TO: Mayor and Commissioners
FROM: Missie Barletto, Director Public Works
THROUGH: Terrence R. Moore, ICMA-CM
DATE: May 7, 2024
Title
APPROVAL OF RESOLUTION NO. 97-24 TO AWARD AN AGREEMENT WITH KEITH AND ASSOCIATES, INC. FOR OWNER’S REPRESENTATIVE SERVICES FOR THE POMPEY PARK RECREATION CENTER PROJECT, PURSUANT TO RFQ NO. 2023-076 (PROJECT NO. 16-102) IN THE AMOUNT OF $2,656,400.00.
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Recommended Action:
Recommendation
Motion to Approve Resolution No. 97-24 to award an agreement with Keith and Associates, Inc. for Owner’s Representative services for the Pompey Park Recreation Center project, pursuant to RFQ No. 2023-076 (Project No. 16-102) in the amount of $2,656,400.00.
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Background:
Pompey Park Recreation Center is located at 1101 NW 2nd Street. The park is an approximately 14-acre site bounded by NW 13th Avenue on the west, NW 2nd Street on the south, NW 10th Avenue on the east, and NW 3rd Street on the north. The park has provided recreational resources, senior programs, after-school programs, summer camp, holiday camp, and other school-age programming for the City and surrounding neighborhood since its construction in the 1950s. An estimated 150,000 people utilize the building each year, while more than 40 organizations and civic groups utilize it monthly.
The current facility consists of an existing one-story, 22,823 square foot community center building, located near the southeast corner of the site along with associated parking. The proposed improvement will include a new category 5 (hurricane) rated recreation building. The new facility will also serve as a hurricane shelter and staging location for hurricane events for City staff and other official personnel. The project will also include some sustainability concepts and efforts (FGBC - Silver).
The proposed project includes a two-story, 54,191 square foot recreation center building, family pool, competition pool and bleachers, pool cabanas, three (3) baseball fields (one new, two updated) and associated dugouts, batting cages and warm up areas, a civic lawn, shelters and restrooms, two (2) full-court and one (1) half-court basketball courts, shade structures, fitness and playground areas, hardscape, landscape surrounding all facilities, and surface parking surrounding the site. An existing two-story concession building, centrally located in the site, is to remain and receive new exterior finish (repair and waterproof existing stucco) and paint.
On September 19, 2023, the City issued Request for Qualifications (RFQ) No. 2023-076 to acquire a firm which will provide Owner’s Representative services related to the construction of this project.
On November 20, 2023, the City received six (6) submittals of which HD Flagpoles Supply was deemed non-responsive to the solicitation requirements as they did not provide the required forms and proposal documents as required by the solicitation. The remaining five (5) firms were found to be responsive and responsible to the requirements of RFQ No. 2023-076. On January 30, 2024, the Selection Committee completed its review of the submittals and made the following ranking recommendations:
Rank Firm Final Score
1 Keith and Associates, Inc. 273.0
2 J. Kelly Advisors 272.0
3 NV5 Global, Inc. 235.0
4 Colliers Project Leaders 210.0
5 Maceda Contractors LLC 81.0
In accordance with Florida Statutes, representatives from the Purchasing and Contracts Administration Division and Public Works Department conducted multiple negotiation meetings with Keith and Associates, Inc. On February 28, 2024, was the 1st Negotiation session, March 14, 2024 was the 2nd Negotiation session, and on March 20, 2024 the 3rd Negotiation session was held to finalize the terms of the Agreement.
Staff has reviewed the negotiated fee of $2,656,400.00 and finds it to be fair and reasonable. This fee will be paid based upon the proposed hourly rates and actual hours worked.
Construction is currently expected to begin towards the end of 2024 and last approximately 28 months. The Agreement terms will be from the date of full execution through the completion of work and full acceptance by the City.
This motion is in accordance with Code of Ordinances Section 36.02 Commission Approval Required.
Attachments:
1. 2023-076 Agreement
2. Exhibit A - Scope of Services
3. Exhibit B - Fee Proposal
4. Resolution No. 97-24
5. Legal Review Checklist
6. Keith and Associates, Inc. RFQ submittal
7. RFQ 2023-076 Final Solicitation
City Attorney Review:
Approved as to form and legal sufficiency.
Funding Source:
Funding is available from GL account 334-41-340-541.63-28 (Capital Outlay Pompey Pk/Community Ctr).
Timing of Request:
Timely approval of this agreement is requested.