Okaloosa County BOCC — January 7, 2014 — Action Item Printout

BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: January 7, 2014 TO: Honorable Chairman and Members of the Board FROM: Jeff Littrell SUBJECT: Camp Rudder Wastewater Project, Quotes in Lieu of Bids DEPARTMENT: Water and Sewer BCC DISTRICT: 3 STATEMENT OF ISSUE: OCWS staff requests BCC approval to authorize the Purchasing Department to solicit quotes in lieu of formal bids for the purchase of pipe and associated materials for the construction of the Camp Rudder Wastewater Project. BACKGROUND: County staff has been in discussions with other local and federal entities regarding the consolidation of wastewater collection, treatment and disposal services. These opportunities have arisen as a result of the construction of the new 10 MGD Arbennie Pritchett Water Reclamation Facility (APWRF). A contract with Eglin AFB staff and BCC was executed on Aug. 23, 2012 and construction is well under way. The last phase of the project is the proposed force main that will commence at a new pump station to be constructed at the Camp Rudder cantonment and will connect to the existing 17-mile 7SFG force main, ultimately discharging into the APWRF. The project will consist of the construction of a new duplex pump station, approximately 45,000 LF of 8" force main (including 10" bores where necessary) and fiber optic communication conduit. OCWS will be self performing the construction of the pump station, force main and fiber optic conduit using OCWS Staff and equipment to expedite completion of the project. OCWS estimates that using their own forces and equipment will shorten the construction schedule and will reduce the project costs over contracting with an outside construction company. OCWS estimated the design-build project to cost approximately $1,600,000. At their regular meeting on February 5, 2013, the BCC authorized the solicitation of quotes in lieu of bids for the piping/appurtenances for the material procurement for several phases of the overall projects for the East County force main project, including the work to be performed at Eglin main. OCWS and Purchasing staffs have met to discuss procurement strategy for the remaining phase, which is the Camp Rudder Wastewater Project. On the complex items, such as the lift station, we feel that the formal bid process is absolutely necessary. On more straightforward items like pipe and miscellaneous appurtenances, we feel the most economical approach is to solicit quotes in lieu of bids. Historically, the same vendors will provide pricing whether it is quotes or a formal bid process. Because quotes are a competitive process, OCWS and Purchasing believe the prices will come in under the budgeted amounts. In addition, obtaining quotes instead of bids allows for a quicker, more streamlined process. In many of these projects, time is of the essence, because of the above-mentioned goals and objectives. Therefore, OCWS and Purchasing staff request to solicit quotes in lieu of bids for any piping and miscellaneous appurtenances (valves, manholes, conduit, etc.) for the Camp Rudder Wastewater Project. In addition, we will set up Public Meetings per Florida Statutes to request BCC approval for self performance of the construction work for the project at the appropriate time. OPTIONS: Approve or deny. RECOMMENDATIONS: Staff recommends BCC approval to authorize the Purchasing Department to solicit quotes and to proceed with the (award) purchase from the lowest responsive and responsible quoter in order to save money and time on the purchase of pipe and miscellaneous appurtenances for the Camp Rudder Wastewater Project. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator