Okaloosa County BOCC — February 17, 2015 — Quotes in Lieu of Bids for an Emergency Installation of a Jack and Bore — agenda request — reading text

BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: February 17, 2015 TO: Honorable Chairman and Members of the Board FROM: Jeff Littrell SUBJECT: Quotes in Lieu of Bids for an Emergency Installation of a Jack and Bore Crossing Eglin Parkway DEPARTMENT: Water and Sewer BCC DISTRICT: 2 STATEMENT OF ISSUE: Okaloosa County Water and Sewer (OCWS) staff requests BCC approval to authorize the Purchasing Department to solicit quotes in lieu of formal bids for the purchase of a 20 inch Jack and Bore under Eglin Parkway with all appurtenances. BACKGROUND: OCWS has an existing 12 inch sewer main crossing under Eglin Parkway. The location of the sewer main is just north of the Garniers Bayou Bridge in Shalimar. This gravity sewer main takes all of the flow from north and west side of Eglin Parkway in Shalimar and conveys it under the highway to a major lift station that in-turn pumps to our Garniers Repump station. The existing gravity sewer main is nearing failure. A video inspection of the main revealed that it has extensive tuberculation (corrosive build-up) which is causing materials to become lodged in the main preventing flow. Access to the main is limited and conventional excavation is not feasible in Eglin Parkway. The main is also in a casing under the pavement which eliminated most trenchless options to repair the main in-place. The only viable trenchless option available to repair the main in-place is to cut away the tuberculation inside the main. OCWS has a contract with Insituform who specializes in this type of work. This trenchless solution is covered in Change Order #1 to Insituform and already approved by the BCC in March, 2014. There is however a risk that the main will collapse during the repair operations. We feel that we must have a contingency plan in place to address this possibility. In an emergency, if the main does collapse, OCWS will need to install a new jack and bore to provide a new replacement sewer force main as soon as possible under Eglin Parkway to reroute the flow. Planning for this contingency involved coordination with the Florida Department of Transportation (FDOT). A jack and bore crossing Eglin Parkway had to be engineered and designed for FDOT approval. Poly Engineering was tasked to design and permit the contingency plan. Finalizing the plan took months of back and forth with the FDOT to obtain approval and schedule the project. To schedule the project OCWS contacted Gator Boring who is currently under contract for jack and bores. After a site visit to assess the proposed bore alignment and existing conditions, Gator Boring declined to perform the work under the contract stating that the site conditions and emergency mobilization exceeded the contracts specifications for jack and bores. Gator Boring was willing to perform the work but requested to quote the bore instead of using the contract pricing. The rough order of magnitude for the cost was determined to be around $200,000.00. This amount typically requires a formal bid. The Insituform repair cannot be scheduled without a bore contractor standing by in case of an emergency. OCWS consulted with Purchasing for a solution. A formal bid will further delay scheduling the repair of the sewer main which may fail at any time. The language and execution for a formal bid would be unorthodox as the bid would be for an emergency bore that may never be installed. OCWS and Purchasing believe that quotes would be more expeditious and manageable given the normal time frame to complete a formal bid, and the unconventional nature of the requested services. Time will be the critical factor in the emergency scenario. Emergency purchase orders are the approved method for handling emergency situations. To allow for the quickest response possible, Purchasing will need to have quotes from several boring contractors on file. If the emergency occurs, Purchasing would begin contacting the contractors on the list to assess their availability to mobilize to the site and issue an emergency purchase order for the most available contractor at that time. Funds are available for this project in our 2012 bank loan, which included a budget for sewer rehabilitation projects. In addition, the FY2015 Capital Improvement Plan (CIP) also has funding for sewer rehabilitation projects. OPTIONS: Approve or Deny. RECOMMENDATIONS: Staff recommends BCC authorization for the Purchasing Department to solicit quotes for an emergency installation of a Jack and Bore crossing Eglin Parkway and to authorize the Purchasing Department to issue an emergency purchase order if needed to the most available quoter during the potential emergency. RECOMMENDED BY: APPROVED BY: John Hofstad, County Administrator