Placement: Consent Agenda
Action Requested: Motion / Vote
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Approve Waiver of Bid for Contract #20220067 with Holtz Consulting Engineers, Inc. for Phase 1 of Progressive Design-Build to Connect Homes to City Sewer
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Submitted By: Kevin R. Matyjaszek, Utility Systems Department Director
Strategic Plan Link: The City's Goal of a high-performing city government organization.
Summary Brief (Agreements/Contracts only)
1. Prepared by: Utility Systems Department (“USD”)
2. Parties: City of Port St. Lucie and Holtz Consulting Engineers, Inc., a Florida corporation.
3. Purpose: The USD offered the developer of Noble Oaks Estates the opportunity to connect up to 15 homes to the City’s utility system. With the focus on water quality, and to avoid adding additional septic systems in proximity to the river, the Engineer would design and, subject to approval, construct a lift station to connect the low pressure main, force main and related appurtenances up to the point of service for each home. The design-builder collaborates with the City to create or confirm the project’s basis of design, and then advances that design. At the point in time where the design has achieved an appropriate level of definition that aligns with the City’s needs, the design-builder will provide a formal commercial proposal (including the overall contract price) for Phase 2 services.
4. New/Renewal/Modified: New
5. Duration: The estimated time for completion of construction of the lift station is 270 days from the date the City issues a notice to proceed for Phase 2.
6. Benefits to Port St. Lucie: Constructing the lift station would further the goal to preserve water quality on the river. The lift station would immediately take waste flows from the newly constructed homes but would also be designed and built to accommodate additional flows from surrounding neighborhoods aging septic systems should the homeowners choose to convert to City sewer. Also, the lift station would be able to accommodate waste flows from the current and future development of the SE parcel at Midway/St. James.
7. Cost to Port St. Lucie (Annual and Potential): The fee for Phase 1 Services is $62,892.00 and shall be paid by City on a lump sum payment basis. The estimated initial Guaranteed Maximum Pricing (“GMP”) for Phase 2 services is $997,453.00.
Presentation Information: N/A
Staff Recommendation: Move that the Council approve the waiver of bid for Phase 1 and authorize the City to enter into Contract #20220067 with Holtz Consulting Engineers for design.
Alternate Recommendations:
1. Move that the Council amend the recommendation and provide staff with direction.
2. Move that the Council not approve and provide staff with direction.
Background: The developer has already commenced construction on three homes on Noble Oaks Lane; one of which already has a septic system installed. Therefore, the USD is seeking authorization to waive formal bidding and proceed with progressive design-build based upon the time sensitive nature of the request. Section 35.04(c) of the City’s code of ordinances authorizes a waiver of the provisions of the requirement to competitively bid certain purchases if, for good cause shown and upon written recommendation by the City Manager, the City Council, by affirmative vote, authorizes the purchase of goods, supplies, materials or services without competitive bid. The City’s Purchasing Policy and Procedures Manual defines an “Emergency Purchase” as:
A purchase made without following the normal purchasing procedures in order to obtain goods or services quickly to meet an urgent and unexpected requirement where health and public safety or the conservation of public resources is at risk. The City Manager shall have the authority to make emergency purchases of not more than the current formal bid threshold without competitive bids, provided that all such purchases shall be reported to the City Council at its next regularly scheduled meeting.
Issues/Analysis: The USD and neighboring residents would greatly benefit from the construction of a lift station to serve this development and potentially future development in the area.
Financial Information: The developer agreed to contribute $100,000 towards the cost of connecting the newly constructed homes to the City’s sewer system. The developer would also provide the necessary easements needed for the infrastructure. Also, upon each homes’ construction, each property would also be required to pay the expense of the installation of the low-pressure grinder system which currently costs $5,377. The USD will use Account #448-3380-563000-00000. This budget price is based on preliminary construction cost estimates and a GMP Change Order will be provided to the City in Task 2 of Phase 1 services. Phase 2 shall be considered by the City Council at a separate meeting.
Special Consideration: The developer has already commenced construction on three homes on Noble Oaks Lane; therefore, the USD is seeking authorization to waive formal bidding and proceed with Phase 1 of the progressive design-build based upon the time sensitive nature of the request. Phase 2 will be brought to Council at a later date.
Location of Project: Noble Oaks Lane
Attachments: 1. Memo from City Manager Authorizing Emergency Purchase and Waiver of Bid; 2. 20220067 Contract; 3. Exhibit A (Scope of Work from Engineering Firm).
NOTE: All of the listed items in the “Attachment” section above are in the custody of the City Clerk. Any item(s) not provided in City Council packets are available upon request from the City Clerk.
Internal Reference Number: 8277
Legal Sufficiency Review:
Reviewed by Ella M. Gilbert, Senior Deputy City Attorney. Approved as to Legal form and sufficiency by James D. Stokes, City Attorney.