TO: Mayor and Commissioners
FROM: Missie Barletto, Deputy Director of Program and Project Management
THROUGH: Mark R. Lauzier, City Manager
DATE: February 6, 2018
Title
SERVICE AUTHORIZATION NO. 12-26.1 TO MATHEWS CONSULTING INC. DBA BAXTER AND WOODMAN COMPANY IN THE AMOUNT NOT-TO-EXCEED $32,844 FOR PROFESSIONAL ENGINEERING CONSTRUCTION ADMINISTRATION AND INSPECTION SERVICES RELATED TO THE MASTER LIFT STATION NO.1 REHABILITATION (PROJECT NO. 16-030).
Body
Recommended Action:
Recommendation
Motion to Approve Service Authorization No. 12-26.1 with Mathews Consulting, Inc. in the amount not-to-exceed $32,844 for construction administration and inspection services related to the reconstruction of the Master Lift Station No.1 project (Project No. 16-030).
Body
Background:
On January 17, 2012, the City of Delray Beach (City) entered into an Agreement with Mathews Consulting for continuing general engineering consulting services (RFQ 2012-06). On October 18, 2016 the City Commission approved the assignment and assumption of the Mathews Agreement to Baxter and Woodman Company.
Master Lift Station No. 1 (MLS1) is located at the northeast corner of the Community Teen Center, at the 500 block of S.E. 5th Avenue (southbound Federal Highway). The MLS1 collection basin encompasses an area north to S.E./S.W. 6th Street, south to the City limits (C-15 Canal), west to I-95, and east the Intracoastal Waterway. The MLS1 currently has three 75 hp pumps, and a 24” discharge pipe. The MLS1 was last rehabilitated in 1994 and at that time, was nearing the end of its useful service life and in need of a major upgrade.
Per staff’s recommendation, on November 3, 2015, City Commission approved a Service Authorization to Mathews Consulting, Inc. to perform a capacity analysis study of MLS1and it’s associated wastewater collection basin. The study considered projected population growth and planned redevelopment projects within the basin area. The study was completed in October 2016 and revealed that Lift Station 1 was past its useful life in terms of equipment and control panels and would be nearing its capacity by year 2030, based on future wastewater flow projections. The final report summarized all findings and provided recommendations for upgrades. The recommendations are to construct a new 12-foot diameter wet well with three new 84 HP pumps, a new electrical control panel, and a new standby generator appropriately sized to operate MLS1 in the event of a power failure.
On November 15, 2016, the City Commission approved a Service Authorization (12-26) to Mathews Consulting Inc. dba Baxter & Woodman Company for engineering services related to the design and construction of MLS1. During design, the complexities that come with maintaining system operations and continuous service to our customers required the initially projected construction schedule of nine (9) months to be adjusted to twelve and a half (12.5) months. The time budgeted in SA 12-26 is presently inadequate to carry construction administration and inspection services through the end of construction, originally budgeted not to exceed $103,769 for nine months of construction.
Under this service authorization Mathews Consulting Inc. dba Baxter & Woodman Company will provide the additional professional engineering construction administration and inspection services as contracted in SA 12-26 through the end of the construction phase (an additional 105 days). Total estimated cost for services under Service Authorization No. 12-26.1 is in the amount not to exceed $32,844.
MLS1 was advertised with an opening date of January 11, 2018, which bids are presently under review. The estimated construction cost for MLS1 is $1,250,000. Construction is estimated to start Summer 2018 with completion in Summer 2019. The construction was programmed on the Capital Improvement Program budget for Fiscal Year 17/18.
The recommendation for award is in compliance with Code of Ordinances, Chapter 36, Section 36.02 (C)(3). The City utilizes approved engineering consultants retained through RFQ No. 2012-06. The original agreement, with the Consultant, was executed in January 2012. This recommendation complies with the City Code of Ordinances, Chapter 36, Section 36.06(A) (2), "Within the Scope of Work".
City Attorney Review:
Approved as to form and legal sufficiency.
Funding Source/Financial Impact:
Funding was approved during the FY 18 budgeting process and is available from account number 442-36-260-537.68-15 - Capital Outlay Lift Station Rehabilitation Improvement.
Timing of Request:
This Master Lift Station provides a required service that would be at risk if this work is not completed at this time.