Okaloosa County BOCC — June 21, 2016 — Arbennie Pritchett WRF Expansion - Constantine Engineering Contract — agenda request — reading text

BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: June 21, 2016 TO: Honorable Chairman and Members of the Board FROM: Jeff Littrell SUBJECT: Arbennie Pritchett WRF Expansion - Constantine Engineering Contract Amendment DEPARTMENT: Water and Sewer BCC DISTRICT: All STATEMENT OF ISSUE: Okaloosa County Water & Sewer (OCWS) staff requests the Board of County Commissioners (BCC) approval for the Chairman to execute the First Amendment to Agreement C14-2187-WS with Constantine Engineering, Inc. for engineering consulting services for the Arbennie Pritchett Water Reclamation Facility (APWRF) Expansion Project. This Amendment will facilitate the design of a Septage Receiving System Expansion, in response to the state's prohibition of land application of septage. The Amendment, along with amended exhibits and the Contract Review Coordination Sheet, is attached for your review and consideration. BACKGROUND: The APWRF Expansion project is in the early stages of construction via the design-build procurement process. Via competitive bidding process, Okaloosa County has the following contracts in place to complete the construction of the expansion: - Constantine Engineering, Inc., Contract C14-2187-WS, in the amount of $1,189,400, for engineering consulting services. - CDM Constructors, Inc., Contract C16-2352-WS, in the amount of $12,480,704, for design- build services. The following is a summary of past BCC action related to the APWRF Expansion project: January 7, 2014: Board authorized the issuance of an Engineering RFQ and approved a review committee. June 17, 2014: Board approved the Engineering RFQ Award and resulting contract with Constantine Engineering, Inc. Board also authorized the issuance of a Design-Build RFQ and approved a review committee. December 1, 2015: Board approved the Design-Build RFQ Award and resulting contract with CDM Constructors, Inc. February 2, 2016: Board approved the owner-purchased equipment (OPE) program and granted signature authority to the Purchasing Manager for material and equipment. In addition to the above, beginning June 30, 2016, the land application of septage from onsite sewage treatment and disposal systems will be prohibited per section 381.0065(6), Florida Statutes; see attached information from the Florida Department of Health (DOH). This is essentially an unfunded mandate against the business and citizens of Okaloosa County. Currently, septage haulers can haul residential septic tank pump-outs and commercial grease trap pump-outs to facilities in the north end of the County where the septage is screened, stabilized with lime, and then land applied. On June 30, 2016, that is no longer allowed. The APWRF has a small septage receiving station that can handle small amounts of septage, like from port-a- potties, but it was not designed to handle high volumes with high concentrations of septage like from septic tanks and grease traps all throughout the County. Over the past few months, staff has been looking at solutions and coordinating with DOH staff, FDEP staff, and septage haulers. We have spent time researching available technology and taking site visits to other utilities' water reclamation facilities. We believe the preferred solution would be to design and construct new facilities at the APWRF capable of receiving domestic septic tank waste and fats, oils, and grease (FOG) from commercial grease traps. This is truly the best scenario for stewardship and preservation of the environment - it is the right thing to do. Without septage/FOG facilities, there exists a very real possibility of illegal discharges, either into the environment or unauthorized dumping into manholes. It is staff's recommendation to utilize the existing contracts related to the APWRF Expansion Project - with Constantine Engineering producing 100% construction plans and CDM Constructors building the facilities - in order to expand the above-mentioned septage/FOG facilities. There are several important reasons to move forward in this manner: - Time is of the essence. Because of the timeframes associated with the grant and the DOH prohibition of land application of septage, we recommend fast-tracking the design, procurement, and construction of these septage/FOG facilities. - There is a financial savings to utilize these existing contracts. Constantine and CDM will not have to mobilize and get familiar with the site, resulting in a cost savings. We believe we have negotiated a good, fair, and competitive price with Constantine Engineering for the engineering work. Once the design work is completed, staff intends to negotiate a good, fair, and competitive price with CDM and then go back to the BCC for approval to amend CDM's contract. - The APWRF is a complex state-of-the-art water reclamation facility with many components and sub-processes that are all integrated together for one overall treatment process that is a combined physical, biological, and chemical process. For these reasons, one entity (Constantine Engineering) needs to be overseeing the design and one entity (CDM Constructors) needs to be overseeing the construction. It is simply not feasible and just too risky to have multiple engineers designing the same integrated process and multiple contractors building the one overall treatment process. Please note that the Septage Receiving/FOG System Expansion will not be completed by June 30, 2016 (beginning of prohibition). Lead time on this state-of-the-art equipment could be up to 10 months. Fortunately, the DOH will be allowing a 12-month variance for permitted septage haulers. Despite this good news interim solution, the need to fast-track the Septage Receiving/FOG System Expansion still exists because of the necessary time to design, permit, procure, build, and test permanent facilities. The First Amendment to Agreement C14-2187-WS contains background information (see "whereas" clauses), new language on public records law from the 2016 state legislative session, and updated exhibits. For revisions to both exhibits, see the highlighted language in these documents. Amendment 1 to Exhibit A contains a revised Scope of Work that now includes the necessary professional engineering services for the Septage Receiving/FOG System Expansion, including 100% construction plans. Amendment 1 to Exhibit B contains the updated cost breakdown. The additional work task adds $98,000 to Constantine's contract, bringing the revised total to $1,287,400 for the engineering services necessary for the total expansion project. The Septage Receiving/FOG System Expansion will be paid for with remaining proceeds from the 2012 Bank Loan. OPTIONS: Approve or deny. RECOMMENDATIONS: Staff recommend BCC approval to authorize the Chairman to execute the First Amendment to Agreement C14-2187-WS with Constantine Engineering, Inc. for engineering consulting services for the APWRF Expansion Project, for a revised total of $1,287,400. RECOMMENDED BY: APPROVED BY: John Hofstad, County Administrator