Title
MOTION TO APPROVE THE FOURTH AMENDMENT TO THE “DESIGN CRITERIA PROFESSIONAL - TO PREPARE THE DESIGN CRITERIA PACKAGE (DCP) FOR A NEW POLICE DEPARTMENT HQ” AGREEMENT WITH ARCHITECTS DESIGN GROUP (ADG) AND APPROVE A CHANGE ORDER FOR AN AMOUNT NOT TO EXCEED $44,240, TO PROVIDE UPDATES TO THE PRE-DESIGN PLANNING STUDY.
Summary Explanation and Background
PROCUREMENT PROCESS TAKEN:
- Chapter 35 of the City’s Code of Ordinances is titled “PROCUREMENT PROCEDURES, PUBLIC FUNDS.”
- Chapter 35.28 of the City’s Code of Ordinances is titled “CHANGE ORDERS.”
- Chapter 35.28(B) states that “Notwithstanding the provisions of division (A), the City Manager is not authorized to approve a change order without authorization of the City Commission where the initial purchase required the City Commission’s approval and where the sum of all change orders issued under the contract exceeds 5% of the original contract amount or $25,000.
- Section 35.21 of the City's Code of Ordinances is titled "AWARD OF CONTRACT."
- Section 35.21(A) of the City's Code of Ordinances is titled "City Commission approval."
- Section 35.21(A)(1) states, “An initial purchase of, or contract for, commodities or services, in excess of $25,000, shall require the approval of the City Commission, regardless of whether the competitive bidding or competitive proposal procedures were followed. However, emergency purchases as described in Section 35.18, shall not require advance City Commission approval. In such emergency situations, the City Manager may approve the purchase or contract, subject to later ratification by the City Commission. Emergency purchases are to be made only when the normal function and operation of the city would be hampered to such an extent by submittal of a requisition in the usual manner that it may effect the life, health or convenience of citizens. ”
SUMMARY EXPLANATION AND BACKGROUND:
1. On October 18, 2017, the City Commission approved an agreement with Architects Design Group ("ADG") in the amount of $87,520 for Phase I of the creation of a Design Criteria Package (DCP) for the construction of a Police Department Headquarters, as described in RFQ # PD-17-01, that would replace the existing headquarters located at 9500 Pines Boulevard, Pembroke Pines, FL 33024.
2. When the original agreement was approved, Phase I consisted of:
Phase I-A: Detailed Spatial Needs Assessment
Phase I-B: Site Analysis & Master Planning
Phase 1-C: Conceptual Design
3. On June 15, 2022, the City Commission approved the First Amendment to the agreement, incorporating additional tasks necessary to complete Phase I and revising the Conceptual Design Package. This amendment also approved a change order not to exceed $24,880 for the expanded scope:
Phase I-A: Detailed Spatial Needs Assessment
Phase I-B: Site Analysis & Master Planning
Phase I-C: Conceptual Architectural Site Master Planning Update
Phase I-D: Conceptual Building Design Update
Phase I-E: Geotechnical Engineering
Phase I-F: Site Surveying
Phase I-G: Subsurface Existing Utility Locations
4. During the process, there have been various conversations regarding where the new Police Department Headquarters will be built, including the option of renovating the existing facility to meet the needs of the growing department. Since the existing Police Department headquarters was originally built, there have been various building code changes in the State of Florida regarding the structural integrity of an "Essential Facility." As a result, if the City were to renovate the existing facility, the City would have to comply with the new building codes. To assess the feasibility of this option, the City and ADG determined that a structural code assessment was necessary. This assessment would evaluate both the existing Police Headquarters and the adjacent Fire Department facilities to help determine whether continued use of these buildings is viable for the City’s first responders.
5. As a result, on December 14, 2022, the City Commission approved the second amendment to the agreement and a change order for an amount not to exceed $43,250, to provide Phase I of a structural code assessment for the existing Pembroke Pines Police Department Headquarters and adjacent Pembroke Pines Fire Department facilities in order to provide the City with pertinent information as it considers the merits of the continued use of the existing structures for the City's first responders, which included:
- Inspection and assessment of the visible components of the existing buildings
- Code review utilizing the current building code and with the review of the existing structural drawings
- Structural analysis of the structural components that are clearly defined on the existing drawings
- Creation of a report identifying those elements and their capacity based on loads and requirements under the current building code.
- An amount not to exceed $2,000 to cover the following reimbursable expenses in which the contractor proposes to bill the City at their cost.
6. Based on conversations between the City and ADG, it was determined that there was a need to develop a rough order of magnitude (ROM) Estimate of Probable Development Costs for the existing Pembroke Pines Police Department Headquarters and the adjacent Pembroke Pines Fire Department facilities code-required structural enhancements.
7. Therefore, the City's Engineer reviewed the third amendment to approve a change order for an amount not to exceed $9,457.28, to provide a rough order of magnitude (ROM) Estimate of Probable Development Costs for code-required structural enhancements, and the City Manager approved the amendment to expedite the project.
8. On April 19, 2023, the City Commission ratified the approval of the third amendment and the change order.
9. ADG completed the rough order of magnitude (ROM) estimate and provided four options to the City:
- Reuse/Renovation of Existing Facilities (Option A)
- Option A-1: $108,963,043 (Buildout through 2039; 273,967 GSF)
- Option A-2: $119,559,393 (2039 buildout; 273,967 GSF with shell expansion to 302,733 GSF for 2050)
- New Facility Options without Using Existing Facility (Option B)
- Option B-1: $109,881,472 (Buildout through 2039; 273,967 GSF)
- Option B-2: $120,682,082 (2039 buildout; 273,967 GSF with shell expansion to 302,733 GSF for 2050)
10. Given the time elapsed since the original Pre-Design Planning Study, the City and ADG have agreed that an update is necessary to ensure the most accurate data for the project moving forward. The fourth amendment reflects changes based on input from recent meetings with the Police and Fire Departments, including an additional vehicle bay and storage for the fire station. ADG anticipates completing the updated scope within 95 days.
|
Task 1: |
Updates to the Pre-Design Planning Study |
|
|
1-A |
Update to the Spatial Needs Assessment |
$12,000.00 |
|
1-B |
Update to the Architectural Master Plan |
$6,800.00 |
|
1-C |
Updates to the Conceptual Building Design |
$8,800.00 |
|
1-D |
Update to the Estimate of Probable Development Costs |
$12,140.00 |
|
1-E |
Update to the City Administration |
$2,000.00 |
|
1-F |
Phase I Subtotal: |
$41,740.00 |
|
1-G |
Phase I Reimbursable Expense Allowance: |
$2,500.00 |
|
1-H |
Total Phase One Fee |
$44,240.00 |
|
Task 2: |
40% Design-Build Criteria Package Development |
TBD |
11. Upon completion of Phase I, ADG would present findings to the City Administration for direction and proceed with negotiations for Phase II, which includes creation of the DCP.
12. Request City Commission to approve the Fourth Amendment to the “Design Criteria Professional - To Prepare the Design Criteria Package (DCP) for a New Police Department HQ” agreement with Architects Design Group (ADG) and approve a change order for an amount not to exceed $44,240, to provide updates to the pre-design planning study.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $44,240 (The total compensation on the agreement will now be $209,347.28)
b) Amount budgeted for this item in Account No: Upon Commission's approval, A budget adjustment will be requested to move $44,240 from account # 001-521-3001-664400-0000-000-0000 (Other Equipment) to account # 001-521-3001-662000-0000-000-0000 (Building).
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: None
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.