Item No: 4.C.2.

Meeting Date: July 23, 2012

From: Mike Thornton, Purchasing Manager, for

Paul Kalv, Electric Department Director

Subject: Resolutions authorizing execution of continuing services agreement with Booth & Associates, Inc. and SAIC Energy, Environmental & Infrastructure, LLC for professional electrical engineering services pursuant to RFQ 120083; and providing an effective date.

Staff Recommendation:

Staff recommends approval of each resolution authorizing execution of a continuing services agreement with Booth & Associates, Inc. and SAIC Energy, Environmental & Infrastructure, LLC.

Analysis:

The purpose of this solicitation is to establish a continuing services agreement with two qualified firms to provide professional electrical engineering services to the City of Leesburg Electric Department as provided by FS 287.055, the Consultant’s Competitive Negotiations Act (CCNA).

The scope of services generally includes all electrical engineering tasks related to (1) Electrical Distribution Engineering - Overhead/Underground Construction, (2) Electric Substation Engineering, (3) Electric System and Substation Studies and Analysis, (4) Distribution Automation Design, (5) Protection and Control Integration, (6) Numerical relay programming and integration, and (7) Miscellaneous Electric Projects.

All work will be approved through Task Orders. The City will negotiate the scope of work, deliverables and fees on a project-by-project basis. Tasks will be estimated and billed at hourly rates in accordance with the professional’s fee schedule included in the master agreement.

There are two firms recommended for award. The top ranked firm, Booth & Associates will serve as the primary firm. SAIC will serve as the secondary firm. Should Booth & Associates not be able to meet requested timelines, the City may use SAIC for any required services.

On January 30, 2012, the Purchasing Division issued Request for Qualifications (RFQ) number 120083 inviting interested and qualified firms to submit Technical Proposals/Qualifications Statements which demonstrated the professional qualifications, competence, and experience of their organization by responding to specific evaluation criteria published in the RFQ, by which their proposals will be judged to determine which will be best to serve the needs of the City.

On March 1, 2012, the City received qualification statements from eight (8) electrical engineering firms. An evaluation committee consisting of staff from the Electric Department evaluated the responses which detailed the respondent organizations qualifications, specialized experience, and technical competence in relation to the five evaluation elements of the RFQ.

This solicitation was conducted in compliance with the CCNA, Florida Statute 287.055 governing the “Acquisition of professional architectural, engineering, landscape architectural or surveying and mapping services,” which contains policy and procedural requirements to be followed when soliciting, evaluating and selecting contractors to perform professional services. The CCNA requires the evaluation of current statements of qualifications and performance data, together with those that may be submitted by other firms regarding the proposed project demonstrating their qualifications, approach to the project, and ability to furnish the required services.

To comply with the CCNA, the solicitation included established evaluation criterion elements successfully used to conduct similar CCNA type procurements previously. The criterion, based on the scope of work, with their relative importance emphasized by maximum obtainable point values were:

· Firm’s past experience on electric utility projects - 30 points

· Experience of key personnel - 25 points

· Evaluation of statement of approach - 25 points

· Overall impression of the firm and its capabilities - 15 points.

· Location of firm - 5 points

In the tradition of fundamental source selection principles which stress the need to adhere strictly to the evaluation criteria set forth in the RFQ and following the evaluation and scoring methodology in the source selection/technical evaluation plan, the proposals were evaluated by the committee in a fair, uniform, and objective manner solely in accordance with the CCNA and evaluation criteria.

The result of those evaluations is detailed in the summary of ranking table.

SUMMARY OF RANKING

Firm Name	Final Rank Order	Total Ordinal Ranking	Total Points
Booth & Associates, Inc.	1	6	264.3
SAIC Energy, Environment & Infrastructure, LLC	1	6	257.2
Black &Veatch	3	9	236.85
Fred Wilson & Associates	4	11	252.8
Power Consulting Engineers	5	14	230.25
Power Engineers	6	17	205.35
Power Services	7	20	175.0
Ampirical Solutions	8	23	173.55

Options:

1. Approve execution of the agreements with Booth & Associates, Inc. and SAIC Energy, Environmental & Infrastructure, LLC ; or

2. Not approve the selected firms and cancel the solicitation; whereby the City would not have a firm to perform electrical engineering services.

Fiscal Impact:

Actual fiscal impact is unknown at this time. Specific projects are not known at this time and cost is dependent on the actual work performed. Appropriate approvals will be requested based on individual Task Orders.

Submission Date and Time: 7/19/2012 1:58 PM____

Department: Electric_______________ Prepared by: Terry Pollard_____________ Attachments: Yes_ X__ No ____ Advertised: X_ Not Required ______ Dates: ____January 29, 2012 _______ Attorney Review : Yes___ No __X_ Revised 6/10/04

Reviewed by: Dept. Head ________ Finance Dept. __________________ Deputy C.M. ___________________ Submitted by: City Manager __________________

Account No. _N/A _ Project No. __ N/A _ WF No. ____ N/A _ Budget _ N/A _ Available _ N/A _