DATE: February 19, 2020
TO: Board of Mayor and Aldermen
FROM: Eric S. Stuckey, City Administrator
Mark Hilty, Assistant City Administrator - Public Works
Kristine Brock, Assistant City Administrator / CFO
Michelle Hatcher, PE, Director, Water Management Department
Brian Goodwin, PE, Assistant Director, Water Management Department
Brian Wilcox, Purchasing Manager
SUBJECT:
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Consideration Of Procurement Award To Middle Tennessee Infrastructure, Inc. Of Murfreesboro, Tennessee In The Total Amount Of $554,057.40 For Holiday Court Sewer System Improvements For The Sewer-General Division Of The Water Management Department (Purchasing Office Procurement Solicitation No. 2020-017; City Project No. 2019-016; $500,000 Budgeted In 431-89320-52219 For Fiscal Year 2020; City Contract No. 2019-0310) (WS 2/25/20)
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Purpose
The purpose of this procurement is to purchase Holiday Court sewer system improvements for the Wastewater Collection Division of the Water Management Department. The primary purpose of the improvements is to rehabilitate the Holiday Court sanitary sewer pump or lift station which staff estimates was constructed in the early 1980s and has outlived its expected service life.
Background
The City published on January 2, 2020 a Notice to Bidders in the Williamson Herald for Holiday Court sewer system improvements. In addition, bid documents were sent on or about the same date directly to seven (7) potential bidders known or thought to be interested in this solicitation. Bids from three (3) contractors were publicly opened at the bid opening held on February 4, 2020. Both a tabulation of the bids received for this solicitation and a tabulation of bid line-item pricing are attached.
Financial Impact
The responsible bidder that submitted the lowest priced responsive bid is Middle Tennessee Infrastructure, Inc. of Murfreesboro, Tennessee, in the total amount of $554,057.40 for the specified project. This bid was identified because it is the lowest bid that meets or exceeds the City’s intention as expressed and implied by the City’s specifications as well as the instructions, terms and conditions pertaining to this procurement solicitation. The engineer’s October 9, 2017 opinion of construction cost is, in total, $564,000. The Water Management Department Sewer-General Division budget for fiscal year 2020 allocates $500,000 out of the Sewer Fund for the Holiday Court lift station rehabilitation. The Middle Tennessee Infrastructure, Inc. bid amount is $54,057.40 (about 10.8%) over budget.
Options
In accordance with the bid documents, the City reserves the right to reject any and all bids.
Recommendation
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Staff recommends that the City accept, contingent upon Law Department and City Administrator approval of City Contract No. 2019-0310, the apparent lowest best bid, from Middle Tennessee Infrastructure, Inc. of Murfreesboro, Tennessee, in the total amount of $554,057.40 for the specified project, and award this procurement to this bidder. The City’s Purchasing Manager believes the prepared solicitation documents as distributed allowed for competition among multiple service providers, and that the staff recommendation appears to be made in a fair and impartial manner based upon the proposals received. Pursuant to authority previously granted by the Board of Mayor and Aldermen, Contract No. 2019-0310 has been prepared for execution by the City Administrator and is attached pending approval by the Board of Mayor and Aldermen of the staff recommendation to accept the bid from and award the procurement to Middle Tennessee Infrastructure, Inc.