Okaloosa County BOCC — July 30, 2015 — I. e. Colleen Marine contract — reading text

TOURIST DEVELOPMENT DEPARTMENT MEMORANDUM DATE: July 30, 2015 TO: Tourist Development Council FROM: Ed Schroeder, Tourist Development Department Director Jim Trifilio, Coastal Management Coordinator SUBJECT: Contingent approval of Colleen Marine contract STATEMENT OF ISSUE: Request approval of a contract with Colleen Marine for the deployment of approximately 2,245 tons of Eglin repurposed concrete as artificial reefs contingent upon County contract coordination. BACKGROUND: On July 21, the Board of County Commissioners awarded the “concrete to reefs” bid to Colleen Marine in the amount of $239,990.50. The next step is to enter into a contract with the vendor. In accordance with the TDD Manual, a TDC recommendation is required for contracts presented to the Board for approval. Staff requests TDC approval of a contract contingent upon completion of the County contract coordination process. Absent contingent approval at the July TDC meeting, the actual contract would be presented at the August TDC and then at the first September Board meeting. This would push the construction schedule into late September, causing unacceptable logistical problems for the contractor and, more importantly, for Eglin AFB which has already modified its activities to allow the contractor access in the last two weeks of August. OPTIONS: Approve or Deny RECOMMENDATION TO BCC: Approve a contract with Colleen Marine in the amount of $239,990.50 for the deployment of approximately 2,245 tons of Eglin repurposed concrete as artificial reefs contingent upon County contract coordination.  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 award to Colleen Marine, Inc. DEPARTMENT: Purchasing BCC DISTRICT: 2 STATEMENT OF ISSUE: Request approval to award to Colleen Marine, Inc. for the Okaloosa County Artificial Reef Construction Project (RFB TDD 47-15) for the amount of $239,990.50. (District: All) BACKGROUND & ANALYSIS: The Tourist Development Department requested bids for the construction of an artificial reef. The submittals were received on June 10, 2015 and three (3) respondents submitted responses. The bid was structured so that the awarded bidder would provide the greatest amount of reef construction material for the $240,000 funding. The Tourist Development staff, and Taylor Engineering as the technical expert, have reviewed the bids and have determined that Colleen Marine, Inc. was the bidder that would provide the greatest volume of reef structure material at 2,245 tons at a unit cost of $106.90/ton. Staff requests approval to award to Colleen Marine, Inc. for the Okaloosa County Artificial Reef Construction Project (RFB TDD 47-15) for the amount of $239,990.50. The contract will be brought back before the Board for approval. OPTIONS: Approve/Deny to award to Colleen Marine, Inc. for the Okaloosa County Artificial Reef Construction Project (RFB TDD 47-15) for the amount of $239,990.50. RECOMMENDATION: Staff recommends approval to award to Colleen Marine, Inc. for the Okaloosa County Artificial Reef Construction Project (RFB TDD 47-15) for the amount of $239,990.50. RECOMMENDED BY: APPROVED BY: John Hofstad, County Administrator Packet Pg. 218  Okaloosa County RFB No. TDD 47-15 Okaloosa County Aritificial Reef Project Bid Summary Table Okaloosa County Bid Opening: June 10, 2015 2:00 pm CST BIDDER No. 1 Base Bid Item No. Description Units Quantity Unit Cost ($) Total Cost ($) U.S. Ton H.G. Harders & Sons, Inc. 001 Reef Construction (2,000 lbs) 780 $307.69 $239,998.20 5521 East Hwy 98 Panama City, FL 32404 Total Base Bid $239,998.20 Checklist Completed Bid Schedule X Company Data X Addendum 1 - 2 Acknowledgement X Addendum Acknowledgement X Drug-Free Workplace Form X Anti-Collusion Statement X Conflict of Interest X Certification Regarding Lobbying X Federal E-Verify X Certification Regarding Debarment, Etc. X No Contact Clause X Bid Bond X Recycled Content X Eglin Access Affidavit X Indemnification and hold Harmless X Notes Proposed Schedule: 30 Days BIDDER No. 2 Base Bid Item No. Description Units Quantity Unit Cost ($) Total Cost ($) U.S. Ton Coleen Marine Inc. 001 Reef Construction (2,000 lbs) 2,245 $106.90 $239,990.50 1416 Claudia Dr. Virginia Beach, VA Total Base Bid $239,990.50 Checklist Completed Bid Schedule X Company Data X Addendum 1 - 2 Acknowledgement X Addendum Acknowledgement X Drug-Free Workplace Form X Anti-Collusion Statement X Conflict of Interest X Certification Regarding Lobbying X Federal E-Verify X Certification Regarding Debarment, Etc. X No Contact Clause X Bid Bond (check) Recycled Content X Eglin Access Affidavit X Indemnification and hold Harmless X Notes Proposed Schedule: 45 days - 60 days Equipment: (2) 260x50x15 deck barges, (1) 140x58x10 spud barge, (1) 153x36x12 spud barge (3) Loaders, 100 ton crawler crain, rough terrain hydraulic truck crane, (2) excavator w/ thumb Upland: flat bed trailers and tandem/triple axle dump trucks BIDDER No. 3 Base Bid Item No. Description Units Quantity Unit Cost ($) Total Cost ($) U.S. Ton Walter Marine 001 Reef Construction (2,000 lbs) - $130.00 $160.00 4651 SW Terrace Davie, FL 33314-2200 Total Base Bid $160.00 Checklist Completed Bid Schedule (incomplete) Company Data X Addendum 1 - 2 Acknowledgement X Addendum Acknowledgement X Drug-Free Workplace Form X Anti-Collusion Statement X Conflict of Interest X Certification Regarding Lobbying X Federal E-Verify X Certification Regarding Debarment, Etc. X No Contact Clause X Bid Bond (check) Recycled Content Eglin Access Affidavit X Indemnification and hold Harmless X Notes Proposed Schedule: Not Provided Equipment: (1) 170' x 40' x 9 barge (carry capacity = 198 tons/ft), (1) 110 ton crane, Marantha (114' x 30' x 5.5' draft w/ 20 ton crane) (3) Loaders, 100 ton crawler crain, rough terrain hydraulic truck crane, (2) excavator w/ thumb Bid Price: $130 was the written bid price (assume this is the proposed unit price…$130/ton) Page 1 Taylor Engineering, Inc. Packet Pg. 219 Packet Pg. 220 Packet Pg. 221 Packet Pg. 222 July 8, 2015 Jim Trifilio Coastal Management Coordinator Okaloosa County Tourist Development Council 1540 Miracle Strip Parkway SE Fort Walton Beach, FL 32548 Re: Okaloosa County RFB No. TDD 47-15, Okaloosa County Artificial Reef Construction Project Dear Mr. Trifilio, On June 10, 2015, Okaloosa County opened bid packages for the Okaloosa County Artificial Reef Construction Project. A total of three competitive bids were received. Coleen Marine, Inc. (Coleen), based in Virginia Beach, Virginia, was the apparent low bidder. Per Taylor Engineering’s Scope of Services for the above-referenced project, we have reviewed Coleen’s bid package. Of note, our review and recommendations are limited to engineering and technical issues. Taylor Engineering is not responsible for the review and evaluation of contractor’s financial condition, business licenses or authorizations, bonding, contractual requirements, and any other non-engineering or non-technical information. Two Coleen representatives attended the recommended pre-bid meeting and site visit held on May 18, 2015 and the bid package includes the required submittals (Bid Form, Addenda Acknowledgement, Bid Bond or Check, Equipment List, Deployment Plan, Schedule and Description of Previous Artificial Reef Experience) and forms (Drug-Free Workplace, Conflict of Interest, Federal E-Verify Certification, No Contact Clause, Indemnification and Hold Harmless, Company Data, Anti-Collusion Statement, Certification Regarding Lobbying, and Eglin Access Affidavits). Coleen also provided proof of authorization to transact business in the State of Florida within their RFB response package. Our review also included the following information: 1. Qualifications and past work experience in the field of artificial reef construction.