Title
MOTION TO APPROVE THE FOURTH AMENDMENT OF THE PARKS ARCHITECTURAL AND ENGINEERING SERVICES AGREEMENT WITH PRIME ABA BUYER, INC D.B.A. SYNALOVSKI ROMANIK SAYE, LLC TO INCREASE THE CONTRACT VALUE FROM $250,000 TO $557,475 TO ALLOW FOR ADDITIONAL PROJECTS TO BE COMPLETED DURING THE THREE-YEAR RENEWAL PERIOD
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. This contract was established using the Consultant's Competitive Negotiation Act state statute for procuring professional services. The services are project based. The value of each project is evaluated and approved by the City Manager prior to engagement.
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 April 17, 2024, the Parties executed the Third Amendment to assign the agreement to Prime ABA Buyer, Inc D.B.A Synalovski Romanik Saye, LLC and to replace the hourly rates schedule of the agreement.
5. The contract is currently in the second renewal period which began on June 3, 2023, and expires on June 2, 2026, with a not to exceed value of $250,000 over the three-year period. During the current renewal period, the Recreation and Cultural Arts Division has engaged the contractor in seven projects.
1) $46,372 - Design Build Professional Services for Dream Park Spring Valley Construction
2) $17,496 - Design pressures, product specifications and Notice of Acceptance (NOA) for the installation of impact windows and doors for 16 buildings at 8 locations
3) $33,750 - Design and develop bid documents for reconstruction of YMCA Stairs for waterside
4) $7,800 - Design and develop bid documents for shade structure at Maxwell Park
5) $8,375 - Update design documents for Pines Recreation Clubhouse Concession Stand
6) $21,550 - Pavilion Review and Rehabilitation Analysis
7) $60,000 - Pines Recreation Center Renovation design and develop bid documents (Boys and Girls Club)
Total encumbered to date is $195,343 which leaves a balance of $54,657 for projects through the remaining eighteen months of the contract period.
6. The contract amount of $250,000 over the three-year period was established in 2020 as an estimate based on forecasted projects at the time with some room for unanticipated projects. For the current three-year term, there are several projects planned that require architectural and engineering services and the value of those services exceed the $250,000 value. Below is a list of six projects that are budgeted in FY2025 that require the services of this contract.
1) $72,775 - Silver Lakes North - Design and develop bid documents for the renovation of the two soccer fields to include updated drainage and sod, the replacement of the pavilion between the two soccer fields, and the renovation of the restrooms.
2) $54,850 - Craig Rupp Dog Park - Design and develop bid documents for the installation of a new restroom building similar to the one at the Josias Dog Park.
3) $15,400 - Academic Village Pool - Design and develop bid documents for the renovation of the pool locker rooms
4) $70,000 - Restroom Renovations - Design and develop bid documents for the complete renovation of restroom facilities at Fletcher Park, Walnut Creek Park, Cinnamon Place Park, Pembroke Shores North, Pembroke Shores South, Chapel Trail East and Chapel Trail West.
5) $36,000 - Pavilion Replacements - Design and develop bid documents for the replacement of four pavilions at Pines Recreation, Walnut Creek (2), and Flamingo Park.
6) $58,450 - Chapel Trail Nature Preserve Boardwalk - Design and develop bid documents for the renovation of the nature trail boardwalk and its six pavilions.
Total value of additional projects is $307,475 which increases contract value to $557,475 ($250,000 + $307,475)
7. Request the City Commission approve the Fourth Amendment of the Parks Architectural and Engineering Services Agreement with Prime ABA Buyer, Inc. DBA Synalovski Romanik Saye, LLC to increase the contract value from $250,000 to $557,475 to allow for additional projects to be completed during the three-year renewal period.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $307,475
b) Amount budgeted for this item in Account No: Funds for the services are tied to each project. Below are the accounts each of these projects are budgeted.
1) Silver Lakes North Renovation 001-572-7001-663000-0000-000-0000 - Improvements other than building
2) Craig Rupp Restroom 001-572-7001-662000-0000-000-0000 - Building
3) AV Pool Locker Room Renovation - 001-572-7001-662151-0000-000-0000 - Building Improvements AV
4) Restroom Renovations 001-572-7001-546150-0000-000-0000 - R&M Land Building
5) Pavilion Replacements 001-572-7001-546150-0000-000-0000 - R&M Land Building
6) Chapel Trail Boardwalk Renovation 001-572-7001-546150-0000-000-0000 - R&M Land 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: 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