Title
MOTION TO AWARD PSUT-18-09 "NEW LIME SLAKING SYSTEM FOR THE WATER TREATMENT PLANT” TO THE MOST RESPONSIVE/RESPONSIBLE BIDDER, RF ENVIRONMENTAL SERVICES, INC., IN THE AMOUNT NOT TO EXCEED $209,728, WHICH INCLUDES A 3% PERMIT ALLOWANCE OF $5,568 AND A 10% OWNER'S CONTINGENCY OF $18,560.
Summary Explanation and Background
SUMMARY EXPLANATION AND BACKGROUND:
1. On November 19, 2018, the City Commission authorized the advertisement of PSUT-18-09 "New Lime Slaking System for The Water Treatment Plant", which was later advertised on November 27, 2018.
2. The purpose of this solicitation was to furnish and install a new lime slaking system to replace unit #3 at the Water Treatment Plant.
3. On December 18, 2018, the City opened two (2) bids from the following vendors:
|
|
Project |
Cost to Provide Payment |
Total |
|
Vendor |
Cost |
and Performance Bonds |
Cost |
|
RF Environmental Services, Inc. |
$ 183,000 |
$ 2,600 |
$ 185,600 |
|
Atlantic Concrete and Mechanical, Inc. |
$ 265,000 |
$ 10,474 |
$ 275,474 |
4. RF Environmental Services, Inc. did not submit Attachment B "Vendor Information Form and W-9", however the City currently has this document on file as the City previously awarded PSUT-17-05 "Sodium Hypochlorite & CO2 Injection System to RF Environmental Services, Inc. and they are currently under contract to complete this project. The main purpose of this form is to input the vendor in the City's financial system in order to issue purchase orders and payments to the awarded vendor.
5. In addition, RF Environmental Services, Inc. submitted Attachment N "Mandatory Pre-Bid/Site Visit Confirmation Form" with their physical bid security to the City Clerk's office prior to bid opening, instead of submitting a copy online through the BidSync website.
6. Per § 35.19 (E)(7) of the City's Procurement Procedures, "The city reserves the right to waive any irregularities in the bids, as determined by the Chief Procurement Officer and approved by the City Manager."
7. If the City did not waive these minor irregularities, it would cost the City an additional $89,874 (not including the permit allowance or owner's contingency) to move forward with the second lowest priced vendor.
8. The Utilities Department has also reviewed the submittal from RF Environmental Services, Inc. and deemed them to be the most responsive/responsible bidder.
9. RF Environmental Services, Inc. has completed the Equal Benefits Certification Form and is utilizing the following allowable exemption; “Contractor currently complies with the requirements of this section."
10. The Utilities Department would like to add a 10% owner's contingency to the project to cover any additional services needed along with a 3% permit allowance which will increase the total cost from $185,600 to $209,728.
10. Recommend Commission to award PSUT-18-09 “New Lime Slaking System for The Water Treatment Plant" to the most responsible/responsive bidder, RF Environmental Services, Inc. in the amount not to exceed $209,728, which includes a 3% Permit Allowance of $5,568 and a 10% Owner's Contingency of $18,560.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $209,728 which includes a 3% Permit Allowance of $5,568 and a 10% Owner's Contingency of $18,560.
b) Amount budgeted for this item in Account No: There is $50,000 budgeted for this project in account # 471-533-6031-63993 (Improvements - Other)
c) Source of funding for difference, if not fully budgeted: A budget adjustment will be made to move $159,728 from account # 471-535-6021-64214 (Truck) to account # 471-533-6031-63993 (Improvements - Other).
d) 5 year projection of the operational cost of the project: Not Applicable.
e) Detail of additional staff requirements: Not Applicable.