Okaloosa County BOCC — June 17, 2014 — reading text

the construction. As the Owner's Representative, Constantine would be overseeing the project in the following manner summarized as: serve as the Design Criteria Professional; prepare the RFQ (for Design/Build Team), the Request for Proposal (RFP), and the Design Criteria Package (DCP; performance specifications and preliminary engineering); evaluate Statement of Qualifications and bids; perform engineer's cost estimates; groundwater modeling; permitting; engineering services during construction; resident observation; develop and manage Owner Purchased Equipment (OPE) program; coordinate complete system startup; construction administration; perform any miscellaneous engineering and technical service required in support of the project and specifically requested by the County. A more thorough explanation is included with Exhibit A. With the approval of this Agreement, Constantine's first major task would be to draft the RFQ for a Design/Build (D/B) Team. Therefore, staff is also requesting to move forward with a qualifications based selection process for a contract with a D/B Team, with the following process: - Constantine to prepare the RFQ for staff's consideration. Staff will then review and finalize the RFQ. - Purchasing Staff to advertise RFQ and oversee. - Upon receiving submissions from interested D/B Teams, on behalf of the County, Constantine to serve as the technical expert to evaluate the D/B Teams using pass/fail criteria and provide a recommendation to the OCWS Staff as to the elimination of any firm that failed to meet the minimum standards. OCWS Staff will then meet and evaluate those that meet the minimum requirement to arrive at the short-list of D/B Teams. - Constantine to prepare the DCP and RFP for staff's consideration. RFP would go through County Contract Review. The DCP is a technical document - preliminary drawings and performance specifications. - RFP and DCP to be issued to short-listed D/B Teams. - OCWS Staff and Constantine will hold a mandatory pre-proposal meeting with all short-listed D/B Teams present. In addition, Proprietary Meetings will be held with each of the short-listed D/B Teams to discuss confidential conceptual design ideas. - Upon receiving the proposals from the D/B Team, the following Review Committee would review: Zan Fedorak or designee - Purchasing Manager (non-voting member to Packet Pg. 391 oversee) Nathan Boyles - Board of County Commissioners, Water & Sewer Liaison Jeff Littrell - Water & Sewer, Director Jeb Chessher - Water & Sewer, Project Manager Darren Alford - Water & Sewer, Wastewater Operations Manager Jason Autrey - Public Works, County Engineer - Upon the Review Committee selecting the most qualified D/B Team to be recommended to the BCC, OCWS Staff and Constantine would then open up the price envelope (a separate cost proposal from the qualifications proposal), and then proceed to negotiate a contract with the D/B Team. Florida Statutes 287.055 (AKA "Consultants' Competitive Negotiation Act (CCNA)") will be followed and adhered to. This was also explained in the Jan. 7, 2014 Agenda Request. -Resulting Agreement with the selected D/B Team would then be routed through County Contract Review and then be brought to the BCC for approval and execution. OPTIONS: Approve or deny. RECOMMENDATIONS: OCWS and Purchasing staff recommend BCC approval to award RFQ #WS 37-14 to Constantine Engineering to serve as the Owner's Representative and Design Criteria Professional for the Arbennie Pritchett WRF Expansion Project and to authorize the Chairman to execute the "Agreement for Consulting Services" with Constantine Engineering for an amount not to exceed $1,189,400. Staff also recommend to move forward with a qualifications based selection process for a contract with a Design/Build (D/B) Team, as outlined above. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 392 Packet Pg. 393 Packet Pg. 394 Packet Pg. 395 Packet Pg. 396 Packet Pg. 397 Packet Pg. 398 Packet Pg. 399 Packet Pg. 400 Packet Pg. 401 Packet Pg. 402 Packet Pg. 403 Packet Pg. 404 Packet Pg. 405 Packet Pg. 406 Packet Pg. 407 Packet Pg. 408 Packet Pg. 409 Packet Pg. 410 Packet Pg. 411 Packet Pg. 412 Packet Pg. 413 Packet Pg. 414 Packet Pg. 415 Packet Pg. 416 Packet Pg. 417 Packet Pg. 418 Packet Pg. 419  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: January 7, 2014 TO: Honorable Chairman and Members of the Board FROM: Jeff Littrell SUBJECT: Arbennie Pritchett WRF Expansion - Engineering RFQ & Review Committee DEPARTMENT: Water and Sewer BCC DISTRICT: All STATEMENT OF ISSUE: OCWS and Purchasing staff request permission to move forward with a qualifications based selection process for a contract with an engineering consultant for the Arbennie Pritchett WRF Expansion Project to serve as the Owner's Representative and Design Criteria Professional. BACKGROUND: Construction of the Arbennie Pritchett Water Reclamation Facility (APWRF) was completed in 2009 and has an annual average daily flow (AADF) capacity of 10 million gallons per day (MGD). This $65M program with 5 sub-projects was a huge success. The project was completed within budget and on-time. This state-of-the-art WRF has now been operating efficiently for about 4 years with parameters well below our state permit requirements. In addition, the APWRF has been the foundation for many related agreements that have generated revenue or reduced expenses for the Water & Sewer Enterprise Fund: 7th Special Forces, City of Ft. Walton Beach, Eglin Air Force Beach (Duke Field, Camp Rudder, Main Base, and the Navy EOD school), and Niceville/Valparaiso (diverting East County flow). Currently, the actual AADF is approximately 6.3 MGD. With the additional flow of the above- mentioned projects and other ongoing development, we anticipate being above 8 MGD of actual AADF in about 2 years. On paper, the capacity reserved is approximately 8.5 MGD. Although we have about 15% capacity remaining of the average daily flow, this puts us in an uncomfortable position for the long-term and the short-term during peak flow events, such as storms or hi-flow summer weekends. Because of this, OCWS has a 5 MGD plant expansion in our approved 5-year CIP: $2M in FY2014, $8M in FY2015, and $3M in FY2016. Most importantly, we expect this $13M total to be funded with cash. In account 411-4199-599360, OCWS has been saving up Capacity Expansion Charges (CECs) that have been received on the above-mentioned projects and other large projects, such as some of the recent hotels. We currently have approximately $4.5M in this account and are under contract with Eglin AFB for another $8.5M, which is expected to be received in the summer of 2014. Staff feels that the responsible thing to do is fund the 5 MGD needed expansion from the $13M to be in this account. There is also a desire to proceed with the expansion before the amount of CEC funds available is rendered insufficient by construction material inflation. Fortunately, the APWRF was designed and constructed with a future expansion in mind, from 10 MGD to 15 MGD. Certain components (i.e. head works, UV channels, admin building, etc.) have already been constructed for 15 MGD AADF, and room on the site has been left available for the needed expansion (oxidation ditch, clarifier, etc.). Packet Pg. 420 As Okaloosa County did in the late 2000s, when APWRF went through the procurement and design process, staff is proposing the design-build method of procurement, following Florida Statues and Design Build Institute of America (DBIA) requirements/guidelines. We feel that design-build is the best approach to large, high-dollar projects; with 1 company doing both the design and construction, it avoids finger pointing and potentially litigious situations, thereby lowering risk to the owner. The bidding process of selecting a design-build (D-B) contractor is qualifications based. Interested firms would submit both qualifications and bids in separate envelopes. The most qualified D-B contractor would be selected with the intent to negotiate a contract. The other set of envelopes would then be opened with their actual bid price. Negotiation then occurs with the most-qualified bidder until a final price is reached. If a price cannot be negotiated, negotiations would cease with the most-qualified bidder and commence with the next-most qualified bidder. This paragraph is just a brief summary of the D-B procurement process. Staff will come back to the Board in the future to obtain permission to move forward with the Request for Qualifications (RFQ) for a D-B contractor. Currently, staff is requesting permission to issue an RFQ for an engineering consultant to serve as the Owner's Representative and be the Design Criteria Professional (DCP), as outlined in Florida Statutes 287.055 (AKA "Consultants' Competitive Negotiation Act (CCNA)"). Because the anticipated amount of this contract exceeds the thresholds listed in this statute, an existing continuing contract (AKA "master services agreement") cannot be utilized. A new contract will need to be executed for the professional engineering services necessary to move forward with the plant expansion. These professional engineering services may include but are not limited to the following services: owner's representative in procuring and coordinating with D-B contractor; serve as the Design Criteria Professional; prepare the RFQ (for D-B contractor), the Request for Proposal (RFP), and the Design Criteria Package (performance specifications and preliminary engineering); evaluate Statement of Qualifications and bids; perform engineer's cost estimates; groundwater modeling; permitting; engineering services during construction; resident observation; develop and manage Owner Purchased Equipment (OPE) program; coordinate complete system startup; construction administration; perform any miscellaneous engineering and technical service required in support of the project and specifically requested by the County. OCWS and Purchasing staff would now like to begin the process of obtaining an engineering consultant for the APWRF Expansion Project via the formal qualifications based selection process. If authorized by the Board, OCWS staff will work with Purchasing staff to formulate a Request for Qualifications (RFQ) to begin the formal selection process. In the State of Florida per the Competitive Consultants Negotiations Act (CCNA), the selection criteria for the award of engineering contracts are qualifications based. Staff also recommends the following Review Committee to evaluate the statements of qualifications received and bring back a recommendation to the Board, regarding which firms to enter contracts with: Zan Fedorak or designee - Purchasing Manager (non-voting member to oversee) Nathan Boyles - Board of County Commissioners, Water & Sewer Liaison Packet Pg. 421  Jeff Littrell - Water & Sewer, Director Jeb Chessher - Water & Sewer, Project Manager Darren Alford - Water & Sewer, Wastewater Operations Manager Jason Autrey - Public Works, County Engineer OPTIONS: Approve or deny. RECOMMENDATIONS: Staff requests BCC approval to move forward with the qualifications based selection process (via a RFQ) for a contract with an engineering