SUBJECT/RECOMMENDATION:
Title
Authorize a professional service agreement and increase to purchase order with Broaddus and Associates, of Tampa, FL for the Public Works Department (PWD) Program Consultant (24-0048-EN) in the amount of $350,000.00 bringing the not-to-exceed amount to $445,000.00 for a five-year term pursuant to Request for Qualification (RFQ) 37-24 and authorize the appropriate officials to execute same. (consent)
Body
SUMMARY:
In April 2024, RFQ 37-24, Public Works Program Consulting Services, was issued seeking qualified program managers, engineers and joint venture teams to provide comprehensive assessment, design, procurement, cost estimating and construction support services to its Public Works Department (PWD) on a program-level scale. The intent is to improve efficiency of completing work assignments, while being closely monitored by a Public Works Project Manager.
In June 2024, the RFQ selection committee, consisting of representatives from the City Manager’s Office, Finance Department and Public Works Department carefully reviewed each of the submittals received from five qualified firms. Each submittal was ranked on the RFQ criteria and overall responsiveness to the RFQ requirements. The committee selected three firms to return for presentations/interviews.
In July 2024, after formal presentations of the short-listed firms, the RFQ Selection Committee selected Broaddus & Associated (B&A) and CPH Consulting, LLC (CPH) for PWD Program services, both to leverage each’s expertise but also to incorporate competition.
In October 2024, Procurement Manager approved an initial Task Order 1 to B&A to perform operational assessments and process optimization in support of Hurricane Milton response and recovery in the amount of $50,000.00.
In November 2024, City Manager approved Task Orders 2 & 3 to B&A in the amount of $45,000.00, increasing the total contract value to $95,000.00. Task Order 2 included developing improved work induction processes to improve scope development and budgeting associated with city Capital Improvement Programs (CIP). Task Order 3 included a review of existing CIP budgets, including interviews with stakeholders to determine if the budgeted scope of work is appropriate for each project. PWD believes this will help align expectations with scopes of work and improve the accuracy of CIP budgets.
The development of a standard Work Induction form that provides sufficient scope and budget details is a vital effort to improving transparency of scope and cost to Council and City Leadership. This effort will include design, construction, soft costs and life cycle costs along with any personnel increase/decrease to allow more informed decision making. Conceptual estimating at these early stages is highly specialized and is best associated with an entity that is regularly pricing work to ensure they have the latest cost models. The estimators producing these estimates will be leveraged during contract negotiations to help ensure the City is getting the best value on projects.
APPROPRIATION CODE AND AMOUNT:
Funding for this contract will be provided by various Public Works Capital Improvement Projects and operating budgets. The Public Works operating budget and associated projects are funded by General Fund, Stormwater Fund Utility Enterprise Fund, Parking Enterprise Fund, and Penny for Pinellas revenue dependent upon project.
STRATEGIC PRIORITY:
1.2 Maintain public infrastructure, mobility systems, natural lands, environmental resources, and historic features through systematic management efforts.1.5 Embrace a culture of innovation that drives continuous improvement and successfully serves all our customers.
