SUBJECT/RECOMMENDATION:
Title
Approve Supplemental One Work Order and an increase to purchase order under the continuing services contract with Ardurra of Tampa, FL, for Solid Waste Truck Wash Replacement Design, Permitting and Construction Services (23-0021-SW), in the amount of $251,748.00 for a new total of $499,295.00 pursuant to Request for Qualifications (RFQ) 34-23, Engineer of Record (EOR) Consulting Services, and authorize the appropriate officials to execute same.
Body
SUMMARY:
The City’s Solid Waste and Recycling Department operates a truck washing facility at its Solid Waste Complex located at 1701 N. Hercules Avenue. This facility is used to manually clean waste collection vehicles, transfer trailers, roll-off containers, and commercial compactors.
Ardurra Group, Inc. was issued a Work Order to provide design, permitting, and construction management services to upgrade the facility. The improvements include the addition of one or two automated truck washing systems and up to two manual wash bays, equipped with new equipment similar to the existing equipment. The automated system will be a turn-key solution, designed, fabricated and installed by a truck wash manufacturer. Both the automated and manual systems will be open-air (not enclosed in a building), with chemical storage tanks and other associated equipment either placed on a covered concrete pad adjacent to the systems or housed within the existing truck wash building, if possible.
Upgrades will also include improvements to lighting, ventilation and electrical systems within the existing truck wash building to bring them into compliance with current code requirements.
The original work order for the Solid Waste Automatic Truck Wash was approved by Council on March 7, 2024.
The project was originally planned to be delivered through the Construction Manager at Risk (CMAR) method, utilizing one of the City’s pre-qualified CMAR firms. However, the CMAR’s construction cost estimate exceeded the City’s CMAR contract cap of $4 million. The initial construction estimate was $3,096,424.00, but the updated estimate is $5,055,469.00, a difference of $1,959,045.00, primarily due to unforeseen but necessary site improvements. As a result, the City will now proceed with a traditional design-bid-build procurement approach, issuing a hard construction bid.
During the Pre-Design Phase, a comprehensive site planning effort was conducted to enhance traffic flow and accommodate future improvements. Several elements not included in the original scope were added, increasing the design and permitting requirements. These additions include:
• Paving of the site’s southeast corner, along with design and permitting for related stormwater improvements.
• Installation of new site lighting and security cameras.
• Addition of metal roofs over both truck wash bays, including structural design for concrete foundations.
• Design of an aluminum catwalk to provide safe access to the tops of trucks in the manual wash bay.
• Completion of a cost analysis comparing recycled versus once-through water automated truck wash systems and evaluating the operational impact of using reclaimed water.
• Installation and permitting of new potable water, reclaimed water, and wastewater mains.
• Installation of a new electrical service to support both truck washes.
• Expanded engineering services during construction to accommodate the increased scope.
Although the estimated construction cost has exceeded $4 million, soliciting qualifications for design services from a new EOR is not practical due to the advanced stage of design already completed. This Supplemental Work Order in the amount of $251,748.00 includes compensation for Ardurra to complete the design and permitting to a level suitable for bidding and to provide engineering services during the bidding and construction phases for the expanded scope bringing the total to $499,295.00
APPROPRIATION CODE AND AMOUNT:
3247324-530100-C2411 $251,748.00
Funds are available in Capital Improvements Project C2411, SW Truck Wash Facility.
This project is funded by revenues from the Solid Waste and Recycling Utility Fund.
STRATEGIC PRIORITY:
This item falls under objective 1.2 (maintaining public infrastructure) within High Performing Government and objective 4.2 within Environmental Stewardship (waste reduction practices).
