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County Administrator's Report 9.

BCC Regular Meeting

Discussion

Meeting Date:	01/04/2018
Issue: Design Criteria Professional Invoice and Draw Approval
From:	Amy Lovoy
Department:	Asst County Administrator
CAO Approval:

RECOMMENDATION:

Recommendation Concerning Invoice and Draw Schedule Approval for the DLR Group Working as the Design Criteria Professional for the Design/Build of the Escambia County Correctional Facility - Amy Lovoy, Assistant County Administrator

That the Board take the following action:

A. Review the provided invoice reconciliation and approve for payment the provided invoice from the DLR Group, as per the terms of PD 13-14.082;

B. Review and approve the provided draw schedule for the payment of tasks for Phase VI of PD 13-14.082, for a total of $925,100, per the terms of PD 13-14.082; and

C. Approve payment for Phase VII in equal installments the final two months prior to completion of the facility.

[Funding: Fund 311, Series 2017 Project Fund, Cost Center 290408]

BACKGROUND:

The DLR Group is the approved design criteria professionals for the design/build of the Escambia County Correctional Facility. Their contract consists of seven phases with multiple tasks for each phase. Invoices are submitted and paid based on a percent of completion for each phase based on the completed tasks. Escambia County has received an invoice from the DLR Group. Both Florida Statutes and the existing contract require the County to make payment within 45 days of receipt for any invoice that is correct and in keeping with the terms of the contract. County staff has review the current invoicing and is providing the attached analysis. The DLR Group has invoiced for the following:

Phase V, Task 8 - Multi-Discipline Technical Reviews for Compliance - The DLR Group's technical analysis and summarizing Powerpoint Presentation has been presented to the Board and is included for reference.
Phase V, Task 9 - Prepare Requests for Technical Clarification - The DLR group responded on behalf of the County to 98 questions posed by both design/build firms and composed a total of 76 questions to both firms proposing on the facility.
Phase V, Task 10 - Detailed Review/Verification of Cost Proposal - (Included in the technical analysis)
Phase V, Task 11 - RFP Proposal Review w/County Workshop - The DLR Group met with each available commissioner as well as administration to review both proposals. Dates for each meeting are provided in the backup.
Phase V, Task 12 and Task 13 - Participate in Proposal Presentation Interviews/Assist in Interview Evaluation - Final review were conducted with the Board on August 8, 2017.
Phase V, Task 14 - Assist County in Award/Issuance of NTP - The final contract was approved by the Board on December 14, 2017.
Phase V, Task 15 - Document the Selection Process - The selection process was documented in the request for proposals document and is included as backup.
Expenses Associated with Phase V

Additionally, phases VI and VII are on-going projects that includes tasks that will last the duration of the project and includes the hiring and installation of an on-site representative to serve as an owner's representative on the project. The DLR Group has retained Bay Design as a partner to perform tasks included in phase VI and VII. Since these tasks will last the duration of the project, an approved draw schedule is necessary for payment on these remaining tasks. A similar draw schedule was included in the initial contract; however changes are necessary due to the new timeline of the project.

BUDGETARY IMPACT:

This invoice remains within the approved scope and terms of the approved contract.

[Funding: Fund 311, Series 2017 Project Fund, Cost Center 290408]

LEGAL CONSIDERATIONS/SIGN-OFF:

Per Florida Statute 218.70 and the terms of the contract Escambia County has 45 days to remit payment for any correct invoice that is billed within accordance of the terms of the contract.

PERSONNEL:

N/A

POLICY/REQUIREMENT FOR BOARD ACTION:

N/A

IMPLEMENTATION/COORDINATION:

N/A

Attachments
DLR Tasks V through VII
DLR Invoice
DLR Group Invoice Analysis
DLR Technical Analysis
DLR Technical Powerpoint
Questions from DLR Group
DCR Questions Answered
DLR Documentation
DLR Phase VI Draw Schedule