TO: Mayor and Commissioners
FROM: John Morgan, Director of Environmental Services
THROUGH: Donald B. Cooper, City Manager
DATE: September 20, 2016
Title
SERVICE AUTHORIZATION NO.12-06.2 TO MATHEWS CONSULTING, INC. IN THE AMOUNT NOT TO EXCEED $40,072.00 FOR PROVIDING CONTINUED CONSTRUCTION ADMINISTRATION SERVICES FOR THE WATER METER REPLACEMENT AND ADVANCED METERING INFRASTRUCTURE PROJECT (PROJECT NO. 12-013).
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Recommended Action:
Recommendation
Motion to approve Service Authorization No.12-06.2 (Amendment 2 to Service Authorization No.12-06) in the amount not to exceed $40,072.00 for providing continued construction administration services for the completion of the Water Meter Replacement and Advanced Metering Infrastructure project (Project No. 2012-013).
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Background:
On April 2, 2013, City Commission awarded Service Authorization (SA) No.12-06 to Mathews Consulting Inc. in the amount of $69,747.00 for providing construction administration for the implementation of the project, the first year of a multi-year phased project. Services included, but are not be limited to providing coordination between the two contracts (system vendor Contract 1 and meter install Contract 2); reviewing shop drawings of system components for compliance to specifications; addressing Requests for Information/Clarifications from vendors; monitoring schedules and provide coordination to ensure successful system startup; coordination with propagation studies and analysis of tower locations; review of application for payments; and perform inspections and tests of the backhaul communication systems to ensure performance of the AMI system.
On March 3, 2015, along with the approval to accelerate the project, City Commission awarded SA No.12-06.1 (Amendment 1) to Mathews Consulting Inc. in the amount of $59,489.00 for providing continued project construction administration services during the next phases. The estimate for the funding needed for construction administration was based on the projected implementation schedule at that time. As the project nears completion, the schedule has been modified to reflect the additional work associated with the telemetry system and meter replacement which necessitates additional time needed for construction administration services. This Service Authorization No.12-06.2 (Amendment 2) provides the funding for construction administration services to complete the project according to the revised schedule.
The City utilizes the approved engineering consultants retained through RFQ No. 2012-06. The original agreement with the Consultants was executed in January 2012. The recommendation for award is in compliance with Code of Ordinances, Chapter 36, Section 36.02(A)(2), "Requests for Proposals, Requests for Qualifications, Requests for Letters of Interest." To date in FY2016 Commission has approved authorizations for this Agreement in the amount of $646,790.10.
This recommendation is in compliance with Purchasing Code Section 36.06(A)(2) Change Orders Within Scope of Work.
City Attorney Review:
Approved as to form and legal sufficiency.
Finance Department Review:
Finance recommends approval.
Funding Source:
Funding is available from 442-5178-536.64-46, Water & Sewer Fund/Automatic Meter Reading, after budget transfer.
Timing of Request:
This request is time-sensitive as it keeps the project on schedule.