HomeMy WebLinkAboutEmergency Item #01 Award of RFQ for Construction Engineering & Inspection Services Related to Clarke Road Rehabilitation
AGENDA ITEM COVER SHEET
Meeting Date: December 1 , 2009
Emergency Item #
Contact Name:
Contact Number:
AI Butler
407 -905-3100 ext. 1543
Reviewed By:
Department Director:
City Manager:
Subject: Award of RFQ 10-01 for Construction Engineering & Inspection Services Related to Clarke
Road Rehabilitation. (District 4 - Commissioner Keller)
Background Summary:
Funding for rehabilitating Clarke Road pavements north of Silver Star Road is being provided by the American
Recovery and Reinvestment Act (ARRA) through the Federal Highway Administration (FHWA) and the Florida
Department of Transportation (FDOT). Because of the extensive and complex reporting requirements
associated with this funding source, the City elected to include construction engineering and inspection (CEI)
services as part of the overall project budget and to retain the services of a qualified CEI firm to assist the City
in ensuring that all work is done in accordance in a timely manner and within applicable standards. In
compliance with Section 287.055, Florida Statutes, (CCNA Act) and policies and procedures of the City of
Ocoee Purchasing Code Chapter 21, a Request for Qualifications (RFQ) was advertised with the intention to
award a contract to one (1) qualified professional engineering firm.
A Request for Qualifications Statements (RFQ) was issued by the City to solicit responses from consulting firms
qualified in the three types of work to be done: material testing, construction inspection, and related services.
The RFQ was approved by FDOT and issued via Onvia/Demandstar with public advertisement on October 25 in
the Orlando Sentinel. Thirteen responses were received on November 17. An evaluation committee composed
of Steve Krug, AI Butler, and Pam Brosonski evaluated and rated the twelve responsive and responsible firms
on December 1 by applying three criteria: (1) experience of the firm and project team; (2) project approach; and
(3) staffing. A ranked list of three firms has been recommended for consideration by the City Commission:
1. Wilbur Smith and Associates
2. Dyer, Riddle, Precourt, and Mills (DRMP)
3. SAI Consultants
Issue:
Should the City accept the recommendation of the Clarke Road CEI evaluation committee and award the work
to the top-ranked firm?
Recommendations
Staff recommends that the City Commission award the Contract for RFQ #10-01 to Wilbur Smith and
Associates, authorize Staff to proceed with contract negotiations with the firm, and authorize the Mayor, City
Clerk, and Staff to execute all necessary contract documents. Per State of Florida CCNA Act Statute 287.055,
if contract negotiations are unsuccessful with the top-ranked firm, staff shall terminate negotiations and initiate
presentations with the second-and third ranked firm, and so on, until an agreement is reached.
The Engineering Department additionally recommends that the City Commission accept this issue as an
emergency item given the need to complete contract negotiations prior to the opening of construction bids for
Clarke Road Rehabilitation on December 22. Specifically, the selected firm will assist staff in the timely review
of reports and other documents that are an additional requirement of bids submitted for this work as a result of
ARRA and normal FHWAlFDOT requirements. These requirements include a time limit of 24 hours for
evaluation of submitted bids in order to identify the lowest responsive and responsible bidder. Staff advises the
City Commission that the period for protests will extend for three days from the date of this recommendation.
Any protest that is upheld may result in this matter being brought before the City Commission at a later date.
Attachment:
Evaluation committee ratings.
Financial Impact:
The estimated cost of CEI services is included in the FDOT-approved project budget for Clarke Road
Rehabilitation for funding under the ARRA program.
Type of Item: (please mark with an "x')
_ Public Hearing
_ Ordinance First Reading
_ Ordinance Second Reading
Resolution
x Commission Approval
Discussion & Direction
For Clerk's Deat Use:
_ Consent Agenda
_ Public Hearing
_ Regular Agenda
_ Original Document/Contract Attached for Execution by City Clerk
_ Original Document/Contract Held by Department for Execution
Reviewed by City Attorney
X N/A
Reviewed by Finance Dept.
N/A
Reviewed by
X N/A
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