Title
A Resolution Of The City Commission Of The City Of Hollywood, Florida, Approving And Authorizing The Appropriate City Officials To Issue An Authorization To Proceed For Additional Services For Engineering Design And Permitting With Bermello Ajamil & Partners, Inc. For The Avant Garde Academy Safe Route To Schools Project, A Florida Department Of Transportation Local Agency Program Project, In An Amount Up To $6,000.00, For A Total Contract Amount Of $142,980.00.
Strategic Plan Focus
Quality of Life & Strong Neighborhoods
Body
Staff Recommends: Approval of the attached Resolution.
Explanation:
On December 14, 2016, the City Commission approved R-2016-347, authorizing the appropriate City officials to apply for and, if awarded, accept the 2016 Florida Department of Transportation Safe Routes to School Grant. The grant application was based on a City-estimated cost of $500,000.00 for the construction of the new sidewalks. The proposed sidewalks will stretch over 13,225 linear feet around various streets within the North Central neighborhood, west of the Avant Garde Academy in Hollywood.
On June 7, 2017, the Florida Department of Transportation (“FDOT”) issued an award approving funding for the Avant Garde Academy Safe Route To Schools Project in the amount of $983,393.00, in fiscal years 2020 and 2022, for the construction of new concrete sidewalks in existing street rights-of-way leading to schools in areas where sidewalks presently do not exist.
FDOT based the grant award on their own Long Range Estimating template for similar projects five years into the future, and on their estimate which they believe to be representative of the cost of the project. The project scope remains the same and the City would be responsible for any cost overruns. The higher FDOT estimate helps to keep the possibility of project cost overruns lower.
On March 1, 2022, a Local Agency Program Agreement, Contract No.G2675, was entered into by the City and FDOT, authorizing construction reimbursement funds in the amount of $945,042.00, for the construction of the Avant Garde Academy Safe Routes to School Project.
Bermello Ajamil and Partners, Inc. (“Bermello”) and the City currently have a Continuing Services Agreement for engineering services that was approved by the City Commission pursuant to Resolution No. R-2018-400 on December 19, 2018. On August 31, 2022, the City Commission passed and adopted Resolution No. R-2020-133, approving the award and execution of an Authorization To Proceed with Bermello in an amount up to $108,280.00.
Bermello completed survey, engineering design, FDOT progress submittals and response to their comments, Environmental and Historical Resources Evaluation, as required to produce construction documents for the subject project. The construction documents were reviewed and approved by FDOT, which issued a Notice to Proceed for construction activities.
Due to field conditions and conflicts and unit price sidewalk construction contract measured unit’s underuse, additional efforts and time were spent on field inspections, additional sidewalk scope survey, design, permitting and FDOT coordination by Bermello, as requested by City staff during construction, resulting in additional services being negotiated in the total amount of $28,700.00, authorized under ATP No. 3 and ATP No. 4.
Construction has been completed and City staff has begun the project closeout with FDOT. During the review of closeout documents, it was determined an as-built plan would be required, which was not included in the contractor’s closeout requirements. Staff negotiated for as-built services with Bermello and have determined that the scope and fee is fair and reasonable and in accordance with industry standards.
The Director of Design and Construction Management recommends that the City Commission authorize the appropriate City officials to execute an Authorization to Proceed with Bermello for additional services in the amount of $6,000.00 for a total contract amount of $142,980.00.
Fiscal Impact:
Funding for this project was included in the amended FY 2024 Capital Improvement Plan and is available in account number 117.179901.54100.563010.001121.000.000.
Recommended for inclusion on the agenda by:
Nicole Heran, Deputy Director, Design and Construction Management
Jose Cortes, Director, Design and Construction Management
Gus Zambrano, AICP, Assistant City Manager for Sustainable Development