Title
A Resolution Of The City Commission Of The City Of Hollywood, Florida, Approving And Authorizing The Appropriate City Officials To Execute Change Order Number Two With Moss & Associates, LLC For Additional Construction Management At Risk Services Related To The New Police Headquarters Project, A General Obligation Bond Project, In An Amount Not To Exceed $1,599,629.17.
Strategic Plan Focus
Infrastructure & Facilities
Body
Staff Recommends: Approval of the attached Resolution.
Explanation:
In a Special Election held on March 12, 2019, voters of the City approved a variety of projects to be funded by a General Obligation Bond, including the Hollywood New Police Headquarters. On October 20, 2020, the Department of Design and Construction Management (“DCM”) and the Office of Procurement and Contract Compliance issued Request for Qualifications RFQ-4642-20-DCM for Construction Manager at Risk (“CMAR”) services for the New Police Headquarters Project, a General Obligation Bond project. On February 3, 2021, the City Commission passed and adopted Resolution No. R-2021-031, ranking CMAR firms selected under Request for Qualifications RFQ-4642-20-DCM and authorizing the appropriate City officials to negotiate an agreement with the highest ranked firm, Moss & Associates, LLC (“Moss”). On May 19, 2021, the City Commission passed and adopted Resolution No. R-2021-105, authorizing the appropriate City officials to execute a Phase I Pre-Construction Services Agreement with Moss in an amount up to $165,288.00; the Phase I Preconstruction Services have now been completed.
On May 1, 2024, the City Commission passed and adopted Resolution Number R-2024-149, authorizing the appropriate City officials to execute a Phase II Construction Services Agreement with Moss in an amount up to $82,937,302.00. Subsequently, Change Order Number One for the New Police Headquarters Project was administratively approved on August 29, 2024 to update the baseline schedule for the project to the August 12, 2024 start date instead of the original September 9, 2024 start date, as well as to transfer funds between contract line items with a net zero cost impact.
The Phase II Construction Services Agreement included all costs to construct the New Police Headquarters building, secured parking garage, and related sitework and infrastructure improvements. However, the Agreement did not include the cost to construct the Police Headquarters radio tower.
The design for the Police Headquarters radio tower was procured separately from the design for the overall New Police Headquarters project and proceeded on a different timeline, due to the specialty nature of the radio tower design and permitting. However, the radio tower project was included in the overall New Police Headquarters project for the site plan approval process and for the environmental permitting approvals. On September 21, 2022, the City Commission approved the ranking of CMAR firms and authorized the appropriate City officials to execute Continuing Services Agreements with the highest ranked firms in each tier level. Moss was the top ranked firm in both Tier 2 (projects from $500,000.00 to $2,000,000.00) and Tier 3 (projects from $2,000,000.00 to $4,000,000.00). As of November 2022, the radio tower project had an estimated construction cost of $1,100,000.00 and Moss was therefore utilized under Tier 2 for the Phase I Pre-Construction Services Agreement for the Police Headquarters radio tower.
Due to the need to start construction on time for the overall New Police Headquarters project, and the fact that the radio tower plans were not finalized at the time the New Police Headquarters Phase II Construction Services Agreement was brought for Commission approval, the radio tower project was not included in the Phase II Construction Services Agreement for the New Police Headquarters project.
The design for the Police Headquarters radio tower project is now complete, and construction of this radio tower is required for the successful completion of the overall New Police Headquarters project. After an evaluation of the radio tower project and discussions with Moss, it has been determined that the most cost-effective way to construct the radio tower project is through a change order to the overall New Police Headquarters project instead of through a separate construction contract under the Continuing Services Agreement. This is due to economies of scale for project insurance, general conditions and general requirements.
The Department of Design and Construction Management (“DCM”) has evaluated the scope of services and negotiated the fee for Change Order Number 2 and has determined such fees to be fair and reasonable and in accordance with industry standards. The Director of DCM and the Director of the Office of Procurement and Contract Compliance recommend the City Commission approve and authorize the execution of the attached Change Order Number 2 for Phase II Construction Services for the Police Headquarters radio tower as described above in an amount not to exceed $1,599,629.17. Moss will complete the proposed Police Headquarters radio tower Phase II Construction Services in approximately 22 months concurrently with the Construction of the New Police Headquarters project; this change order will not impact the overall project schedule.
Fiscal Impact:
Funding for this project was included in the amended FY 2025 Capital Improvement Plan, and is available in account numbers 117.179901.54100.563010.001523.000.000, 334.179901.52100.563010.001553.000.000, 334.179901.51900.563010.001553.000.000.
Recommended for inclusion on the agenda by:
Otis Thomas, Director, Office of Procurement and Contract Compliance
Jose Cortes, Director, Design and Construction Management
Gus Zambrano, AICP, Assistant City Manager/Sustainable Development