Fort Walton Beach Council agenda — 02-12-08 regular agenda — reading text

Accessory Flexible Fuel Line ( additional) 054 Kohler Loose Accessory Natural Gas Strainer / Filter 055 Kohler Loose Accessory 2 Year Warranty 056 Kohler Loose Accessory 5 Year ( Comp) Warranty 057 Kohler Loose Accessory Sound Enclosure, Uofit Kit LOOSE) 058 Kohler Loose Accessory Aluminum Enclosure W / Sound Kit Installed* 059 Kohler Loose Accessory MODEL R ATS w/ o Load Center ° 7 NEMA311 100A 064 Kohler Loose Accessory MODEL R ATS Proerammable Exerciser http:// www .generatorsdirect.netlservletlthe -226 /Kohler- 80RZG- dsh- RES4- 80- kWIDetail . 1/ 24/ 2008  CITY OF FORT WALTON BEACH MEMORANDUM DATE: February 5, 2008 TO: Joyce Shanahan FROM: Mike Dutton, Fire Chief SUBJECT: Equipment Cost of Firefighter' s Grant Award Number Description Cost per Unit Total Cost 2 Thermal Imaging Cameras $ 109000. 00 $ 209000. 00 33 Voice Amplifiers 300.00 99900. 00 3 Automatic Ventilators 29600. 00 79800. 00 1 Diesel Generator for Station 7 359000. 00 35,000. 00 72, 700. 00 CADocuments and Settings\ nduttonNy DocumentsTormAStaff Memo.doc  CITY COUNCIL MEETING February 12, 2008 Regular Agenda Consideration of a request for award consulting engineering services to the top -ranked firm, Hatch Mott Mcdonald LLC of Panama City for a Wastewater Treatment Evaluation Study at a cost not to exceed 75,000 Utilities Director) Council Action 1 St 2nd Vote: Agenda Item Number: 10  CITY OF FORT WALTON BEACH MEMORANDUM To: Joyce Shanahan, City Manager From: John Hofstad, Utilities Director Date: January 31, 2008 Subject: RFP 08 -109 — Engineering Services for Wastewater Treatment Evaluation Background: On November 27, 2007, City Council authorized staff to solicit proposals from qualified engineering firms to perform a comprehensive evaluation of a Wastewater Service Agreement prepared by Okaloosa County for treatment of the City's influent wastewater flow. Furthermore, Council authorized this study at the not to exceed cost of $75,000. Shortly after receiving Council authorization, Utilities staff coordinated with the Purchasing Director to develop a scope of work for professional services related to the above referenced evaluation. Once the scope of work was defined, the Purchasing Department advertised RFP 08 -109 on December 18, 2007, and opened sealed proposals on January 15, 2008. In total, seven different firms submitted proposals for this work. These firms were: Hatch -Mott MacDonald • Tetra Tech, Inc. PBS &J, Inc. • Volkert & Associates, Inc. MWH Americas, Inc. • Fabre Engineering & Surveying, CPH Engineers, Inc. Inc. To evaluate and score the proposals, the City Manager established a selection committee comprised of Tom Murray, Public Works Director; John Hofstad, Utilities Director; Lisa Absher, Finance Director; John Geurin, City Engineer; and Michael Beedie, Utilities Operations Manager. The selection committee met initially on January 22' and short-listed the firms from the original seven 306', down to four for follow -up interviews. On January the selection committee interviewed the following firms: Hatch -Mott MacDonald • MWH Americas PBS& J • Tetra. Tech Selection committee members graded each of the short -listed firms based on their capabilities, past performance, project schedule and willingness to work within budget, demonstrated understanding of the project, other information, and responses to committee questions. Discussion: Upon completion of the interview portion of the selection process, the individual committee members submitted final scores to the Purchasing Department for final tabulation and ranking. Once all scores were tabulated, Hatch -Mott MacDonald ( 11 M emerged as the top -ranked firm for this engagement (see attached final score sheet). As stated in the November 16, 2007 report presented to Council, the evaluation of the City's future needs for wastewater treatment is a complex issue involving a multitude of disciplines ( staff report dated 11/ 16/ 07 attached). From the perspective of the selection committee, HMM best meets the criteria for an overall comprehensive evaluation specific to this engagement. The team assembled by HMM, along with their sub -consultant PRMG, has experience evaluating and negotiating interlocal agreements throughout the State, specifically in Bay County. Their Project Manager, John Goin, is the former Assistant County Manager for Bay County and was instrumental in the development and restructuring of a similar interlocal agreement between Bay County and neighboring municipalities. HMM is dedicated to completing this project within the scheduled timeframe developed by staff. Their Project Manager is not working any other projects at this time and can devote all his efforts towards completing this project in a timely manner. In addition, HMM will dedicate several subject - matter experts to the various components of the project to ensure the City is provided with a comprehensive, well-crafted, and unbiased opinion on the most cost-effective option for wastewater treatment. Since this was a qualifications -based selection process, price was not included as part of the evaluation criteria Council previously established the budget for this effort at $75,000 during the. November 27'' City Council Meeting. If approved, staff will begin the negotiation process with the top -ranked firm at a cost not to exceed the approved amount. Should the two parties fail to reach an agreement within the budgeted amount, staff will cancel negotiations with the top -ranked firm and proceed down the list in order of ranking until an agreement is reached. Final contract terms will be reviewed and approved for sufficiency by the City Attorney before execution of the contract and granting notice to proceed to the consultant. Recommendation: Staff requests Council authorization to award consulting engineering services to the top -ranked firm, Hatch Mott MacDonald LLC of Panama City, Florida at a cost not to exceed $ 75,000 for a Wastewater Treatment Evaluation study as defined in RFP 08 -109. If approved, sufficient funding is available in the amount of $150,000 in the Utilities Fund Contingencies Account: 401 -1500 -536= 5501. Prepared and Submitted bv: Y Date Reviewed and Concur: ls /oe Lisa A sher, Finance Director Date N  Reviewed and Concur: s Date c hanahan, City Manager Attachments: 1. 1/ 30/ 08 Final Scoring and Ranking Sheet 2. 11/ 16/ 07 Staff Report 3. 11/ 27/ 07 City Council Meeting Minutes 4. RFP 08 -109 5. HIVIM Proposal Additional Materials Folder: 1. Tetra Tech Proposal 2. M%H Proposal 3. PBS &J Proposal 4. Fabre Engineering Proposal 5. Volkert & Associates Proposal 6. CPH Proposal N  ao O O N O M O O O O aaoos 1e40l. Go N 1 0 t0 M I` O M M C O O O O Ae unW ' 1 o M ao an m W o O O O w upend - M m O v w O O O O U) d4 aausgd 'l I` ao ui o I*- co M S w r: 3° O O O O w pe4sJOH ' W V 40 a 0 0 c O O O O y m w alpaca • W V O 4 46 tU c0 6ulluell le r N I M ai y d C C O V W O O r d 00 E O tv raj Z t0 R Ov c N v C V O Iiz M x CL 1F- w  CITY OF FORT WALTON BEACH MEMORANDUM To: Joyce Sbanahan, City Manager Frow: John Hofstad, Utilities Director Date: November 16, 2007 Subject: Consolidation with Okaloosa County for Wastewater Tteaftent During the October 9, 2007 City Council Meet7ing, staff presented information to the Mayor and Council regarding recent talks with Okaloosa County staff to consolidate wastewater treatment operations. As referenced in the report; the C itfs existing 4.5 million guns per day ( MGD) treatment facility is approaching 30 years in operation and needs wensive renovations. The current cost