CITY COUNCIL AGENDA ITEM
Memo Date: October 20, 2020
Agenda Date: November 10, 2020
Prepared By: Katherine Ennis, P.E., Utilities Deputy Director
Through: John A. Walsh, P.E., Utilities Director
Requested Action:
title
To Award RFQ Q-20-11-COC to Integrated Fire and Security Solutions in the Amount of $2,378,456; To Approve a Resolution Authorizing the City Manager to Approve Change Orders and Other Related Purchases in an Amount Not To Exceed $237,845 (10% of the contract amount) for a Total Project Cost of $2,616,301; To Authorize the City Manager to Negotiate and Execute the Agreement with the Recommended Contractor End
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BACKGROUND:
The security system project encompasses an integrated system that involves multiple facilities. Included in the project are numerous equipment improvements. Details are exempt from public records and public meeting disclosure pursuant to Section 119.0713(5) and Section 286.0113, Florida Statutes.
This project was identified as one of the projects to be funded with Series 2018B Bond dollars.
On February 10, 2020, Purchasing published three hundred and thirty seven (337) notifications to bid, zero (0) supplemental suppliers and received one (1) response from nineteen (19) plan holders for this RFQ.
March 11, 2020, Statements of Qualifications were received from Integrated Fire and Security Solutions (IFSS), Fort Myers, Florida. The RFQ review committee consisting of Katie Ennis, Kevin Joseph and Troy Howell met on June 10, 2020 and after evaluation of the submittal, IFSS was found to be the most qualified, and only respondent for this project. IFSS also has prior experience with the City of Cocoa and our access controls security system.
On July 31, 2020, a request for quotation was sent to IFSS and their quotation was received by the City on September 9, 2020. City staff reviewed the quotation and recommend awarding the contract to IFSS in the amount of $2,378,456.
City staff is also requesting that City Council approve an additional $237,845 as a contingency for the project. The additional amount is 10% of the contract amount and will be used for change orders with approval by the City Manager. Although City staff does not anticipate changes orders, there is a possibility of unknown obstacles in the field that would require changes to the project budget and/or schedule. If a change order is needed, the additional amount will allow the project to continue to move forward.
The additional $237,845.00 will not be added to the initial purchase order and each change order will be reviewed by staff before it is sent to the City Manager for approval.
STRATEGIC PLAN CONNECTION:
N/A
BUDGETARY IMPACT:
Budgeted Yes
If not budgeted, is amendment/transfer attached? N/A
Amount Requested $2,616,301
Account Number 426-4055-536.63-00, WS1404
Account Name Infrastructure
Source of Funds Series 2018B Bond
PREVIOUS ACTION:
On February 4, 2017, City Council approved Task Order 2017-02 with CH2M Hill Engineers, Inc. (now Jacobs Engineering) to provide design and permitting services for Security System Improvements at the Dyal Water Treatment Plant, Project No. WS1404, Chemical Conversion and Reliability Improvements Project.
RECOMMENDED MOTION:
Recommendation
To Award RFQ Q-20-11-COC to Integrated Fire and Security Solutions in the Amount of $2,378,456; To Approve a Resolution Authorizing the City Manager to Approve Change Orders and Other Related Purchases in an Amount Not To Exceed $237,845 (10% of the contract amount) for a Total Project Cost of $2,616,301; To Authorize the City Manager to Negotiate and Execute the Agreement with the Recommended Contractor.