Title
MOTION TO ADOPT PROPOSED RESOLUTION NO. 2025-R-03
A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF PEMBROKE PINES, FLORIDA; APPROVING AND AUTHORIZING THE EXECUTION OF THE UTILITY WORK BY HIGHWAY CONTRACTOR AGREEMENT WITH THE FLORIDA DEPARTMENT OF TRANSPORTATION IN AN AMOUNT NOT TO EXCEED $12,042; DIRECTING THE APPROPRIATE CITY OFFICIALS TO TAKE ANY AND ALL ACTIONS NECESSARY TO EFFECTUATE THE INTENT OF THIS RESOLUTION; DIRECTING THE CITY CLERK TO TRANSMIT A COPY OF THIS RESOLUTION TO THE FLORIDA DEPARTMENT OF TRANSPORTATION; PROVIDING FOR CONFLICTS; PROVIDING FOR SEVERABILITY; AND PROVIDING FOR AN EFFECTIVE DATE.
Summary Explanation and Background
SUMMARY EXPLANATION AND BACKGROUND:
1. The Florida Department of Transportation (FDOT) plans to conduct an improvement project on Pembroke Road from west of Douglas Road to University Drive. The improvements generally consist of widening of the Pembroke Rd / Douglas Rd intersection from four lanes to six: milling and resurfacing, installation of widened sidewalks, and drainage improvements.
2. Pembroke Pines owns and operates the water and sewer infrastructure within the project limits, and the City must relocate or adjust its infrastructure to accommodate the construction and finished road conditions, as required. FDOT has identified twelve (12) water/sewer valve boxes that will need to be adjusted to match the new pavement elevations.
3. Utilities Staff has reviewed the required work and concludes that it would be in the best interest of the City to have FDOT’s project contractor make the utility adjustments as part of their scope of work. The alternative would be to have the City’s utility operations contractor, Jacobs, perform this work at a cost. This would divert Jacobs’ forces from other, needed work and potentially expose the City to financial penalties if competing demands for Jacobs’ crews resulted in delays to FDOT’s project.
4. To that end, FDOT has prepared a Utility Work by Highway Contractor Agreement wherein they will include the utility adjustments in the scope of their roadway project, at the City’s expense. The official estimated cost to the City for this agreement is $10,752.
The official estimated cost must be adjusted by 2% (rounded to the nearest dollar) for what will be collectively referred to as the “Allowances”. The “Allowances” will include mobilization of equipment, additional maintenance of traffic costs, administrative costs of field work, tabulation of quantities, Final Estimate processing and Project accounting.
The official estimate will also be adjusted by 10% (rounded to the nearest dollar) for a “Contingency Fund” to be used as hereinafter provided for changes to the Utility Work during the construction of the Project.
After the “Allowances” ($215) and the “Contingency Fund” ($1,075), the total Project cost estimate is $12,042.
Any portion not used for this work will be refunded to the City. Likewise, any increase in the cost of the work will be at the City’s expense. The funds are due to FDOT 45 calendar days prior to the date on which FDOT advertises the project for bid (this date is not yet set but FDOT will provide sufficient notice to the City).
5. Staff recommends that the City Commission adopt proposed Resolution No. 2025-R-03.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $12,042
b) Amount budgeted for this item in Account No: Funds are available in account 471-533-6032-546150-0000-000-0000 (R&M Land Bldg & Improvement)
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.