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City of Hallandale Beach City Commission Agenda Cover Memo

 

Meeting Date:

 

June 4, 2014

Item Type: 

 

 (Enter X in box)

Resolution

Ordinance

Other

X

 

 

Fiscal Impact:

(Enter X in box)

 

Yes

 

No

Ordinance Reading:

(Enter X in box)

1st Reading

2nd Reading

N/A

N/A

 

 

Public Hearing:

(Enter X in box)

Yes

No

Yes

No

X

 

     X

Funding Source:

 

130-5910-531010     CRA Fund-$375,000

160-4110-565000     Transportation Fund-$93,333

430-3390-565000      Water Fund-$83,334

440-3660-565000      Stormwater Fund-$83,333

347-2027C-531010   Developer Agreement-TD BANK-$30,000

Advertising Requirement:

(Enter X in box)

Yes

No

X

Account Balance:

$665,000

Quasi Judicial:

(Enter X in box)

Yes

No

X

Project Number :

 

144101,Complete Streets

RFP/RFQ/Bid Number:

RFP #2013-2014-001

 

Contract/P.O. Required:

(Enter X in box)

Yes

No

Strategic Plan Priority Area: (Enter X in box)

 

Cohesive Visual Appeal                             

Civil & Respectful Government              

Create Local Jobs                                           

Economic Development                            

Improve City Infrastructures                  

Improve Safety, Security &

Comfort of Residents                                 

Operational Excellence                              

Quality of Life                                                

Vibrant Destination                                    

 

 

X

 

Sponsor Name:

 

Renee C. Miller, City Manager

Department:  City Manager’s Office                      

Daniel Rosemond, Deputy City Manager

 

Short Title:

 

A Resolution of the MAYOR AND CITY COMMISSION OF THE City of Hallandale Beach, Florida, AWARDING RFP #FY2013-2014-001, BASIS OF DESIGN REPORT (BODR) FOR THE COMPLETE STREETS INITIATIVE TO THE HIGHEST RANKED FIRM, CRAVEN THOMPSON ASSOCIATES; AUTHORIZING THE CITY MANAGER AND CITY ATTORNEY TO NEGOTIATE AND EXECUTE AN AGREEMENT WITH CRAVEN THOMPSON ASSOCIATES IN AN AMOUNT NOT TO EXCEED SIX HUNDRED AND SIXTY FIVE THOUSAND ($665,000.00) DOLLARS; AND AUTHORIZING THE CITY MANAGER AND CITY ATTORNEY TO NEGOTIATE AND EXECUTE AN AGREEMENT WITH THE SUCCEEDING RANKED FIRM SHOULD NEGOTIATIONS WITH CRAVEN THOMPSON ASSOCIATES NOT BE SUCCESSFUL; AND PROVIDING AN EFFECTIVE DATE.

 

 

Staff Summary:

 

Background

 

During the City Commission’s Strategic Planning Session, 9 strategic priorities were identified.  One of those priorities is Establish a Cohesive Visual Appeal Citywide.  An initiative (or project) that supports this strategic priority is the complete streets project.  While Broward County has established a county-wide initiative bearing the same name, it should be noted that there are slight distinctions between the two.

 

The Broward Complete Streets Initiative focuses on creating increased pedestrian and non-motorized mobility lanes on primary roads throughout the county.  In the City’s case, the Complete Streets project seeks to address comprehensive improvements in the right of way (infrastructure, sidewalks, lighting, street trees and street furniture) with a consistently applied approach throughout all streets and roads within the City of Hallandale Beach. 

 

City Staff has had numerous conversations with the Commission about this project and it has been determined that rather than continuing to make piecemeal improvements in various areas, that the City approach this initiative in a more comprehensive manner. This comprehensive approach would provide a true assessment of existing conditions in the right of way, and outline the basis for developing construction documents along with phasing and budgeting for the required improvements.          

 

 

Current Situation

City Staff issued a Request For Proposals (RFP) on January 28, 2014 soliciting services of an experienced firm to provide the City with a Basis of Design Report (BODR).  A BODR functions as a comprehensive document that assesses various components both underground and surface improvements and utilizes the surveyed outcomes as a basis for preparing construction documents.  A BODR provides documented right of way conditions in order to formulate a budget estimate and phasing plan for the desired infrastructure improvements.  Completing a Basis of Design Report is the first step in launching the City’s desired Complete Streets Initiative.

 

The City received two proposals in response to the RFP.  Below are the names of the firms and the scores received:

 

·        Craven Thompson Associates            81.38

·        IBI Gropup, Inc.                                   67.76

 

 

The proposals were evaluated and scored by an evaluation committee comprised of: Renee Miller, City Manager, Daniel Rosemond, Deputy City Manager, Carlos Acosta, Assistant Director Public Works, Althea Jefferson, Development Services and Sarita Shamah, Capital Projects Manager.  The highest scoring firm, Craven Thompson Associates is located in Ft. Lauderdale and is thoroughly experienced in the scope of work desired.

 

The typical work involved in a BODR would be to conduct field surveys of the study area (entire City) and provide existing condition information to use as a base for any proposed improvements. Elements to be reviewed and evaluated include, but are not limited to, improvements such as storm water drainage, potable water distribution lines, wastewater collection and transmission lines, sidewalks, landscaping, street lighting, street paving and resurfacing, signage, striping, crosswalks, on street parking, and miscellaneous related improvements.    Additionally opportunities to construct more pedestrian and public transit oriented amenities throughout the communities, as well as, adding bike lanes and pedestrian and bike trails connectivity Citywide will be explored and identified in the BODR.

 

 

Analysis

 

The normal rate for a complete BODR, including complete Master Planning of the water, sewer, drainage, roadways, sidewalks, landscaping, lighting, costs, phasing, etc. is in the range of $500 to $750 per acre depending on the project size. The City of Hallandale Beach is approximately 2,800 acres in size, so the projected total would be $1.4M-$2.1M.  However, because the City has previously performed a number of master plans for the water, sewer and a portion of the drainage systems, along with other varied studies and analysis (see below), Staff estimates that $665,000 (or $240 per acre) will be sufficient to complete this work.

 

Craven Thompson and Associates has indicated that they believe they will be able to deliver a complete BODR for the budgeted amount.

 

List of various master plans and reports previously completed by City

 

1.             Summary of Water Supply Alternatives Investigations for the Broward County Integrated Water Resource Plan (IWRP) dated June 2010 by Hazen and Sawyer.

2.             Conceptual Feasibility of Wastewater Management Options dated May 2007 by Hazen and Sawyer.

3.             Sanitary Sewer Evaluation Survey – Phase I dated December 2011 by Hazen and Sawyer.

4.             Water and Wastewater Model Updates dated December 2007.

5.             Reuse System Master Plan dated December 2007 by Hazen and Sawyer (this document prepared for the City of Hollywood).

6.             Drainage Study for Area West of US 1 from 7th Street to Miami-Dade County Line dated November 2001 by R J Behar & Company.

7.             Resurfacing, Restoration & Rehabilitation Report, SR A1A – South Ocean Drive from County Line Road to Seacrest Parkway dated October 2012 by AP Engineers.

8.             Drainage Report – NE Quadrant Drainage Study dated June 2010 by Calvin, Giordano & Associates.

9.             Traffic Impact Analysis – Gulfstream Point dated September 2013 by Kimley-Horn and Associates.

10.          2030 Transportation Master Plan dated May 2009 by HDR.

 

 

Upon contract execution, Craven Thompson Associates expects that a draft BODR will be ready in 9 months, with a final document completed in 12 months.

 

The RFP indicated that the City, at its discretion, could modify the scope of work to include additional services.  Upon completion of the final BODR the City will be in position to proceed to generate construction documents needed to obtain bids for the actual improvements under this initiative.  Staff also recommends that the City Manager be authorized to negotiate with Craven Thompson and Associates the provision of the construction documents needed for recommended construction phase(s).  The budget for the preparation of construction documents, as well as subsequent construction work has not yet been established.  Budget projections for this aspect of the work is more appropriately generated as part of the BODR.

Any additional work for the creation of construction documents will be brought before the City Commission for approval in the form of a contract amendment.

 

Community Benefit Plan (CBP)

The RFP articulated a Community Benefit Plan component as one of the evaluation criteria due to the fact that staff anticipated a possible overall spend of over $1Meven though the current scope of work does not meet the criteria as per the Purchasing Code.  Craven Thompson and Associates ( CTA) provided the following CBP as part of their proposal:

 

CTA proposes to hire as an engineering intern, a resident of Hallandale Beach who is enrolled in an accredited civil engineering curriculum at a college or university. The estimated duration of the internship would be from three to six months, dependent upon the student’s schedule and the location of his or her college or university.

 

CTA would seek to coordinate with local school faculty, administration, and advisors to

locate recent graduates of Hallandale Beach secondary schools who may meet the

criteria.  Should CTA not be able to locate someone meeting the criteria, CTA will then seek a student enrolled in either a geomatics (surveying) or a landscape architecture program at a college or university and provide them with the internship opportunity instead.”

 

Source of funds authorization

As indicated in the heading of the staff report, there are a number of funding sources that will be used to cover the proposed expenditure of $665,000.  One of the sources is a development agreement executed by TD Bank.  Currently there are a total of $30,000 designated City projects (street and median improvements).  Staff recommends that the Commission authorize the expenditure of the funds designated toward street and median improvements remaining in the above referenced development agreements toward the agreement with Craven Thompson and Associates for the completion of the BODR.

 

Why Action is Necessary

 

Pursuant to City of Hallandale Beach, Ordinance No. 2013-03 Procurement,  Chapter 23, Section 23-3, Competitive Bidding Required, all purchases and contracts for equipment, supplies and contractual services, when the estimated cost shall exceed $50,000, shall be based on competitive bids.  Furthermore, pursuant to Ordinance No. 2013-3 Procurement, Chapter 23, Section 23-5 - Award of Contract, the City Manager shall have the authority to recommend to the City Commission award of contracts.

 

 

 

 

 

Proposed Action:

 

Staff recommends the City Commission award RFP # FY2013-2014-001, CCNA Basis for Design Report, and authorize the City Manager to negotiate and execute an agreement with Craven Thompson Associates, in an amount not to exceed $665,000_-, in substantially the same form as attached Exhibit 2, and all necessary documents to implement the project; Additionally, Staff recommends that the City Manager be authorized to negotiate the additional scope of work involving the preparation of construction documents with Craven Thompson and Associates.  The budget for said additional work scope will not exceed the approved project budget for the Complete Streets Initiative as approved by the City Commission; And said additional scope of work will be brought back for Commission approval in the form of a contract amendment; furthermore, staff recommends the City Commission authorize the City Manager to negotiate with, and execute an agreement, with the succeeding ranked firm should negotiations with Craven Thompson Associates not be successful. 

 

 

 

Attachment(s):

 

 

Exhibit 1 – Resolution

Exhibit 2 – Agreement

Exhibit 3 – RFP