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County Administrator's Report 9. 16.
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| BCC Regular Meeting |
Budget & Finance Consent |
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| RECOMMENDATION: |
Recommendation Concerning the Contract Award for Tax Collector "W" Street Modifications - Cassie Boatwright, Director, Facilities Management, through Paul Nobles, Purchasing Manager, Office of Purchasing
That the Board approve and authorize the County Administrator to sign the Agreement between Escambia County and Hernandez Calhoun Design International, P.A., per the terms and conditions of PD 19-20.043, Tax Collector "W" Street Modifications in the amount of $290,660 (basic and additional services $281,260 plus allowances $9,400)
| Vendor/Contractor |
Funding |
Amount |
Contract Number |
| Hernandez Calhoun Design International, P.A. |
Fund 353 LOST IV, Cost Center 110267, Object Code 56201, Project # 19PF0889 |
$290,660 |
PD 19-20.043 |
Hernandez Calhoun Design International, P.A., is a certified Local Woman Owned Small Business.
The current facility, which has been in use for over 20 years, no longer meets the service needs of the citizens and motorists of Escambia County. Since the building was first leased, the tax collector duties have increased to include these additional transactions: driver's license issuance, written exams, driving exams, fingerprinting of CDL and DHSMV new hires, and issuance of Florida concealed weapon permits and Florida birth certificates. On typical days, the drive-through staff will process several hundred property and tangible tax payments, registration renewals, parking placards, etc. The current operation at 6451 North "W" Street is split into two lobbies, making it extremely difficult for staff to locate and serve customers. The two public restrooms are single stall and inadequate for the 500 – 1,000 lobby customers per day. The staff restrooms, breakroom, and training rooms were designed for a much smaller workforce are now inadequate.
Drive-through traffic circles the building, backs up into the front parking area, and hinders traffic-flow, often backing traffic into North "W" Street. In addition, the drive-through makes it nearly impossible for driving test applicants to navigate through the required maneuvers before the roadway portion of the exam. There is insufficient customer parking.
The overall goals are to reduce operational costs and provide quality service to the community while providing both citizens and employees with a safe, comfortable environment. Design and build out will provide an opportunity to maximize space to accommodate the tax collector’s needs for the foreseeable future. The Board approved the purchase of this property and building located at 6400 North "W" Street on November 18, 2019.
Requests for Letters of Interest, PD 19-20.043, Tax Collector "W" Street Modifications, were publicly noticed on March 25, 2020, to 198 known firms. Responses were received from four firms on April 14, 2020. The Selection/Negotiation Committee short-listed to the following firms on April 22, 2020:
- Goodwyn, Mills and Cawood, Inc.;
- Hernandez Calhoun Design International, P.A.;
- Sam Marshall Architects; and
- TOWNES + architects, P.A.
The Selection/Negotiation Committee ranked in the following order on April 29, 2020:
- Hernandez Calhoun Design International, P.A.
- Goodwyn, Mills and Cawood, Inc.
- Sam Marshall Architects
- TOWNES + architects, P.A.
Hernandez Calhoun Design International, P.A.., provided their initial fee proposal on May 20, 2020. The first negotiation meeting was held on May 22, 2020. The second negotiation meeting was held on May 29, 2020. Final and Best Offers were established on May 29, 2020, establishing the fee of $290,660. |
| BACKGROUND: |
Hernandez Calhoun Design International, P.A. is a certified Local Woman Owned Small Business.
The current facility, which has been in use for over 20 years, is outdated and no longer meets the service needs of the citizens and motorists of Escambia County. The current operation at 6451 North "W" Street is split into two lobbies, making it extremely difficult for staff to locate and serve customers. Drive-through traffic strangles the building, backs up into the front parking area, and hinders traffic-flow, often backing traffic into North "W" Street. In addition, the drive-through makes it nearly impossible for driving test applicants to navigate through the required maneuvers before the roadway portion of the exam. There is inadequate customer parking. The two public restrooms are single stall and insufficient for the 500 – 1,000 lobby customers per day. The staff restrooms, breakroom, and training rooms were designed for a much smaller workforce, are inadequate now, and have no capacity to comply with CDC guidelines regarding the COVID19 pandemic. Since the building was first leased, the tax collector duties have increased to include these additional transactions: driver's license issuance, written exams, driving exams, fingerprinting of CDL and DHSMV new hires, and issuance of Florida concealed weapon permits and Florida birth certificates. On typical days, the drive-through staff will process several hundred property and tangible tax payments, registration renewals, parking placards, etc. The overall goals are to reduce operational costs and provide quality service to the community while providing both citizens and employees with a safe, comfortable environment. Design and build out will provide an opportunity to maximize space to accommodate the tax collector’s needs for the foreseeable future.
Requests for Letters of Interest, PD 19-20.043, Tax Collector W Street Modifications were publicly noticed on March 25, 2020, to 198 known firms. Responses were received from four firms on April 14, 2020. The Selection/Negotiation Committee short-listed to the following firms on April 22, 2020:
- Goodwyn, Mills and Cawood, Inc.;
- Hernandez Calhoun Design International, P.A.;
- Sam Marshall Architects; and
- TOWNES + architects, P.A.
The Selection/Negotiation Committee ranked in the following order on April 29, 2020:
- Hernandez Calhoun Design International, P.A.
- Goodwyn, Mills and Cawood, Inc.
- Sam Marshall Architects
- TOWNES + architects, P.A.
Hernandez Calhoun Design International, P.A., provided their initial fee proposal on May 20, 2020. The first negotiation meeting was held on May 22, 2020. The second negotiation meeting was held on May 29, 2020. Final and Best Offers were established on May 29, 2020 establishing the fee of $290,660. |
| BUDGETARY IMPACT: |
| Vendor/Contractor |
Funding |
Amount |
Contract Number |
| Hernandez Calhoun Design International, P.A. |
Fund 353 LOST IV, Cost Center 110267, Object Code 56201, Project # 19PF0889 |
$290,660 |
PD 19-20.043 |
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| LEGAL CONSIDERATIONS/SIGN-OFF: |
| Attorney Standard Attorney Standard Form of Contract , Form G, Consulting Services for Stand-Alone Projects |
| PERSONNEL: |
| All work associated with this Recommendation was done in-house and no additional staff was required. |
| 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 and Florida Statute 287.055, Competitive Consultants Negotiation Act. |
| IMPLEMENTATION/COORDINATION: |
| The Office of Purchasing will issue the Attorney's Standard Form of Contract , Form G, Consulting Services for Stand-Alone Projects and Purchase Order. |
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