Coversheet


	BOCC AGENDA ITEM

Item Title:	Thomas Creek Restoration Project - Phase 9, Bid No. NC18-020 Approval of Ranking
Date:	11/26/2018
Department:	Public Works

Background:

On October 16, 2018, two (2) proposals were received in response to the Request for Proposal for the Thomas Creek Restoration Project -Phase 9, Bid No. NC18-020 (see Tab A -Bid Opening Minutes). The bids came in higher than the allocated construction cost in the grant. Discussions were held with Curtis Mixon from USDA to discuss the County’s options. Two options were discussed, to award the bids with a reduced scope (including negotiations with Hayward Construction Group) or to request additional funds (first come, first served basis by USDA).

The Evaluation Committee met on October 25, 2018 to evaluate and rank the proposals. (see Tab B -Evaluation Committee minutes). The results of the evaluation and ranking of the proposals is as follows:

Proposers

Total Technical Score

Cost Fee

Cost Score

Overall Score

Ranking

Hayward Construction Group, LLC

$763,000

Coleman Construction Group, Inc

$756,020

The available funding for construction under the United States Department of Agriculture (USDA) Emergency Water Protection (EWP) grant agreement (NR184209XXXXC019, CM2563) is $705,000 ($528,750 from USDA and $176,250 County cost share).

The County has two options to award bids for this project:

1) In order to stay within the limits of the allocated grant funding and award the contract, the project’s restoration scope would be reduced to 7,840 LF for a construction cost of $704,920.

2) Request additional funds from USDA. Additional funds of $58,000 are needed to award the contract, 75% of the funds ($43,500) will be requested from USDA and 25% of the funds ($14,500) will come from the County cost share. Additionally, a 60 day time extension would be requested to the USDA grant agreement for the review of the County’s request of additional funds and time, and to process the award of the contract

Staff seeks direction to reduce the scope or request additional funds with an additional $14,500 County match.

It is the recommendation of the evaluation committee to request the Board’s approval of the ranking and determine what option above will be pursued to award the bids (including negotiations with Hayward on accepting the reduced scope).

Attachments:

Tab A -Minutes of Bid Opening 10/17/18

Tab B -Ranking Summary of the Evaluation Committee Meeting, 10/25/18

Tab C-Map of the 8,500 LF

Tab D-Map of the reduced 7,840 LF for comparison

Tab E-Email from USDA on Concurrence of Awarding Bids

Tab F-Letter to USDA requesting funds

Request:

Consider the following: 1) approve the Evaluation Committee's ranking of the Thomas Creek Restoration Project, Phase 9, with the top-ranked firm, Hayward Construction Group; and 2) provide direction authorizing: A) staff to negotiate reduced scope with top ranked firm, or B) Request additional grant funds from USDA with a 25% cost share by the County.

Financial/Economic Impact to Future Years Budgeting Process or Effect on Citizens:

Cost of County staff to administer the grant and perform CEI ($52,875 is reimbursable from USDA).

Action Requested and Recommendation:

Consideration and approval of the Evaluation Committee's ranking of the Thomas Creek Restoration Project Phase 9 with the top-ranked firm, Hayward Construction Group; and (2) Provide direction authorizing: A) staff to negotiate reduced scope with top ranked firm, or B) Request additional grant funds from USDA with a 25% cost share by the County.

The Award of the contract or any necessary agreements will be brought back to the BOCC at the next meeting

Is this action consistent with the Nassau County Comprehensive Land Use Plan?

Funding Source:

To be determined pending Board's direction.

Additional Information Needed for Contracts/Agreements (If Applicable)

Contract Number assigned by Contracts Management:
N/A
For non-governmental agencies, has the document been sent to the vendor for signature?
N/A
Does the document need to be recorded? If so, who will pay the recordation fee?
N/A
Are there any special mailing instructions? (Include contact name, address, deadline for submittal, how to mail such as express mail, FedEx, etc):
If option 2 is recommended, mail letter requesting additional funds via USPS to: Curtis Mixon, P.E. Area Engineer USDA-NRCS 2080 SW Main Blvd Lake City, FL 32025 Note that a pdf of the letter should be emailed to Josephine Craver in Engineering Services at jcraver@nasaucountyfl.com for her files.
How many originals are needed?
one (1)

ATTACHMENTS:
Description	Upload Date	Type
Tab A-Minutes of Bid Opening 10/17/18	10/31/2018	Backup Material
Tab B-Ranking Summary of the Evaluation Review Committee 10/25/18	10/31/2018	Backup Material
Tab C-Map of the 8,500 LF	10/31/2018	Backup Material
Tab D-Map of the reduced 7,840 LF	10/31/2018	Backup Material
Tab E-Email from USDA on Concurrence of Award	10/31/2018	Backup Material
Tab F-Draft Letter to USDA Requesting Additional Funds	10/31/2018	Backup Material