TO: Mayor and Commissioners
FROM: John Morgan, Director Environmental Services
THROUGH: Donald B. Cooper, City Manager
DATE: April 19, 2016
Title
RENEWAL OF CONTINUING CONTRACTS FOR SURVEYING CONSULTING SERVICES WITH MULTIPLE VENDORS FOR SURVEYING SERVICES FOR PROJECTS INCLUDED IN THE APPROVED FIVE YEAR CAPITAL IMPROVEMENTS PLAN
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Recommended Action:
Recommendation
Motion to Approve renewal of the agreements of (1) Wantman Group, Inc. and (2) Dennis J. Leavy & Associates, Inc. and to approve the amendments for retroactive nunc pro tunc renewal of (3) Avirom & Associates, Inc., and (4) Caulfield & Wheeler, Inc., for a period of one (1) year. This recommendation is in compliance with the Code of Ordinances, Chapter 36, Section 36.07(A)(3), “City Commission Approved Contracts, Renewal”.
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Background:
The City of Delray Beach procured land surveying services on a continuing contract basis for route surveying of City rights-of-way including but not limited to location of right-of way and property lines, location of improvements within the right-of-way, utility information, topographic information, preparation of surveys in electronic format, sketch/legal descriptions, review of plats, and other land surveying related tasks.
In April 2012, the four (4) surveyors were awarded two year agreements for surveying consulting services for projects included in the approved five year capital improvements plan. The process utilized in awarding these continuing agreements was in compliance with Title 19, Chapter 287, Section 287.055 of the Florida Statute, a/k/a Consultants Competitive Negotiation Act (CCNA), for acquisition of professional surveying and mapping services, engineering, landscape architectural or architectural.
The original agreement is for two years and the City reserved the right to renew each agreement for one additional year in each of the three years after the initial two years. The total agreement will not exceed five years, which is in concert with the five year Capital Improvement Program (CIP) that was included in the original Request for Qualifications (RFQ). Under CCNA, the City chose consultants based on qualifications and not hourly rates. Only after consultants were ranked based on qualifications and approved by City Commission did staff solicit hourly rates.
The Surveying Consulting Firms approved in 2012 have agreed to hold their existing hourly rates set forth in the original agreement until May 2017. As a result of inadvertence and lack of oversight, ESD Engineering staff failed to schedule renewal of the contracts for Avirom & Associates and Caulfield & Wheeler prior to their expiration on April 5, 2016. As such, through this approval, the contracts with Avirom & Associates and Caulfield & Wheeler will be amended to allow for a nunc pro tunc renewal for the final year, effective April 5, 2016.
Negotiations regarding the number of hours relating to the scope of service were finalized in a Sunshine Meeting on March 10, 2016.
City Attorney Review:
Approved as to form and legal suffciency.
Finance Department Review:
Finance recommends approval.
Funding Source:
Funding is available from the approved capital improvements plan.
Timing of Request:
This is a time sensitive item. The current valid contracts expire on April 26, 2016.