Okaloosa County BOCC — December 18, 2012 — Action Item Printout — reading text

BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: February 5, 2013 TO: Honorable Chairman and Members of the Board FROM: Jeff Littrell SUBJECT: Quotes in Lieu of Bids for East County Master Sewer Plan DEPARTMENT: Water and Sewer BCC DISTRICT: 3&5 STATEMENT OF ISSUE: OCWS staff requests BCC approval to authorize the Purchasing Department to solicit quotes by phase in lieu of formal bids for the purchase of pipe and associated materials for the East County/Eglin Master Sewer Plan, at the appropriate time during the procurement process of each phase. BACKGROUND: OCWS has several construction projects scheduled in the East County/Eglin area in the immediate future and the next few years. For the purposes of construction scheduling and material procurement, we have put together a 10-phase plan that encompasses all these projects. All projects are either currently in OCWS' 5-year CIP or are funded by Eglin AFB. The phases/projects are depicted on the attached aerial photos and listed as follows: - Phases 1-4 - Rocky Bayou 16" Force Main - Phase 5 - Eglin Main Base Wastewater (Main Base Lift Station, Plew Lift Station, approximately 3.6 miles of 24" force main, approximately 3.8 miles of 16" force main, and conduit/fiber) - Phase 6 - Replace 10" Force Main at Canal with 16" Force Main - Phase 7 - Replace Meigs-Seminole Lift Station - Phase 8 - Hwy 20 12" Force Main (approximately 1 mile, from Lancaster Drive to Range Road) - Phase 9 - College Blvd Re-Pump Station - Phase 10 - NVOC Force Main (approximately 6.7 miles; 16" preliminary diameter) The above-mentioned projects will achieve 4 primary goals and objectives of the department: 1. Complete the Eglin Main project by the contract date, which is very aggressive (12/31/2013). 2. Complete Eglin Main project ASAP, because this project will be revenue producing. 3. Abandon the Post Office Lift Station, Rocky Bayou Lift Station, and the aging 14" force main. 4. Divert all East County flow from NVOC WWTP to the Arbennie Pritchett WRF in order to save significantly on O&M expenses. Construction of Phases 1-4 (Rocky Bayou Force Main) are already substantially complete, and the BCC has already approved quotes in lieu of bids for the piping/appurtenances for the material procurement. The other phases are in surveying, design, or permitting. OCWS and Purchasing staffs have met to discuss procurement strategy for the remaining phases. On the complex items, such as lift stations, we feel that the formal bid process is absolutely necessary. On more straightforward items like pipe and miscellaneous appurtenances, we feel the most economical approach would be to solicit quotes in lieu of bids. Historically, the same vendors will provide pricing whether it is quotes or a formal bid process. Because quotes are a competitive process, OCWS and Purchasing believe the prices will come in under the budgeted amounts. In addition, obtaining quotes instead of bids allows for a quicker, more streamlined process. In many of these projects, time is of the essence, because of the above-mentioned goals and objectives. Therefore, OCWS and Purchasing staff request to solicit quotes in lieu of bids for any piping and miscellaneous appurtenances (valves, manholes, conduit, etc.) for Phases 5-10. We are asking that quotes be solicited at the appropriate time for each project in the next 2-3 years. In addition, for any in-house construction projects over $300,000, we will set up Public Meetings per Florida Statutes to request BCC approval for self performance. This will be done project by project in the future. Regarding the budget, Phase 5 is funded by Eglin AFB. In budget years FY2013 & FY2014, a total of $1,700,000 is budgeted for Phases 6-8. In budget years FY2012 (rollover), FY2013, and FY2014, a total of $4,500,000 is budgeted for Phases 9-10. OPTIONS: Approve or Deny. RECOMMENDATIONS: Staff recommends BCC authorization for the Purchasing Department to solicit quotes and to then proceed with the (award) purchase from the lowest responsive and responsible quoter in order to save money and time on the purchase of pipe and miscellaneous appurtenances for the East County/Eglin Master Sewer Plan. RECOMMENDED BY: APPROVED BY: James D. Curry, County Administrator