Title
MOTION TO AWARD IFB # PSUT-20-13 “WATER TREATMENT PLANT LIME FEED SYSTEM REFURBISHMENT, SCC VALVE INSERTION AND MAGNETIC FLOW METER INSERTION” TO THE MOST RESPONSIVE/RESPONSIBLE BIDDER, RF ENVIRONMENTAL SERVICES IN THE AMOUNT NOT TO EXCEED $3,078,188 WHICH INCLUDES A PAYMENT AND PERFORMANCE BOND COST OF $19,188, AN APPROXIMATE 5.36% OWNER’S CONTINGENCY IN THE AMOUNT OF $144,000, AND AN OWNER’S ALLOWANCE IN THE AMOUNT OF $250,000.
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 November 4, 2020, the City Commission authorized the advertisement of PSUT-20-13 “Water Treatment Plant Lime Feed System Refurbishment, SCC Valve Insertion and Magnetic Flow Meter Insertion”, which was advertised on November 17, 2020.
2. The purpose of this solicitation is for the refurbishment of the existing lime feed system, install valves in the 30” Solids Contact Clarifiers (SCC) Effluent Lines, install a line stop to facilitate the installation of the valves, add Access Ports/Cleanouts to the 30” SCC effluent line, and install a full profile insertion electromagnetic flowmeter in the 30” treated water line at the City’s Water Treatment facility located at 7960 Johnson Street.
3. On December 22, 2020, the City opened four (4) bids from the following vendors:
|
Vendor |
Total |
|
RF Environmental Services, Inc. |
$2,665,000.00 |
|
Intercounty Engineering, Inc. |
$2,771,661.60 |
|
Cardinal Contractors |
$2,837,000.00 |
|
Florida Design Contractors, Inc. |
$2,905,000.00 |
4. The Utilities Division has reviewed the bids and has deemed RF Environmental Services as the most responsive/responsible bidder.
5. In addition, RF Environmental Services, has completed the Equal Benefits Certification Form and have stated that the "Contractor currently complies with the requirements of this section."
6. The Utilities Division has identified possible changes or additions to plant maintenance and operational protocols which may be addressed during construction of this project including possible additional cleaning ports and valves.and has determined that a $250,000 Owners Allowance may be needed. This is a result of recent deep cleaning work performed.
7. Request Commission to award IFB # PSUT-20-13 “Water Treatment Plant Lime Feed System Refurbishment, SCC Valve Insertion and Magnetic Flow Meter Insertion”, to the most responsive/responsible bidder, RF Environmental Services Inc, in the amount not to exceed $3,078,188 which includes a payment and performance bond cost of $19,188, an approximate 5.36% owner’s contingency in the amount of $144,000, and an owner’s allowance in the amount of $250,000.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $3,078,188
b) Amount budgeted for this item in Account No: $3,078,188 is available in account # 471-533-6031-63000 (Improvement Other than Building).
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 5 year projection of the operational cost of the project: Not Applicable.
e) Detail of additional staff requirements: Not Applicable.