Fort Walton Beach Council agenda — 02-08-11 regular — reading text

11: 33 AM Finance Completed 02/ 01/ 2011 10: 50 AM Carole Jones Completed 02/ 01/ 2011 1: 11 PM City Manager Completed 02/ 02/ 2011 9: 04 AM City Council Pending  City Council of Fort Walton Beach ENGINEERING & UTILITY SERVICES MEMORANDUM To: Robert T. Mearns, City Manager From: Michael Beedie, Engineering & Utility Services Director Date: February 8, 2011 Subject: Award of ITB No. 11 - 012 Utility Excavation Service 1. BACKGROUND: I. I. On June 22, 2010, City Council authorized the execution of a Task Order to Hatch Mott MacDonald ( HMM) to perform an assessment of the existing 30" PCCP force main and preliminary design of a new force main from Pump Station No. 1. 1. 2. Task II in the scope of services stated that HMM would determine to what extent the existing force main may be utilized. HMM would also identify specific areas of concern with high potential for corrosion along the existing force main route and recommend appropriate investigations / testing methods for assessing the structural integrity of the existing pipe. 1. 3. In HMM' s initial assessment of the hydraulics of the existing force main and pump station, it has been determined that the most cost effective solution for a new force main is to utilize as much of the existing 30" force main at the north end as possible. In order to assess the structural integrity of the existing force main, HMM assisted the City in developing an Invitation to Bid package to perform the excavations at seven ( 7) locations along the force main route to allow the testing companies to perform the necessary structural integrity assessment. 2. DISCUSSION: 2. 1. On January 4, 2011, the Purchasing Division issued Invitation to Bid (ITB) No. 11 -012 for Utility Excavation Services. On January 20, 2011, three ( 3) vendors submitted bids to provide the necessary services. 2. 2. The three ( 3) vendors that submitted bid packages were: Brown Construction of Northwest Florida, Inc., Utility Services Company, and Royal American. 2. 3. The scope of work includes providing the necessary labor and equipment to excavate the required locations along the force main route and coordinating the excavations and restoration work with the structural testing companies. 2. 4. Based on the bid package submittals, the bid prices for the required excavation services were as follows: 2. 4. 1. Brown Construction of Northwest Florida, Inc. - $ 75, 178. 62 2. 4. 2. Utility Service Company - $ 82, 000. 00 2. 4. 3. Royal American - $ 149, 469. 00  Ci ty Council of Fortt Walton Beach ENGINEERING & UTILITY SERVICES MEMORANDUM 14Z--- f To: Robert T. Mearns, City Manager From: Michael Beedie, Engineering & Utility Services Director Date: February 8, 2011 Subject: Award of ITB No. 11 -012 Utility Excavation Service 2. 5. After reviewing the bid packages, HMM discovered minor discrepancies in all three bid submittals related to the allowable bid prices for demobilization or maintenance of traffic. However, the apparent low bidder has verified that they can perform the maintenance of traffic for the bid amount. 2. 6. HMM reviewed the bid submittal packages and recommended award to the apparent low bidder, Brown Construction of Northwest Florida, Inc. Staff concurs with HMM' s recommendation. 3. FINANCIAL INFORMATION: 3. 1. If approved, there is sufficient funding available in CIP 5031 - Pump Station No. 1 Upgrade for ]Engineering Design of a Parallel Force Main. 3. 2. To account for possible change orders due to unforeseen circumstances, Staff would request a not -to- exceed amount of $85, 000. 00. 4. RECOMMENDATION: 4. 1. Pursuant to City of Fort Walton Beach Code of Ordinances, Volume II, Chapter 4, Section 4. 01., Paragraph 4.01. 025 and the Purchasing Policies and Procedures, Staff requests City Council authorization to award Invitation to Bid No. 11 - 012 for utility excavation services to perform structural integrity testing on the 30 -inch sanitary sewer force main from Pump Station No. 1 to the apparent low bidder meeting all specifications, Brown Construction of Northwest Florida, Inc., in the not -to- exceed amount of $ 85, 000. 00, which includes change order approvals due to unforeseen circumstances. ATTACHMENTS: ITB 1. 1 - 012 Bid Tab Package - 01. 25. 1. 1 ( PDF) SIGNATURE BLOCK: Michael Beedie Completed 01/ 28/ 20112: 20 PM Finance Completed 01/ 28/ 20114: 35 PM Carole Jones Completed 01/ 28/ 20114:46 PM City Manager Completed 01/ 31/ 20119:05 AM City Council Pending  Hatch Mott M- Hatch Mott MacDonald 5111 North 12th Ave 5F n MacDonald Pensacola, FL T850. 484. 6011 32504 www. liatclimottconj AAC0000.35 E600001 55 1. 600006781 January 25, 2011 Michael D. Beedie, P. E. Engineering & Utility Seri -ices Director Engineering Services Department rn City of Fort Walton Beach 0 105 Miracle Strip Parkway SW Fort Walton Beach, FL 32548 X LU RE: City of Fort Walton Beach Florida Project t Utility Excavation Services Review of Bids FWB Bid No. 11- 012 O Hid M Project No. 272075 O Z Dear Mr. Beedie: M F- Our firm has reviewed ( lie three ( 3) bids that were received for the above referenced pro ject, on the Z 0 morning of January 20, 21011, as indicated on the enclosed Summary of Bids Received Form, At this time, the apparent low bidder for the project is Brown Construction of Northwest Florida, Inc. with an apparent low base bid total of $75, 178, 62, The second lowest bidder was Utility Services Company of Gulf Breeze, Florida with a bid total of $82, 000. 00. 00 For Bid Items I and 3, all three bidders had errors in the submitted bid prices either above or below the allowable amounts ( as a percentage of Total Bid) required by the Contact Documents. Additionally, Brown Construction of Northwest Florida did not include a copy of their underground contractor' s license with their bid. In an eftbrt to alleviate any concerns that the City may have, Brown Construction has issued a letter stating that they will be able to perform the work required under bid item no. 3 ( Maintenance of Traffic) for the price quoted. The letter from Brown Construction is attached for your reference. Subject to the input from ( lie Board Attorney and confirmation of the availability of funds. a Contract should be considered for award to the apparent low bidder, Brown Construction of Northwest Florida, should the City agree that the irregularities in the bid prices may be waived and that a belated copy of Brown Cons truc tion' s underground contractor' s license may be accepted. ShOtIld you have any questions or need additional information. please contact Our office, Very truly yours, I latch IMott MacDonald Jason It. Carz, P. E., BCEE Senior Project Manager encl. cc: Willfain Worlds, Purchasing Agent City of Fort NValtoi) Beach I) an Keck I 11NIM Joe Wilson - I PiMSkSOU`.CPG%, NIWW,2720751Doctirrierits\ Btd Documentsaid TabulationkFWB Bid Review Ltr doc  m D 0 LOt-0N It N cli C14 tz N 0 v cr O LU IL Z 0 ix m eon 60, LL x L C L C C w N C.) Q 0) w CL V) 0 m 60 69 69 64 6R 6& z N 0 0 N O 0 R 0 LO 0 0 0 r- C o m V-