Okaloosa County BOCC — July 7, 2015 — Request approval to award contract to Polyengineering for Mid County — agenda request

BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: July 7, 2015 TO: Honorable Chairman and Members of the Board FROM: Zan Fedorak SUBJECT: Request approval to award contract to Polyengineering for Mid County Tank #4 DEPARTMENT: Purchasing BCC DISTRICT: 1 STATEMENT OF ISSUE: Water & Sewer and Purchasing staff seek approval to award a contract to Polyengineering to provide engineering services for the proposed Mid County Tank #4. (RFQ WS 59-14) Staff also requests the Board to authorize the Chairman to execute the contract for consulting services with Polyengineering for an amount not to exceed $337,500. BACKGROUND & ANALYSIS: On May 6, 2014, the Board approved and authorized the Chairman to execute the grant agreement between the County and the Northwest Florida Water Management District (NWFWMD). This is a $1,250,000 grant through the NWFWMD's Water Supply Development Community Assistance Initiative to be applied to the construction of Mid County Tank #4, for which the total project cost is estimated at $2,700,000. The remaining funding needed for the cost of the project is budgeted in the Water & Sewer capital improvement budget. The Board authorized the grant agreement approval, the land acquisition process, and the engineering request for qualifications (RFQ) process. A review committee was also approved to evaluate the statements of qualifications received and bring back a recommendation to the Board of which firm to enter into a contract with. (The agenda request from May 6, 2014 is attached as back-up.) The project has moved forward since the above-mentioned approvals. Water & Sewer and Purchasing staff worked together to produce RFQ # WS 59-14, titled “Engineering Services for Mid County Tank #4 for Okaloosa County Water & Sewer.” This RFQ was then advertised through multiple outlets which included the Northwest Florida Daily News and Florida Purchasing Group (BidNet) which is a statewide procurement tool. The RFQ deadline was July 7, 2014 and one (1) engineering firm submitted a statement of qualifications: Polyengineering, Inc (Poly). The review committee then reviewed Poly’s submittal and evaluated that Poly was fully responsive and capable of performing the required tasks listed in the RFQ. After the review committee’s evaluations, staff began to negotiate a professional services agreement with Poly for the engineering services required for the proposed Mid County Tank #4. Negotiations and refining a more exact scope of work in the contract were put on hold when significant delays were encountered with the land acquisition process. At the February 3, 2015 meeting, the Board approved purchasing approximately 1.1 acres of property and easements for the proposed tank. Closing on the property was conducted on April 1, 2015, after which staff resumed negotiations and scope definition of the contract with Poly. OPTIONS: Approve or deny award to Polyengineering, Inc. to provide engineering services for the proposed Mid County Tank #4 and to authorize the Chairman to execute the contract for consulting services for an amount not to exceed $337,500. RECOMMENDATIONS: Staff recommends approval to award to Polyengineering, Inc. to provide engineering services for the proposed Mid County Tank #4 and to authorize the Chairman to execute the contract for consulting services for an amount not to exceed $337,500. RECOMMENDED BY: APPROVED BY: John Hofstad, County Administrator