Fort Walton Beach Council agenda — 10-09-12 regular-with petitions — reading text

Company will install the proposed sanitary sewer force main from Pump Station No. 1 to Bob Sikes Boulevard and would also be responsible for completing the required jack and bores and directional drills north of Bob Sikes Boulevard. 2. DISCUSSION: 2. 1. On September 26, 2012, Hatch Mott MacDonald and the Purchasing Division received quotes from two ( 2) vendors for the 36 -inch ductile iron pipe that Okaloosa County crews will install. 2.2. Quote solicitations were sent to a total of three ( 3) vendors. 2. 2. 1. American Cast Iron Pipe Company: Base Bid Amount = $ 1, 614,450. 81; Protecto 401 Deduction = $ 103, 000. 00; Total Base Bid w/ Deduction = 1, 511, 450. 81 2. 2. 2. United States Pipe and Foundry Company: Base Bid Amount = $ 2, 130, 505. 70; Protecto 401 Deduction = $ 626, 814.21; Total Base Bid w/ Deduction = 1, 503, 691. 49 2. 2. 3. Mc Wane Cast Iron Pipe Company: No Bid 2. 3. The Base Bid structure is a unit price bid with estimated quantities that included the 36- inch ductile iron pipe with an interior coating meeting the specifications. The deductive alternate allowed the vendors to bid an alternate interior coating ( Protecto 401). 2. 4. After reviewing the quotes, exceptions to the specifications, and coordinating with Okaloosa County, City and County Staff and HMM recommend award of the unit prices submitted with the Base Bid to the apparent low bidder, American Cast Iron Pipe Company. Please note that the quantities are subject to change during the project, but the overall bid amount is a not -to- exceed amount. Packet Pg. 118  14.2 City Council of Fort Walton Beach 0 To: ENGINEERING & UTILITY SERVICES MEMORANDUM Michael D. Beedie, City Manager From: Michael Beedie, City Manager Date: October 9, 2012 Subject: Quote 2012 -0912 36 -Inch Di Pipe 3. FINANCIAL INFORMATION: 3. 1. The Base Bid amount of $1, 614,450. 81 is a not -to- exceed amount, but the contract is a unit price contract. 3. 2. Based on the Interlocal Agreement with Okaloosa County for the northern section of the force main, the contract amount will be split 50150 between Okaloosa County and the City. Additional bid packages will be issued for the paving for the northern section. 3. 3. The funding source for the project is the FDEP' s Clean Water State Revolving Fund SRF) Loan program. The City has received approval from FDEP for the requested funding for the project. In the future, an SRF loan agreement will be developed and executed. 4. RECOMMENDATION: 4. 1. Pursuant to City of Fort Walton Beach Code of Ordinances, Volume 11, Chapter 4, Section 4. 01, Paragraph 4. 01. 025 and the Purchasing Policies and Procedures, Staff requests City Council authorization to award Request for Quote 2012 -0912 to purchase the 36 -inch ductile iron pipe and fittings for the new Pump Station No. 1 Force Main at the unit prices submitted to the apparent low bidder, American Cast Iron Pipe Company, for a not -to- exceed amount of $1, 614, 450. 81. ATTACHMENTS: Quote 2012 -0912 Bid Tabulation ( PDT) SIGNATURE BLOCK: Finance Completed 10/ 01 / 2012 1: 44 PM City Attorney Completed 10/ 01/ 2012 3: 18 PM Carole Jones Completed 10/ 02/ 2012 11: 35 AM City Manager Completed 10/ 03/ 2012 7: 15 AM City Council Pending Packet Pg. 119  F14 2.. a Hatch Mott MacDonald Hatch Mott 5111 North 171h Ave Pensacola, FL 32504 MacDonald T850. 484.6011 MCOOM35 100000155 www. hatchmott. com L900006783 September 27, 2012 Michael D. Beedie, P. E. City Manager City of Fort Walton Beach 105 Miracle Strip Parkway SW Fun Welton Beach, FL 32548 RE: City of Fort Walton Beach Florida Project 36 -inch Ductile Iron Pipe Recommendation for award FWB ITB No. Request for Quote # 2012 -912 NMM Project No. 299802 Dear Mr. Brodie: Our firm has reviewed the two ( 2) direct vendor solicitation quotes that were received for the above referenced project, on the afternoon of September 26, 2012, The Summary of Bids Received Form is attached for your reference. At this time, the apparent low bidder for the project is American Cast Iron Pipe Company of Birmingham, AL with an apparent low base bid, based upon unit prices, submitted for the quantities requested. The am total sum of all unit price bids is $ 1, 614, 450. 81. In the bidding process, the City had also requested alternate bids for providing certain substituted materials. The low base bid recommended herein was not the lowest total cost option to the City. However, due to the exceptions taken to the technical specifications by both bidders on their altemate bids, Hatch Mott MacDonald does not recommend that the City exercise its option for the alternate bid scenario. We believe that the City' s interest is best served by award of the base bid as recommended. Subject to concurrence from the City Attomey and confirmation of the availability of funds, HMM recommends that to Contract be awarded to the apparent low base bidder, American Cast Iron Pipe Company for the unit prices bid, which in aggregate is $ 1, 614, 450. 81. Should you have any questions or need additional information, please contact me at your convenience. Very truly yours, qN "' " -- , latch Mott MacDonald , T • \,-, . A,QF• y p a}'QF'OV \0 ic,. ccJ It Vx2^ 6 8.: or 71r j2 Daniel W. Keck, P. E. '' * Senior Project Manager STATE OF encl. 1,,f sf A 1 A o AL . cc: Paul Eubanks, Purchasing fueMy4 of Pon Walton Beach Jason Getz, P. E., BCBE - HMM PiMSZOU1CPG \MNMn299802 \DocumentstBlddingl B Rae for Award ITB RFQ # 2012- NQ,clocx Pare Pg. 120  00 Hatch Mott " m• m,•. "„ °" w °^* ° ^. macuonaio QQ  14. 3 City Council of Fort Walton Beach ENGINEERING & UTILITY SERVICES 1 MEMORANDUM To: Michael D. Becdie, City Manager From: Tim Bolduc, Development Services Manager Date: October 9, 2012 Subject: Grant of Utility Easement at 119 Hollywood Boulevard NW 1. BACKGROUND: 1. 1. In September 2012, City Council awarded 1TB 12 -027 to construct a new sanitary sewer force main from Pump Station No. I to Okaloosa County' s Arbennie Pritchett WRF. 2. DISCUSSION: 2. 1. During the final design of the force main route, Hatch Mott MacDonald ( HMM) determined a couple of areas along the route that would require either a temporary construction easement or a permanent utility easement to allow for the construction of the force main. 2. 2. One of the areas requiring both a construction and utility easement lies on the north side of Hollywood Boulevard NW along the Coral Ditch south of the Fred Hedrick property. This property is owned by Hollywood Property, LLC with a physical address of 119 Hollywood Boulevard NW. 2. 3. An casement was drafted to encompass the area of the sanitary sewer force main for purposes of construction and maintenance of the sewer main. There are two required temporary construction easements, which total approximately 1, 433 square feet, and one permanent utility easement, which totals approximately 2, 445 square feet. 2. 4. An appraisal was conducted by a sub -consultant of HMM to determine the value of the easement, and it was determined that the permanent utility easement is valued at 52,200. 00 with the temporary construction easements valued at $ 160.00. 2. 5. The authorized representatives for Hollywood Property, LLC signed the Grant of Easement to the City on May 5 & 10, 2012 and accepted the offer of $2, 360. 00 on May 10, 2012. 3. FINANCIAL INFORMATION: 3. 1. The easement acquisition value of $2, 360. 00 would utilize contingency funds available in the FY 2012 -13 Utilities Fund budget. 4. RECOMMENDATION: 4. 1. Staff respectfully requests City Council authorization to accept and record a Grant of Easement from Hollywood Property, LLC for a permanent utility easement and Packet Pg. 122  14. 3 City Council of Fort Walton Beach 0 To: ENGINEERING & UTILITY SERVICES MEMORANDUM Michael D. Beedie, City Manager From: Tim Bolduc, Development Services Manager Date: October 9, 2012 Subject: Grant of Utility Easement at 119 Hollywood Boulevard NW temporary construction easements at 119 Hollywood Boulevard NW. Staff also requests City Council authorization for the Mayor to execute a Purchase Agreement in the amount of $2, 360. 00 for the required utility and construction easements to construct