2003-25439 ResoRESOLUTION NO. 2003-25439
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE
CITY OF MIAMI BEACH, FLORIDA, APPROVING THE $8,944,385
PROJECT BUDGET FOR FIRE STION NO. 2 AND ACCEPTING THE
PROPOSED GUARANTEED MAXIMUM PRICE OF $8,096,580,
SUBMITTED PURSUANT TO THE AGREEMENT FOR PRE-
CONSTRUCTION SERVICES BETWEEN THE CITY OF MIAMI
BEACH, FLORIDA, AND JASCO CONSTRUCTION COMPANY FOR
CONSTRUCTION MANAGEMENT AT RISK SERVICES PURSUANT
TO RFQ. NO. 117-99/00, ENTITLED CONSTRUCTION
MANAGEMENT AT RISK FOR THE FIRE STATION NO. 2
RENOVATION AND EXPANSION AND AMENDING THE
AGREEMENT TO INCLUDE CONSTRUCTION OF A FIRE
DEPARTMENT DORMITORY BUILDING, RENOVATION OF THE
EXISTING HISTORIC FIRE STATION #2 FOR USE AS A FIRE
DEPARTMENT ADMINISTRATION BUILDING, AND THE COMPLETE
CONSTRUCTION OF THE SITE DRAINAGE SYSTEM SERVING THE
FIRE STATION SITE AND PUBLIC WORKS YARD; FURTHER,
APPROVING AND APPROPRIATING $4,453,396, WHICH INCLUDES
A CONTINGENCY AMOUNT OF $416,875, AND FIXTURES,
FURNITURE & EQUIPMENT, IN THE AMOUNT OF $240,930, AND
ADDITIONAL SERVICES FOR STA, IN THE AMOUNT OF $190,000,
TO COMPLETE THIS WORK FOR COMPLETION OF THE PROJECT
AS FOLLOWS: $1,473,000 FROM THE GENERAL FUND CAPITAL
PROJECTS RESERVE, $1,060,438 FROM THE GENERAL FUND
CAPITAL REPLACEMENT FUND, $752,596 FROM THE RESORT
TAX FUND, $692,362 FROM THE GENERAL OBLIGATION BOND
SERIES 2000 FIRE AUTHORIZATION INTEREST EARNINGS, AND
$475,000 FROM MIDDLE BEACH QUALITY OF LIFE.
WHEREAS, the Fire Station No. 2 project was originally allocated a net
construction budget of $5,554,180; and
WHEREAS, this construction budget was initially established in 1996 on the
basis of the STA Architectural Group Master Plan for the construction of a new fire
station and the renovation of the existing historic building; and
WHEREAS, the initial budget did not contain items which were later added to the
project, such as an Emergency Operations Center, Hurricane-Category 5 upgrades to
the Fire Station Building, and additional site work; and
WHEREAS, As a result of these additional recommended items, the Gross
Maximum Price (GMP) proposed by Jasco Construction of $8,096,580 and the total
project budget has increased to $8,944,385; and
WHEREAS, the Capital Improvement Office has identified a remaining original
budget of $4,490,989 available for completion of the Fire Station No. 2 Project; and
WHEREAS, the Administration recommends that Jasco's proposed Guaranteed
Maximum Price (GMP) in the amount of $8,096,580 be accepted, and that a contract be
entered with Jasco Construction Company, Inc for the construction and completion of
the Fire Station No. 2 project; and
WHEREAS, the Administration recommends that the required funding, in the
amount of, $4,453,396 be approved and appropriated as follows: $1,473,000 from the
General Fund Capital Projects Reserve, $1,060,438 from the General Fund Capital
Replacement Fund, $752,596 from the Resort Tax Fund, $692,362 from the General
Obligation Bond Series 2000 Fire Authorization Interest Earnings, and $475,000 from
Middle Beach Quality of Life Funds; and
WHEREAS, the Administration intends to pursue additional funding sources,
such as the City of Miami Beach Health Facilities Authority (HFA) as well as
aggressively pursue Homeland Security Grants and other available grants; and
WHEREAS, the Administration intends to reimburse funds provided by the
Resort Tax Fund, Capital Projects Reserve, and Middle Beach Quality of Life Fund, in
that order, if any Health Facilities Authority or Grant funds become available; and
Now, therefore, be it duly resolved by the Mayor and City Commission of the City
of Miami Beach, Florida, that the Mayor and City Commission accept the proposed
$8,944,385 project budget for Fire Station No. 2 and accept the proposed guaranteed
maximum price of $8,096,580, submitted pursuant to the agreement for pre-
construction services between the City Of Miami Beach, Florida, and Jasco
Construction Company for construction management at risk services pursuant to RFQ.
No. 117-99/00, entitled construction management at risk for the fire station no. 2
renovation and expansion and amend the agreement to include construction of a fire
department dormitory building, renovation of the existing historic fire station #2 for use
as a fire department administration building, and the complete construction of the site
drainage system serving the fire station site and public works yard; further, approve and
appropriate $4,453,396, which includes a contingency amount of $416,875, and
fixtures, furniture & equipment, in the amount of $240,930, and additional services for
STA, in the amount of $190,000, to complete this work for completion of the project as
follows: $1,473,000 from the General Fund Capital Projects Reserve, $1,060,438 from
the General Fund Capital Replacement Fund, $752,596 from the Resort Tax Fund,
$692,362 from the General Obligation Bond Series 2000 Fire Authorization Interest
Earnings, and $475,000 from Middle Beach Quality Of Life.
PASSED and ADOPTED this 10th
__ day~~~,_.,.. MAYOR
ATTEST:
CITY CLERK
T:~AGENDA~003\decl003\regular~FS2 Finance Reso.doc
Resolution No. 2003-25439
APPROVED AS TO
FORM & LANGUAGE
& FOP. EXECUTION
Date
CITY OF'MIAMI BEACH ~1~
COMMISSION ITEM SUMMARY
Condensed Title:
A Resolution of the Mayor and City Commission of The City of Miami Beach, Florida, approving the
$8,944,385 project budget for Fire station no. 2 and accepting the proposed guaranteed maximum
price of $8,096,580; further, approving and appropriating $4,453,396, which includes a contingency
amount of $416,875, and fixtures, furniture & equipment, in the amount of $240,930, and additional
services for STA, in the amount of $190,000, to complete this work for completion of the project as
follows: $1,473,000 from the General Fund Capital Projects Reserve, $1,060,438 from the General
Fund Capital Replacement Fund, $752,596 from the Resort Tax Fund, $692,362 from the General
Obligation Bond Series 2000 Fire Authorization Interest Earnings, and $475,000 from Middle Beach
Quality Of Life.
Issue:
Should the City Commission approve the Administration recommendation's accepting Jasco's proposed
Guaranteed Maximum Price (GMP) in the amount of $8,096,580, and that a contract be entered with Jasco
Construction Company, Inc. for the construction and completion of the Fire Station No. 2 project, and that
the required funding, in the amount of, $4,453,396 be approved and appropriated as follows: $1,473,000
from the General Fund Capital Projects Reserve, $1,060,438 from the General Fund Capital Replacement
Fund, $752,596 from the Resort Tax Fund, $692,362 from the General Obligation Bond Series 2000 Fire
Authorization Interest Earnin~ls, and $475,000 from Middle Beach Quality of Life Funds.
Item Summary/Recommendation:
I The Administration recommends that the City Commission adopt the Resolution.
Advisory Board Recommendation:
The proposed GMP was presented, discussed, and recommended for approval at the General Obligation
Bond Oversight Committee Meeting of December 1, 2003 and the Finance and City-Wide Projects
Commission Committee of December 4, 2003.
Financial Information:
Source of Amount Account Approved
Funds: I $1,473,000 General Fund Capital Project
Reserve
2 $1,060,438 General Fund Capital Replacement
FJina~e Fund
-~ 3 $ 752,596 Resort Tax Fund
~ 4 $ 692,362 G.O. Bond Series 2000 Interest
Earnings - Fire Authorization
5 $ 475,000 Middle Beach Quality of Life Funds
Department
Total $4,453,396
City Clerk's Office Legislative Tracking:
IPatricia D. Walker, Chief Financial Officer
Slain-Offs:
Department Director
b~A,~sistant city Manager City Manager
~O: AGENDA ITEM
DATE
www.miamibeachfl.gov
COMMISSION MEMORANDUM
To:
From:
Subject:
Mayor David Dermer and
Members of the City Commission
Date: December 10, 2003
Jorge M. Gonzalez
City Manager
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA, APPROVING THE $8,944,385 PROJECT
BUDGET FOR FIRE STATION NO. 2 AND ACCEPTING THE PROPOSED
GUARANTEED MAXIMUM PRICE OF $8,096,580, SUBMITTED
PURSUANT TO THE AGREEMENT FOR PRE-CONSTRUCTION
SERVICES BETWEEN THE CITY OF MIAMI BEACH, FLORIDA, AND
JASCO CONSTRUCTION COMPANY FOR CONSTRUCTION
MANAGEMENT AT RISK SERVICES PURSUANT TO RFQ. NO. 117-99/00,
ENTITLED CONSTRUCTION MANAGEMENT AT RISK FOR THE FIRE
STATION NO. 2 RENOVATION AND EXPANSION AND AMENDING THE
AGREEMENT TO INCLUDE CONSTRUCTION OF A FIRE DEPARTMENT
DORMITORY BUILDING, RENOVATION OF THE EXISTING HISTORIC
FIRE STATION #2 FOR USE AS A FIRE DEPARTMENT ADMINISTRATION
BUILDING, AND THE COMPLETE CONSTRUCTION OF THE SITE
DRAINAGE SYSTEM SERVING THE FIRE STATION SITE AND PUBLIC
WORKS YARD; FURTHER, APPROVING AND APPROPRIATING
$4,453,396, WHICH INCLUDES A CONTINGENCY AMOUNT OF $416,875,
AND FIXTURES, FURNITURE & EQUIPMENT, IN THE AMOUNT OF
$240,930, AND ADDITIONAL SERVICES FOR STA, IN THE AMOUNT OF
$190,000, TO COMPLETE THIS WORK FOR COMPLETION OF THE
PROJECT AS FOLLOWS: $1,473,000 FROM THE GENERAL FUND
CAPITAL PROJECTS RESERVE, $1,060,438 FROM THE GENERAL
FUND CAPITAL REPLACEMENT FUND, $752,596 FROM THE RESORT
TAX FUND, $692,362 FROM THE GENERAL OBLIGATION BOND SERIES
2000 FIRE AUTHORIZATION INTEREST EARNINGS, AND $475,000
FROM MIDDLE BEACH QUALITY OF LIFE.
ADMINISTRATION RECOMMENDATION
Adopt the Resolution.
BACKGROUND
The Fire Station No. 2 project was originally allocated a net construction budget of
$5,554,180. This construction budget was initially established in 1996 on the basis of the
STA Architectural Group Master Plan for the construction of a new fire station and the
City Commission Memorandum
December lO, 2003
Fire Station #2 Funding Summary
Page 2 of 3
renovation of the existing historic building. This initial budget did not contain items which were
later added to the project, such as an Emergency Operations Center, Hurricane-Category 5
upgrades to the Fire Station Building, and additional site work.
As a result of these additional recommended items, the Gross Maximum Price (GMP)
proposed by Jasco Construction of $8,096,580 and the total available project budget has
increased to $8,944,385. Listed under Table 1 is a summary of the additional "Fire Station
No. 2 Proposed Funding Sources" necessary for completion of the project, which includes the
construction of the new Fire Station, renovation of the historic existing building, and
completion of the site storm drainage system:
Table 1: Fire Station No. 2 Proposed Funding Sources
Proposed Fundin~l Sources Amount
General Fund Capital Projects Reserve $ 1,473,000
General Fund Capital Replacement Fund 1,060,438
Resort Tax Fund 752,596
General Obligation Bond Series 2000 - Fire Authorization Interest Earnings 692,362
Middle Beach Quality of Life Funds 475,000
Total Recommended Budget Increase $ 4,453,396
$ 4,490,989
Total Remaining Original Budget
Total Fire Station No. 2 Remaining Project Budget $ 8,944,385
The Administration intends to pursue additional funding sources, such as the City of Miami
Beach Health Facilities Authority (HFA) funds as well as pursue Homeland Security Grants
and other available grants. If such funds become available they will be used to reimburse
funds provided bythe Resort Tax Funds, Capital Projects Reserve, and Middle Beach Quality
of Life Funds, in that order.
CONCLUSION
The Administration recommends that the total available project budget be increased to
$8,944,385 and Jasco's proposed Guaranteed Maximum Price (GMP) in the amount of
$8,096,580 be accepted, and that a contract be entered with Jasco Construction Company,
Inc. for the construction and completion of the Fire Station No. 2 project, and that the required
funding, in the amount of, $4,453,396 be approved and appropriated as follows: $1,473,000
from the General Fund Capital Projects Reserve, $1,060,438 from the General Fund Capital
Replacement Fund, $752,596 from the Resort Tax Fund, $692,362 from the General
Obligation Bond Series 2000 Fire Authorization Interest Earnings, and $475,000 from Middle
Beach Quality of Life Funds.
CITY OF MIAMI BEACH
COMMISSION ITEMSUMMARY
:ondensed Title:
A RESOLUTION OF THE MAYOR AND CITY COMMISSION ACCEPTING A RECOMMENDATION TO
AWARD THE FIRE STATION NO. 2 PROPOSAL FROM JASCO CONSTRUCTION, CO., IN THE
AMOUNT OF $8,096,580, AND APPRORPIATING FUNDING, IN THE AMOUNT OF $4,453,396, WHICH
INCLUDES A CONTINGENCY AMOUNT OF $416,875, AN FF&E AMOUNT OF $240,930 AND
ADDITIONAL NE FEES UP TO $190,000. THIS WILL BRING THE TOTAL PROJECT ALLOCATION
REQUESTED TO $8,944,385.
Issue:
Should the City Commission approve proposal and appropriate funding?
Item Summary/Recommendation:
In February, 2003, due to performance concerns, a recommendation to sever the contract relationship with
Jasco on the combined water tank and Fire station 2 project was sent to Commission. The Commission
accepted Jasco's proposed Gross Maximum Price (GMP) for the Water Tanks/Pump Station portion of the
project and directed the City staff to evaluate Jasco's performance during the tank construction, to negotiate
a GMP on the fire station phase, and to make a recommendation to the City Commission in time to award a
bid for the project, in the event that the Commission should reject Jasco's GMP.
The water tank project is at 46% completion, on schedule and in budget. This project is scheduled to be
substantially completed on May 2, 2004, with final completion anticipated 30 days later. Jasco has
performed very well in the project and has used subcontractors of very good quality on project.
On November 25, 2003, Jasco presented to the City the final GMP in an amount of $8,096,580 that includes
the renovation of the existing building, the construction of a new fire station including the EOC, and the
necessary modifications to the site. The independent estimate solicited by the City has confirmed that the
Jasco price is within reason. In light of performance to date, the likely savings of time and the advantageous
contract conditions available to the City, the Administration recommends that Jasco's proposed GMP, in the
amount of $8,096,580, be accepted, and that a contract be entered into with Jasco Construction Company,
Inc. for the new Fire Station building, including the EOC, the renovation of the historic Fire Station #2 building
and completing the site storm drainage system, and that the required funding, as described above, including
a contingency amount of $416,875, and additional services fees for STA, in the amount of $190,000, and an
FF&E amount of $240,930 be approved and appropriated.
The recommended funding sources will allow the contract decision to be made by the City Commission and
proceed in a timely fashion. The funding sources will continue to be evaluated and with added information
not currently available, other sources may be recommended to the City Commission in the future as
substitutes.
Advisory Board Recommendation:
The GO Bond Oversight Committee recommended approval at the December 1, 2003 meeting. The
Finance and City Wide Committee recommended the item at their meeting on December 4, 2003.
Financial Information:
Funds: To be submitted
Finance Dept. 4,453,396
City Clerk's Office Legislative Tracking:
I Jorge E. Chartrand
Si n-Offs:
AGENDA ITEM
DATE
CITY OF MIAMI BEACH
CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139
www.miamibeachfl.gov
COMMISSION MEMORANDUM
To:
From:
Subject:
Mayor David Dermer and Date: December 10, 2003
Members of the City Commission
J or ge M. Gonzal
CityManager ~ ...... y ' -// --
/J
A RESOLUTION OF THE MAYOR AND ~ COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA, ACCEPTING THE PROPOSED
GUARANTEED MAXIMUM PRICE OF $8,096,580, SUBMITTED
PURSUANT TO THE AGREEMENT FOR PRE-CONSTRUCTION
SERVICES BETWEEN THE CITY OF MIAMI BEACH, FLORIDA, AND
JASCO CONSTRUCTION COMPANY FOR CONSTRUCTION
MANAGEMENT AT RISK SERVICES PURSUANT TO RFQ. NO. 117-99/00,
ENTITLED CONSTRUCTION MANAGEMENT AT RISK FOR THE FIRE
STATION NO. 2 RENOVATION AND EXPANSION, AS PREVIOUSLY
AMENDED, AND AMENDING THE AGREEMENT TO INCLUDE
CONSTRUCTION OF A FIRE DEPARTMENT DORMITORY BUILDING,
RENOVATE THE EXISTING HISTORIC FIRE STATION #2 FOR USE AS A
FIRE DEPARTMENT ADMINISTRATION BUILDING, AND COMPLETE
CONSTRUCTION OF THE SITE DRAINAGE SYSTEM SERVING THE FIRE
STATION SITE AND PUBLIC WORKS YARD; FURTHER, APPROVING
AND APPROPRIATING $4,453,396, WHICH INCLUDES A CONTINGENCY
AMOUNT OF $416,875, AND FIXTURES, FURNITURE& EQUIPMENT, IN
THE AMOUNT OF $240,930, AND ADDITIONAL SERVICES FOR STA, IN
THE AMOUNT OF $190,000, TO COMPLETE THIS WORK.
FUNDING:
Funding Source Amount
To be submitted as supplement
Total 4,453,396
ADMINISTRATION RECOMMENDATION
Adopt the Resolution.
ANALYSIS
Attachment A of this memorandum provides a brief overall history of this Project and of the
different developments which have occurred since it was first conceived in 1995. The analysis
City Commission Memorandum
December 10, 2003
Fire Station #2
Page 2 of 7
presented refers to the submittal by Jasco of the Guaranteed Maximum Price (GMP)for the
Fire Station portion of the Project as was directed by the City Commission in February 2003.
At that time, the City Commission approved the GMP for the Water Tanks and Pump Station
portion of the Project and directed the Administration and Jasco to work together to develop a
final and accurate GMP proposal for the Fire Station portion.
At the same time that the City considered the submittal of Jasco's proposed GMP for the
Water Tanks and Pump Station, the City also considered Jasco's submittal of a "draft" GMP
on the new Fire Station Building and the restoration of the existing historic facility. The City
interpreted that submittal, delivered in September 2002, as a proposed GMP pursuant to the
Construction Manager (CM) at Risk Agreement for preconstruction services and evaluated it
on that basis. The Contractor stated at the time that the document was a "draft" intended to
provide the City with an indication of where the project was from a cost perspective.
Of particular note was that the estimate included in the "draft" document exceeded previous
Jasco estimates, as well as the STA estimates from 1996 and the established budget, by over
two million dollars. This was particularly troublesome as it was the first indication by the CM
at Risk that the project had a funding shortfall. Based on the nature of the CM at Risk
process, these cost issues should have arisen in previous Jasco cost estimate submittals
since one of the purposes of including the Construction Manager early in the design process
to work in conjunction with the consultant is to provide the owner the option of adjusting the
scope of the project early on in order to avoid redesign costs or identify additional funds to
pay for the project.
Additionally, the Administration was provided documents from Miami-Dade County indicating
that Jasco had been under investigation for certain document discrepancies regarding the
ownership of the company at the time that Jasco submitted its RFQ response for CM at Risk
services. The Administration, with support from the City Attorney's Office, investigated
whether the County issues had any adverse impact to Jasco's standing with City. The
outcome of the investigation determined that it did not.
Due to Jasco's deficiencies during the preconstruction services portion of their agreement,
City staff recommended to the City Commission, in February 2003, that Jasco's CM at Risk
contract be terminated by rejecting the proposed GMP for the two phases of the fire station
project within their Agreement. However, the City Commission, as noted above, and after
careful and lengthy debate and consideration, accepted Jasco's proposed GMP for the Water
Tanks/Pump Station portion. The City Commission also directed City staffto evaluate Jasco's
performance during the tank construction, to secure a third party estimate of the STA
construction documents, to negotiate a GMP on the fire station phase, and to make a
recommendation to the City Commission in time to award a bid for the project in the event that
the Commission should reject Jasco's GMP.
As of December 1, 2003, Jasco is approximately 46% complete with the first portion of the
Project approved by the City Commission, which includes the two Water Tanks and Pumping
Station, additional site work in the Public Works Yard, and the demolition of the existing water
tank. Jasco is currently on-schedule for the May 2, 2004 date initially established for
City Commission Memorandum
December 10, 2003
Fire Station #2
Page 3 of 7
Substantial Completion when their GMP for this portion of the work was granted. To date,
Jasco has managed the project with professionalism and has communicated effectively with
the City throughout the construction period.
As required of the GMP process, Jasco has addressed issues raised in the field as well as
changes resulting from Requests for Information and required additional work at their own
costs and have not generated any Change Orders other than those related to new scope
requested by the City. Their proposals for the additional costs have been reasonable and
within industry standards. Their field personnel are very competent and have supervised the
progress of the work and the quality control of the installations by their sub-contractors
effectively. Some conflicts and errors in installations have been corrected by Jasco efficiently
and promptly and no delays have occurred on the progress of the Project other than those
caused by rain.
As noted above, Jasco's performance on the construction of Phase I of the project has been
excellent. Jasco, so far, has met the requirements and expectations of their CM at Risk
agreement for the Construction Services portion for this phase. Additionally, Jasco has now
finalized and submitted their GMP proposal for the construction of the new Fire Station and
the renovation of the historic existing building, as well as completing the site storm drainage
system. The proposed GMP submitted by Jasco for this work is $8,096,580.
In order to give the City Administration objective information on the cost of construction of the
Fire Station project, and in accordance with the City Commission's direction of February 2003,
an estimate of the cost of construction was obtained from an estimating firm, Cumming,
McGillivray LLC, of Orlando, FL in March 2003. The cost estimate prepared by this firm
substantially exceeds the City's prior construction budget, developed in 1996, for the project.
However the hard construction costs for the Project in the McGillivray estimate are within the
range of the Jasco hard construction costs. The overhead, general conditions, insurance, and
contractor's fees on the Jasco proposal are higher than those estimated by McGillivray.
The initial budget, established in 1996 on the basis of the approved STA Master Plan, was
simply not accurate and was not based on a CM at Risk process. It also did not contain items
which were later added to the scope but were not added to the budget orthe funding. These
items included the EOC, the additional site work, the Category 5 upgrade to the Fire Station
Building, and others.
It should be noted that the estimate prepared by McGillivray considers a Traditional Process
of bidding the STA documents and of awarding the project to the lowest and best bidder. As
the construction documents are already complete; it is not practical to issue a new competitive
bid for CM at Risk services, since only Jasco is familiar enough with the project to accurately
estimate its risk for this type of contract. Since the CM at Risk process includes substantial
risk to the Construction Manager over and above the risk incurred by a Contractor in a
Traditional Invitation to Bid Process, the initial costs for a CM at Risk contract are typically
higher than those received through a traditional Iow bid.
In the traditional process, which is normally utilized by the City, the City incurs the risk of
City Commission Memorandum
December 10, 2003
Fire Station #2
Page 4 of 7
unforeseen conditions and construction document issues that typically increase the initial
cost, or bid price, of the project by 5% to 15% as an industry average, or $325,000 to
$975,000 in this case. These percentages would include the addition of a higher contingency
necessary in the traditional process to account for unforeseen conditions and document
inconsistencies. The McGillivray estimate also did not include the cost of FF&E, the phasing
of the project, the additional site work and the higher cost of better quality sub-contractors
which also add to the differences in cost with the Jasco proposal of September 2002 as well
as the final proposal. In theory, the final value of both processes should be similar, although
the initial bid prices may differ substantially with the CM at Risk pricing being higher.
The CM at Risk process offers the advantage of a known contract cost upfront. Additionally,
the CM at Risk contractor usually uses high quality sub-contractors because they are incurring
the risk. This can result in better quality control and improved performance over a traditional
process with a Iow bidder that uses lesser quality subcontractors in order to compete for the
lowest bid. This fact is already evident in Jasco's performance on the water tanks and pump
station project where the subcontractors have performed excellently and have dealt with
construction issues effectively without any additional costs to the City. Many of these
contractors will be involved with Jasco in the Fire Station portion of the project.
The City met with Jasco on November 13, 2003 in order to complete the review and
evaluation process for all the costs and scope of the Project and to determine the value of a
final GMP from Jasco. This GMP would include all items included in the STA contract
documents and would be clearly separated according to the different portions of the Project.
These portions are the new Fire Station, the historic building renovation, the EOC, and the
necessary site work.
On November 25, 2003, Jasco presented to the City the final proposal for GMP in an amount
of $8,096,580 that includes the renovation of the existing building, the construction of a new
fire station including the EOC, and the necessary modifications to the site as planned.
Staff has completed the evaluation of the Jasco proposal for the Fire Station portion of the
Project and has compared it with the March 2003 independent estimate taking into
consideration the differences in approach between the CM at Risk and traditional bid
processes. In addition, the City met with the Project's consultant, STA Architectural Group
(STA) in order to obtain their comments on the proposal and the estimate as well. Their
evaluation and review included the suggested value engineering items proposed by Jasco as
well as other possible value engineering items. CIP and ST^ also examined those items that
Jasco stated were additional to the original scope of the Project at the time it was awarded to
them. The review has determined which items are valid and have included those agreed
upon in the Project. Some of these items have to do with finishes and furniture, fixture and
equipment, but the more important one is the construction of the EOC and the additional site
work that were originally not budgeted. Finally, the City has compared the September 2002
"draft" cost proposal with the November 2003 final proposal.
The administration also proposes to establish a project contingency account, in the amount of
$416,875 (based on 5% of the contract amount), to be used for any possible changes in
City Commission Memorandum
December 10, 2003
Fire Station #2
Page 5 of 7
scope requested by the City during the project construction and for a furniture, fixture &
equipment budget, in the amount of $240,930, and additional services fees to STA, in the
amount of $190,000. This will bring the total project allocation requested to $8,944,385.
The recommended funding sources will allow the contract decision to be made by the City
Commission and proceed in a timely fashion. The funding sources will continue to be
evaluated and with added information not currently available, other sources may be
recommended to the City Commission in the future as substitutes.
Jasco's current construction schedule indicates that they should achieve Substantial
Completion of the Water Tanks portion of the project in early May 2004. If the Jasco
proposed GMP is accepted, then Jasco can begin construction of the Fire Station portions as
soon as the existing water tank is demolished in late April or early May. If the proposed GM P
is rejected, then staff will proceed to bid the STA documents in January. Under this approach,
meaning that a contractor other than Jasco performs the work, it is expected that construction
could commence as soon as Jasco demobilizes from the Water Tank construction, which is
estimated to occur in June 2004. In order to maintain this schedule, in the event that the
Commission rejects Jasco's proposed GMP, this decision should be made at the December
10, 2003 Commission meeting. The Project duration has been estimated by Jasco to be
twenty four months after start of construction placing completion in mid May 2006.
CONCLUSION
The Administration recommends that Jasco's proposed Guaranteed Maximum Price (GMP) in
the amount of $8,096,580, be accepted, and that a contract be entered with Jasco
Construction Company, Inc. for the construction of the Fire Dormitory building, including the
EOC, the renovation of the historic Fire Station #2 building and completing the site storm
drainage system for this amount. Further, that the required funding, in the amount of,
$4,453, 396, including a contingency amount of $416,875, additional services fees to STA, in
the amount of $190,000, and an FF&E amount of $240,930, be approved and appropriated.
Due to its substantial involvement with the project, STA has also been requested to provide a
recommendation to the City regarding Jasco's proposed GMP, which is attached as
Attachment B.
City Commission Memorandum
December 10, 2003
Fire Station #2
Page 6 of 7
HISTORY (ATTACHMENT A):
On July 17, 1996, the Mayor and City Commission adopted a resolution authorizing the Mayor
and City Clerk to execute an Agreement with the firm of STA Architectural Group (STA),
pursuant to RFLI No. 133-94/95 for architectural and engineering services for the renovation
and expansion of Fire Station No. 2 and to develop a Master Plan for the site at 451 Dade
Boulevard.
On March 9, 1998, the final scheme developed by STA was presented for approval and
recommendation. This proposal called for the addition of a new, three apparatus bay fire
station, restoration of the existing historic fire station building, as well as a reconfiguration of
the Public Works Yard. This new recommendation represented a departure from the original
scope of work initially defined in RFLI No. 133-94/95.
At the October 17, 2001 Commission meeting, the Commission approved an amendment to
the contract with ST^ in the amount of $117,000. This amendment was for the addition of an
Emergency Operations Center (EOC) to the Fire Station No. 2 project, the design of a Storm
Water drainage system serving both the Fire Station and Public Works Yard properties, and
the design of a common entrance to both sites to improve traffic flow. Although the designs of
these additional improvements were added, associated construction funding for the added
scope was not identified or appropriated.
An Agreement with Jasco Construction Co. (Jasco) was executed on April 18, 2001. Jasco
was retained by the City to act as Construction Manager at Risk on the Project and to provide
both preconstruction services consisting generally of constructability review of STA's design
submittals and associated cost estimates and a Guaranteed Maximum Price (GMP)for the
construction of the entire project based on the final construction documents prepared by STA.
Early in 2002, it was decided to divide the scope of the project and to construct two new water
storage tanks and demolish the existing water tank located within the Public Works Yard
before beginning construction on the Fire Station. Camp Dresser & McKee, Inc. (CDM)was
asked to provide a schematic design of two new water tanks and a newwater pumping station
within the Public Works Yard site. Construction of the water tanks and related pump station
were added to the Jasco's Construction Manager at Risk Agreement. CDM was given Notice
to Proceed with the completion of the project design on May 20, 2002. STA and CDM were
directed to provide sufficient information to Jasco to permit them to establish the Guaranteed
Maximum Price (GMP) as requested for this segment of the total project.
The City approved the design submitted by CDM and the location and size of the two water
storage tanks. The Administration requested that Jasco provide a separate GMP for the
Water Tanks and Pump Station, and for the Fire Station project and the EOC, in order to
facilitate the evaluation of all costs.
On March 19, 2003, the City entered into an agreement with Jasco for the construction of two
City Commission Memorandum
December 10, 2003
Fire Station #2
Page 7 of 7
(2) three million gallon water storage tanks, a water pumping station, partial site drainage
system, and a temporary parking and materials storage lot. Notice to proceed was issued to
Jasco pursuant to this contract on June 6, 2003. This portion of the project is scheduled to be
substantially completed on May 2, 2004. With final completion anticipated 30 days later.
In November 2003, Jasco submitted the GMP proposal for the new Fire Station portion of the
Project which is the subject of this Memorandum.
T:~,GENDA~2003~decl003~regular~FS2CommMemo.doc
Chartrand, Jorge
Page 1 of 1
From:
Sent:
To:
John Guffey [john@staarchitecturalgroup.com]
Tuesday, December 02, 2003 9:29 AM
Burgio, Mauro
Chartrand, Jorge; Hastings,Carl; Todd Tragash
Subject: fire station 2 - Jasco GMP
Mauro,
In response to your letter of 11.25.03 we have reviewed Jasco's cost summary of 11.24.03, and in our
professional opinion think it is a fair and appropriate price (although higher than we had anticipated) for buildings
A&B.
Our basis for this determination is as follows:
1. The currant Jasco price for building A is $2,568,024 and for building B is $4,500,092. This is $236
SF for building A and $224 for building B.
2. The STA cost estimate in October 2000 was $1,740,650 ($155 SF) for building A and $2,339,540
($170 SF) for building B. Adding 15% for inflation (5% per year) and adjusting the size of building B
from 13,762 SF to the current 20,100 SF, results in an adjusted estimate of $2,001,747 for building A
and $3,929,550 for building B. While these figures are below the current Jasco proposal, they do not
reflect the current required project phasing, the 24 month construction time, the decision to design for
a category 5 storm, and the raquested Inergen fire suppression system (which were not established
three years ago). Factoring in these additional requirements would bring the estimate close to the
Jasco proposal.
3. The Cumming McGillvary estimate from the summer of 2003 was $1,845,932 for building A and
$3,234,851 for building B. These figures are generally in line with the STA adjusted figure. It is our
understanding that the Cumming McGillvary estimate did not take into account the project phasing
and construction time. Their subcontractor subtotal at this time was not significantly below that of
Jasco. Again, factoring in the required phasing would bring this estimate close to the Jasco proposal.
4. For building A, STA finds the price basically in line with other gut renovations/historic preservation
projects the offce has done in recent years, adjusted for the required phasing and taking into account
work on building A will not commence until the summer of 2005.
5. For building B, Robert Currie's office finds the price basically in line with other fire stations and civic
buildings they are currently doing.
6. STA does note that 25% of the projected cost for buildings A & B is for general conditions, bond and
insurance, and G.C. fees. We note this is a high per cant, but the project does have complicated
phasing and a lengthy construction time. We also note this is reflected in the sub-contractor prices.
Our conclusion is that the price for buildings A & B, although high, is not unreasonable. This assumes the
price is complete for the construction of the two buildings and reflects any reasonable unforeseen conditions,
and is truly a GMP. Regarding the sitework, STA does not have any direct comparables against which to
evaluate the proposed cost. We believe the City is more capable of evaluating this price, either through CDM
or Public Works.
If you have any questions please contact us.
John Guffey
STA Architectural Group
305 571-1811
12/3/2003