HomeMy WebLinkAboutMemo - Special ProvisionsCITY OF MIAM1, FLORIDA
INTER -OFFICE MEMORANDUM
TO: Nzeribe Ihekwaba, Ph_D_, P.E.
Public Works Department
FRO
DATE: March 5, 2012 FILE:
SUBJECT: Explanation of Special Provisions
$300,000
uvenal Santana, PE, Chief Civil Engineer REFERENCES: M-0080
ublic Works Department
ENCLOSURES:
The following is a clarification and breakdown for the Special Provisions
Item estimated at $300,000 annually for the project entitled "Stormwater
Pump Stations Maintenance and Repairs, M-0080".
The Department is maintaining eleven (11) storm water pump stations in the
City and three (3) future additional submersible pump stations are expected
within the pendency of this contract. The storm water pump stations are an
integral part of the City's storm sewer system and they protect the
community from critical flooding. Four (4) of them are building structures
and the rest are submersible pump stations. The new contract's scope of
work calls for inspection services only and for the selected contractor to
identify the maintenance and repair needs necessary to operate a functional
system. As part of the procurement, maintenance and non -maintenance
items were identified based on historical records and bidders priced them
for future repairs if needed. The recently expired contract did not provide
such an upfront cost detail, leaving the City susceptible to inflated costs and
unforeseen budgetary impacts.
The annual Special Provisions item in the amount of up to $300,000 may be
used at the eleven (11) pump stations at a monthly average of $25,000 which
amounts to a monthly cost of $2,270 per station. Please note that once the
three (3) additional pump stations are included in this contract (Belle Meade
Brickell Avenue, Mary Brickell Village), the annual monthly special
provisions allocated per pump station is reduced to $1,780. Allocation of the
special provision will allow the Department to work with the contractor to
guard against unforeseen expenses due to possible emergency situations (i.e.
loss of power, failure of pumps and motors). While several pump stations
are newer, several still run with pumps more than 30 years old that have
exceeded their design life. This monthly estimated amount will cover the
maintenance items for fixing and replacing all components at a pump station
such as changing light bulbs, fuses, phase monitors, electrical
appurtenances, repairs of pumps, motors, CO2 system, painting, cleaning the
wet wells, etc. Also, the CO2 fire suppression system was not part of the
former contract and is now included.