Okaloosa County BOCC — November 1, 2016 — Reclaimed Water Transmission Mains - Contract with Polyengineering — agenda request

BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: November 1, 2016 TO: Honorable Chairman and Members of the Board FROM: Jeff Littrell SUBJECT: Reclaimed Water Transmission Mains - Contract with Polyengineering DEPARTMENT: Water and Sewer BCC DISTRICT: 2, 3, and 5 STATEMENT OF ISSUE: Water & Sewer and Purchasing staff requests that the Board of County Commissioners (BCC) approve and authorize the Chairman to execute the Agreement for Consulting Services with Polyengineering, Inc. (Poly) for the Reclaimed Water Transmission Mains Project, in response to RFQ #WS 63-16. The agreement would authorize Poly to design the reclaimed water pipelines (from the Arbennie Pritchett Water Reclamation Facility (APWRF) to Niceville and Eglin AFB) and perform other professional services, as required. BACKGROUND: On December 15, 2015, the BCC approved a $3,000,000 grant agreement with the Florida Department of Environmental Protection (FDEP) and authorized staff to move forward with the qualifications based selection process (via a RFQ) for a contract with an engineering consultant for this reclaimed water project. Please see the attached past BCC agenda item for background on the project itself and the names of the individuals on the Review Committee. Also attached is a project map that depicts the conceptual pipeline alignments to be designed. After Water & Sewer and Purchasing staff went through with the qualifications based selection process and the Review Committee made a recommendation, on September 6, 2016 the BCC granted approval to negotiate a contract with Poly, the highest ranked firm with a fully responsive submittal to RFQ #WS 63-16. That contract has been negotiated with Poly and coordinated with County Staff; the County Contract Review Coordination Sheet is attached. The role of Poly will be to serve as the Engineer-of-Record (EOR) for the proposed reclaimed water transmission mains. The project generally consists of a 4 million gallon per day (MGD) pipeline, preliminarily sized as 10.1 miles of 20-inch diameter main to the City of Niceville and 1.1 miles of 12-inch diameter main to Eglin Air Force Base (AFB). The project professional engineering services include but are not limited to: produce engineering design plans; complete an Environmental Baseline Survey (EBS) per Eglin AFB requirements; perform hydraulic modeling; perform engineer’s cost estimates; permitting; engineering services during construction; perform grant administration and reporting to FDEP; perform any miscellaneous engineering and technical service required in support of the project and specifically requested by the County. The attached "Agreement for Consulting Services" (contract) with Poly is attached for your review, consideration, and approval. Along with the agreement, attached is Exhibit A (scope of work), Exhibit B (compensation), and Exhibit C (consultant proposal). In the negotiated contract, the design, environmental, and permitting services total $216,000 (lump sum). The engineering services during construction are time and material (billed hourly), not to exceed $25,000, for a total contract of $241,000. This engineering contract is fully funded by the FDEP above-mentioned grant on a cost-reimbursable basis. Please note that this engineering contract is associated with the pipelines, and that a separate contract is being procured via RFQ #WS 89-16 for the design work for facilities at the APWRF. OPTIONS: Approve or deny. RECOMMENDATIONS: Staff requests that the BCC approve and authorize the Chairman to execute the Agreement for Consulting Services with Polyengineering, Inc. for an amount not to exceed $241,000 for the Reclaimed Water Transmission Mains project (RFQ #WS 63-16). RECOMMENDED BY: APPROVED BY: John Hofstad, County Administrator