Title
A Resolution Of The City Commission Of The City Of Hollywood, Florida Authorizing The Appropriate City Officials To Cancel The Only Bid Proposal Received As Part Of Bid Solicitation No. 16-4106, And To Execute The Attached Unit Price Contract Between A To Z Metal Fabrication, Inc. And The City Of Hollywood For Construction Services Related To The Water Treatment Plant Spiractor Repairs In The Amount Of $175,010.00 (City Project No. 16-4106).
Body
Staff Recommends: Approval of the attached Resolution
Explanation:
The Department of Public Utilities maintains and operates the Water Treatment Plant (WTP), located at 3441 Hollywood Boulevard, Hollywood, Florida.
The WTP utilizes three processes, Membrane Softening, Reverse Osmosis, and Lime Softening, to treat raw water from the Biscayne and Floridan Aquifers in the production of its potable water.
The main components of the Lime Softening System are twelve (12) conical spiractors and eighteen (18) large gravity filters.
This system has been in operation since the 1970’s and with the appropriate maintenance and rehabilitation, can provide a firm capacity of 22.5 million gallons of water per day (mgd) towards the overall production at the WTP.
During the November 2015 Sanitary Inspection performed by the Florida Department of Health, the condition of the spiractors was labeled and documented as deficient and the City was directed to improve the condition of all twelve (12) spiractors.
The Department of Public Utilities needed a comprehensive capital project for the appropriate rehabilitation of the spiractors and directed in-house staff to develop an all-inclusive project scope, specifications, and construction documents for Phase I of the spiractor repairs, which included three (3) of the spiractors.
On April 15, 2016, the Department of Public Utilities staff advertised the project soliciting qualified construction services, and on April 22, 2016, a pre-bid meeting was held, attended by five (5) contractors.
On May 5, 2016, one (1) bid proposal was received at the Office of the City Clerk and was publicly opened at the City of Hollywood Southern Regional Wastewater Treatment Plant with the following result.
NO. BIDDER BID TOTAL
1 A to Z Metal Fabrication, Inc. $175,010.00
The bid proposal from A to Z Metal Fabrication, Inc. did not comply with the bid bond requirement contained in the bid documents.
Based on the fact that the only bid received was not responsive, the Administration recommends that the City Commission cancel the bid for City Project No. 16-4106.
With the formal bid cancelled, the City still finds it necessary, and in its best interest, to enter into a contract with A to Z to perform work on the spiractors.
This action is necessary because the rehabilitation of the spiractors is under a time constraint due to the deficiency noted by the Florida Department of Health.
Although it did not comply with the bid bond requirement, A to Z is a responsible and reputable local business with over 20 years of successfully servicing city facilities.
A to Z is ready, willing and able to enter into an agreement to complete this project, and there are apparently no other contractors ready, willing and able to do so.
Section 38.40(C)(8) of the Code of Ordinances provides that purchases of, and contracts for, supplies or contractual services, when the Commission declares by a five-sevenths (5/7ths) affirmative vote that competitive bidding and competitive proposals are not in the best interest of the City, are exempt from the competitive bid and competitive proposal requirements of the Purchasing Ordinance.
The Administration recommends that pursuant to Section 38.40(C)(8), the City Commission waive competitive bidding and authorize the appropriate City Officials to execute the attached unit price contract between A to Z Metal Fabrication, Inc. and the City of Hollywood for construction services related to the Water Treatment Plant spiractor repairs in the amount of $175,010.00.
The Administration recommends an initial term of six (6) months for the repair of three (3) spiractors, with three (3) renewal terms of six (6) months each, at the option of the City, for the repair of three spiractors during each renewal term if funding becomes available.
Funding for the spiractor repairs has been provided via Resolution No. R-2015-345 which continued the appropriation for previously approved Capital Projects from FY 2015 to FY 2016, and is available in account number 42.4000.75392.536.005224.
Although the initial and renewal terms as recommended above would be six (6) months, the actual estimated construction time for the repair of three spiractors is one hundred twenty (120) calendar days from the Notice to Proceed.
Recommended for inclusion on the agenda by:
Dr. Wazir A. Ishmael, City Manager
Gus Zambrano, Assistant City Manager/Sustainable Development, Office of the City Manager
Mirtha Dziedzic, Interim Director, Financial Services
Steve Joseph, Director, Public Utilities
Paul Bassar, Contract Compliance Officer, Office of the City Manager