(Base Bid Only) $ 1,891, $ 1,997, $ 2,100, $ 2,227, Budget Account Information

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1 TO: Anna Mre, Interim Cunty Manager David Larsn, Assistant Cunty Manager FROM: W. F. White, Purchasing Directr DATE: May 6, 2013 SUBJECT: PURCHASE RECOMMENDATION: BID# 2120 Design-Build Delivery f a Fire Statin On February 6, 2013, sealed prpsals were received by Yrk Cunty fr the designbuild cnstructin f a new fire statin fr Bethel Rural Fire Tax District. The planned cnstructin f the fire statin is t be managed by representatives f the Bethel Rural Fire Tax District. The prpsal tabulatin shwing base bid amunts is listed belw. BIDDER J.M. Cpe, Inc. Rck Hill, SC Stewart-Cper-Newell, Architects Gastnia, NC MCON Cnstructin Richburg, SC J.M. Slesbee Cnstructin C., Inc., Spartanburg, SC TOTAL BASE BID (Base Bid Only) $ 1,891, $ 1,997, $ 2,100, $ 2,227, Budget Accunt Infrmatin Prcurement Prcess Used Invitatin fr Bids Bid Number 2120 Lwest Bid Yes 1

2 Explanatin After Cunty Cuncil s March 19, 2012 apprval f a design-build cncept, the Purchasing Department wrking in cnjunctin with the Bethel Rural Fire Tax District, develped design/build specificatins fr cnstructing a new fire statin t be cnstructed in Clver, SC. The new statin is planned t be cnstructed beside Bethel s existing statin ff f Oakridge Rad and acrss the rad frm the Oakridge Middle Schl. The prperty that will accmmdate the new fire statin was prcured frm the Clver Schl District, and is currently zned t accmmdate this facility. Funding: Bethel Rural Fire Tax Bard apprved up t $2,000, fr the cnstructin f the new fire statin, and n Mnday, April 22, 2013, Cunty Cuncil gave third and final reading f a budget amendment t prvide the necessary funds t cmplete the prject. HISTORY Design-Build Apprval During Cunty Cuncil s March 19, 2012 meeting, Tim Sievers, representing the Bethel Rural Fire Tax District, requested Cuncil s apprval t utilize a designbuild prject delivery methd t cnstruct their new fire statin. Fr several years, fire district members and Bethel Fire Department persnnel visited several newly cnstructed fire statins thrughut the sutheast cmpiling infrmatin as related t fire statin functinalities and efficiencies. After cmpiling and cmparing this infrmatin, a visin f a future fire statin was develped which enabled them t chse the design-build frmat as their methd f chice fr prject delivery. With this in mind, during their March 19, 2012 meeting, Cuncil apprved the design-build methd and instructed cunty staff t prceed with sliciting the marketplace fr design-build teams. Frm this apprval, jintly, Bethel representatives and cunty staff began develping RFQ specificatins t slicit interest and credentials frm qualified design-build teams. The intent f the RFQ prcess was t select a Team that ffers the best value fr this prject based n the RFQ s selectin criteria and n its ranking evaluatin. As a requirement, the successful design-builder wuld design and build a +/- 14,000 sq./ft. fire statin that includes, but is nt limited t, nsite, ffsite utility extensins, and functinal building designs. The design services als wuld include architectural and engineering services, including field surveys, getechnical explratins, prgramming and preliminary design. Als included was structural design, getechnical, mechanical (HVAC), plumbing, electrical and any ther services necessary fr apprval f a design. Shrtly after the Purchasing Department incrprated specificatins int a draft RFQ frmat, a cmmittee was frmed t review the dcument t ffer additinal input. Representing Yrk Cunty was: Anna Mre, Mark Kettlewell, Michael 2

3 Kendree, and Bill White. Representing the Bethel Rural Fire Tax District was: Tim Sievers, Lex Cathy and Al Wadell. After several meetings and revisins, the cmmittee s finalized specificatins were sent t members f the Bethel Fire District (BFD) fr their apprval. All BFD members vted t accept the specificatins and authrized the Purchasing Department t slicit the market place fr qualified design-build teams. Nte: The intent f the slicitatin was t cntract with ne Team that is cmprised f cnstructin, architectural, engineering, mechanical and electrical principals that are qualified and experienced, and wh can deliver the fire statin thrugh a single-prime design-build cntract at the mst favrable price t Yrk Cunty. Prcurement/Selectin Prcess Descriptin On Octber 19, 2012, thrugh an RFQ frmat, the Purchasing Department slicited the marketplace fr qualified design-build teams. The RFQ was advertised n the Cunty s web site, thrugh Bid-Net Services, in a lcal newspaper, and in Suth Carlina Business Opprtunities (SCBO) newsletter. The Purchasing Department als individually ntified 119 varius cnstructin, engineering and architectural firms regarding this slicitatin. Interested firms were respnsible fr develping a designbuild team with ne firm designated as the lead principal respnsible fr develping and submitting an RFQ respnse. As a stipulatin f the RFQ slicitatin, all interested firms were required t attend a mandatry pre-submittal meeting n Nvember 8, 2012 at the Bethel Fire Department in Clver, SC. Thirty-ne varying firms participated in the meeting and listened t a detailed presentatin by Dn Lve and Lex Cathy address the Bethel Fire Department s design and cnstructin expectatins. Participants were encuraged t ask pertinent questins related t the scpe f wrk, RFQ requirements and Bethel s design/cnstructin expectatins. Participants acknwledged that this wuld be a turnkey prject awarded t ne team fully capable f prviding architectural, design, engineering and cntracting services. Participants als acknwledged that during the design phase, the fire district wuld prvide a prject manager t wrk with the selected design-builder t help develp detailed cnstructin plans and specificatins that cmply with all state and lcal building cdes. CURRENT Prpsals On February 6, 2013, the Purchasing Department received respnses frm fur designbuild teams. The lead principal fr each team is as fllws: J.M. Cpe Cnstructin, Rck Hill, Suth Carlina Stewart, Cper, Newell, Architects, Gastnia, NC MCON Cnstructin, Richburg, SC J.M. Slesbee Cnstructin, Spartanburg, SC 3

4 In an effrt t fully understanding each firm s submittal, the review cmmittee decided t ffer each team the pprtunity t prvide an verview f their prpsal. On April 8, 2013 each team was allwed ne hur t explain their building cncept, prmte team members, discuss their cnstructin time frame and explain their cnceptual drawings. Upn cnclusin f the presentatins, the cmmittee was satisfied that all fur teams were mre than sufficiently qualified t design and build a fire statin, as all f the teams exhibited a wealth f experience and knwledge in fire statin design and cnstructin. Because the teams were determined t be very equal in all intangible aspects, i.e. financial stability, prir experience, reliability, and prfessinalism, the determining factr fr selecting a team pinted tward the cnstructin cst. It is imprtant t nte that financially this prject was capped at $2,000,000.00, which was stipulated in the slicitatin. Therefre, teams were required t prvide a base bid price in their RFQ respnse fr cnstructin and develpmental services and several alternates that culd be cnsidered if mnies were available. Given that, Cunty staff s recmmendatin is based upn the mst respnsive base bid. Recmmendatin/Actin Requested J.M. Cpe Cnstructin frm Rck Hill, SC, submitted the lwest base bid f $1,891, Because Cpe s base bid is under $2,000,000.00, Cpe can supply the fllwing alternates as fllws: Base Bid: Design-Build Cntract: $ 1,891, Alternate #1 (diesel gen. in lieu f nat. gas) $ 24, Alternate #5 (glass panel bay drs in lieu f spec d) $ 5, Ttal Bid (Sub-ttal) $ 1,921, $ 1,921, Selected Add Alternates: In additin t the bid prices, staff is recmmending the apprval f the fllwing items that were negtiated after the bids were received. Paint Expsed Metal in Apparatus Bays $ 12, Lt Illuminatin Lighting $ 13, Additinal Brick - N expsed metal siding $ 18, Bay Interir Cement Blck Wall $ 9, Sub-Ttal Selected Add-Alternates $ 54, $ 54, Subttal Cntract: $1,975, Cntingency Allwance: $ 24, Recmmended Cntract Amunt: $2,000, With adequate funding nw in place, staff is recmmending executing a design-build cntract ttaling $2,000, with the lw bidder, J.M. Cpe Cnstructin, Inc. f Rck Hill, Suth Carlina. The cntract price includes a cntingency allwance f $24, as utlined abve. Infrmatin: Staff als recmmends that Alternate #6 (PC Cncrete in lieu f asphalt) be cnsidered after the supply water line size has been determined. During the 4

5 slicitatin prcess, teams were requested t figure a 6 water supply line in their prpsal. Since that time staff has determined that the Clver Schl District is cnsidering building an elementary schl nrth f the prpsed Fire Statin. Shuld that happen, cnsideratin f a larger supply line that supplies bth facilities culd be a pssibility. Shuld this scenari materialize, bth Bethel and Clver Schl District culd cnsider mutually negtiating pricing with the current water prvider, Carlina Water Services and the cntractr t install a line with adequate capacity t serve bth facilities. Anticipated Prject Schedule : Design-Build Cntract - Cuncil Apprval : Cnstructin Ntice f Award : Design-Build Ntice t Prceed : Cnstructin Substantial Cmpletin Date (300 Days) : Cnstructin Final Cmpletin Date Attachment Prpser s cst cmparisn spread sheet 5

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