Title
MOTION TO APPROVE THE THIRD AMENDMENT OF PARKS ARCHITECTURAL AND ENGINEERING SERVICES AGREEMENT WITH SYNALOVSKI ROMANIK SAYE, LLC TO REPLACE THE HOURLY RATES SCHEDULE OF THE AGREEMENT AND TO APPROVE THE ASSIGNMENT OF THE AGREEMENT TO PRIME ABA BUYER, INC D.B.A. SYNALOVSKI ROMANIK SAYE, LLC.
Summary Explanation and Background
SUMMARY EXPLANATION AND BACKGROUND:
1. On June 3rd, 2020, the City entered into an Agreement with Synalovski Romanik Saye, LLC for an initial three (3) year period with a maximum compensation of $250,000 for parks architectural and engineering services. The services are project based. The value of each project is evaluated and approved by the City Manager prior to engagement. The work for each project is billed at the hourly rates included on Exhibit C of the Agreement.
2. On December 1st, 2021, the Parties executed the First Amendment to the Original Agreement to increase the contract value by $105,000 to allow for phase three (3) of the renovation of the West Pines Soccer Park Fields 5 & 6 and the completion of design documents for the renovation of the softball fields at Silver Lakes South Park.
3. On March 1, 2023, the Parties executed the Second Amendment to the Original Agreement to renew the term for an additional three (3) year period which commenced on June 3rd, 2023 and will expire on June 2nd, 2026 and to reduce the compensation amount from $355,000 back to the original $250,000 amount.
4. On August 1, 2023, Synalovski Romanik Saye, LLC was acquired by Prime ABA Buyer, Inc. Prime ABA Buyer is the parent company of Synalovski Romanik Saye, LLC and is doing business as Synalovski Romanik Saye, LLC in the State of Florida. On December 31, 2023, the principal partner of the firm, Manny Synalovski, retired. The Recreation and Cultural Arts Department has continued working with one of the remaining partners, Merrill Romanik, who has seamlessly transitioned into overseeing city projects that have commenced under this agreement.
5. Below is a list of projects the consultant has completed under this agreement:
1. West Pines Soccer Park Fields 5&6 - Design and develop bid documents and assist with construction for the renovation of fields 5 & 6 at West Pines Soccer Park
2. Various Parks - Develop a set of restroom standards for the renovation of facility restrooms
3. Spring Valley/Armstrong Dream Park - Complete the design build documents for the new Spring Valley Passive Park and William B. Armstrong Community Center
4. Silver Lakes South Park - Design and develop bid documents and assist with construction for drainage improvements between fields 2 & 3
Below is a list of current projects the consultant is tasked with completing:
1. Park Monument Signs - Design and develop bid documents for new monument signs.
2. Pines Recreation Clubhouse Concession Stand - Develop bid documents and assist with bid process and construction
3. Josias Dog Park and Maxwell Park Shade Structures - Develop bid documents and assist with bid process and construction for new shade structures
4. New Playgrounds - Develop options and ideas for new playgrounds in various parks and then develop bid documents to procure chosen playgrounds
5. Spring Valley/Armstrong Dream Park - Continue to assist with oversight of permitting and construction as the role of Design Criteria Professional
6. Various Parks Impact Doors and Windows - Develop design documents, product specifications and NOA's for the replacement of windows and doors in 16 buildings at 8 locations
7. YMCA Aquatic Center Stairs for Water Slides - Design and develop bid documents and assist with bidding and construction for the reconstruction of the YMCA Aquatic Center stairs for the water slide
8. Rehabilitation of Park Pavilions - Review all park pavilions and gazebos and develop a rehabilitation schedule to include detailed work or a recommendation for replacement.
6. On March 1, 2024, the Consultant approached the Recreation and Cultural Arts Director about increasing the hourly rates included on Exhibit C of the agreement. The consultant has been billing the same rates since 2020 without an increase. The Recreation and Cultural Arts Director is in agreement with these hourly rate increases. Based on projected work for the remainder of the agreement period, the Recreation and Cultural Arts Director does not anticipate a request to increase the contract value at this time.
7. While drafting the third amendment to update the hourly rate schedule, the Finance Department discovered that while Synalovski Romanik Saye, LLC did not change their name when they were acquired, the change in ownership did constitute an assignment of the agreement. Section 18.4 of the Original Agreement requires all assignments to be approved by the City Commission.
8. Request the City Commission to approve the third amendment of the parks architectural and engineering services agreement with Synalovski Romanik Saye, LLC to replace the hourly rate schedule of the agreement and to approve the assignment of the agreement to Prime ABA Buyer, Inc. DBA Synalovski Romanik Saye, LLC.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: The amendment does not increase the $250,000 value of the Agreement. The amendment only updates the hourly rates by which the consultant will invoice the City for the projects approved as part of the agreement.
b) Amount budgeted for this item in Account No: Funds for this agreement are budgeted in 001-572-7001-531500-0000-000-0000 - Professional Services
c) Source of funding for difference, if not fully budgeted: Not Applicable
d) 5 year projection of the operational cost of the project: Not Applicable
e) Detail of additional staff requirements: Not Applicable
FEASIBILITY REVIEW:
A feasibility review is required for the award, renewal and/or expiration of all function sourcing contracts. This analysis is to determine the financial effectiveness of function sourcing services.
a) Was a Feasibility Review/Cost Analysis of Out-Sourcing vs. In-House Labor Conducted for this service? Not Applicable
b) If Yes, what is the total cost or total savings of utilizing Out-Sourcing vs. In-House Labor for this service? Not Applicable