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:
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To Approve Task Order 2024-09 with Atlantic Development of Cocoa, Inc. for Construction of the Osage/Angelica Utilities Improvements Project; To Approve as a Multi-Year Contract; To Approve a Resolution Authorizing the City Manager to Approve and Execute Change Orders in an Amount Not To Exceed $371,738.53 (10% of the Contract Amount) for a Total Project Cost of $4,089,123.83; To Approve a Resolution Amending the FY2024 Budget, BAF#24-058-IFT.....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 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.
DRMP will also be perform the engineering services during construction (SDC), pending City Council approval.
On February 7, 2024, the City of Cocoa solicited quotes for the Osage/Angelica Utilities Improvements Project from three (3) continuing service contractors pre-qualified by the City of Cocoa Utilities Department under RFQ 20-18-COC City of Cocoa General Contractor - Utility Systems. The following responses were received:
• Atlantic Development of Cocoa, Inc. - $3,717,385.30;
• Danus Utilities, Inc. - $4,110,400.70;
• Hinterland Group, Inc. - Did Not Submit a Response.
Staff is requesting City Council approval of Task Order 2024-09 with Atlantic Development of Cocoa, Inc. for construction of the Osage/Angelica Utilities Improvements Project as a multi-year contract.
Staff is also requesting that City Council approve an additional $371,738.53 as contingency for the project. The additional amount is 10% of the contract amount and will be used for change orders with approval by the City Manager. Although City staff does not anticipate change orders, with a project of this size there is always a possibility of unknown obstacles in the field that would require changes to the project. If a change order is needed, the additional amount will allow the project to continue forward while minimizing delays.
The additional $371,738.53 for Construction Contingency Budget will not be added to the initial purchase order. Each change order will be reviewed by staff before it is sent to the City Manager for approval, and subsequently added to the purchase order.
Staff recommends approval of Task Order 2024-09 with Atlantic Development of Cocoa, Inc. for construction of the Osage/Angelica Utilities Improvements Project.
This project is partially funded in FY24. A Budget Adjustment Form (BAF) is necessary to allocate additional funding from Account Number XX to Project Number WS21CG Account Number 421-4055-536.63-00 (Infrastructure).
Contractor Bid $3,717,385.30
Construction Contingency $371,738.53 (10%)
Total Project Cost: $4,089,123.83
STRATEGIC PLAN CONNECTION:
NA
BUDGETARY IMPACT:
Budgeted Yes, Partial
If not budgeted, is amendment/transfer attached? Yes
BAF#24-058-ITF-See Tracking Sheet
Amount Requested $4,089,125
Account Number 424-4055-536.63-00 WS24LC
Account Name Infrastructure
Source of Funds: Impact Fees and Original Budget WS21CG
TOTAL COST FOR MULTI-YEAR CONTRACT: $4,089,125
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 Task Order 2024-09 with Atlantic Development of Cocoa, Inc. for Construction of the Osage/Angelica Utilities Improvements Project; To Approve as a Multi-Year Contract; To Approve a Resolution Authorizing the City Manager to Approve and Execute Change Orders in an Amount Not to Exceed $371,738.53 (10% of the Contract Amount) for a Total Project Cost of $4,089,123.83; To Approve a Resolution Amending the FY2024 Budget, BAF#24-058-IFT.....