Title
MOTION TO AWARD IFB # PSUT-20-08 “INFILTRATION REMOVAL LATERAL AND MAINLINE LINING PROGRAM” TO THE MOST RESPONSIVE/RESPONSIBLE BIDDER, BLD SERVICES LLC., FOR A THREE YEAR PERIOD TO BE USED ON AN AS NEEDED BASIS FOR AN ANNUAL AMOUNT NOT TO EXCEED $3,619,282.70 FOR THE FIRST YEAR AND $2,195,000 PER YEAR THEREAFTER, WHICH INCLUDES THE COST TO PROVIDE A PAYMENT AND PERFORMANCE BOND, A 7.5% OWNER'S CONTINGENCY IN THE AMOUNT OF $238,903.44, AND AN OWNER ALLOWANCE IN THE AMOUNT OF $195,000 PER YEAR FOR THE PURPOSE OF INFILTRATION REMOVAL THROUGHOUT THE CITY BEGINNING IN THE PINES VILLAGES AREA.
Summary Explanation and Background
PROCUREMENT PROCESS TAKEN:
- Chapter 35 of the City’s Code of Ordinances is titled “PROCUREMENT PROCEDURES, PUBLIC FUNDS.”
- Section 35.15 defines an Invitation for Bid as “A written solicitation for competitive sealed bids with the title, date and hour of the public bid opening designated therein and specifically defining the commodities or services for which bids are sought. The invitation for bid shall be used when the city is capable of specifically defining the scope of work for which a service is required or when the city is capable of establishing 15 precise specifications defining the actual commodities required. The invitation for bid shall include instructions to bidders, plans, drawings and specifications, if any, bid form and other required forms and documents to be submitted with the bid.”
- Section 35.18 of the City's Code of Ordinances is titled "COMPETITIVE BIDDING OR COMPETITIVE PROPOSALS REQUIRED; EXCEPTIONS."
- 35.18(A) states, "A purchase of or contracts for commodities or services that is estimated by the Chief Procurement Officer to cost more than $25,000 shall be based on sealed competitive solicitations as determined by the Chief Procurement Officer, except as specifically provided herein."
- Section 35.19 of the City's Code of Ordinances is titled "SEALED COMPETITIVE BIDDING PROCEDURE."
- Section 35.19(A) states "All sealed competitive solicitations as defined in § 35.18 shall be presented to the City Commission for their consideration prior to advertisement."
- Section 35.21 of the City's Code of Ordinances is titled "AWARD OF CONTRACT."
- Section 35.21(A) of the City's Code of Ordinances is titled "City Commission approval."
- Section 35.21(A)(1) states, "An initial purchase of, or contract for, commodities or services, in excess of $25,000, shall require the approval of the City Commission, regardless of whether the competitive bidding or competitive proposal procedures were followed."
SUMMARY EXPLANATION AND BACKGROUND:
1. On August 5, 2020, the City Commission authorized the advertisement of PSUT-20-08 “Infiltration Removal Lateral and Mainline Lining Program”, which was advertised on August 11, 2020.
2. The purpose of this solicitation was to seek proposals from qualified firms to rehabilitate City-wide sanitary sewer lines and laterals using the cured-in-place pipe (CIPP) method.
3. On September 22, 2020, the City opened five (5) proposal from the following vendors:
Vendor Name Cost Including P&P Bond
BLD Services LLC. $3,185,379.26
Hinterland Group, Inc. $3,211,488.50
Vortex Services, LLC. $3,833,907.97
Man Con Inc. $5,244,522.72
Insituform Technologies, LLC. $6,950,778.38
4. The Utilities Division has reviewed the bids and has deemed BLD Services, LLC. to be the most responsive/responsible bidder.
5. In addition, BLD Services LLC. has also completed the Equal Benefits Certification Form and has stated that the "Contractor currently complies with the requirements of this section."
6. The Utilities Division has determined that a 7.5% Owners Contingency in the amount of $238,903.44 will be needed for this project. In addition, the bid provides a unit price schedule for repairs of sewer pipes which cannot be lined. The Utilities Division recommends a $195,000 per year Owners Allowance for such repairs.
7. Request City Commission to award IFB #PSUT-20-08 “Infiltration Removal Lateral and Mainline Lining Program” to the most responsive/responsible bidder, BLD Services LLC., for a three year period to be used on an as needed basis for an amount not to exceed $3,619,282.70 for the first year and $2,195,000 per year thereafter, which includes the cost to provide a payment and performance bond, a 7.5% owner's contingency in the amount of $238,903.44 and an owner allowance in the amount of $195,000 per year for the purpose of infiltration removal throughout the City beginning in the Pines Villages area.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $3,619,282.71
b) Amount budgeted for this item in Account No: $3,619,282.71 in Account No. 471-535-6021-63192 (Sewer Lines)
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 5 year projection of the operational cost of the project:
|
|
Year 1 |
Year 2 |
Year 3 |
N/A |
N/A |
|
Revenues |
$0 |
$0 |
$0 |
N/A |
N/A |
|
Expenditures |
$3,619,282.71 |
$2,195,000 |
$2,195,000 |
N/A |
N/A |
|
Net Cost |
$3,619,282.71 |
$2,195,000 |
$2,195,000 |
N/A |
N/A |
e) Detail of additional staff requirements: Not Applicable.