HomeMy WebLinkAboutDocumentation_Regular_Tab 10-H_3/5/1998 -1 a
Memorandum
To: Village Council
From: Thomas G. Bradford, Village Manager 7
Date: February 26, 1998
Subject: Bid Award for Reverse Osmosis Treatment Plant
Construction Project; Authority for Village Manager to
Award the Same upon Closing of Bond Issue; Agenda Item
Attached hereto, you will find correspondence indicating the
recommendation for bid award for the Reverse Osmosis Treatment
Plant Construction Project. Usually, it is the Village Council
who solely awards these projects to the lowest and best bidder.
However, since this Project is to be funded by the anticipated
proceeds from the proposed 1998 Water Revenue Bond Issue which
will close at a later date, it is felt for safety' s sake that the
Village Council should delegate the Award Authority to the
Village Manager who will only be authorized to award the project
to the recommended bidder after the Village has closed on the
bond issue and the proceeds are in hand.
Aside from the Village Council granting Award Authority to the
Village Manager and the large size of this construction contract,
all other aspects of the project are typical.
Should you have any questions relative to this Delegation of
Award Authority to the Village Manager upon closing of the bond
issue, we will be happy to answer any all questions relative to
the same.
TGB/mk
Attachment
Council.ROConstruction
VJiiiageofTequei .
� FEB 2 6 1298
T/illagéofTequesta Memo Village Manager's Office
To: Thomas G. Bradford, Village Manager
From: Thomas C. Hall, Water System Manager �t
Date: February 26, 1998 �)
Subject: Recommendation of Bid Award for the Reverse Osmosis Water
Treatment
Please find attached, a recommendation of award for the above
referenced, provided by Mr. William D. Reese, P.E. , of Reese, Macon
& Associates, our consulting engineering for this project. As
indicated in the attached, sealed bids were opened on January 13,
1998, and all were reasonable and very competitive.
Qualifications of the apparent low bidder and their subcontractors
have been reviewed and found that pursuant to the contract
documents, The Poole and Kent Company has sufficient experience and
capability to fulfill all obligations as general contractor on this
project .
Based upon the attached consulting engineers ' recommendation, we
are also recommending this project be awarded to The Poole and Kent
Company of Miami, Florida, in the amount of $5, 610, 000 . 00 .
Furthermore, in order to provide proper allowance for any protest
relative to this bid, it is recommended that the following motion
be made for approval of this award: "A motion to authorize issuance
of an award to the Poole and Kent Company for the Water Trea tmen t
Plant Expansion for their low bid of $5, 610, 000. 00, subject to (a)
there being no protest within the time period prescribed in the
documents and as required by law, or to resolution satisfactory to
the Village of a protest should one occur, " and (b) the Village of
Tequesta obtaining bond proceeds necessary to fund this project.
Funding will be provided by the Water Enterprise Fund, Capital
Projects Account, with necessary funding provided by bond proceeds.
Please place this item on the Village Council Agenda of March 5,
1998, for approval subject to the conditions stated herein.
TCH/mk
Attachs.
Ha11.sMemo.Agenda2.26.98
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WATrf4 .5.- rem
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RMA MANAGER'S OFFICE
EB291998
Reese,Macon and Associates,Inc.
February 17, 1998
Thomas C. Hall, Water Department Manager
Village of Tequesta
P.O. Box 3474
Tequesta,FL 33469-0474
RE: Reverse Osmosis W7P
Recommendation of Award
Dear Mr. Hall: •
On January 13, 1998 six bids were received on the referenced project. The engineering
estimate for this portion of the overall project was$5,700,000. The bids are summarized as
follows.
Contractor Base Lump Sum Bid Amount
The Poole and Kent Company. $5,610,000'
John J.Kirlin, Inc. $5,666,000
Wharton-Smith; Inc.: : • • . $5,742,000
Met-Con,Inc,. $5,789,000
WPC Industrial Contractors $5,967,000
Project Integration,Inc. $5,983,000
We are pleased to report that there were more bids than originally anticipated and that all
bids were reasonable and competitive. The very narrow range from highest to lowest is indicative
of a favorable bidding climate and responsible pricing from knowledgeable contractors.
The qualifications of the apparent low bidder and all known subcontractors have been
investigated. If desired,we can supply copies of all inquiries and responses related to the
contractor and subcontractors for your review. We have found that The Poole and Kent
Company has sufficient experience and capability to fulfill all obligations of the General
Contractor on this project.
•
The project was bid with five deductive items. The primary reason for receiving bids on
deductive items was to afford an opportunity to reduce costs in the event that all bids were in
excess of-the budgeted amount. The Village,however,may elect to accept any,or all, of the
deducts even though the bids were within the budget. It should be noted that no combination of
deducts will alter the-definition of the lowest responsible bid. An analysis and discussion of the
deducts is attached. Based upon discussion with staff and analysis of the deductive options,
6415 Lake Worth Road • Suite 307 • Lake Worth,FL 33463-2907
Telephone(561)433-3226 • Facsimile(561)433-8011
e-mail • rma@ix.netcom.com
Village of Tequesta
Water Treatment Plant Expansion
Analysis of Bid Deducts
DEDUCTS 1&2(MEMBRANES)
Deductive Items 1 &2 relate to the selection of a membrane manufacturer. All of the
named manufacturers(Fluid Systems,FilmTec,Hydranautics)produce a high quality product with
a proven performance records. The Fluid System membranes were named as the base bid because
they were believed to be a superior product for reasons related to service/support and technical
construction details. However, all three manufacturers produce a high quality functional product
with adequate support service. FilmTec has offered a deduct of$7,800 and Hydranautics has
offered a deduct of$10,000. Presentations by Film Tec and Fluid Systems manufacturers were
made to the Engineer and the Water Department Manager. Hydranautics was provided an
opportunity and was scheduled to make a presentation but was unable to attend due to a late shift
in their scheduling requirements. Based upon the material presented and the data reviewed,the
Water Department Manager and the Engineer have concluded that award to the base bidder(Fluid
Systems)would be given in the best interest of the Village.
DEDUCT 3(vICTAULICS)
A victaulic coupling is a method for connecting pipe sections together in common use at
reverse osmosis facilities. The metallic part of the coupling does not come into contact with the
water. Due to the proximity to the Ocean and corrosion at this site,the design included the use of
stainless steel victaulics. Prior to bidding some concern was expressed that stainless steel
victaulics may be extremely expensive. The deductive range to switch to galvanized victaulics
was$2,500-$35,000,with the low bidder offering$10,000. It is believed that the maintenance
savings over the life of the facility will exceed a$10,000 deduct. Acceptance of the deduct is not
recommended.
•
DEDUCT 4(CONTROLS)
The original design concept for the new facility involved minimal work effort or
modifications to the existing plant. During the design period it became evident that there would
be value to reworking the controls for the existing plant and relocating them into the new control
room. The operating software and hardware on the old facility has become dated and difficult
(and expensive)to service. The design will also make the new and old facilities monitorable from
the new control room. The deductive offers ranged from$20,000 to$76,000 with the low bidder
offering$65,000. The relocation and upgrading of the old controls is recommended. Acceptance
of this deduct is not recommended.
DEDUCT 5(GATE)
• The original design did not incorporate an electronic site entry gate. Staff desired the
addition of this gate to the facility. The deduct amounts ranged from$2,000 to$10,000,with the
low bidder offering $8,000. Acceptance of this deduct is not recommended.
•
Thomas C.Hall,Water Department Manager
Village of Tequesta
RE: Reverse Osmosis WTP/Recommendation of Award
Page Two
we recommend that none of the deductive alternates be accepted. Reese,Macon and Associates,
Inc. recommends award of the project to The Poole and Kent Company in the low bid amount of
$5,610,000. In order to provide proper allowance for bid protestation,we further recommend
that the Council action take the form of a motion with the following features.
"A motion.to authorize issuance of an award to The Poole and Kent Company for
the water treatment plant expansion for their low bid of$5,610,000, subject to
there being no protest within the time period prescribed in the documents and as
required by law, or to resolution satisfactory to the Village of a protest should one
occur."
If the project is awarded per the above,we will notify all bidders of the Intent to Award.
It is recommended that the Village also formally post the intent.
We will plan to be present at the appropriate Council meeting to answer any questions
related to the bidding or the recommendation. The very favorable bond conditions in combination
with the excellent bids from responsible contractors is indeed fortuitous for the Village. We look
forward to, and expect, a successful construction project leading to the provision of a long term
reliable, state-of-the-art water treatment facility which will serve the Village for many years. If
you have any questions or wish to discuss this further,please call.
Sincerely,
William D.Reese,P.E.
End.
wdr-29/96-117.3
4
RESOLUTION NO. 6') - 97/98
A RESOLUTION OF THE VILLAGE COUNCIL OF THE
VILLAGE OF TEQUESTA, PALM BEACH COUNTY,
FLORIDA, AUTHORIZING THE VILLAGE MANAGER TO
AWARD THE CONSTRUCTION CONTRACT FOR THE
REVERSE OSMOSIS TREATMENT PLANT IN THE
AMOUNT OF $5,610,000 TO THE POOLE & KENT
COMPANY OF MIAMI, FLORIDA, SUBJECT TO
CONDITIONS.
WHEREAS, on January 13 , 1998, bids were opened relative to
the Tequesta Reverse Osmosis Water Treatment Plant Project
with the low bidder being the Poole & Kent Company of Miami,
Florida, . in the amount of $5, 610, 000; and
WHEREAS, the Consulting Engineer hired by the Village for
this Project has made a Recommendation of Award to the Poole
& Kent Company, based upon their low bid as received on
January 13, 1998; and
WHEREAS, funds necessary to cover the expenses associated
with the Reverse Osmosis Water Treatment Plant Project and
other associated water improvements of the Village of
Tequesta are anticipated to be received in mid-March of
1998, necessitating the Village Council authorizing the
Village Manager to make the bid award for the Reverse
Osmosis Water Treatment Plant Project upon receipt of funds.
NOW, THEREFORE, BE IT RESOLVED BY THE VILLAGE COUNCIL OF THE
VILLAGE OF TEQUESTA, PALM BEACH COUNTY, FLORIDA, AS FOLLOWS:
Section 1. The foregoing recitals are hereby ratified and
confirmed.
Section 2 . The Village Manager is hereby authorized to
award the bid for the construction of the Tequesta Reverse
Osmosis Water Treatment Plant Project to the Poole & Kent
Company of Miami, Florida, in the amount of $5, 610, 000
subject to there being no protest within the time period
prescribed in the contract documents and as required by law,
or to resolution satisfactory to the Village of a protest
should one occur and upon receipt of bond proceeds
anticipated to be received by the Village in mid-March 1998
upon closing of the anticipated bond sale.
THE FOREGOING RESOLUTION WAS OFFERED by Councilmember
, who moved its adoption. The motion was seconded
by Councilmember , and upon being put to a vote,
the vote was as follows :
FOR ADOPTION AGAINST ADOPTION
I,
The Mayor thereupon declared the Resolution duly passed and
adopted this 5th day of March, A.D. , 1998 .
MAYOR OF TEQUESTA
Elizabeth A. Schauer
ATTEST:
' I
Joann Manganiello
Village Clerk
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