Okaloosa County BOCC — April 27, 2013 — Action Item Printout — reading text

BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: March 19, 2013 TO: Honorable Chairman and Members of the Board FROM: John Hofstad SUBJECT: Approval to Advertise for Engineering Services & Establish Selection Committee DEPARTMENT: Public Works BCC DISTRICT: All STATEMENT OF ISSUE: Contracts for engineering continuing services with the Public Works Department are set to expire on September 30, 2013. In order to prevent a lapse in services, it is requested that authorization be granted to advertise the Request for Proposals for Engineering Services and establish the selection committee. BACKGROUND: Public Works currently has continuing services contracts with seven firms that will all expire on September 30, 2013. The contracts currently in place were awarded in 2005 and each received multiple renewals and extensions. Firms that hold these contracts can be awarded task orders of various amounts to perform engineering services such as design, surveying, modeling, and permitting for all Public Works projects. This includes transportation, hydrological, solid waste and environmental projects. In order to prevent a lapse in services, Public Works and Purchasing are requesting authorization be granted by the Board of County Commissioners to request proposals from interested firms. Advertisement of the request for proposals will be administered by the Purchasing Department consistent with County policy and the State's Consultants Competitive Negotiations Act. Once proposals are received, a selection committee will review the qualification submittals and rank each firm. The process will include a short list and presentation of selected firms based on the initial proposal rankings. After all presentations have been made and the final rankings have been developed by the selection committee, the rankings will be presented to the Board of County Commissioners for review and acceptance. At that time staff will negotiate with the top ranked firms (number to be determined at the time of ranking recommendation) for the fee structure that will be placed into the contract for Board review and approval. The requested Selection Committee members are: • Commissioner Nathan Boyles, Public Works Department Liaison • John Hofstad, Public Works Department Director • Jason T. Autrey, P.E., County Engineer • William "Clay" Simmons, P.E., Road & Parks Division Manager  • Mark Wise, P.E., Water & Sewer Interim Deputy Director and Engineering Manager • Facilitator & Alternate: Richard Brannon, Purchasing Director (or his designee) Should authorization be granted to advertise for proposals, committee members and the Board shall comply with the "No Contact Clause" to ensure that the selection process is fair and unbiased. OPTIONS: Approve/Disapprove advertisement of the Request for Proposals for Engineering Services to Public Works and approve the selection committee members and alternate stated herein. RECOMMENDATIONS: Staff requests the Board of County Commissioners approve advertisement of the Request for Proposals for Engineering Services to Public Works and approve the selection committee members and alternate stated herein. Committee rankings and future contracts will be presented to the Board of County Commissioners for approval at a later date. RECOMMENDED BY: APPROVED BY: James D. Curry, County Administrator