Fort Walton Beach Council agenda — 01-11-11 regular — reading text

there is no financial impact to the City. 4. RECOMMENDATION: 4. 1. Pursuant to City of Fort Walton Beach Code of Ordinances, Volume Il, Chapter 4, Section 4. 01, Paragraph 4.01. 025 and the Purchasing Policies and Procedures, Staff requests City Council authorization to reject all proposals for Request for Proposals No. 11 -005 for Water Tank Maintenance Program and authorization for Staff to reissue the RFP. ATTACHMENTS: RFP 11 - 005 WATER TANK MAINTENANCE (PDF) RFP 11 - 005 Addendum 1 ( PDF) RFP 11 - 005 Addendum 2 ( PDF) RFP 11 - 005 Addendum 3 ( PDF) SIGNATURE BLOCK: Michael Beedie Completed 12/ 29/ 2010 8: 55 AM Finance Completed 12/ 29/ 2010 11: 11 AM Carole Jones Completed 01/ 03/ 2011 8: 50 AM City Manager Completed 12/ 30/ 2010 12: 46 PM City Council Pending  REQUEST FOR PROPOSALS FOR THE CITY OF FORT WALTON BEACH RFP 11 -005 WATER TANK MAINTENANCE PROGRAM Issued By: Purchasing Department 143 Hollywood Blvd. NW Fort Walton Beach, Florida 32548 850) 833 -9523 Fax ( 850) 833 -9643 Website: http: / www.fwb.org / Date of Issue: October 26, 2010  REQUEST FOR PROPOSALS # 11 - 005 Water Storage Tank Asset Management Program 1. PURPOSE: The City of Fort Walton Beach intends to enter into a multiple year professional maintenance and asset management contract for eight (8) water storage tanks that provide a combined 3. 535 million gallon capacity. This contract will include engineering and inspection services, rehabilitation, repair, 10) year period. It is repainting, washout, and all preventative maintenance services for a ten ( anticipated that contract will be issued for an initial five (5) year period with one additional five (5) year extension available upon mutual agreement and satisfactory performance. Capacity in Built Location Type Gallons Hughes Street Ground Concrete 1351000 1950? Nicholson Street Elevated Pedestal 5001000 2006 Holmes Boulevard Elevated Legged 2001000 1958 Holmes Boulevard Ground Steel Dome 250, 000 1958 Anchors Street Elevated Legged 5001000 1976 Hill Avenue Ground Concrete 110005000 1983 Golf Course Elevated Legged 2005000 1971 Park View Road Elevated Pedestal 750, 000 2006 All proposals will be publicly opened and the list ofproposers read aloud in the Main Conference Room at City Hall, 107 Miracle Strip Pkwy. SW, at the time specified and will be made available for public inspection within ten ( 10) days after the proposal opening or when an award decision is made, whichever is earlier. Proposals MUST be received by the City by the due date and time set forth above. Questions regarding submission of Proposals may be directed to: William Worlds CPPB, Purchasing Agent fwbpurch(afwb.org or 850- 833 -9523 2  4.a 2. TIMELINE OF ACTIVITIES: October 26, 2010 Issue Request for Proposal on Florida Bid System Website: www.floridabidsystem.com. ( Registration required) November 4, 2010 Mandatory Pre -proposal Meeting to be held at 10: 00 AM CST at the Purchasing Division Office, at 143 Hollywood Blvd. NW. November 18, 2010 Proposals Due at 2: 30 PM CST at City Clerks Office, 107 Miracle Strip Parkway SW November 23, 2010 Selection Committee Meets at 10: 00 AM CST at 143 Hollywood Blvd. NW (Interviews optional) December 14, 2010 Recommendation of Award to City Council 3. MINIMUM QUALIFICATIONS a. Must demonstrate a minimum of five ( 5) years experience in Water Storage Tank Asset Management Programs. 4. SCOPE OF SERVICES The City of Fort Walton Beach is requesting proposals for asset management services from firms with extensive experience in Water Tank Asset Management Programs. In general, the firm would provide all engineering and inspection services specific to the maintenance ofthe eight (8) existing water storage tanks including inspection, repair, perpetual maintenance, rehabilitation, washout, preventative maintenance, proactive asset management and painting services for a ten ( 10) year period. There shall be one contract agreement for each water tank. The initial timeframe for each tank contract shall be limited to five ( 5) years at which time the contract may be extended for an additional five (5) year period upon mutual agreement and satisfactory performance. Any contract may be terminated by the City with thirty (30) days written notice to the firm. All contract fees and payments shall be mutually agreed to and be specified in the contracts. The firms will provide an annual schedule of activities and related costs per tank per the above guidelines for a ten ( 10) year period. The annual cost does not have to be the same for each year of the agreement. The services to be provided by the selected firm shall include, but not be limited to, the following: 1. Furnish any and all services, including inspection, engineering, and construction services, needed to ensure the vessel is in a sound, watertight, condition and complete working order according to design specifications and in compliance with all State of Florida requirements, including but not limited to steel replacement, steel parts, foundation repair, expansion joints, water level indicators, sway rod adjustments, tank overflows, manhole covers, valves, gaskets, and other component parts ofthe vessel or vessel tower. The firm shall warranty all work throughout the duration of the agreement. 2. Inspect the vessel at least once within any twelve -month period to ensure that the structure is in a sound watertight condition and provide the city with a comprehensive report of K  inspection and proposed corrective actions ( if any) within thirty ( 30) days from date of inspection. Complete corrective action shall be performed by the firm within a designated period of time dependent upon the action and weather conditions. 3. Completely pressure wash (washout) the vessel interior at least one time within any two -year period and remove all mud, silt, and other accumulations that might be harmful to the vessel or its contents. After washout is completed, thoroughly inspect and disinfect the vessel in accordance with ANSI /AWWA C652 utilizing disinfection spray method # 2 and return the vessel to service. 4. At a minimum, the required structural and coating integrity inspection shall be carried out by personnel under the responsible charge of a professional engineer licensed in the State of Florida on the first, fifth, and ninth year of the contract and shall comply with the requirements of Chapter 62- 555. 350 of the Florida Administrative Code. The inspection report shall be signed and sealed by the professional engineer. 5. A complete interior and exterior renovation of all steel tanks shall be completed twice within the 10 -year contract period and a complete exterior renovation of all concrete tanks shall be completed once within the 10 -year contract period. The painting process shall include all work necessary to properly prepare the surface of the vessel to accept the new paint. Standard lettering or logos on the vessel, similar to existing, shall be included in the exterior painting cost. The need for interior painting shall be determined by the thickness of the existing liner and its protective condition. The need for exterior painting shall be determined by the appearance and protective condition of the existing paint. 6. Install or repair anti -climb devices on the access ladder to each vessel to prevent unauthorized persons from climbing the vessel. 7. Install locks on the roofhatches and anti -climb devices to prevent unauthorized persons from entering the vessel. 8. Install or repair navigation lights on elevated tanks to make the vessel visible to aircraft at night. 9. Provide the City' s Water Operations Division with a minimum advance notice ofthirty (30) working days in advance of performing any services that will result in removing a vessel from service. 10. All rules and regulations ofthe State of Florida, and all applicable ANSI /AWWA Standards will be strictly adhered to. Additionally, a method for determining the future repainting schedule should be addressed for the vessel. 11. All permits, approvals, etc., required by the State of Florida and the local municipality will be the responsibility of the successful contractor. 12. The firm shall warranty all work throughout the duration of the agreement and for a period of one ( 1) year following the end of the final contract period. 5. QUALIFICATION CONTENT M  8. 4a To standardize responses and simplify the comparison and evaluation of the responses, all statements must be organized in the manner set forth below, separated into sections, and appropriately labeled. All information and materials requested shall be provided in the proposal under a single cover. a. Business Organization —The full name and address of the firm. The branch office (if any) that will perform the services described herein shall also be stated. The Principal - in- Charge of the branch office shall be identified. A statement shall be included from the firm to the best of its knowledge, that there are no circumstances that shall cause a conflict of interest in performing services for the City of Ft. Walton Beach. b. Technical Approach and Scope of Work —The responding firm shall state its understanding of the project as outlined in the Scope of Services above. The approach in rendering the services