Title
ADD-2: ADDENDUM ITEM: MOTION TO AWARD IFB # PSUT-21-07 “NEW RAW WATER SUPPLY LINE (BETWEEN WATER TREATMENT PLANT AND EASTERN WELLFIELD)” TO THE MOST RESPONSIVE/RESPONSIBLE BIDDER, ACCURATE DRILLING SYSTEMS, INC. IN THE AMOUNT NOT TO EXCEED $5,863,865.94 WHICH INCLUDES AN OWNER’S CONTINGENCY IN THE AMOUNT OF $471,022.67 AND AN OWNER’S PERMIT ALLOWANCE IN THE AMOUNT OF $15,000.00.
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.
- Section 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 December 1, 2021, the City Commission approved the request to advertise IFB # PSUT-21-07 “New Raw Water Supply Line (Between Water Treatment Plant and Eastern Wellfield)”, which was advertised on December 7, 2021.
2. The purpose of this solicitation was to seek proposals from qualified firms to furnish all labor, materials, equipment, tools and services to install a new raw water main between the City’s East Wellfield and the Water Treatment Plant which includes approximately 1 mile of raw water main, including open cut of 20” to 30” DIP and horizontal directional drilling 36” OD DR 11 HDPE, connection to the City’s existing raw water system at the Wellfield and at the Water Treatment Plant, and related work.
3. On April 26, 2022, the City opened seven (7) bids from the following vendors.
Vendor Name Total Cost
Accurate Drilling Systems, Inc. $5,377,843.27
Amici Engineer Contractors, LLC. $5,981,954.56
DBE Management LLC/DBE Utility Service $6,045,057.00
Lanzo Construction Co., Florida $6,340,620.00
David Mancini and Sons, Inc. $6,741,730.00
Pabon Engineering Inc. $7,004,800.00
Metro Equipment Service, Inc. $7,353,378.00
4. The Utilities Department has reviewed the bids and deemed Accurate Drilling Systems, Inc. as the most responsive/responsible bidder.
5. In addition, Accurate Drilling Systems, Inc. has completed the Equal Benefits Certification Form and has stated that the “Contractor currently complies with the requirements of this section.”
6. The Utilities Department recommends Commission approval to award IFB # PSUT-21-07 “New Raw Water Supply Line (Between Water Treatment Plant and Eastern Wellfield)” to the most responsive/responsible bidder, Accurate Drilling Systems, Inc. in the amount not to exceed $5,863,865.94 which includes an Owner’s Contingency in the total amount of $471,022.67 and an Owner’s Permit Allowance in the total amount of $15,000.00.
Reviewed by Commission Auditor.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $5,863,865.94
b) Amount budgeted for this item in Account No: $5,863,865.94 Available in account No. 471-533-6031-663250-0000-000-0000-
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.
FEASIBILITY REVIEW:
A feasibility review is required for the award, renewal and/or expiration of all function sourcing contracts. This analysis is to determine the financial effectiveness of function sourcing services.
a) Was a Feasibility Review/Cost Analysis of Out-Sourcing vs. In-House Labor Conducted for this service? Not Applicable.
b) If Yes, what is the total cost or total savings of utilizing Out-Sourcing vs. In-House Labor for this service? Not Applicable.