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HomeMy WebLinkAboutDocumentation_Regular_Tab 23_8/13/2020Agenda Item #23. Regular Council STAFF MEMO � Meeting: Regular Council -Aug 13 2020 Staff Contact: Matthew Hammond, Utilities Department: Utilities Director Approve Contract Award -Purchase of Trailer -Mounted Valve and Hydrant Exerciser -Duval Fleet The Utilities Department has a need to purchase atrailer-mounted valve and hydrant exerciser to improve the efficiency of the Water Distribution team as well as add the ability to GPS locate each valve. The Village has over 1,100 valves and 410 fire hydrants within the potable water distribution system that require regular inspection and maintenance to comply with regulatory requirements and ensure their operability when needed (e.g. during a water main break). Exercising each valve and hydrant manually is a time and labor intensive activity that consumes a large number of man-hours by the Water Distribution team each year. To ensure the lowest possible price for these projects, the Village issued a Request for Quotes (RFQ) on June 1, 2020, for Purchase of Trailer -Mounted Valve and Hydrant Exerciser. This process was completed by the Village through a competitive selection process — RFQ UTIL 07-20 — June 1, 2020. As a result of the Village's ITB, the following three bid proposals were received: Vendor Duval Fleet E.H. Wachs Total Quote $727765 $747000 Vermeer Southeast No quote for diesel option After review of the three (3) quotes received, Utilities staff determined that Duval Fleet provided the lowest, responsible and responsive quote. As a result, staff is requesting the Council a Purchase Agreement in the amount of $72,765 with Duval Fleet. If approved, the Village would accept Duval Fleet's pricing including all terms, conditions and pricing as submitted within their quote and in the Purchase Agreement. BUDGETED AMOUNT: AVAILABLE AMOUNT: EXPENDITURE AMOUNT: $90)000 $90)000 $72765 Additional Budgetary Information: Funding Source(s): 401-411-664.600 w ga"'"I Approved purchase agreement with Duval Fleet for purchase a trailer -mounted valve and hydrant exerciser. Page 380 of 451 Agenda Item #23. Proposed Agreement — Valve Exerciser - Duval Ford.ada Quote — Duval Fleet.ada Recommendation of Award - RFQ UTI L 07-20.ada Quote Specifications & Request for Quotes - RFQ UTI L 07-20.ada CI P Information Sheet.ada Addendum No. 1.ada Page 381 of 451 Agenda Item #23. VILLAGE OF TEQUESTA AGREEMENT FOR PURCHASE OF TRAILER -MOUNTED VALVE AND HYDRANT EXERCISER THIS AGREEMENT FOR PURCHASE OF TRAILER -MOUNTED VALVE AND HYDRANT EXERCISER is entered into and effective this day of , by and between the VILLAGE OF TEQUESTA, a Florida municipal corporation with offices located at 345 Tequesta Drive, Tequesta, Florida 33469-0273, organized and existing in accordance with the laws of the State of Florida, hereinafter the "Village"; and DUVAL FORD, LLC a Florida limited liability company with offices located at 1725 Memorial Park Drive, Jacksonville, Florida 32204, hereinafter the "Contractor" and collectively with the Village, the "Parties". WITNESSETH The Village and the Contractor, in consideration of the mutual covenants contained herein and for other good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged by both Parties, hereby agree as follows: 1. SCOPE OF SERVICES: The Parties hereby agree to enter into this Agreement for the purchase of one (1) trailer -mounted, diesel -engine WACHS Standard LX — VMT (RH) valve and hydrant exerciser with additions including shipping, pursuant to all applicable statutory, licensing and Village code requirements. The Parties agree to enter into this Agreement pursuant to the Village's Notice of Solicitation for RFQ # UTIL 07-20, which is hereby fully incorporated into this Agreement and attached hereto as Exhibit "A". 2. COMPENSATION: In consideration for the above Scope of Services, pricing shall be pursuant to the Contractor's quote, which is fully incorporated into this Agreement and attached hereto as Exhibit "B". In consideration for the above Scope of Services and pursuant to Exhibit "B", the Village shall pay the Contractor a total amount not to exceed seventy-two thousand, seven hundred sixty-five dollars ($72,765.00). 3. TERM; TERMINATION; NOTICE: This Agreement shall commence on the Effective Date, and may be terminated by either party upon thirty (30) days written notice to the other party. Notice shall be considered sufficient when sent by certified mail or hand delivered to the Parties during regular business hours at the following addresses: Page 1 of 6 Page 382 of 451 Agenda Item #23. Village Contractor Village of Tequesta Duval Ford, LLC 345 Tequesta Drive 1725 Memorial Park Drive Tequesta, FL 33469 Jacksonville, FL 32204 Attn: Matthew Hammond Attn: Joanne A. Ackman Utilities Director Registered Agent 4. INSURANCE: The Contractor shall provide proof of workman's compensation insurance and liability insurance in such amounts as deemed sufficient by the Village and shall name the Village as an "additional insured" on the liability portion of the insurance policy. 5. INDEMNIFICATION: The Contractor shall at all times indemnify, defend and hold harmless the Village, its agents, servants, and employees, from and against any claim, demand or cause of action of whatsoever kind or nature, arising out of error, omission, negligent act, conduct, or misconduct of the Contractor, its agents, servants, or employees in the performance of services under this Agreement. Nothing contained in this provision shall be construed or interpreted as consent by the Village to be sued, nor as a waiver of sovereign immunity beyond the waiver provided in Section 768.28, Florida Statutes. 6. PUBLIC ENTITIES CRIMES ACT: As provided in Sections 287.132-133, Florida Statutes, by entering into this Agreement or performing any work in furtherance hereof, the Contractor certifies that it, its affiliates, suppliers, subcontractors and consultants who will perform hereunder, have not been placed on the convicted vendor list maintained by the State of Florida Department of Management Services within thirty-six (36) months immediately preceding the date hereof. This notice is required by Section 287.133(3)(a), Florida Statutes. 7. INDEPENDENT CONTRACTOR: It is specifically understood that the Contractor is an independent contractor and not an employee of the Village. Both the Village and the Contractor agree that this Agreement is not a contract for employment and that no relationship of employee — employer or principal —agent is or shall be created hereby, nor shall hereafter exist by reason of the performance of the services herein provided. 8. INSPECTOR GENERAL: Pursuant to Article XII of the Palm Beach County Charter, the Office of the Inspector General has jurisdiction to investigate municipal matters, review and audit municipal contracts and other transactions, and make reports and recommendations to municipal governing bodies based on such audits, reviews, or investigations. All parties doing business with Page 2 of 6 Page 383 of 451 Agenda Item #23. the Village shall fully cooperate with the inspector general in the exercise of the inspector general's functions, authority, and power. The inspector general has the power to take sworn statements, require the production of records, and to audit, monitor, investigate and inspect the activities of the Village, as well as contractors and lobbyists of the Village in order to detect, deter, prevent, and eradicate fraud, waste, mismanagement, misconduct, and abuses. 9. SCRUTINIZED COMPANIES: For Contracts under $1 M, the Contractor certifies that it is not on the Scrutinized Companies that Boycott Israel List created pursuant to Section 215.4725, Florida Statutes, and that it is not engaged in a boycott of Israel. The Village may terminate this Agreement at the Village's option if the Contractor is found to have submitted a false certification as provided under Section 287.135(5), Florida Statutes, if the Contractor has been placed on the Scrutinized Companies that Boycott Israel List created pursuant to Section 215.4725, Florida Statutes, or if Contractor is engaged in a boycott of Israel. For Contracts over $1 M, the Contractor certifies that it is not on the Scrutinized Companies with Activities in Sudan List, the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, or the Scrutinized Companies that Boycott Israel List created pursuant to Section 215.4725, Florida Statutes. The Contractor further certifies that it is not engaged in a boycott of Israel, and that it does not have business operations in Cuba or Syria, as similarly provided in Section 287.135, Florida Statutes. The Village may terminate this Agreement at the Village's option if the Contractor is found to have submitted a false certification as provided under Section 287.135(5), Florida Statutes or if the Contractor has been placed on one of the aforementioned lists created pursuant to Section 215.4725, Florida Statutes. Additionally, the Village may terminate this Agreement at the Village's option if the Contractor is engaged in a boycott of Israel or has been engaged in business operations in Cuba or Syria, as defined in Section 287.135, Florida Statutes. 10. ATTORNEY'S FEES: In the event a dispute arises concerning this Agreement, the prevailing party shall be awarded attorney's fees, including fees on appeal. 11. FORCE MAJEURE: The Contractor shall not be considered in default by reason of any failure in performance under this Agreement if such failure arises out of causes reasonably beyond the control of the Contractor or its subcontractors and without their fault or negligence. Such causes include, but are not limited to: acts of God; acts of war; natural or public health emergencies; labor disputes; freight embargoes; and abnormally severe and unusual weather conditions. Page 3 of 6 Page 384 of 451 Agenda Item #23. 12. CHOICE OF LAW; VENUE: This Agreement shall be governed and construed In accordance with the laws of the State of Florida, and venue shall be in Palm Beach County should any dispute arise with regard to this Agreement. 13. AMENDMENTS AND ASSIGNMENTS: This Agreement, all Exhibits attached hereto, and required insurance certificates constitute the entire Agreement between both Parties; no modifications shall be made to this Agreement unless in writing, agreed to by both Parties, and attached hereto as an addendum to this Agreement. The Contractor shall not transfer or assign the provision of services called for in this Agreement without prior written consent of the Village. 14. PUBLIC RECORDS: In accordance with Section 119.0701, Florida Statutes, the Contractor must keep and maintain this Agreement and any other records associated therewith and that are associated with the performance of the work described in the Proposal or Bid. Upon request from the Village's custodian of public records, the Contractor must provide the Village with copies of requested records, or allow such records to be inspected or copied, within a reasonable time in accordance with access and cost requirements of Chapter 119, Florida Statutes. A Contractor who fails to provide the public records to the Village, or fails to make them available for inspection or copying, within a reasonable time may be subject to attorney's fees and costs pursuant to Section 119.0701, Florida Statutes, and other penalties under Section 119.10, Florida Statutes. Further, the Contractor shall ensure that any exempt or confidential records associated with this Agreement or associated with the provision of services contemplated herein are not disclosed except as authorized by law for the duration of the Agreement term, and following completion of the Agreement if the Contractor does not transfer the records to the Village. Finally, upon completion of the Agreement, the Contractor shall transfer, at no cost to the Village, all public records in possession of the Contractor, or keep and maintain public records required by the Village. If the Contractor transfers all public records to the Village upon completion of the Agreement, the Contractor shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. If the Contractor keeps and maintains public records upon completion of the Agreement, the Contractor shall meet all applicable requirements for retaining public records. Records that are stored electronically must be provided to the Village, upon request from the Village's custodian of public records, in a format that is compatible with the Village's information technology systems. IF THE CONTRACTOR HAS QUESTIONS REGARDING THE Page 4 of 6 Page 385 of 451 Agenda Item #23. APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE CONTRACTOR'S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS CONTRACT, PLEASE CONTACT THE VILLAGE CLERK, RECORDS CUSTODIAN FOR THE VILLAGE, AT (561) 768-06859 OR AT lmcwilliams(&,tequesta.org, OR AT 345 TEQUESTA DRIVE, TEQUESTA, FLORIDA 33469. 15. HEADINGS: The headings contained in this Agreement are provided for convenience only and shall not be considered in construing, interpreting or enforcing this Agreement. 16. SEVERABILITY: The invalidity or unenforceability of any provision of this Agreement shall not affect the validity or enforceability or any other provision of this Agreement and this Agreement shall be construed and enforced in all respects as if the invalid or unenforceable provision is not contained herein. 17. WAIVER: No waiver by the Village of any provision of this Agreement shall be deemed to be a waiver of any other provisions hereof or of any subsequent breach by the Contractor of the same, or any other provision or the enforcement hereof. The Village's consent to or approval of any act requiring the Village's consent or approval of any act by the Contractor shall not be deemed to render unnecessary the obtaining of the Village's consent to or approval of any subsequent consent or approval of, whether or not similar to the act so consented or approved. 18. ENTIRE AGREEMENT: This six (6) page Agreement constitutes the entire agreement between the parties; no modification shall be made to this Agreement unless such modification is in writing, agreed to by both parties and attached hereto as an addendum to this Agreement. [THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK.] Page 5 of 6 Page 386 of 451 Agenda Item #23. IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the date and year first above written. WITNESSES: DUVAL FORD, LLC ATTEST: Lori McWilliams, MMC Village Clerk By: Laura Torbett, Contractor Representative (Corporate Seal) VILLAGE OF TEQUESTA By: Abigail Brennan, Mayor (Seal) Page 6 of 6 Page 387 of 451 Agenda Item #23. The quote provided by Duval Fleet is available upon request from the Utilities Department Page 388 of 451 Agenda Item #23. V*111age of Tequesta 345 Tegu+esta Drive Tequestax FL 33469 - M 7 9 Y 561-7 68-0700 www.tequesto.org To: Jeremy Allen —Village Manager Through: Matthew Hammond — Utilities Director From: David Tinoco — Superintendent Water Distribution and Stormwater CC: Lori McWilliams —Village Clerk Hugh Dunkley— Finance Director Date: July 6, 2020 Re: RFQ UTIL 07-20 - Purchase of Trailer -Mounted Valve and Hydrant Exerciser Recommendation of Award On June 1, 2020 a Notice of Solicitation seeking Quotes from qualified vendor to purchase a trailer -mounted valve and hydrant exerciser was posted to the Village website and Demandstar. Quotes were received from qualified vendors until June 23, 2020 at 5:00 PM. During this time quotes were received from Duval Fleet, E.H. Wachs and Vermeer Southeast, ranging from $72.,765 to $74,000 for the Diesel Engine option and $54,711 to $66,500 for the Gas Engine option. Each quote was reviewed by Utilities staff for adequacy and the tabulation of quotes is below: Quotes Notes Vendor Model Diesel Gas Duval WACHS Standard $72,365 $65,341 Includes GPS Controller Data Logger and Fleet LX — VMT (RH) valve over torque protection to prevent damage to valves and hydrants E.H. WACHS Standard $74,,000 $66;500 Includes GPS Controller Data Logger and Wachs LX — VMT (RH) valve over torque protection to prevent damage to valves and hydrants Vermeer Vermeer Vactron N/A $54,,711 Did not provide a diesel engine option Southeast LP373GT and does not include a GPS option or valve over torque protection After evaluation of the submitted proposals, utilities staff recommends the diesel engine option due to proven longer durability versus gas engine. The lowest quote for the diesel engine option Vice -Mayor Kyle Stone Mayor Abby Brennan Council Member Laurie Brandon Council Member Frank D'Ambra Council Member Bruce Prince Village Manager Jeremy Allen Page 389 of 451 Agenda Item #23. was received from Duval Fleet in the amount of $72,765 including delivery. Utilities staff recommends awarding the purchase for a WACHS Standard LX (Diesel) — VMT (RH) Trailer - Mounted Valve and Hydrant Exerciser with required accessories to Duval Fleet at the price of $72,765 which includes GPS Control ler/DataLogger and Valve over torque protection. The Fiscal Year 20 Water Enterprise Fund budget includes $80,000 for this project. Page 390 of 451 Agenda Item #23. Village of Tequesta 345 Tequesta Drive Tequesta, FL 33469 NOTICE OF SOLICITATION RFQ # UTI L 07-20 561-768-0700 www.tequesta.org Purchase of Trailer -Mounted Valve and Hydrant Exerciser The Village of Tequesta is seeking Quotes from qualified vendor to purchase a trailer -mounted valve and hydrant exerciser. The unit shall include at a minimum: • Trailer mounted valve and hydrant exerciser with extended reach • Gas and Diesel engine options • 250-300 gallons tank with power hydraulic tilt and door • Suction system with necessary tools to soft dig and clean valve boxes • High pressure water system with necessary tools to soft dig and clean valve boxes • 50 to 100 gallons water tank (largest preferred) • Set torque limits • Built in over -torque prevention to prevent damage to valves and hydrants • All necessary tools, adapters and hoses to perform the desired functions The following optional features shall be priced separately: • GPS Equipment • Hydraulic breaker for concrete and asphalt cutting • Hydraulic Dewatering Pump • Magnetic lifter for removal of valve box cover • Valve nut replacement tools and parts Quotes are being received beginning June 1, 2020 to June 12, 2020 at 5:00 PM. To submit a quote or for any questions regarding the specifications and Solicitation process please contact David Tinoco, Distribution Superintendent, at dti noco(a)-teq uesta. orq. ADA ACCESSIBILITY NOTICE: The Village of Tequesta strives to be an inclusive environment. As such, it is the Village's policy to comply with the requirements of Title II of the American with Disabilities Act of 1990 ("ADA") by ensuring that the Contractor's [agreement/bid documents and specifications] are accessible to individuals with disabilities. To comply with the ADA, the Contractor shall provide a written statement indicating that all [agreement/bid documents and specifications], from Contractor, including files, images, graphics, text, audio, video, and multimedia, shall be provided in a format that ultimately conforms to the Level AA Success Criteria and Conformance Requirements of the Web Content Accessibility Guidelines 2.0 (Dec. 11, 2008) ("WCAG 2.0 Level AX), published by the World Wide Web Consortium CWK"), Web Accessibility Initiative ("WAI"), available at www.w3.org/TR/WCAG/. The Village of Tequesta is exempt from Federal and State Taxes for tangible personal property tax. The Village of Tequesta reserves the right to accept or reject any or all Proposals, in whole or in part, with or without cause, to waive any irregularities and/or technicalities, and to award the contract on such coverage and terms it deems will best serve the interests of the Village. Vice -Mayor Kyle Stone Mayor Abby Brennan Council Member Laurie Brandon Council Member Frank D'Ambra Council Member Bruce Prince Village Manager Jeremy Allen Page 391 of 451 Agenda Item #23. CAPITAL IMPROVEMENT PROJECT DETAIL lie PROJECT Project Name: Valve Exerciser Purchase Project Manager: D Tinoco Department: Utilities Original Plan Date: FY20 Location: Distribution - • A• The Village has over 1,100 valves and 410 fire hydrants within the potable water distribution system that require regular inspection and maintenance to ensure their, operability when needed (e.g. during a water main break). Exercising each valve and hydrant manually is a time and labor intensive activity that consumes a large number of manhours by the Water Distribution team each year. A valve exerciser will allow for r greater efficiency of the Water Distribution team as well as the ability to GPS locate each valve. PROJECT EXPENDITURES FUNDING SOURCES: PROJECT COSTS: FY20 FY21 FY22 FY23 FY24 FY25 Land/Easement Acquisition Engineering & Planning Construction Equipment 901000 TOTAL PROJECT COSTS 903000 - - - - SOURCES OF FUNDS: FY20 FY21 FY22 FY23 FY24 FY25 General Fund - Dept Name (001) Water Enterprise Fund (401) 90,000 Stormwater Enterprise Fund (403) Unfunded TOTAL PROJECT REVENUE 90,000 - - - - 0 MiF Note: OPERATIONAL IMPACT FY20 FY21 FY22 FY23 FY24 FY25 Additional Revenues/Savings Charges for Services Other Revenues Less Additional Expenditures New Personnel Maintenance and Other Operating Contracts & Leases Agenda Item #23. Village of Tequesta 345 Tegu+esta Drive 561-7 68-0700 Teguesta, FL 33469 www.tequesto.org 9 � 1 9 Purchase of Trailer -Mounted Valve and Hydrant Exerciser Addendum No. 1 June 23, 2020 RFQ DUE: 5:00 PM, Local Time, June 26, 2020 TO ALL VENDORS PROVIDING QUOTES FOR THIS RFQ: The changes, additions, substitutions, and/or deletions contained in Addendum No. 1 are hereby made a part of the Request for Quotes Documents for the Purchase of Trailer -Mounted Valve and Hydrant Exerciser solicitation, fully and completely as if the same were fully set forth herein. 1. REVISE DEADLINE TO SUBMIT QUOTATIONS TO 5:00 PM, LOCAL TIME, JUNE 26, 2020 END OF ADDENDUM Vice -Mayor Kyle Stone Mayor Abby Brennan Council Member Laurie Brandon Council Member Frank D'Ambra Council Member Bruce Prince Village Manager Jeremy Allen Page 393 of 451