SUBJECT/RECOMMENDATION:
Title
Approve a professional service agreement and purchase order with Marc Taylor Inc., of Phoenix, AZ, to provide Owners Representative services for the Phillies BayCare Ballfield Improvements project (26-0017-EN) in the amount of $450,000.00 pursuant to Request for Proposal (RFP) 21-26 and authorize the appropriate officials to execute same. (consent)
Body
SUMMARY:
The City of Clearwater, in coordination with Pinellas County, is advancing planning efforts for the BayCare Ballpark and Carpenter Complex Improvements project. As the project continues to evolve, including ongoing evaluation of design, schedule, budget, permitting requirements, and delivery strategy, the City and County have identified the need for dedicated program oversight to support coordination among multiple stakeholders and to protect public interests.
On January 21, 2026, Request for Proposal (RFP) No. 21-26, Owner’s Representative, was issued and the City received nineteen responses on February 20, 2026. The Selection Committee consisting of representatives from City Attorney’s Office, Finance & Budget Operations, Parks & Recreation and Public Works, evaluated each response and shortlisted three firms for further consideration. Following presentations, the committee selected Marc Taylor Inc. (MTI) for these services. In order to assist the City and County during the preconstruction phase, this item is being brought forward for consideration at this time. The proposed services are intended to provide immediate project management, coordination, and advisory support while formal project agreements, delivery methods, and development terms are being drafted and finalized.
Under this engagement, MTI will serve as the primary point of contact and act on behalf of the City and County to oversee project planning activities, coordinate with the development team and regulatory agencies, and provide guidance on project scope, schedule, and budget. Key responsibilities include development of a Project Management Plan, review of design and construction documents, coordination of permitting and approvals, facilitation of value engineering efforts, and ongoing monitoring of project risks and costs. The Project Management Plan will establish the baseline scope, schedule, and budget for the project.
Additionally, MTI will assist in evaluating project delivery strategies, reviewing contracts and negotiations, coordinating third-party vendors, and supporting the development of program budgets and schedules. The firm will also provide regular reporting to City and County leadership, including project status updates, risk assessments, and recommendations to support informed decision-making.
The services approved under this award are structured as a not-to-exceed amount to allow the project to progress without delay while maintaining flexibility as project parameters are refined. This approach ensures continuity of oversight and coordination during a period when key decisions regarding project scope, agreements, and implementation are being established.
Approval of this item will authorize the City to engage MTI for Owner’s Representative services, providing the necessary expertise and program management support necessary to advance the project in a coordinated, efficient, and fiscally responsible manner.
APPROPRIATION CODE AND AMOUNT:
A third quarter budget amendment will establish capital project C2604, Phillies/BayCare Improvements, and provide a transfer of $450,000 from General Fund reserves to fund this purchase order.
USE OF RESERVE FUNDS:
Funding will be provided by a third quarter budget amendment allocating General Fund reserves in the amount of $450,000 transferred to capital project C2604, Phillies/BayCare Improvements. Inclusive of this item if approved, a net total of $2,114,262 of General Fund reserves has been used to date to fund expenditures in the 2025/26 operating budget. The remaining balance in General Fund reserves after the 8.5% reserve is approximately $53.9 million, or 24.1% of the current General Fund operating budget
STRATEGIC PRIORITY:
2.3 Promote Clearwater as a premier destination for entertainment, cultural experiences, tourism, and national sporting events.
2.2 Cultivate a business climate that welcomes entrepreneurship, inspires local investment, supports Eco-friendly enterprises, and encourages high-quality job growth.
2.1 Strengthen public-private initiatives that attract, develop, and retain diversified business sectors.
