Placement: Consent Agenda
Action Requested: Motion / Vote
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Award Contract #20230044 for Construction Engineering Inspection (CEI) Services for the Westport Wastewater Treatment Facility Nutrient Reduction Improvement Project.
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Submitted By: Michelle Fentress, Procurement Contracting Officer II, Procurement Management Division (PMD).
Strategic Plan Link: The City's Goal of high-quality infrastructure and facilities.
Summary Brief (Agreements/Contracts only)
1. Prepared by: Michelle Fentress, Procurement Contracting Officer II, PMD
2. Parties: City of Port St. Lucie and Hazen and Sawyer, P.C. (“Firm”)
3. Purpose: The Utility Systems Department (“USD”) requests to contract with this Firm for Construction Engineering Inspection (“CEI”) services on behalf of the City to manage the critical upgrades to the Westport Wastewater Treatment Facility (“WWTF”) as mandated by the Florida Department of Environmental Protection (“FDEP”) Best Management Action Plan (“BMAP”). Separately, the $15,000,000.00 Grant provided by the FDEP requires Advanced Wastewater Treatment (“AWT”), which requirements are more stringent than the BMAP. The CEI is a critical component to meeting the FDEP’s BMAP and Grant requirements.
4. New/Renewal/Modified: New.
5. Duration: Four (4) years with no option to renew. This term aligns the Firm with the Construction Manager at Risk (“CMAR”) and the Engineer of Record (“EOR”).
6. Benefits to Port St. Lucie: The Firm will provide project management and inspection for the Westport Wastewater Treatment Facility Nutrient Reduction Improvement Project (“Project”) for high quality treatment to reduce nutrients discharged to the St. Lucie River in compliance with (new) FDEP limits for nitrogen and phosphorous. By reducing the amount of nutrients discharged, this will reduce the growth of algae, improve the water quality, and reduce health effects of the St. Lucie River.
7. Cost to Port St. Lucie (Annual and Potential): The USD estimates the CEI costs will be a one-time expenditure of $3,373,342.00. Hazen and Sawyer, P.C. was the only firm to respond to the Request for Qualifications (“RFQ”).
Presentation Information: N/A.
Staff Recommendation: Move that the Council award Contract #20230044 for CEI Services for Westport WWTF Nutrient Reduction Improvement Project with Hazen and Sawyer, P.C.
Alternate Recommendations:
1. Move that the Council reject the recommended proposal.
2. Move that the Council reject all proposals and provide staff with direction.
Background: The Westport WWTF is currently designed and permitted to treat 6 million gallons per day (MGD) of wastewater using mechanical, chemical, and biological processes to produce effluent with a maximum of 20 mg/Liter of Biochemical Oxygen Demand (BOD) and 20 mg/Liter of Total Suspended Solids (TSS), with no requirements for Total Nitrogen (N) and Total Phosphorus (P). New BMAP requirements issued by the FDEP in 2021 impose limits on N and P requiring 10 mg/Liter and 6 mg/Liter, respectively. The City obtained a $15,000,000.00 grant from the FDEP which requires the USD meet AWT, which means reaching N and P levels of 3 mg/Liter and 1 mg/Liter, respectively.
The City hired CHA Consulting, Inc. as the Engineer of Record (“EOR”) in 2021 and Wharton-Smith, Inc. as the Construction Manager at Risk (“CMAR”) in 2023. This Firm would coordinate, manage and oversee the Project which contains complex issues of design, construction, coordination, and compliance. Additionally, the CEI manages the CMAR’s compliance with the proposed schedule.
An RFQ was issued on August 3, 2023, to 1,507 potential suppliers. Due to the lack of response, the RFQ was extended to provide additional time for potential suppliers to respond. The City received one proposal on September 19, 2023. The proposal was deemed responsive. Procurement Management Division (“PMD”) held the first evaluation meeting on September 28, 2023, to review and discuss the proposal and individual scores to determine the short list. The Evaluation Committee voted to move the Firm to the short list. The Firm was invited to a second evaluation meeting held on October 17, 2023, to make a presentation and to answer more detailed questions regarding the Project. The Evaluation Committee reviewed their scores and adjusted accordingly. The final score was announced as follows:
#1 Ranked Firm: Hazen and Sawyer, P.C. - 2,672
PMD began negotiations with the Firm for their proposal of $3,737,342.00.
Issues/Analysis: Staff has reviewed the proposal and finds the fees to be fair and reasonable.
Financial Information: Funds will be appropriated in the Utility CIP Fund / Westport Wastewater Plant / Improvements O/T Buildings (#448-3512-563000-Y1728). The City received a $15,000,000 grant from the FDEP to provide Advanced Water Treatment (AWT) at this facility.
Special Consideration: Due to the complexity and criticality of the Project, this Firm brings extensive experience to provide the City with various services including document control, project control, field engineering and operational support. Stemming from FDEP BMAP requirements, this Project requires constant vigilance to ensure the CMAR and their subcontractors remain on-task. The Firm will: (a) Monitor a work plan in conjunction with the Engineer of Record (EOR), the CMAR, and the City; (b) Review and monitor construction schedules, shop drawings, field-dependent engineering revisions, as well as any claims or disputes that may arise; (c) Review and provide concurrence on any invoices submitted by the CMAR; and (d) verify and certify record drawings at the conclusion of the project. Additionally, the Firm will provide a resident subject matter expert that will remain on-site to monitor the CMAR’s adherence to both the contract documents and the EOR’s drawings and specifications. As a result of having a full-time inspector, the City will become aware of any unforeseen circumstances as soon as they arise and coordinate between all parties to arrive at the best possible solution. In addition to the traditional CEI functions, the Firm will provide Asset Management and Grant Administration assistance to the City. As part of the Grant administration task for a funding of this size, the Firm will serve as the intermediary, document preparation and storage, as well as the compliance manager to ensure the City’s adherence to all grant requirements. These include quarterly progress reports, reimbursement requests, annual audits assistance, wage certifications, and the final close-out package.
Location of Project: Westport Wastewater Treatment Facility - 3721 SW Darwin Blvd., Port St. Lucie, FL 34983.
Attachments:
1. Notice of Intent to Award.
2. Signed Contract.
3. Consolidated Score Sheet.
4. Memo to City Manager.
5. Hazen & Sawyer’s Proposal.
6. eRFP Documents.
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: #10097.
Legal Sufficiency Review:
Reviewed by Alyssa Lunin, Deputy City Attorney. Approved as to Legal form and sufficiency by Richard Berrios, Interim City Attorney.