Okaloosa County BOCC — August 4, 2015 — Polyengineering Task Order 14 — agenda request — reading text

BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: August 4, 2015 TO: Honorable Chairman and Members of the Board FROM: Jeff Littrell SUBJECT: Polyengineering Task Order 14 DEPARTMENT: Water and Sewer BCC DISTRICT: All STATEMENT OF ISSUE: Okaloosa County Water & Sewer (OCWS) has requested the services of Polyengineering under Task Order 14 per the terms of Contract #C13-2067-WS for a total cost not to exceed $70,000.00 for professional engineering services on the East County Transmission Main Project. Staff requests Board of County Commissioners (BCC) approval to authorize the Chairman to execute Task Order 14. Task Order 14 is attached for review. BACKGROUND: In 2005, Okaloosa County entered into Master Service Agreements (MSAs) - with CH2M Hill Engineering, Environmental Services Group (now Constantine), Polyengineering, and Gator Boring and Trenching - for services related to water and sewer projects. MSAs are setup to allow Task Orders to be executed for individual projects. Many of these projects are long-term projects, which can take years, from initial concept stage to full construction completion. As such, when those MSAs came to a close in 2013, 18 individual Task Orders were extended to allow for services to continue on needed projects. When forecasting through 9/30/2015, it appears that only one major project/Task Order is outstanding - Polyengineering Task Order 122 for the East County Transmission Main. Primarily for "housekeeping" purposes, staff is recommending Task Order 14 on Contract #C13-2067-WS be executed with Polyengineering for the remaining engineering work needed on the East County Transmission Main Project. With this executed task order, it is anticipated that there will be no further open task orders on the 2005 MSAs after payments are made on work through 9/30/2015. It is very possible that a few smaller dollar task orders (<$50K) may be necessary on a few smaller projects that are in the construction stages beyond 9/30/2015. These would be addressed via the normal process for new Task Orders in the Purchasing Manual. The scope of services for Task Order 14 includes professional engineering and technical services required to design, permit, and construct a new force main from the East County Repump Station to the Eglin Main Base Sewer Pump Station. This project, in conjunction with the above- mentioned stations, will divert East County/Bluewater Bay wastewater flow from the old Niceville Valparaiso Regional Sewer Board (NVRSB) plant, and transmit it to the new Arbennie Pritchett Water Reclamation Facility (APWRF). This work was previously authorized by the BCC on 2/29/2013 under Polyengineering Task Oder 122 (under the 2005 MSA) for $137,500. The project is possible because of an interlocal agreement executed in April 2012 with the City of Niceville and City of Valparaiso, in which the County's ownership of the NVRSB plant (formerly "NVOC") was conveyed to the City of Niceville. By executing this agreement and completing the project, OCWS will save dollars on expenses each year - as it will cost less to treat our own wastewater instead of being a customer of the NVRSB plant. More background on the project is in the narrative of the attached 2/29/2013 BCC agenda request. Since 2/29/2013, surveying, engineering design, and environmental work on the project has progressed. There are now several OCWS-requested changes to the pipeline route, as a result of knowing existing conditions in much more detail than in 2013. The attached map depicts several of the more significant revisions where scope has been added. Therefore, Task Order 14 extends the scope listed in Task Order 122 and also carries over the balances of the remaining scope/funds listed in Task Order 122 - all in a brand new "clean" Task Order on the new MSA. This Task Order 14 has been negotiated with Polyengineering for the necessary Scope of Services and is a not to exceed amount of $70,000.00. Overall, the $5M project is funded from OCWS' 2012 Bank Loan, which has since been re-financed into the 2015 Bond Issuance. Under current interpretation of Florida Statutes, the engineering services for a project of this magnitude would need to be procured separate from an existing MSA via a qualifications-based selection process. The engineering services for this particular project were contracted in February 2013 under Task Order 122 of the 2005 MSA, and the design work is now approximately 75% complete. To summarize, with this agenda item, staff is requesting to move the task order from the old MSA to the new MSA, and then update the task order with some scope changes. OPTIONS: Approve or deny. RECOMMENDATIONS: OCWS requests BCC approval to authorize the Chairman to execute Polyengineering Task Order 14 per the terms of Contract #C13-2067-WS for a not to exceed amount of $70,000.00. RECOMMENDED BY: APPROVED BY: John Hofstad, County Administrator