Submitted by Suanne Z. Thamm
Reporter – News Analyst
November 30, 2017 – 4:57 p.m.
There will be two important agenda items for the Fernandina Beach City Commission (FBCC) to consider at their December 19, 2017 Regular Meeting. This will be the first meeting for newly elected Commissioner Philip Chapman and whichever candidate wins the December 12 runoff election for the seat currently held by Robin Lentz.
These two items both relate to the City Marina. For those commissioners who have complained that the city is not moving fast enough to rebuild the marina following Hurricane Matthew’s devastating impact last fall, this will be a test of their resolve to accelerate the pace of activity.
On November 30, 2017, two separate evaluation committees met to consider submissions under two separate announcements. Each committee made a unanimous decision on to recommend a firm to perform the advertised work.
RFQ 2017-04 – Maritime Engineering Consultant
The City sought quotes for two, possibly 3, projects. Respondents had the option of providing quotes for any/all work outlined. They also had the option to respond to design only or design and build the described work [See: https://fernandinaobserver.com/2017/11/23/marina-repair-bids-are-in/]
The evaluation committee, consisting of City Manager Dale Martin, Marina Manager Joe Springer and two local boat captains – Kevin McCarthy and Scott Stewart—met in the City Hall conference room the morning of November 30 to review the bids. City Attorney Tammi Bach advised that all bids for the design only needed to be rejected, because they had included costs, in violation of the Consultants’ Competitive Negotiation Act (Section 287.055, Fla. Stats.). That left two bids for designing and building the projects: ATM and OTEK. However, Bach said that because ATM has been acting as the city’s consultant on marina matters, they were not eligible to bid the job. That left OTEK, a firm with extensive experience doing similar work for the U.S. Navy and other government agencies as the sole qualified bidder.
Bach recommended rejecting all bids under this RFQ and issuing a new RFQ limiting the scope and clarifying requirements. City Manager Dale Martin supported her decision.
Considerable discussion ensued over the merits of rebidding the project or recommending OTEK. Questions arose over the definition of “design” and what would be eligible for reimbursement by FEMA and the state of Florida. While ATM had developed a conceptual design and FEMA had specified requirements, neither qualified as a design signed and sealed by a certified designer. Everyone agreed that there appeared to be a relatively narrow field of firms qualified and/or interested in bidding the project.
Several members of the public attended the meeting, including Vice Mayor Len Kreger and representatives of OTEK.
The committee reached consensus on narrowing the scope of the RFQ to Phase 1 only: replacing/repairing the attenuator. Once that work was in progress, consensus was that another RFQ could be issued for future phases. The assumption is that Phase 2 can be done to take advantage of equipment in place for Phase 1, while Phase 3 cannot be undertaken until grant funding is assured.
It was also recommended that the city retain ATM on a continuing services contract to represent the city in overseeing the project.
City Manager Dale Martin advised that FEMA has committed to reimbursing 75 percent of the costs for this project with no upper limit, and the state of Florida will reimburse an additional 12.5 percent, provided that the work is in accordance with FEMA’s letter of commitment.
Committee members seemed satisfied that OTEK was a good choice due to their experience and track record and that they were prepared to move quickly to meet the city’s timetable. OTEK and committee members understood that their bid for Phase 1 – roughly $5.7M – might need to be adjusted based upon conditions uncovered during the project.
The committee’s recommendation will be forwarded to the FBCC for action on December 19, 2017.
RFP 2017-23 – Structural Engineering Consultant (Brett’s Waterway Café underpinnings)
The City sought help from an independent engineering firm to resolve discrepancies between two previously submitted structural reports on the same facility in 2015. The 2015 reports are related to the condition and integrity of pilings and related additional structures supporting a City-owned waterfront structure, specifically Brett’s Restaurant in downtown Fernandina Beach. One report indicated structural problems so severe as to imperil the continued occupancy of the structure; the other report indicated no structural problems.
It is unclear whether the two firms studied the same aspects of the underpinnings. The consultant hired under this RFP will review both reports with one or more representatives of each firm that conducted their study and conduct an independent visual inspection before making recommendations for corrective action, if appropriate.
The evaluation committee consisted of City Manager Dale Martin, Community Development Director Marshall McCrary and Stormwater Department Director Andre Desilet. Only two bids, both of which were deemed qualified, were received. Desilet, an engineer by training and certification, led the discussion. He expressed his opinion that McLaren (Orlando) had more experience with government entities. He cited their large staff, also highly credentialed.
Following discussion the committee voted unanimously to recommend awarding the bid to McLaren at a cost of slightly more than $14K. Money for this project is available from a previous CDBG grant.
This item will be placed on the December 19, 2017 FBCC agenda for consideration.