STAFF REPORT

Operations Committee, April 30, 2008

Contract Award for Wastewater System Parallel Force Main Project (EN08‑090)
Consideration of awarding a contract for consulting engineering services in connection with the Wastewater System Parallel Force Main Project
Speaker:  Mr. Tim Bailey

From:  Tim Bailey, P.E., Engineering Director
Prepared by:  Glen Harrell, PE, PLS Engineering Services Manager - Utilities
Approved by:  William B. Coleman, Jr., Town Manager
Approved by:  Benjamin T. Shivar, Assistant Town Manager

The Town of Cary solicited proposals for consulting engineering services for design and construction administration of parallel force mains for various pumping stations.  The purpose of the project (SW1176) is to provide redundant force mains at permanent pump stations to allow better opportunities for inspection and maintenance of the existing aging force mains.

The Town of Cary received proposals from five firms.  A selection committee composed of six staff members from Engineering, Administration, and Public Works and Utilities reviewed the proposals based on the following criteria:

·        Experience with similar force main design projects

·        Experience, qualifications, and location of the project manager and team

·        Overall project approach

·        Cost proposal, including a detailed itemization of man-hours dedicated to specific tasks

·        Schedule

The following list shows the firms from which proposals were received, along with the estimated contract cost, the proposed construction completion, and supplemental information on which the consultant selection recommendation was based.

Note 1 – Comparing Project Cost should consider what services may have been listed as additional services.  The man-hour detail was used to determine what additional services may be provided by firms with higher costs.  The man-hour detail was also used to evaluate the potential that contract amendments would be required to complete the design or provide adequate contract administration.

Note 2 – Green Engineering’s proposed costs were substantially more than the other proposals.  They did not provide the requested detailed man-hour breakdown, and therefore it would be difficult for staff to justify the additional cost.

Note 3 – Earth Tech provided the detailed man-hour breakdown which caused significant concern that only 80 hours of construction inspection was included in the proposed costs, and the estimate assumed a total of five easements to be obtained.  This project will require more than the proposed “periodic site visits” and will likely require well over five easements.  Each of these two factors is likely to result in a significant amount of contract amendments to cover what would be considered additional work.

Note 4 – Rivers and Associates did not provide the requested detailed man-hour breakdown and actually included a disclaimer that “daily construction observation will be performed by the Town of Cary”.  The RFP indicated that this service was to be provided with the contract, and in fact is a significant portion of the cost in the recommended proposal.

Note 5 – KCI Associates proposed the lowest cost.  However, their proposed costs are based on the shortest estimated construction period of six months.  The detailed man-hour breakdown included approximately two-thirds of the design hours and less than one-half of the construction inspection proposed by the recommended firm.  Adequate design and construction inspection are two of the most critical tasks for having a successful project.  The recommended firm has proposed over 700 design man-hours and over 500 construction inspection man-hours above what KCI Associates have proposed.

Note 6 – The Wooten Company proposal included a good understanding of the project.  The detailed man-hour breakdown shows significantly more time invested in design as well as construction inspection.  The proposal also suggested having multiple construction projects to reduce the total construction time.

The selection committee compared the proposals to determine which firm indicated the best understanding of the project and provided the most focus on the most critical tasks. 

Fiscal Impact:  Funding for this project was approved in the FY08 budget and appropriated to the SW1176 budget under Contracted Services.  No additional funding will be needed.  This project will lower future potential maintenance costs by eliminating the need for bypass pumping during maintenance of the existing force mains.

Staff Recommendation:  Staff recommends awarding a contract for consulting engineering services for design and construction administration services for the Wastewater System Parallel Force Main Project to The Wooten Company.