Okaloosa County BOCC — December 1, 2015 — past BCC Agenda Requests — 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  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: June 17, 2014 TO: Honorable Chairman and Members of the Board FROM: Jeff Littrell SUBJECT: Arbennie Pritchett WRF Expansion - Engineering RFQ Award & Contract Approval DEPARTMENT: Water and Sewer BCC DISTRICT: All STATEMENT OF ISSUE: OCWS and Purchasing staff seek approval to award RFQ #WS 37- 14 to Constantine Engineering to serve as the Owner's Representative and Design Criteria Professional for the Arbennie Pritchett WRF Expansion Project and to authorize the Chairman to execute the "Agreement for Consulting Services" with Constantine Engineering for an amount not to exceed $1,189,400. Staff also requests to move forward with a qualifications based selection process for a contract with a Design/Build (D/B) Team, as outlined below. BACKGROUND: On January 7, 2014, the BCC authorized staff to move forward with the qualifications based selection process (via a RFQ) for a contract with an engineering consultant for the Arbennie Pritchett WRF Expansion Project. The BCC also approved a Review Committee to review the Statement of Qualifications submitted by interested engineering firms. That Agenda Request along with background information on the Arbennie Pritchett WRF Expansion Project is attached for your review. This previous Agenda Request explains the project need, funding, and the design-build process/roles. Since the above-mentioned approvals, OCWS and Purchasing staff worked together to produce Request for Qualifications (RFQ) # WS 37-14, titled "Design Criteria Professional, Owner's Representative & Consulting Engineering Services for a Proposed 5 MGD Expansion to Okaloosa County Water & Sewer's Arbennie Pritchett WRF". This RFQ went through County Contract Review, and the Coordination Sheet is attached. The RFQ was then advertised via multiple outlets: 1) newspaper, 2) BidNet, a statewide procurement tool, and 3) emails to specific engineering firms in the area that have shown interest in past Engineering RFQs for County projects. Upon the March 28, 2014 deadline listed in the RFQ, one engineering firm submitted a Statement of Qualifications - Constantine Engineering. The individuals of the Review Committee reviewed Constantine's submittal, and deemed that they were a qualified engineering firm capable of performing the required roles listed in the RFQ. Constantine was Program Manager and Owner's Representative for the $65M program to construct the original Arbennie Pritchett WRF and related sub-projects that concluded in 2011. They have also been pivotal in other related wastewater projects, such as Ft. Walton Beach Consolidation, 7th Special Forces, Eglin Main Base, and Niceville/Valparaiso (diverting East County flow). After the Review Committee meeting, staff then negotiated a professional services agreement with Constantine Engineering for them to serve as the Owner's Representative, Design Criteria Professional, and perform other engineering services. The attached "Agreement for Consulting Services" (Agreement) with Constantine Engineering is attached for your review, consideration, and approval. Along with the Agreement, attached is Exhibit A (scope of work), Exhibit B (compensation), and the County Contract Review Coordination Sheet. Please recall that this is a design-build project, budgeted at $13M in the Capital Improvement Program (CIP) years FY2014-FY2016. Of that budget, with the execution of this Agreement, an amount not to exceed $1,184,900 would be under contract with Constantine. Over $11M would be slated for the actual design/build construction, whereby a Design/Build Team would be under contract in the future to produce the design and perform the construction. As the Owner's Representative, Constantine would be overseeing the project in the following manner summarized as: serve as the Design Criteria Professional; prepare the RFQ (for Design/Build Team), the Request for Proposal (RFP), and the Design Criteria Package (DCP; performance specifications and preliminary engineering); evaluate Statement of Qualifications and bids; perform engineer's cost estimates; groundwater modeling; permitting; engineering services during construction; resident observation; develop and manage Owner Purchased Equipment (OPE) program; coordinate complete system startup; construction administration; perform any miscellaneous engineering and technical service required in support of the project and specifically requested by the County. A more thorough explanation is included with Exhibit A. With the approval of this Agreement, Constantine's first major task would be to draft the RFQ for a Design/Build (D/B) Team. Therefore, staff is also requesting to move forward with a qualifications based selection process for a contract with a D/B Team, with the following process: - Constantine to prepare the RFQ for staff's consideration. Staff will then review and finalize the RFQ. - Purchasing Staff to advertise RFQ and oversee. - Upon receiving submissions from interested D/B Teams, on behalf of the County, Constantine to serve as the technical expert to evaluate the D/B Teams using pass/fail criteria and provide a recommendation to the OCWS Staff as to the elimination of any firm that failed to meet the minimum standards. OCWS Staff will then meet and evaluate those that meet the minimum requirement to arrive at the short-list of D/B Teams. - Constantine to prepare the DCP and RFP for staff's consideration. RFP would go through County Contract Review. The DCP is a technical document - preliminary drawings and performance specifications. - RFP and DCP to be issued to short-listed D/B Teams. - OCWS Staff and Constantine will hold a mandatory pre-proposal meeting with all short-listed D/B Teams present. In addition, Proprietary Meetings will be held with each of the short-listed D/B Teams to discuss confidential conceptual design ideas. - Upon receiving the proposals from the D/B Team, the following Review Committee would review: Zan Fedorak or designee - Purchasing Manager (non-voting member to oversee) Nathan Boyles - Board of County Commissioners, Water & Sewer Liaison Jeff Littrell - Water & Sewer, Director Jeb Chessher - Water & Sewer, Project Manager Darren Alford - Water & Sewer, Wastewater Operations Manager Jason Autrey - Public Works, County Engineer - Upon the Review Committee selecting the most qualified D/B Team to be recommended to the BCC, OCWS Staff and Constantine would then open up the price envelope (a separate cost proposal from the qualifications proposal), and then proceed to negotiate a contract with the D/B Team. Florida Statutes 287.055 (AKA "Consultants' Competitive Negotiation Act (CCNA)") will be followed and adhered to. This was also explained in the Jan. 7, 2014 Agenda Request. -Resulting Agreement with the selected D/B Team would then be routed through County Contract Review and then be brought to the BCC for approval and execution. OPTIONS: Approve or deny. RECOMMENDATIONS: OCWS and Purchasing staff recommend BCC approval to award RFQ #WS 37-14 to Constantine Engineering to serve as the Owner's Representative