Okaloosa County BOCC — July 21, 2015 — Request approval to negotiate with CDM Smith — agenda request — reading text

BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: July 21, 2015 TO: Honorable Chairman and Members of the Board FROM: Zan Fedorak SUBJECT: Request approval to negotiate with CDM Smith DEPARTMENT: Purchasing BCC DISTRICT: All STATEMENT OF ISSUE: Water & Sewer and Purchasing staff seek approval to negotiate with CDM Smith for design-build services on the Arbennie Pritchett Water Reclamation Facility (APWRF) Expansion Project. BACKGROUND: On June 17, 2014, the Board authorized staff to move forward with a Request for Qualifications (RFQ) to obtain a design-build team for the APWRF Expansion Project. Since the above-mentioned approval, Constantine Engineering, serving under contract as the County’s consulting engineer, prepared the RFQ. Water & Sewer and Purchasing staff reviewed and finalized the RFQ WS 01-15, titled "Okaloosa County Arbennie Pritchett Water Reclamation Facility Expansion Design-Build Project". The RFQ was advertised via the Northwest Florida Daily News and The Florida Purchasing Group (BidNet), which is an online procurement tool. On November 7, 2014, six (6) design-build teams submitted a statement of qualifications. Constantine served as the technical expert to evaluate the submittals to ensure they met the minimum standards. Water & Sewer staff then reviewed the six (6) submittals and Constantine’s evaluations, ultimately short-listing to three (3) design-build teams: CDM Smith, Crowder Construction, and Garney Construction. Upon completion of the short-listing based on the RFQ process, Constantine prepared a Request for Proposal (RFP) and the design criteria package which consists of preliminary drawings and performance standards. The design criteria package serves as the primary technical document that the design-build teams were asked to base their proposal on. After going through staff and legal review, the RFP was finalized and issued to the three (3) short listed design-build teams. On June 6, 2015, one proposal was received from CDM Smith. The other two short-listed design-build teams elected not to submit proposals. To ensure the integrity of the qualifications- based two-step design-build process, when the proposal was submitted, the cost portion remained in a sealed envelope. This cost proposal is still in a sealed envelope in the Purchasing office and will not be opened until authorized by the Board. Constantine has reviewed CDM Smith’s proposal (minus the cost portion) and found that it meets the requirements identified in the RFP. See attached letters from Constantine, dated May 20, 2015 and June 22, 2015, which explains the process and makes a recommendation, respectively. The Review Committee reviewed CDM Smith’s proposal/submittal, and deemed that they were a qualified/responsive team capable of performing the project. (The June 17, 2014 and January 7, 2014 Agenda Requests are attached for reference and detailed explanation of the two-step process.) The Review Committee is now recommending CDM Smith as the design-build team for the APWRF Expansion Project. Staff is requesting authorization to open the sealed cost proposal and negotiate with CDM Smith. Upon successful negotiation, a contract will be brought back to the Board for approval. Additional flow from growth and partnerships (i.e. City of Fort Walton Beach and Eglin AFB) has necessitated this plant expansion. Funds are available for the five (5) million gallon per day expansion project which is budgeted at $13M. It is funded completely with an allocated capacity expansion charge in a self-restricted reserve account. In the amended FY15 budget, $9,865,595 is listed in Water & Sewer 5-year Capital Improvement Projects, and another $3M is listed in FY16. Funding from FY15 and FY16 will need to “roll over” into FY17 and possibly FY18 to reach final completion of the project. OPTIONS: (1) Approve or deny opening the cost portion of the CDM Smith’s proposal. (2) Authorize or deny contract negotiations with CDM Smith as the design-build team for the Arbennie Pritchett Water Reclamation Facility (APWRF) Expansion Project. RECOMMENDATIONS: (1) Staff recommends approval of opening the cost portion of the CDM Smith’s proposal. (2) Staff also recommends the authorization of contract negotiations with CDM Smith as the design-build team for the Arbennie Pritchett Water Reclamation Facility (APWRF) Expansion Project. RECOMMENDED BY: APPROVED BY: John Hofstad, County Administrator