TO: Mayor and Commissioners
FROM: Missie Barletto, Public Works Director
THROUGH: Jennifer Alvarez, Interim City Manager
DATE: October 6, 2020
Title
APPROVAL OF RESOLUTION NO. 148-20 TO APPROVE AN AGREEMENT WITH PLANNING/DESIGN, INC. D/B/A SANFORD GOLF DESIGN FOR RAW WATER TRANSMISSION MAIN REPLACEMENT AND GOLF COURSE RENOVATION DESIGN SERVICES PURSUANT TO RFQ NO. 2020-002 (PROJECT NO. 19-032); IN AN AMOUNT NOT TO EXCEED $2,199,700
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Recommended Action:
Recommendation
Motion to Approve Resolution No. 148-20 to award an Agreement with Planning/Design, Inc. d/b/a Sanford Golf Design for Raw Water Transmission Main Replacement and Golf Course Renovation Design Services pursuant to RFQ No. 2020-002 (Project No. 19-032, in an amount not to exceed $2,199,700.
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Background:
The City of Delray Beach (City) owns and operates approximately two-and-three-quarters (2 3/4) miles of high-density polyethylene (HDPE) pipeline installed in the early 1970s located from the Municipal Golf Course Well Field water wells, and from the Lake Worth Drainage District Canal east to SW 2nd Ave connecting in front of the water treatment plant. The pipe, which has limited access for repair crews along portions of its length, is difficult to repair, has no available replacement parts, is difficult to isolate in sections due to the state of the existing valves, has no redundancy and is the City’s primary feed supplying raw source (Biscayne Aquifer well) water to the water treatment plant for treatment and subsequent distribution. The pipe has experienced five breaks and has received emergency patch repairs. Of special concern, the pipe appears to be experiencing failures at the fused pipe joints, making repairs especially difficult.
The City also owns and operates the Municipal Golf Course, located just west of Interstate-95 and south of Atlantic Avenue, on Highland Avenue in Delray Beach, Florida. The golf course is an important component of the City's Parks and Recreation Department and a valuable amenity to the community. The City golf course has been providing programs for families, juniors and seasoned golfers for close to 100 years.
Replacement of the Raw Water Main will require construction activities on the Municipal Golf Course. In order to minimize the inconvenience to the community, Sanford Golf Design (Prime Consultant) shall design the Golf Course Renovation and the Raw Water Main Replacement project as one. The Consultant shall prepare project implementation documents including plans, specifications, permits, and project cost estimates in accordance with City policies, procedures, standards, and requirements for General Utility Construction Details, Landscaping and Root Barrier Detail, Reclaimed Water Design and Construction Details, Reclaimed Water Design Standards. The golf course design must maintain the Course’s current “Donald Ross” designation on those 9 holes. All 18 holes of the golf course will be included in this project. It is anticipated that the Project will be constructed in three (3) Phases and designed and bid accordingly with three (3) Plan Sets and three (3) Bid Packages.
The City issued Request for Qualifications (RFQ) No. 2020-002 to acquire a firm to provide professional design services for the Raw Water Transmission Main Replacement and Golf Course Renovation.
On February 11, 2020, the City received four (4) submittals pursuant to the RFQ. A Selection Committee evaluated the proposals in full accordance with the Consultants’ Competitive Negotiation Act and shortlisted three (3) firms for interviews/presentations. The third ranked firm, Keith and Associates, Inc. withdrew from further consideration and the City proceeded in interviewing the top two (2) ranked firms. The final scores are listed below:
Firm Final Score
Sanford Golf Design 457.5
Ross Engineering, Inc. 449.0
In accordance with Florida Statutes, representatives from Purchasing, Parks and Recreation, and Public Works departments conducted multiple negotiation meetings with Sanford Golf Design. As a result of these negotiations, staff was able to obtain a fee reduction of approximately $887,500 from the original proposal, for a total estimated fee proposal of $2,199,700. This fee will be paid based upon their proposed hourly rates and actual hours worked.
Sanford Golf Design estimates that it will take approximately one (1) year for design/engineering/permitting, and two (2) years for construction to be completed.
This motion is in accordance with Code of Ordinances Section 36.02 Commission Approval Required.
Attachments:
1. 2020-002 Agreement
2. Exhibit A - Scope of Services
3. Exhibit B - Fee Proposal
4. Resolution No. 148-20
5. Legal Review Checklist
6. Sanford Golf Design RFQ submittal
7. 2020-002 Scoring Summary
City Attorney Review:
The City Attorney recommends approval of this motion.
Funding Source:
Funding in an amount not to exceed $2,199,700.00 will be available from:
Water & Sewer 442-36-260-537-68-40 $1,499,700
Infrastructure Surtax 377-(specific account to be assigned) $700,000
Timing of Request:
Approving this agreement is time sensitive in order to meet the established completion date, which is important to maintain the construction schedules and the Capital Improvement Plan budgets.