Okaloosa County BOCC — July 19, 2016 — Polyengineering - Contract Renewal & Amendment — agenda request

BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: July 19, 2016 TO: Honorable Chairman and Members of the Board FROM: Jeff Littrell SUBJECT: Polyengineering - Contract Renewal & Amendment DEPARTMENT: Water and Sewer BCC DISTRICT: All STATEMENT OF ISSUE: Okaloosa County Water & Sewer (OCWS) staff requests Board of County Commissioners (BCC) approval to authorize the Chairman to execute a contract renewal and amendment with Polyengineering, Inc. for consulting and other engineering services. BACKGROUND: Via the qualifications-based competitive bid process, Contract C13-2067-WS was entered into with Polyengineering, Inc. (Poly) in 2013. The Competitive Consultants Negotiations Act (CCNA) was followed in order to obtain contracts with engineering consulting firms for professional services. This process resulted in a Master Services Agreement (C13- 2067-WS) with Poly for engineering consulting services. As projects and needs for professional services arise, Task Orders are procured on this contract through the normal process outlined in the County Purchasing Manual. The current contract is effective from 10/1/2013 to 9/30/2016, and provides for a 3-year renewal period. Poly has successfully completed numerous Task Orders on projects and other needs, such as: Del Cerro II Well, Camp Rudder Wastewater, East County Sewer Transmission Main, Poquito Bayou Bores, Sewer Rehabilitation Projects, Paint & Repair Water Tanks, and Consumptive Use Permitting. Staff is now requesting to enter the 3-year renewal period. Along with the renewal, hourly rates (Exhibit A) are being revised by a ~2% increase from 2013 rates, and will remain fixed for 3 more years. Staff believes that a 2% one-time increase for professional services over a 6-year contract period is reasonable. The "Renewal and First Amendment" would make the renewal period from 10/1/2016 to 9/30/2019. The renewal/amendment is attached for your consideration, along with the County Contract Review Coordination Sheet, updated Certificate of Insurance, and a copy of the current contract. OPTIONS: Approve or deny. RECOMMENDATIONS: OCWS requests BCC approval to authorize the Chairman to execute the "Renewal and First Amendment" with Polyengineering, Inc. for consulting and other engineering services. RECOMMENDED BY: APPROVED BY: John Hofstad, County Administrator