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Award of Contract to Southeastern Surveying and Mapping Corporation, for Survey Services for South Linden Drive Sidewalk Local Agency Program Project (Contract 22-RG0026/PH; Amount: $88,164.43)
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BRIEF OVERVIEW
On April 6, 2022, the Procurement Department issued a Request for Qualifications (RFQ No. 22-RG0026/PH) for Survey Services for the South Linden Drive Local Agency Program (LAP) Sidewalk Project. The term of the resulting contract is for forty-five (45) days from the issuance of the Notice to Proceed. The County intends to award one (1) contract to the highest-ranked proposing firm.
Three (3) proposals were received on the opening date of May 4, 2022 from the following firms (in alphabetical order):
1. CivilSurv Design Group, Inc. - Lakeland, FL
2. Colliers Engineering & Design, Inc. - Tampa, FL
3. Southeastern Surveying & Mapping Corporation - Tampa, FL
A Professional Services Review Committee (PSRC) comprised of Todd Crosby, P.E., Assistant County Engineer; Stephen Stack, Assistant Public Works Director; and Scott Nelson, Project Manager, met on May 19, 2022, to review and rank the three (3) written proposals. The selection process was conducted using the guidelines set forth in Section 287.055, Florida Statutes. This statute only permits negotiation of fees or project costs as a part of the contract negotiation process (i.e., after the firms have been ranked).
The PSRC consensus scoring actions resulted in a short-list of these three (3) firms in highest ranking order:
FIRM NAME TOTAL AVG. POINTS
1. Colliers Engineering & Design, Inc. 86.00
2. CivilSurv Design Group, Inc. 85.67
3. Southeastern Surveying & Mapping Corporation 86.00
As the scores were very close/tied, the PSRC decided to move forward with oral presentations, conducted on July 13, 2022 with the three (3) firms. The PSRC consensus scoring actions resulted in a short list of these firms in highest ranking order:
FIRM NAME TOTAL AVG. POINTS
1. Southeastern Surveying & Mapping Corporation 105.67
2. Colliers Engineering & Design, Inc. 104.00
3. CivilSurv Design Group, Inc. 102.00
As per the attached memo dated July 20, 2022, the PSRC concurs with the ranking order and recommended that contract negotiations begin with the highest-ranked firm. Staff entered into negotiations for RFQ No. 22-RG0026/PH with Southeastern Surveying & Mapping Corporation and Staff has successfully completed negotiations and has obtained the Florida Department of Transportation’s (FDOT’s) approval to award the contract. The final negotiated contract is attached for your approval.
FINANCIAL IMPACT
Funding in the amount of $88,164.43 is available within the following accounts:
1013-34682-5616371 ($65,000.00) Constitutional Gas Tax, DPW-LAP S Linden Design 1013-03211-5616371 ($23,164.43) Constitutional Gas Tax, Debt/Rsv, Imp-Sidewalks.
LEGAL NOTE
The Board has the authority to take the recommended action pursuant to Part II, Chapter 2, Article V of the Hernando County Code of Ordinances.
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RECOMMENDATION
It is recommended that the Board approve and authorize the Chairman’s signature on the attached negotiated Contract No. 22-RG0026/PH with Southeastern Surveying & Mapping Corporation for survey services for the South Linden Drive LAP Sidewalk Project and authorize the Chief Procurement Officer to approve change orders as they become necessary and required against available budgets.