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Agenda 03/09/2010 Item #16C3 Agenda Item No, 16C3 March 9, 2010 Page 1 019 EXECUTIVE SUMMARY --- Recommendation to award Bid No. 10-5395, Telemetry and Electrical Upgrades to 13 Lift Stations, to E. B. Simmonds Electrical, Inc., in the base bid amount of $837,113.97 for Project No. 73922, Collections Supervisory Control and Data Acquisition Improvements. Authorize a budget amendment of $545,912.21 from Project No. 72549, Collections Lift Station Mechanical Improvements, to Project No. 73922. OBJECTIVE: The public purpose of this project is to maintain compliance with Florida Department of Environmental Protection-issued permit conditions. CONSIDERATIONS: The Collier County Wastewater Department maintains more than 700 wastewater lift stations located throughout the county. All but 13 of the lift stations are equipped with Supervisory Control and Data Acquisition (SCADA) telemetry systems that allow the Wastewater Department to monitor and operate the lift stations remotely. Lift stations without telemetry are equipped with a light and an alann that activate when the station malfunctions. When this happens, the county must rely on a neighboring resident or passerby to notice the light, or hear the alann, and then call the Wastewater Department to report the problem. This can be problematic in largely seasonal neighborhoods or where lift stations are not located in highly traveled areas. .~ The purpose of Project No. 73922 is to upgrade the 13 lift stations with telemetry so they may be monitored and operated remotely. The ability to monitor and operate the lift stations remotely is vital during storm events so that flows can be controlled and problems diagnosed and addressed immediately. Currently, the Wastewater Department must send crews out to maintain each of these stations approximately once a week. Installing telemetry systems on the lift stations will allow the Wastewater Department to reduce the frequency of site visits, thus reducing the frequency of heavy trucks traveling through residential neighborhoods. Bid No. 10-5395 was posted on November 20, 2009, with 1,158 email notices sent to vendors that provide these services; 132 bidders downloaded full packages. Six bids were received, of which three were disqualified because the vendors did not submit their qualifications for approval as specified in the Bid Documents. Two of the three rejected bids were also found to be incomplete, omitting required equipment. One other bid was withdrawn by the vendor due to omission of required equipment. The two qualified bids received are summarized in the table below. Bidder Bid amount Local Vendor Preference? E. B. Simmonds Electrical, lnc $958,557.97 Yes Gulf States Electric $1,035,110.00 Yes - County staff and the project design engineer, RKS Engineers, detennined the low bid to be fair and reasonable and recommend awarding the contract to E. B. Simmonds Electrical, Inc., as the lowest responsive and qualified local bidder. The low bid was above the design engineer's ,_._._--,--_..~._"---- - - -'-"~""'.'-"'"",~" , ~,..._-"' , ..-,.,,- .."."."~,,_._..,- _~.,_ _.~.' ."..--._._..-0__'- _, Agenda Item No, 16C3 March 9, 2010 Page 2 of 9 estimate of $784,850; however, subsequent to the bid opening, staff learned that if the County directly purchased selected high cost items, from within the bid schedule and from the low bidder's supplier, the County could actually receive a lower price for the equipment and lawfully avoid paying sales tax. Hence, the net effect of the direct material purchase of the high cost items would be a cost savings of $121,444, bringing the overall cost of the project to $837,113.97, which is within 6.7 percent of the engineer's estimate. E. B. Simmonds Electrical, Inc., has a satisfactory performance and warranty record on previous county water utility-related projects. The engineer's letter of recommendation is attached to this Executive Summary. The budget amendment of $545,912.21 from Project No. 72549, Collections Lift Station Mechanical Improvements, to Project No. 73922, Collections SCADA Improvements, is needed to provide funding for construction of the telemetry and electrical upgrades to the 13 lift stations. FISCAL IMPACT: This project is consistent with the 2008 Wastewater Master Plan Update as adopted by the Board on June 24, 2008, as Agenda Item lOG. Project No. 73922 is on page 3 of 5, line 86. Funding for this obligation is available in the FYIO Capital Budget adopted by the Board at a special meeting on September 24, 2009. Partial funds are available in Project 73922, Collections SCADA Improvements, and remaining funds are available in Project 72549, Lift Station Improvements. A budget amendment to obtain these remaining funds is being requested. The source of these funds is the Wastewater User Fee Fund 414. LEGAL CONSIDERATIONS: This item has been reviewed and approved by the County Attorney's Office and is legally sufficient for Board action-SRT. GROWTH MANAGEMENT IMPACT: This project meets current Growth Management Plan standards to ensure the adequacy and availability of viable public facilities. RECOMMENDATIONS: That the Board of County Commissioners, as the Ex-officio Governing Board of the Collier County Water-Sewer District: · Award Bid No. 10-5395 to E. B. Simmonds Electrical, Inc., in the base bid amount of $837,113.97 for Project No. 73922, Telemetry and Electrical Upgrades to 13 Lift Stations. · Approve a budget amendment of $545,9]2.21 from Project No. 72549, Collections Lift Station Mechanical Improvements, to Project No. 73922, Collections SCADA Improvements. Prepared By: Oscar P. Martinez, P.E., Sr. Project Manager, Public Utilities Planning and Project Management Department. ~,,- .lac;\"".1 V.l~ Agenda Item No. 16C3 March 9, 2010 Page 3 of 9 ""_. COLLIER COUNTY BOARD OF COUNTY COMMISSIONERS Item Number: Item Summary: 16C3 Recommendation to award Bid No, 1 0-5395, Telemetry and Electrical Upgrades to 13 Lift Stations, to E, B, Simmonds Electrical, Inc., in the base bid amount of $837,113,97 for Project No. 73922, Collections Supervisory Control and Data Acquisition Improvements. Authorize a budget amendment of $545,912,21 from Project No, 72549, Collections Lift Station Mechanical Improvements, to Project No, 73922. 3/9/20109:00:00 AM Meeting Date: Approved By Dale R. Waller Plant Manager Date Public Utilities Division Wastewater 2/16/2010 12:44 PM Approved By Scott R. Teach Deputy County Attorney Date County Attorney County Attorney 2/16/2010 3:00 PM Approved By Steve Carnell Director ~ PurchasinglGeneral Services Date - ~~, Administrative Services Division Purchasing & General Services 2/20/2010 8:07 AM Approved By Thomas Wides Director ~ Operations Support - PUD Date Public Utilities Division Utilities Finance Operations 2/20/20101:27 PM Approved By Scott Johnson Purchasing Agent Date Administrative Services Division Purchasing & General Services 2/22/201010:38 AM Approved By Dianna Perryman Contracts Specialist Date Administrative Services Division Purchasing & General Services 2/22/201011:21 AM Approved By Tom Chmelik Project Manager, Senior Date Public Utilities Division Public Utilities Engineering 2/22/201011 :26 AM Approved By -. Phil E. Gramatges, P .E. Project Manager, Principal Date Public Utilities Division Public Utilities Engineering 2/22/2010 12:32 PM Approved By .!':1_.//1'.\ A. ____.J_'T'__....\T;_____.......\1C('\ It,K_.._L ('\ "\(,\1('\\1~ ro.A'lt..TC1T;1I.T'T' A.1'T:'1I.TT"\.A.\1~ro. TlTTTlTTro.TT'T" 1/1/""'(,\1(,\ -,,----- , _._~- "O"~__'_' j at:;"- ~ Vi .:.. Agenda Item No. 16C3 March 9, 2010 Page 4 of 9 Stephen L. Nagy Manager - Wastewater Collection Date Public Utilities Division Wastewater 2/22/20101:21 PM Approved By Beth Johnssen IQ Water Manager Date Public Utilities WasteWater 2/22/20104:22 PM Approved By G. George Yilmaz Director - Wastewater Date Public Utilities Division Wastewater 2/23/2010 9:19AM Approved By James W. Delony Date County Attorney County Attorney 2/24/20108:42 AM Approved By OMB Coordinator Date County Manager's Office Office of Management & Budget 2/25/20109:04 AM Approved By Susan Usher Management/Budget Analyst, Senior Date Office of Management & Budget Office of Management & Budget 3/2/20108:22 AM Approved By Mark Isackson Management/Budget Analyst, Senior Date Office of Management & Budget Office of Management & Budget 3/2/20108:28 AM .I':l_.//n.\ A__._..1_"T'__...\T""++____......\1~f\ "',(_..~L f\ ""If"l1f"1\1F nAl\.TC1T""l\.T'T' AnT""l\.T~A\1Fn THrTlTT'-"TT'T' "'/""l/""If"l1l\ Agenda Item No. 16C3 March 9, 2010 Page 5 of 9 - COLLIER COUNTY GOVERNMENT PUBLIC UTILITIES PLANNING AND PROJECT MANAGEMENT DEPARTMENT BUSINESS CASE FOR: 73922 Telemetry and Electrical Upgrades to 13 Lift Stations. NEXUS TO MASTER PLAN: 2008 Wastewater Master Plan Update Project No. 73922, Section 8, Table 8-2, page 3 of 5, line 86, Fund 414 FY'IO Budgeted Amount: $837,113.97 1. Initiative action and recommendation The Collier County Wastewater Department maintains more than 700 wastewater lift stations located throughout county. All but 13 of the lift stations are equipped with telemetry systems that allow the Wastewater Collections Department to monitor and operate the lift stations remotely. Lift stations without telemetry are equipped with a light and an alarm that activate when the station malfunctions. When this happens, the County must rely on a neighboring resident or passerby to notice the light, or hear the alarm, and then call the Wastewater Department to report the problem. This can be problematic in largely seasonal neighborhoods or where lift stations are not located in highly traveled areas. - The purpose of this project is to upgrade the 13 lift stations with telemetry so they may be monitored and operated remotely. 2. Benefits of the initiative action Tangible benefits: · The ability to monitor and operate the lift stations remotely is vital during storm events so that flows can be controlled and problems diagnosed and addressed immediately. · Avoid the possibility of regulatory action that can escalate from multiple fines of $5,000 to $10,000 to a Consent Order. A Consent Order can direct the County to take this same action under duress. · Currently, the Wastewater Department must send crews out to maintain each of these stations approximately once a week. Installing telemetry systems on the lift stations will allow the Wastewater Department to reduce the frequency 0 f site visits. ,.~- Intangible benefits: · Avoid loss of good will with the neighbors and maintain the "good neighbor" policy established. · Protects property values by reducing the frequency of heavy trucks traveling through residential neighborhoods. · Extend equipment life by addressing and controlling problems immediately and remotely before equipment is damaged. ___,w_ Agenda Item No, 16C3 March 9, 2010 Page 6 of 9 This project ensures that the mission of maintaining regulatory compliance and meeting customer demand will be accomplished. This benefit, together with the additional tangible and intangible benefits, outweighs the project cost. 3. Risk of not takin2 the action If these improvements are not made, the County will not have the ability to monitor and control these lift station sites remotely and be forced to continue to rely on status feedback from neighbors as well as not being able to reduce the frequency of site visits for maintenance purposes. The lack of remote monitoring, testing and controlling increases the risk of wastewater spills. The good neighbor policy would continue to be at risk and equipment life would not increase. 4. Why is this action the best value solution The design of the telemetry and electrical upgrades to these 13 lift stations is in line with the existing telemetry and electrical design of the remaining 740 + lift stations throughout the County. The desil,'I1 of the telemetry and electrical upgrades to these 13 lift stations was bid out and 132 bidders downloaded the bid documents. Of these 132 bidders, six bids were received and one was selected on the basis of cost and bidder qualifications. The County plans to utilize the Direct Material Purchase process to further reduce the overall cost of the project. 5. Other option to the action The County can elect to do nothing and continue to rely on "neighbor feedback" to monitor these 13 lift stations. Doing so does not reduce the likelihood of public notifications nor the operating costs associated with routine maintenance visits. 6. What criteria does this initiative address ~.. Public Health. Safety. AUIR, Compliance. meets demand, etc...), Public Health, Regulatory Compliance, Meet Demand, and Increase Reliability. Name: Oscar P. Martinez, PE Title: Senior Project Manager Date: February 17, 2010 Recommendation to award Bid No.1 0-5395, the Telemetry and Electrical Upgrades to 13 Lift Stations, to E B Simmonds Electrical, Inc. ...._ __..n._.-...... ._.__ __.. _. .._._ .-. -- .--- .- ....-.--- . ----.-..----. ...--.----. -- Agenda/tern No. 16C3 March 9, 2010 Page 7 of 9 RHS Consulting Engineers, Inc. Electrical, Instrumentation & Control Design - February 19, 2010 Mr. Oscar Martinez, P.E. Collier County Public Utilities Engineering Department 4370 Mercantile Avenue Naples, Florida 34104 Reference: PUED Project No. 73922.10, Purchase Order No, 45 00103469 Electrical, SCADA and Telemetry Upgrades at Wastewater Pump Stations Bid Award Recommendation Dear Oscar: The purpose of this letter is to recommend a bid award to the lowest qualified bidder of the above referenced project. EB Simmonds Electrical, Inc was the lowest qualified bidder at $958,557,97. EB Simmonds is also an acceptable Electrical Contractor under the County's annual contract list. Collier County has opted to direct purchase the major controls and SCADA equipment for the project from lIT and Data Flow Systems, The electrical contractor has offered a $483,558 credit to do such, The direct purchase quotes from the County preferred vendors amounted to $362,11400. a savings to the County of approximately $121,444. The revised contract amount is 5837,113,97 including all spare parts, The Engineers estimate was $784,850 exclusive of sales tax, ~".. RKS recommends award to EB Simmonds at the revised contract price of 5837,113,97, with the County direct purchasing the equipment noted above to be installed by the electrical contractor. Should you have any questions regarding this, please feel free to contact us, Sincerely, RKS Consu ing En eers, Inc . Tracy Prokopetz, P,E. 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