWMD that the project was approved for funding by the District's Governing Board in the amount of $1,250,000. The resulting Grant Agreement has since been through County Contract Review, both of which are attached. The Grant Agreement is per staff's application for the construction of a 1 MGD elevated water tank, referred to as Mid County Tank #4. This funding agreement expires 24 months from the date it's executed. Attachment 1 (Scope of Work) shows an anticipated schedule and funding breakdown. Upon execution of the Grant Agreement, staff would immediately begin moving forward with land acquisition and then design. As such, staff is requesting that the BCC authorize staff to negotiate with property owners, obtain an appraisal and bring back to the BCC a contract to purchase real estate. OCWS and Purchasing staff would also like to begin the process of obtaining an engineering consultant to serve as the project engineer and owner's representative, via the formal qualifications-based selection process. If authorized by the Board, OCWS staff will work with Purchasing staff to formulate a Request for Qualifications (RFQ) to begin the formal selection process. In the State of Florida per the Competitive Consultants Negotiations Act (CCNA), the selection criteria for the award of engineering contracts are qualifications based. Staff also recommends the following Review Committee to evaluate the statements of qualifications received and bring back a recommendation to the Board, regarding which firm to enter a contract with: Zan Fedorak or designee - Purchasing Manager (non-voting member to oversee) Nathan Boyles - Board of County Commissioners, Water & Sewer Liaison Jeff Littrell - Water & Sewer, Director Mark Wise - Water & Sewer, Deputy Director Dale Brazel - Water & Sewer, Water Operations Supervisor Clay Simmons - Public Works, Road Division Manager OPTIONS: Approve or deny. RECOMMENDATIONS: Staff recommends BCC approval for the Chairman to execute the Grant Agreement with the Northwest Florida Water Management District for $1,250,000 of funding for the Mid County Tank #4. Staff requests that the BCC authorize the Chairman to execute the Grant Agreement and any future grant documents. Staff also requests BCC approval of the original grant application and Review Committee and to authorize staff to move forward with the following: 1) land acquisition negotiations, 2) land appraisal(s), 3) Engineering RFQ. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator