CITY COUNCIL AGENDA ITEM
Memo Date: January 30, 2024
Agenda Date: February 27, 2024
Prepared By: Katherine D. Ennis, P.E., Deputy Utilities Director
Through: John A. Walsh, P.E., Utilities Director
Requested Action:
title
To Approve the Friday Road Utilities Extension Project - Construction Admin Services and the Osage/Angelica Street Utilities Extension Project - Construction Admin Services Scopes of Services and associated rates with DRMP, Inc for Engineering Services During Construction for the Lakes at Cocoa Grove - Utility Extensions, Project No. WS21CG; To Approve A Resolution to Waive Competitive Bidding for the work; To Approve a 4th Amendment to the DRMP Continuing Services Agreement (RFQ No. 17-16-COC); To Approve as Multi-Year Contracts from FY2024 through FY2025. To Approve a Resolution Amending the FY24 Budget, BAF#24-059-ITF, in the Amount of $222,065 for Engineering Services (DRMP) and Replenishing Fund Balance (Fund 421) in the Amount of $1,223,744.End
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BACKGROUND:
The City of Cocoa and the Virgin Trains USA Florida, LLC executed a Settlement Implementation Agreement pursuant to two previous Development Agreements for the property located at I-95 and State Road 528. The City of Cocoa has agreed to design, permit and construct water, sewer and reclaim services to this property subject to certain terms for development.
In February 2021, Council approved Task Order 2021-21 for the design of the Utility Extensions (water, sewer, reclaim) with Bussen Mayer Engineering Group (currently DRMP, Inc.). The design was completed as two separate design segments, Friday Road Extension and the Osage/Angelica Extension. The project was split into two separate segments as they are not contiguous segments and also allows for flexibility in the timing/schedule of construction based on the needs of the overall project. The designs were completed in December of 2023.
The Friday Road Utilities Extension Project - Construction Admin Services (Friday Road Segment) and the Osage/Angelica Street Utilities Extension Project - Construction Admin Services Scopes of Work (Osage/Angelica Segment) will consist of providing construction administration, submittal review, inspections, RFI and Change Order assistance as-needed, review of testing results, as-builts, and permitting assistance for this project. The total cost for these services is $97,925.00 for the Friday Road Segment and $124,140.00 for the Osage/Angelica Segment.
At the time of the design, DRMP had an agreement with the City for Engineering Services for Conveyance Projects from RFQ 17-16COC with its time extension amendments, which expired May of 2023. However, the Agreement stayed in effect under the work under Task Order 2021-21 was completed in December of 2023.
Because DRMP was the original design firm for the projects, and has intimate knowledge of the projects, Staff is recommending one additional retroactive extension of the Agreement for the sole purpose of authorizing DRMP to perform Construction Administration Services for the Friday Road Utilities Extension Project and the Osage/Angelica Street Utilities Extension Project. Staff believes that DRMP is best suited to perform the construction administration services most efficiently because of DRMP’s previous work completing the design. It has been common practice in Cocoa for the design professionals to also oversee the contractor charged with completing the construction of the project. As such, the Construction Administration Services performed by DRMP will be governed by the original terms and conditions of the Agreement awarded under RFQ 17-16COC along with the current task orders and fee schedule. No additional work unrelated to the Friday Road Utilities Extension Project and the Osage/Angelica Street Utilities Extension Project will be authorized under the Agreement.
STRATEGIC PLAN CONNECTION:
NA
BUDGETARY IMPACT:
Budgeted Yes
If not budgeted, is amendment/transfer attached? Yes - Adjustment to the Budget
BAF#24-059-ITF
Amount Requested $97,925
Account Number 424-4055-536.63-00, WS24WP
Account Name Infrastructure
Amount Requested $124,140
Account Number 424-4055-536.63-00, WS24LC
Account Name Infrastructure
Total Engineering Services: $222,065
Replenishing Fund Balance $1,223,744 See Tracking Sheet for more details.
Source of Funds: Water Impact Fees and Original Budget (WS21CG)
PREVIOUS ACTION:
February 9, 2021 - Approved Task Order 2021-21 with Bussen Mayer Engineering Group, Inc. for Professional Engineering and Consulting Services for the Lakes at Cocoa Grove - Utility Extensions, Project No. WS21CG; Approved a Resolution Amending the FY2021 Budget, BAF #21-045-T
RECOMMENDED MOTION:
Recommendation
To Approve the Friday Road Utilities Extension Project - Construction Admin Services and the Osage/Angelica Street Utilities Extension Project - Construction Admin Services Scopes of Services and associated rates with DRMP, Inc for Engineering Services During Construction for the Lakes at Cocoa Grove - Utility Extensions, Project No. WS21CG; To Approve A Resolution to Waive Competitive Bidding for the work; To Approve a 4th Amendment to the DRMP Continuing Services Agreement (RFQ No. 17-16-COC); To Approve as Multi-Year Contracts from FY2024 through FY2025. To Approve a Resolution Amending the FY24 Budget, BAF#24-059-ITF, in the Amount of $222,065 for Engineering Services (DRMP) and Replenishing Fund Balance (Fund 421) in the Amount of $1,223,744.