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PURCHASING DEPARTMENT
TRANSMITTAL MEMORANDUM f
To: City Clerk
RE: Killebrew IFB 10/11-10 Wat5er Quality Improvement Projects CIP Change Order No.1
and PO#33225
The item(s) noted below is/are attached and forwarded to your office for the following action(s):
n Development Order n Mayor's signature
n Final Plat (original mylars) n Recording
Letter of Credit n Rendering
n Maintenance Bond Safe keeping (Vault),r4•
n Ordinance Deputy City Manager
Performance Bond Payment Bond
n Resolution I I City Manager Signature
n City Clerk Attest/Signature
Once completed, please:
Return originals to Purchasing
Return copies
Special Instructions:
Mari4l. Ordo-( /Pi
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Date
T:\Dept_forms\City Clerk Transmittal Memo-2009.doc
DATE: 01/02/13 PURCHASE ORDER
PO NUMBER 033225 ke
CITY OF SANFORD IN
P.O. BOX 1788 4--I
r
PURCHASING OFFICE:407.688.5030
(300 NORTH PARK AVENUE) SUBMIT INVOICES TO:ACCOUNTS PAYABLE 0_.
FINANCE DEPT.
ACCOUNTS PAYABLE:407.688.5020 SANFORD, FLORIDA 32772 P.O,BOX 1788 CO
FACSIMILE:407.688.5021 FLORIDA TAX EXEMPT NO.:85801 2621681 C-B SANFORD,FL 32772 I 0
VENDOR NO.: 11849 cr
SHIP TO: 1.1J
TO: CITY OF SANFORD 0
W INC
KILLEBREW, AVENUE
300 N. PARK AVE �''
PO BOX 6258
LAKELAND, FL 33807-6258 SANFORD, FL 32771
DELIVER BY TERMS F.O.B.DESTINATION BID OR QUOTATION NO. REQUISITION NO.
UNLESS OTHERWISE INDICATED
63578
09/30/13 t NET/30
ACCOUNT NO.: 452-4530-536 . 63-00 PROJECT NO.: DW110 3
NO DEVIATION FROM THIS PURCHASE ORDER WILL BE ALLOWED UNLESS AUTHORIZED BY THE PURCHASING MANAGER-CITY OF SANFORD
UNIT OF
ITEM NO. DESCRIPTION QUANTITY ISSUE UNIT COST EXTENDED COST
1 PIPE REHAB SANFORD AREA P 8 922720 .00 NA 1.00 922720. 00
SUB-TOTAL 922720. 00
TOTAL 922720.00-A111111101" 1469
APPROVED BY: i '∎ --=/�/, APPROVED BY:
PURCH• �A CITY MAN•. R
doe �r
ALL PACKAGES AND INVOICES ASSOCIATED WITH THIS P.O.MUST BEAR THIS PURCHASE ORDER NUMBER. THE VENDOR IS RESPONSIBLE TO CAREFULLY
READ AND COMPLY WITH ALL OF THE STANDARD TERMS AND CONDITIONS PROVIDED ON THE REVERSE SIDE OF THIS PURCHASE ORDER
AND AT HTTP:I/WWW.SANFORDFL.GOY/DEPARTMENTS/PURCHASE/TERMS.HTML
COPIES TO: VENDOR ORIGINATING DEPARTMENT PURCHASING
CN
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PURCHASE ORDER TERMS AND CONDITIONS
1. By accepting this Purchase Order(PO)the Vendor accepts all of the Terms and Conditions included herein.The Buyer is the City of Sanford,
Florida,hereinafter referred to as the"City".The term"City"is used in a broad sense to include its employees,directors, officers,agents,
Y��• Y'� 9
volunteers,etc.
2. All information referenced is hereby incorporated into the PO.These Terms and Conditions may be varied only by written amendment signed
by the parties.All modifications in performance,including but not limited to,extensions of time,renewal, or substitution are void absent I.L.!
dually signed amendment by the parties.Time is of the essence of the lawful performance of the duties and obligations contained in the t.17
Purchase Order.The Vendor agrees that Vendor shall diligently and expeditiously pursue Vendor's obligations.
3. Cancellation rights reserved by the City.The City may cancel this PO in whole or in part at any time for default by written notice to the
Vendor.The City shall have no liability to the Vendor beyond payment of any balance owing for Material purchased hereunder and delivered to
and accepted by the City prior to the Vendor's receipt of the notice of termination.
4. Terms of shipping are F.O.B. the City's delivery location unless otherwise noted within the terms of this PO. Regardless of the indicated F.O.B.
point,the City does not accept title until the delivery is acknowledged by an authorized City representative"
5. Prices stated on this PO are firm,all inclusive and consistent with applicable negotiations, bid(s)and/or quotations.The City is exempt from
the Florida Sales and Use Tax and will furnish the Vendor with proof of tax exemption upon request. Extra charges for any purpose will not be
allowed unless explicitly indicated on the PO. This order is hereby cancelled,if pricing is omitted.
6. The Vendor warrants that any material or equipment supplied hereunder is new, un used condition and free from defects in title,
workmanship,defects in design and in full compliance with the specifications defined by the City in the order.The goods or services furnished
under this PO are covered by commercial warranties for such goods or services and that the rights and remedies provided therein are in
addition to and do not limit those available to the City.A copy of these warranties and all applicable manufacturers'warranties shall be
furnished at the time of delivery.
7. The City reserves the right to conduct any inspection or investigation to verify compliance of the goods and/or services with the requirements
of this purchase order and to reject any delivery not in compliance If any deficiency is not visible at the time of delivery the City reserves the
right to take and/or require appropriate corrective action upon the discovery of any deficiency, non-compliance,or defect
8. All tools or property furnished to the Vendor by the City shall remain the property of the City, be subject to removal upon the City's demand,
be used only on behalf of the City, be maintained in good order,and be clearly identified as property of the City.The Vendor assumes any and
all liability of whatsoever type or nature for loss or damage to such property.
9. The Vendor agrees to comply with all Federal, State of Florida,Seminole County, City laws,ordinances, regulations,authority and codes and
authority having jurisdiction over the purchase.
10. To the fullest extent permitted by law, the Vendor shall indemnify,hold harmless and defend the City,its agents,servants,officers,officials
and employees,or any of them, from and against any and all claims,damages, losses, and expenses including, but not limited to,attorney's
fees and other legal costs such as those for paralegal,investigative, and legal support services,and the actual costs incurred for expert
witness testimony,arising out of or resulting from the performance or provision of services required under this Agreement, provided that
same is caused in whole or in part by the error,omission,act,failure to act, breach of contract obligation, malfeasance, officers,officials,
employees,or agents.Additionally,the Vendor accepts responsibility for all damages resulting in any way related to the procurement and
delivery of goods or services contemplated in this purchase order. Nothing herein shall be deemed to affect the rights, privileges,and
immunities of the City as set forth in Section 768.28, Florida Statutes.
11. The Vendor shall not assign this PO, any rights under this PO or any monies due or to become due hereunder nor delegate or subcontract any
obligations or work hereunder without the prior written consent of the City.
12. The Vendor shall not disclose the existence of this PO without prior written consent of the City except as may be required to perform this PO.
13. All Material purchased hereunder must be packaged to ensure its security and delivery in accordance with the City's shipping and packaging
specification and good commercial practice. Each package shall be labeled indicating the addressee of each package or shipment and the
applicable PO number.All shipments shall comply with HAZMAT requirements including,but not limited to, (DOT)regulations published in
49CFR 1399, OSHA regulations 29 CFR 4999.
14. The Vendor shall perform the obligations of this PO as an independent contractor and under no circumstances shall it be considered as agent
or employee of the City.
15. The Vendor ensures that its personnel shall comply with reasonable conduct guidelines and City policies and procedures.
16. After each delivery,the Vendor shall provide to the"bill to address"an original,"proper invoice"(single copy)which includes: a)Vendor's
name(dba),telephone number, mailing address; b)City's P.O.Number; c) Date of invoice; d)Shipping date; e) Delivery date; f)Payment
terms; g) Description of goods/services; h)quantity; i)Unit price;j)Extended price; k)Total. The City has the right to reconcile invoice with
the PO and adjust payment accordingly to comply with the PO. Payment will be made only to the Vendor identified on the PO and for received
and accepted goods/services.The City shall have right at any time to set-off any amounts due to the Vendor against any amounts owed to
the City by the Vendor and shall in the case of Vendor default retain the right to further adjust payments as consistent with the best interests
of the City.
17. Payment of invoices will be in compliance with Chapter 218,Part VII of Florida Statutes,City Ordinance No. 3029, Purchasing Policy of the
City and the stipulations,terms and conditions of this PO.Any cash discount period will date from receipt of invoice, receipt of actual delivery
or date of invoice,which ever is later.
18. If this PO involves the Vendor's performance on the City's premises or at any place where the City conducts operations,the Vendor shall
request information from the Purchasing Manager regarding insurance coverage requirements. In circumstances where insurance is required,
Vendor shall provide proofs of insurance required by the City,or City reserves the right to cancel this Purchase Order, immediately suspend
performance by the Vendor at Vendor's expense and prohibit access to City premises until such proofs of insurance is verified. Noncompliance
with this item shall place the Vendor in default and subject to disbarment from the City's Vendor List.
19. The failure of the city to enforce any provision of this PO,exercise any right or privilege granted to the City hereunder shall not constitute or
be construed as a waiver of any such provision or right and the same shall continue in force.
20. The Vendor shall notify the Purchasing Manager of any inherent hazard and applicable precautions,protective measures and provide any
additional relevant information, including MSDS,related to the Material being purchased herein.
21. The City shall have the right at no additional charge to use all or portions of material found in the Vendor's applicable literature relevant to
the purchase.The Vendor agrees to advise the City of any updated information relative to the foregoing literature and documentation with
timely written notice.
22. A person or affiliate who has been removed from the City's Vendor List may not submit a bid or transact business with the City in excess of
Category Two for a period of thirty-six(36)months from the date of being removed from the City's Vendor List.
23. In compliance with 8 U.S.C. Section 1324a(e)[Section 274A(e) of the Immigration and Nationality Act(INA)],the City will not intentionally
make an award or upon discovery of a violation will unilaterally cancel this PO with any contractor who knowingly employs unauthorized alien
workers.
24. This PO shall be governed by and interpreted in accordance with the laws of the State of Florida. In any action or proceeding required to
enforce or interpret the terms of this Agreement,venue shall be of the Eighteenth Judicial Circuit in and for Seminole County, Florida
Purchasing Dept., Tel 407.688.5028 or 407.688.5030 Fax: 407.688.5021
Finance Dept 407.688.5020
'ti
PROJECT NO. IFB 10/11-10 9.1
SECTION 00850
CHANGE ORDER FORM
Change Order No. # 1
Project Title Water Quality Improvement Proiects(CIP)-P8/Large Meter
Bid No. IFB 10/11-10
Owner: City of Sanford, Florida
Contractor: Killebrew, Inc.
Agreement Date: June 26, 2013
This Change Order is necessary to cover changes in the work to be
performed under this Agreement. The GENERAL CONDITIONS,
SUPPLEMENTARY CONDITIONS, and STANDARD SPECIFICATIONS
apply to and govern all work under this Change Order.
THE FOLLOWING CHANGES ARE MADE TO THE CONTRACT DOCUMENTS:
(1) Original Contract Price $ 922,720.00
(2) Current Contract Price (Adjusted by Previous Change Orders) $ 922,720.00
(3) Total Proposed Change in Contract Price $ 26,973.15rylt\
(4) New Contract Price (Item 2 + Item 3) $ 949,693.15
(5) Original Contract Time 1460 Days
(6) Current Contract Time (Adjusted by Previous Change Orders) 1460 Days
(7) Total Proposed Change in Contract Time 0 Days
(8) New Contract Time (Item 6 + Item 7) 1460 Days
(9) Original Contract Substantial Completion Date N/A
(10) New Contract Substantial Completion Date N/A
PO No 332 25 Line Close: Yes No 00850-1
Acct (If No PO)
Date Received Project(If No P0)_
Approval frA Date io 1�
PROJECT NO. IFB 10/11-10
Change in Contract Time:
ITEM 5
Description of Change:
Reason for Change:
Change in Contract Price:
Change in Contract Time:
— — CHANGE ORDER SUMMARY
Change in Change in
No. Description Contract Price Contract Time
1 Meter Installation and out of negotiated scope of $26,973.15 0
work items
2
13 - -- - _ _ -----
4
TOTAL '$26,973.15 0 Days /€(L,/
WAIVER This Change Order constitutes full and mutual accord and satisfaction for the
adjustment of the Contract Price and Contract Time as a result of increases or decreases in
cost and time of performance caused directly and indirectly from the change. Acceptance of
this Waiver constitutes an agreement between OWNER and CONTRACTOR that the Change
Order represents an equitable adjustment to the Agreement and that CONTRACTOR shall
waive all rights to file a Contract Claim or claim of any nature on this Change Order. Execution
of this Change Order shall constitute CONTRACTOR's complete acceptance and satisfaction
that it is entitled to no more costs or time (direct, indirect, impact, etc.) pursuant to this Change
Order.
APPROVAL AND CHANGE ORDER AUTHORIZATION
ACKNOWLEDGMENTS
The aforementioned change, and work affected thereby, is subject to all provisions of the
original Agreement and specifically changed by this Change Order; and
00850-3
PROJECT NO. IFB 10/11-10
CHANGES ORDERED
ITEM 1
Description of Change: Over and under runs of water service items. Installation of water
meter at Pinecrest Elementary School.
Reason for Change: The meter was installed as requested by the City of Sanford and
the over and under runs were to match existing field conditions with the new service
installations.
Change in Contract Price: $26,973.15
Change in Contract Time: 0 days
ITEM 2 N/A
Description of Change:
Reason for Change:
Change in Contract Price:
Change in Contract Time:
ITEM 3 N/A
Description of Change:
Reason for Change:
Change in Contract Price:
Change in Contract Time:
ITEM 4 N/A
Description of Change:
Reason for Change:
Change in Contract Price:
00850-2
PROJECT NO. IFB 10/11-10
It is expressly understood and agreed that the approval of the Change Order shall have no
effect on the original Agreement other than matters expressly provided herein.
ATTEST: /X e941i-e /
Contractor p
/z. �-� ✓�� ��,g/. adl�/
(Secretary) Printed Name and Title of OYficer
Date By (Signature)
(Corporate Seal) Date
ATTEST:
City of Sanford, Owner
/001 &.,,,e-
ii4e/ 40.4,602 Tom Georg -- .u tY City Manager
g-/f—/3 FD!
Date By (Signatuf
1)/ 2
(Seal) Date
END OF SECTION
00850-4
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A ISR7t'� /f J ..r� Item No. .'
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CITY COMMISSION MEMORANDUM 121 18.F
AUGUST 18,2012 AGENDA /J
To: Honorable Mayor and Members of the City Commission
PREPARED BY: Bill Smith,Purchasing Agent
SUBMITTED BY: Norton N.Bonaparte,Jr.,City Manager c
SUBJECT: Services to Provide Water Pipe Rehabilitation In Support of the CIP
SYNOPSIS:
Approval of stalls ranking is requested to complete the process, as recommended below, to
establish a qualified contractor to perform Water Quality Improvement Projects (5 Yr Capital
Improvement Plan(CIP)for Water Treatment Plants;Well Fields;and Water Quality),
FISCAL/STAFFING STATEMENT:
The estimated cost for these projects is$4,000,000. Funds are available from the State Revolving
Fund(SRF)loan DW159120.
BACKGROUND:
This item includes delegated authority to the City Manager to negotiate a contract for services
based on agreed upon unit pricing and to direct a process of Work Order authorization. This will
provide fiscal control upon each segment of work undertaken which will ensure that commitments
do not exceed available funding.
Due to the complexity of detailing bid specifications for a project which is"underground,"it was
concluded that a qualifications based solicitation was in the best interest of the City. Therefore,
requests for statements of qualifications were formally advertised and solicited. On March 5,
2012, statements of qualifications were opened as the first step in selecting a contractor for the
installation of new potable water pipes and pre-chlorinated pipe bursting for existing water lines.
After a detailed review of the submissions, a consensus qualification scoring by a team of City
staff members selected from different departments led to a "short list" of three qualified firms.
Killebrew,Inc. is recommended as the number one ranked firm with whom to begin negotiations
to complete the award process. This procurement is in compliance with the City Procurement
Policy and has been competitively solicited by RFQ 1 1/12-02.
The water quality improvement projects listed under the Utility 5 year CIP involves replacing and
adding new pipes to improve water quality;meet more stringent FDEP regulations;and to improve
fire protection.
CERTIFIER COPY
Janet R.LEGAL REVIEW: Ib
The City Attorney recommended qualifications based solicitation for this project :1 41: 051M
and adapted the Standard 520 Construction Agreement.
Cie*
Debi, R- 1.4-- 12__
RECOMMENDATION:
It is staff's recommendation that staff's ranking of respondents to RFQ 11/12-02 be approved and
that the City Commission delegate authority to the City Manager to negotiate and execute a unit
price based contract with Killebrew, Inc., the firm ranked number 1, in an amount not to exceed
$4,000,000.
SUGGESTED MOTION:
"I move to approve staff's ranking of respondents to RFQ 11/12-02 and to authorize the City
Manager to negotiate and execute a contract for services with the number I ranked firm in an
amount not to exceed$4,000,000."
Attachments: (1) RFQ Announcement
(2) Scoring Sheet w/Recommended Ranking
i
C7i7nFol)
RIB,.
1s777 0V` REQUEST FOR QUALIFICATIONS
wWw.sanfordfl g
MAILING ADDRESS Date Issued: February 1,2012
CITY OF SANFORD
POST OFFICE BOX 1788
SANFORD,FLORIDA 32772-1788 Opening Date and Time: March 5, 2012 At 2:00 p.m. (NON-PUBLIC)
• Location of Opening: PURCHASING OFFICE-CITY HALL
PHYSICAL ADDRESS
Cm(HR SOLICITATION NUMBER: RFQ 11/12-02
300 NORTH PARK AVENUE
SANFORD,FLoRIDA32771-1244 SOLICITATION TITLE: WATER QUALITY IMPROVEMENT PROJECTS(CIP)
• The City of Sanford, Florida hereby requests formal, sealed statements of
TELEPHONE qualifications to enable the competitive selection of a qualified contractor to
407.688.5028 perform pre-chlorinated pipe bursting and related services associated pipe rehab
FACSIMILE as related to Water Quality Improvement Projects (5 Yr CIP for Water Treatment
407.688.5021 Plants;Well Fields;and Water Quality).
WESSITE Specifications, submission forms, documents and relevant information may be
VNNW.SANFORDFL.GOV obtained by Downloading the solicitation at the Onvia DemandStar web site
• which can be accessed through the City of Sanford's web site:
CITY COMMISSION www.sanfordfl.gov under Departments select Purchasing then Sanford Bid
from demandstar, as well as,addenda issued, short lists, and subsequent awards,
JEFFTRIPLETT
MAYOR if any, may be found on the City of Sanford's web site. This information will not
be provided by telephone of FAX. Submissions delivered after the date and
MARKM`CARTY time indicated above will not be opened or otherwise considered. Pease note that
DISTRICT 1 facsimile,telegraph, email or submissions not enclosed in a sealed envelope and
DR.VELMAH.WLUAMS which do not contain original signatures will neither be opened or considered. Any
DISTRICT 2 uncertainty regarding the time a bid is received will be resolved against the bidder.
Except where specifically indicated by the solicitation, it is noted that information,
RANDY JONES documents, addenda, etc. provided by sites or services other than Onvia
DISTRICTS DemandStar,the official site for posting the City of Sanford's solicitations,
PATTY MAHANY shall not have standing in case of conflict or missing notifications regarding
VICE MAYOR addenda.
DISTRICT 4
NORTON N.BONAPARTE
CITY MANAGER
Respectfully,
F. William Smith, Purchasing Manager
74 ?leeway ea*