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County Administrator's Report 17. 11.
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| BCC Regular Meeting |
Budget & Finance Consent |
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| RECOMMENDATION: |
Recommendation Concerning Contract Award for Renovations to Brownsville Community Resource Center - Claudia Simmons, Office of Purchasing, Purchasing Manager
That the Board take the following action concerning the Agreement between Escambia County, Florida, and A.E. New, Jr., Inc., per the terms and conditions of PD 15-16.060, Renovations to Brownsville Community Resource Center:
A. Approve and authorize the County Administrator to sign the Agreement between Escambia County, Florida, and A.E. New, Jr., Inc., per the terms and conditions of PD 15-16.060, Renovations to Brownsville Community Resource Center, for a Base Bid of $1,081,000, Alternate 1 for renovations to the proscenium in the amount of $91,000, and Alternate 2 in the amount of $22,000, for painting the exterior of the building, for a lump sum total of $1,194,000;
B. Authorize the County Administrator to execute all related documents and Purchase Orders, for Owner Direct Purchases (ODP's), in the amount of $50,000 or greater; and
C. Approve reallocating $404,000, from the Public Safety Facility Project (05PS0018) to the Brownsville Community Center Project (13PF2503). The final funds due on the Public Safety Facility Project were made in Fiscal Year 2013, and there is no need for the remaining balance allocated to this project.
[Funding: Fund 352, Lost III, Cost Center 110267, Object Code 56201, Project Code 13PF2503] |
| BACKGROUND: |
On October 8, 2015 the Board awarded Quina Grundhoefer Architects (QGA) the architectural and engineering (AE) contract for the development of construction documents to repair/renovate the Brownsville Community Center. At the December 17, 2015 Committee of the Whole, Staff and QGA presented a preliminary program and design concept presentation to the Board. The presentation focused on the necessary repairs needed for the facility and prioritized the $1,300,000 allocated LOST project budget. Staff and QGA also presented two other options to construct a 2,500 square foot addition on the north side of the existing building and to construct a 5,000 square foot stand alone building to the north of the existing building. Both options were determined to be cost prohibited at this time. The Board directed Staff to proceed with the necessary repairs to the facility and to increase the project budget by an additional $404,000. This additional funding is for replacing the Roof Top HVAC Units and to allocate up to $250,000 for Fixtures, Furniture and Equipment (FF&E).
On February 9, 2016 a Town Hall Meeting was held and sponsored by Commissioners from District 2 and District 3 to discuss the project with the community.
The legal Advertisement for this "Invitation to Bid" was advertised in the Pensacola News Journal on Monday, May 30, 2016. The solicitation was also sent to 32 General Contractors via Facsimile. A Non-Mandatory Pre-Solicitation Conference was held on Thursday, June 09, 2016. Six firms were represented at that meeting. A Pre-Solicitation Walk-Thru of the Brownsville Community Resource Center was held on Tuesday, June 14, 2016. Fifteen firms were represented at that meeting. Bids were received from three firms on Friday, June 24, 2016. A.E. New Jr., Inc., is the lowest bidder. |
| BUDGETARY IMPACT: |
At the meeting on January 7, 2016 the Board directed staff to bring to them potential funding sources to fund the gap between monies already allocated for the project and the final cost estimate. The gap is $404,000 which includes $154,000 to fix the remaining air handling units and $250,000 for furniture, fixtures and equipment (FFE). This recommendation proposes to transfer $404,000 from the completed Public Safety Facility project.
The Public Safety Facility project was the project that constructed the Public Safety facility located on W Street. The last payments were made on this project in 2013. There is a remaining balance on this project of $833,427.09. This funding was held on this project pending the outcome of certain litigation. This litigation has since concluded; so there is no need for these funds to be used on this project. |
| LEGAL CONSIDERATIONS/SIGN-OFF: |
| Attorney Standard Form of Contract, Form A: Construction - A/E Designed. |
| PERSONNEL: |
All work associated with this recommendation was done in-house and no additional staff was required.
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| POLICY/REQUIREMENT FOR BOARD ACTION: |
This recommendation is in compliance with the Code of Ordinances of Escambia County, FL, 1999, Chapter 46, Finance, Article II Purchases and Contracts.
On October 8, 2015 the Board awarded Quina Grundhoefer Architects (QGA) the architectural and engineering (AE) Contract for the development of construction documents to repair/renovate the Brownsville Community Center. At the December 17, 2015 Committee of the Whole, Staff and QGA presented a preliminary program and design concept presentation to the Board. The presentation focused on the necessary repairs needed for the facility and prioritized the $1,300,000 allocated LOST project budget. Staff and QGA also presented two other options to construct a 2,500 square foot addition on the north side of the existing building and to construct a 5,000 square foot stand alone building to the north of the existing building. Both options were determined to be cost prohibited at this time. The Board directed Staff to proceed with the necessary repairs to the facility and to increase the project budget by an additional $404,000. This additional funding is for replacing the Roof Top HVAC Units and to allocate up to $250,000 for Fixtures, Furniture and Equipment (FF&E).
On February 9, 2016 a Town Hall Meeting was held and sponsored by Commissioners from District 2 and District 3 to discuss the project with the community.
The legal Advertisement for this "Invitation to Bid" was advertised on the Pensacola News Journal on Monday, May 30, 2016. The solicitation was also sent to 32 General Contractors via Facsimile. A Non-Mandatory Pre-Solicitation Conference was held on Thursday, June 09, 2016. Six firms were represented at that meeting. A Pre-Solicitation Walk-Thru of the Brownsville Community Resource Center was held on Tuesday, June 14, 2016. Fifteen firms were represented at that meeting. Bids were received from three firms on Friday, June 24, 2016. A.E. New Jr., Inc. is the lowest bidder. |
| IMPLEMENTATION/COORDINATION: |
The Office of Purchasing will issue the Attorney's Standard Form of Contract Form A: Construction - A/E Designed, Purchase Orders and Owner Direct Purchases (ODP's).
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