Title
A Resolution Of The City Commission Of The City Of Hollywood, Florida, Approving And Authorizing The Appropriate City Officials To Execute A Blanket Purchase Agreement And Consulting Contract With Barr And Barr, Inc. For Program Management Services In An Amount Up To $125,550.00, From June 23, 2025 Through September 30, 2025, To Facilitate The Completion Of General Obligation Bond Projects, Ongoing Capital Improvement Projects, And Other City Construction Projects As Needed In Accordance With Section 38.41 (C)(9) Of The Procurement Code; Amending The Fiscal Year 2025 Operating Budget. (Best Interest)
Strategic Plan Focus
Infrastructure & Facilities
Body
Staff Recommends: Approval of the Attached Resolution.
Explanation:
The Department of Design and Construction Management (DCM) was re-established in late 2019 to ensure the successful implementation of the voter approved General Obligation Bond (GO Bond) program. DCM also oversees the majority of the City’s non-utility Capital Improvement Projects. The DCM staff assists all other Departments and Offices with programming and defining scopes of work for projects, providing cost estimates and preparing project budgets, including renderings and design concepts for proposed improvements. During the construction of projects, the Department manages the project budget and schedule, coordinates with architects, engineers, contractors, and subcontractors, facilitates communication among project stakeholders, conducts regular site inspections, and works to mitigate risk and resolve issues and concerns that arise during construction.
As of end of the first quarter of 2025, 19 of the 30 projects included in the GO Bond program are completed, four of the largest projects are under active construction, and the remaining projects being managed by DCM are in final stages of design and permitting. The current timeline has the four large projects scheduled for substantial completion over the next 12-16 months: Police Headquarters Project, 3rd quarter of 2026, Hollywood Beach Golf Course, 4th quarter of 2025, Tidal Flooding, 4th quarter 2026, Art and Culture Center, 4th quarter of 2025.
The Department of Design and Construction Management requires a highly qualified, experienced firm to provide program management services including overall management, direction and quality control for the completion of the City’s Go Bond projects as well as various Capital Improvement Projects (“CIP”) that are currently underway. The program management services to be provided by Jose Cortes, as specified in the attached proposal from Barr and Barr, Inc., are unique and specific due to his in-depth knowledge and familiarity with the City’s ongoing GO Bond and CIP programs. This knowledge and expertise are critical to ensuring the successful completion of these programs and mitigating the risks inherent in large scale construction projects.
Due to the current status of the remaining GO Bond projects, the City anticipates these services will be needed over the next 12-16 months but will phase out as the large projects are completed and other smaller projects move into construction. Due to this timing, the needed program management services are best addressed through a best interest contract as allowed under the City’s procurement code.
The term of the proposed contract and Blanket Purchase Agreement with Barr and Barr, Inc. would begin June 23, 2025 and end September 30, 2025 with an option to renew for fiscal year 2026. This agreement provides flexibility to reduce the services required at any time should the Department of Design and Construction Management determine the level of service specified is no longer needed.
Fiscal Impact:
A portion of the funding will be made available in Fiscal Year 2025 Operating Budget as detailed in Exhibit 1, subject to approval of this resolution.
Recommended for inclusion on the agenda by:
Otis Thomas, Chief Procurement Officer
Adam Reichbach, Assistant City Manager
Raelin Storey, Assistant City Manager