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Piggyback Memo for AEPC MDC Contract for Flamingo Park Football Field & Track Project - - ? / q £) Co_ l�l M PROCUREMENT DIVISION - MEMORANDUM TO: Jorge M. Gonzalez, City Manager VIA: Patricia D. Walker, Chief Financial Officer " FROM: Gus Lopez, Procurement Director DATE: April 19, 2011 SUBJECT: Piggyback Memo for Architectural and Engineering Projects Consultant — School Board of Miami Dade County Contract for Flamingo Park — Football Field and Track Project REQUEST The CIP Department is requesting to utilize Miami -Dade County School Board contract for Architectural and Engineering services for the design of the Flamingo Park - Football Field and Track project. BACKGROUND Football Field and Track project, located at Flamingo Park, are in critical need of replacement. Existing facilities are in poor condition, and not adequate to serve the large volume of users of the park, as well as visitors attending large City sponsored events in surrounding areas. Flamingo Park Football Field and Track projects were included in the Master Plan designed by Wolfberg, Alvarez and Partners (WAP). Since negotiations with WAP cannot be effected, CIP requested a proposal from Corzo, Castella, Carballo, Thompson and Salman (C3TS), due to their previous experience in the design of the recreational facilites with artificial turf and drainage. , A list of similar projects is shown in their proposal. ANALYSIS Miami -Dade County School Board has a contract with C3TS with expiration date March 11, 2012. Twenty -six firms applied, and twenty of these firms were short- listed. The School Board negotiated based on the order of final ranking and successfully concluded negotiations with the five top- ranked firms, among them C3TS. The selection of C3TS for this project is based on the wide range of experience in over 40 park projects and school projects including design of artificial turf and drainage (see list of projects - attached). .This project is complex as it contains the requirement for artificial turf with drainage and C3TS is experienced in this field. In addition, the consultant contains all the disciplines for the proper design of the project in- house. A proposal in the amount of $112,289 was received from C3TS for this Project. The fee proposal submitted by the consultant was reviewed for scope and related services in man -hours using the professional fee structure included in the MDCPS consultant contract. The base fee is 8% of the estimated construction cost of $1.4 million and includes 30 %, 60% 90% design and 100% permit submittals, bidding /award, construction administration, and project closeout/warranty .assistance. The services also include a report for determination of the feasibility of providing 8 -lane track. % • Architectural /Engineering Services Flamingo Park Footbalt/Track Page2of2 Procurement utilizel the man hour estimate provided by C3TS and prepared an estimate using the hourly rates negotiated by the City for A/E services for comparison purposes. This comparison showed that C3TS proposal was $2,838 higher than the City's estimate. C3TS was contacted to request a revision to their proposal to reflect at least a comparable cost to the City's contract. C3TS revised their proposal to $109,209, which is $3,080 Tower than their original amount. See attached cost proposal. Additionally, we consulted the State of Florida Department of Management Services guidelines for A/E services fees. The fee guides shown on the attached page labeled "Fee Guide Calculator" are for "basic" architectural and standard engineering services including full service phases for design, bidding and construction. The fee is only to be used as a guide, with the actual fees justified by the architect or engineer via a detailed proposal. The calculator showed a fee of 8.55% of the construction budget for group "C" repairs and renovation projects, compared to a fee of 7.8% of the construction budget being proposed by C3TS based on their revised proposal. Pursuant to Section 287.055, F.S., Consultants Competitive Negotiation Act (CCNA), Architectural and Engineering firms may perform studies up to $200,000, or provide A/E Services on construction projects up to $2 million. FUNDING Funding has been previously appropriated in FY 2009 -2010 Capital Budget. The budget account number to be used for this purchase is 388 -2320- 061357. RECOMMENDATION Based on the aforementioned, I recommend that you exercise your authority and utilize the Miami — Dayk County School Board contract. 1 concur with the recommendation. Utilize th&Miami —Dade County School Board contract. I do not concur with the recommendation. Provide additional information re: 4.tc, 1 Patricia D. Walker, Chief Financial Officer Date /concur with the recommendation. Utilize the Miami —Dade County School Board contract. I do not concur with the. recommendation. Provide additional information re: , _ . 40/11101 (4 1.x. � • ge Mi • nzalez, Ci �Ma ► age Da e Cc: Fernando Vazquez, CIP Director F: \PURC \$ALL\MARTA\Piggyback Memos\FY 10 -11 \School Board AE consultant \Flamingo Park Football Field and Track Project.doc • We are committed to providing excellent public service and safety to all who live, work, and play in our vibrant, tropical, historic community.