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<br />REQUEST FOR CITY COUNCIL AGENDA ITEM
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<br />Agenda Date Reqnes'ed: ~ 2005
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<br />Requested By: S. Gillett ~
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<br />Department: Public Works
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<br />Appropriation
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<br />Source of Funds: Fund 046
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<br />Account Number: 046~9892-904~1l00
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<br />Report:
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<br />Resolution:
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<br />Ordinance:
<br />
<br />x
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<br />Amount Budgeted: $7,700,000
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<br />Exhibits: _Two (2) Ordinances
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<br />Amount Requested: $10,191,593
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<br />Exhibits: Standard Form of A2,reement - Lump Sum
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<br />Budgeted Item: YES
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<br />Exhibits Letter from Hale-Mills - Increase for Wind Loadine:
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<br />SUMMARY & RECOMMENDATION
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<br />Qualification Statements were received for the design/build of the new police facility on August 2,2005.
<br />Eleven (11) Statements were received, ranked and the top five (5) respondents were selected to submit
<br />proposals for the Project. Three (3) proposals were received on September 2,2005. The proposals were
<br />ranked according to the published criteria, and the best value, which was also the lowest cost proposal,
<br />was submitted by Hale-Mills Construction, Ltd. in the amount of $8,719,315. Second and third-ranked
<br />proposals were submitted by 3D/International, Inc. ($9,655,003) and Satterfield & Pontikes Construction,
<br />Inc. ($10,096,834).
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<br />Review of all three proposals revealed that not all items specified were clearly identified and priced.
<br />Additionally, the top proposal from Hale-Mills qualified their estimate to revise the price after design was
<br />40% I.:Oll1plet~. III ord~r to answer these questions, a meeting was held with the City, the Program
<br />Manager (Huitt-Zollars) and Hale-Mills. Questionable costs and conditions were identified, in writing, to
<br />be discussed at the meeting. Hale-mills admitted they had left off several key items in the estimate, and
<br />submitted a revised cost of$9,044,315, an increase of$325,000 for four (4) items related to cabling of the
<br />communications and security systems. Additionally, furnishings (furniture and office equipment) was not
<br />included in the proposal. In fact, none ofthe three (3) proposals including furnishings.
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<br />Hale-Mills proposed to include a furniture allowance, at a not to exceed cost of $650,000, which would be
<br />used as needed for the furnishing of the facility. This allowance would be approved by the City. This
<br />would bring the total cost to $9,694,315. Finally, Hale-Mills agreed to a firm-cost contract with no future
<br />escalation. The city and the contractor agreed to the revised costs, and a Standard Form of Agreement
<br />Between Owner and Design-Builder - Lump Sum is attached. With a 2% contingency of $193,886, total
<br />authorization for the Project would be $9,888,201.
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<br />With the recent hurricane activity, the design wind loading ofthe building is under reconsideration. The
<br />specifications call for a design of 120 mph (Category 3). It has been suggested that the design be
<br />increased to accommodate a Category 4 storm (150 mph). The additional cost to increase the design wind
<br />ioading to 150 mph is $297,443, per the attached letter, increasing the cost to $9,991,758. With a 2%
<br />contingency of $199,835, total authorization for the Project would be $10,191,593.
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<br />The original budget of $7,700,000 was discussed at the July 11,2005 workshop meeting. Council was
<br />advised that the projected cost was $10,500,000. Potential sources of additional funding include
<br />Certificates of Obligation. City Council indicated that the Project should go forward on this basis.
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