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ITEM: AUTHORIZATION TO: 1) AWARD A CONTRACT TO MULTIPLE VENDORS FOR ANNUAL SURFACE WATER MANAGEMENT INFRASTRUCTURE INSPECTION, CLEANING AND REPAIR SERVICES AND 2) UTILIZE EXISTING CONTRACTS FOR PROJECTS OVER $25,000
REQUEST: Authorization to: 1) Award a contract to multiple vendors for annual surface water management infrastructure inspection, cleaning and repair services in the amount of approximately $1,500,000 annually and 2) Utilize existing contracts for FY 2021 projects over $25,000.
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EXPLANATION: The Public Works Department maintains all major storm water conveyance culverts and all non-private neighborhood drainage system (structures and piping). They also record the findings, complete inspections, clean the system and make repairs, as needed.
Staff is requesting authorization to:
1. Award a contract to multiple vendors for annual surface water management infrastructure inspection, cleaning and repair in the amount of approximately $1,500,000 annually
On July 29, 2020, the Village released Bid #202030 for annual surface water management infrastructure inspection, cleaning and repair seeking qualified vendors to provide these services. On August 27, 2020, the Village received six (6) proposals, as shown on Exhibit A. The Public Works Department is requesting authorization to award unit price contracts, to the three (3) lowest vendors, on a project-by-project basis:
|
Vendor |
Local Preference |
|
Shenandoah General Construction, LLC. |
Non-Local |
|
Hinterland Group, Inc. |
Palm Beach County |
|
Vortex Services, LLC. |
Non-Local |
The initial term of the contract is for three (3) year from date of award with the option to renew for two (2) additional one (1) year periods.
2. Utilize existing contracts for projects over $25,000
A summary of contracts and projects over $25,000 are listed below:
• Swale Maintenance Program - Widgeon, Summerwood and Stratford locations; ITB #008-16/ENR (Sod Contract) expires 4/26/21 and ITB #007-15/DZ (Annual PW Contract) expires 1/14/21.
• Infrastructure Drainage Pipe and Structures - Greenview Shores I and Eastwood locations; ITB #008-16/ENR (Sod Contract) expires 4/26/21 and ITB #202030 (New Drainage Infrastructure Contract).
Although these contracts are not set to expire at this time, many of the individual projects exceed $25,000 and require council approval. The estimated cost for these projects is $1,493,505.00.
PUBLIC HEARING: NO QUASI-JUDICIAL:
FIRST READING: SECOND READING:
LEGAL SUFFICIENCY: YES
FISCAL IMPACT: Funds are allocated in the FY 2021 Surface Water Division Maintenance Budget.
WELLINGTON FUNDAMENTAL: Protecting our Investment
RECOMMENDATION: Authorization to: 1) Award a contract to multiple vendors for annual surface water management infrastructure inspection, cleaning and repair services in the amount of approximately $1,500,000 annually and 2) Utilize existing contracts and a new contract for FY 2021 projects over $25,000.