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Home My WebLink AboutCA RFP 21 22-A05 Ground Storage Tank EXECUTIVE SUMMARY AGENDA ITEM: Proposed Selection of Contractors for Ground Storage Tank Maintenance and Rehabilitation Services RFP No. 2021/2022-A05 Date: May 12, 2022 BACKGROUND: Currently, Clay County Utility Authority (CCUA) operates a total of ninety-five (95) tanks at Water, Wastewater, and Reclaimed Water facilities. The Florida Department of Environmental Protection requires inspection of potable water tanks every five (5)years. When inspecting, tanks should also be cleaned and repaired while drained. CCUA's process has been cumbersome over the years with taking tanks offline multiple times and facing challenges with procurement thresholds when trying to make repairs. (0 The typical cycle time to bid, award and issue a notice to proceed (NTP) for a construction a contractor is four (4) to six (6) months. The process is labor intensive for CCUA and requires co resources from several departments including the procurement department. This extended o timeframe for procuring a contractor can delay critical rehabilitation work to protect assets and r 3 ensure a safe drinking water supply to customers. re One way to ensure transparency and competition, while also reducing the procurement time and improving efficiency,is to competitively prequalify contractors and then conduct an expedited low bid submittal process. Staff worked with Ardurra Engineering (formerly Constantine) to develop a Request for Proposals (RFP)with a standard construction contract with balanced risk terms. The contract terms allow for CCUA to terminate an Agreement with any Contractor if he does not perform or is non-responsive. This RFP was focused on attracting general contractors that specialize in tank inspection, cleaning, and repair. All projects expected to be greater than $4 million would be publicly advertised and procured outside of these contracts. Staff advertised the above-referenced project on CCUA's Bonfire Procurement Platform to all qualified contractors on February 23, 2022. EVALUATION: On April 6,2022,staff received three(3)responses to the RFP,which were subsequently evaluated and scored by the project evaluation committee. After reviewing all of the proposals, staff found that In-Depth Inc., did not submit a response for the repair and rehabilitation services required in the scope of services. Therefore, staff found In-Depth Inc, non-responsive. Listed below is the overall proposals and scoring. //AW, TS (Author) //AW,AB(Review) //TS (Final) Ranked List Razorback LLC 66.44 TankRehab.com, LLC. 84.50 BUDGET AND SCHEDULE IMPACT: These contracts will be used to seek lowest bids more efficiently for tank inspection, cleaning, and repair projects.Having these contracts in place is expected to reduce procurement costs by$15,000 to $20,000 depending upon project complexity. Of equal interest is the reduction in cycle time to one to two months from the typical cycle time of four to six months to complete these procurements and begin work. RECOMMENDATION: Staff respectfully recommends the Board of Supervisors approve the award of two (2) continuing service contracts to Razorback LLC and TankRehab.com, LLC. The initial term of the contracts will be for three (3) years. The term of the contracts may be renewed for up to two (2) additional one (1) year periods, contingent upon satisfactory performance by the Contractor, mutual agreement by both parties, and the availability of funds. Staff recommends Board of Supervisors reject the submitted response from In-Depth Inc. based upon the submission not complying to the mandatory requirements of the RFP. ATTACHMENTS: Times Union Advertisement Pre-Proposal Meeting Attendance Proposal Closing Attendance Project Scoring //AW, TS (Author) //AW,AB(Review) //TS (Final) Order Confirmation Ad Order Number Customer Payor Customer PO Number 0003404304 CLAY COUNTY UTILITY AUTH CLAY COUNTY UTILITY AUTH Sales Rep. Customer Account Payor Account Ordered By bramirez 31979 31979 Angelia Wilson Order Taker Customer Address Payor Address Customer Fax bramirez 3176 OLD JENNINGS RD 3176 OLD JENNINGS RD MIDDLEBURG FL 32068 USA MIDDLEBURG FL 32068 USA Customer EMail Order Source Customer Phone Payor Phone 9042132445 9042132445 Special Pricing Tear Sheets Proofs Affidavits Blind Box Promo Type Materials 0 0 0 Invoice Text Ad Order Notes Net Amount Tax Amount Total Amount Payment Method Payment Amount Amount Due $149.59 $0.00 $149.59 Invoice $0.00 $149.59 tO Ad Number Ad Type Production Method Production Notes 0003404304-01 JV Legal Liner AdBooker External Ad Number Ad Attributes Ad Released Pick Up No Ad Size Color 2 X 4.93" WYSIWYG Content REQUEST FOR PROPOSALS NOTICE IS HEREBY GIVEN THAT Clay County Utility Authority (AU- THORITY), Clay County, Florida, will be accepting sealed Proposals for RFP 21/22-A05 Ground Storage Tank Maintenance and Rehabilitation Serv- ices,which will be received until 2:00 p.m., local time, April 6,2022, at the following location: The complete Solicitation package can be obtained by visiting: https://clayuti l ity.bonfirehub.com/portal/?tab=open0pportunities. Submissions must be posted to the Clay County Utility Authority Bonfire Procurement Portal located at https://clayutility.bonfirehub.com. (hardco- pies will not be accepted). Clay County Utility Authority (CCUA) is seeking the services of experi- enced industrial contractors that possess technical expertise in the inspec- tion, sediment removal, and repair/rehabilitation of water treatment and wastewater treatment storage tanks. CCUA intends to award three (3)con- tinuing service contracts for the work. At its sole discretion, CCUA may de- cide to increase the number of awarded contracts to four (4) if the numeri- cal score of the fourth ranked firm is within 1% of the third ranked firm. Each contract will be for a three(3) year period (36 months from signature date unless terminated by CCUA). The term of the contract may be re- newed for up to two (2) additional 1-year periods and contingent upon satis- factory performance by the Contractor and with mutual written agreement by both parties and the availability of funds. A Pre-Proposal meeting will be held on March 9, 2022, at 9:00 AM, EST at the CCUA Boardroom, located at 3176 Old Jennings Road,Middleburg, Flor- ida 32068. tO All questions or concerns regarding this Solicitation must be submitted on the CCUA Bonfire Procurement portal https://clayutility.bonfirehub.com prior to 4:00 (EST) on March 16, 2022. Late questions may be answered at the discretion of CCUA. All responses to questions will be uploaded to the Portal and issued in an Addendum on March 23,2022. The AUTHORITY reserves the right to change the time and date of the pre- Bid meeting, to change the Bid due date and time, to waive formalities in any Bid,to relect any or all Bids with or without cause, and/or to accept the Bid or any portion thereof that, in the AUTHORITY'S sole and absolute iudgment,will be in the best interest of the AUTHORITY. Run Date Product Placement Rate Sched Cst Disc/Prem Color Pickup Tax Subtotal 03/02/2022 JV Times-Union JV Legals $15.18 per Inch $149.59 $0.00 $0.00 $0.00 $0.00 $149.59 PRE-PROPOSAL MEETING SIGN IN SHEET GROUND STORAGE TANK MAINTENANCE AND REHABILITATION SERVICE CCUA Bid No. 21/22-A05 Date: March 9, 2022 Name Company Email/Phone Number Angelia Wilson ` ' Clay County Utility Authority awrison cr clayutrlity.orq / 904-213-2447 Darrin Parker Clay County Utility Authority dgparker(c�clayutility.org ClayCountyUtilityAuthoritythoemaker cla utilit .or Teri Shoemaker Y � Za,k, n0.5� 5 cp� nc _ Z«€In notep0 serViCCS :nc— cod► 'MQV INEN `1\r r -S te-A T( A cn -ram r-, ;#Cret,., .SIT) trn/OftW ) C -04A) I,L S�I�/ c CYO wicz '�7. co"- 240-4- C Aom , at /low[y Cfd►^'tcorr, Cow 0 Q_ PROPOSAL CLOSING SIGN IN SHEET GROUND STORAGE TANK MAINTENANCE AND REHABILITATION SERVICE CCUA Bid No. 21/22-A05 Date: April 6, 2022 Name Company Email/Phone Number Angelia Wilson Clay County Utility Authority awilson@clayutility.org/904-213-2447 Darrin Parker Clay County Utility Authority dgparker@clayutility.org TankRehab.com LLC. . Teri Shoemaker Ross Bland Philip Hendrix Joe Paterniti Cover Letter(5 points) 4 5 4 2 Company Background and Experience(35 points) 35 35 35 32 Quotation of Rates(25 points) 25 25 25 25 Staff Experience(25 points) 22 25 21 25 Safety(5 points) 1 1 1 1 Construction Project Manager Response Time(5 points) 0 0 0 0 EVALUATOR TOTAL POINTS 83 86 86 83 FINAL SCORE IM Razorback LLC Teri Shoemaker Ross Bland Philip Hendrix Joe Paterniti Cover Letter(5 points) 5 5 5 5 Company Background and Experience(35 points) 35 35 25 35 Quotation of Rates(25 points) 0 0 0 0 Staff Experience(25 points) 25 21 25 25 Safety(5 points) 1 1 1 1 Construction Project Manager Response Time(5 points) 3.75 5 2 5 EVALUATOR TOTAL POINTS 69.75 67 58 71 FINAL SCORE t0