SUBJECT/RECOMMENDATION:
Title
Approve a purchase order (PO) increase to Broaddus and Associates, Inc., of Austin, TX, for professional services related to the Public Works Department (PWD) Program Project (24-0048-EN), in the not-to exceed (NTE) amount of $1,625,000.00, increasing PO from $445,000.00 to $2,070,000.00, pursuant to Request for Qualifications (RFQ) 37-24, and authorize the appropriate officials to execute same. (consent)
Body
SUMMARY:
The city issued Request for Qualifications #37-24 in April 2024 for Public Works Department (PWD) Program Consultants, and Broaddus & Associates was one of the two selected firms. The intent behind the overall program is to provide a wide variety of support services and expertise to assist the Public Works team in successful management and completion of approved CIP and maintenance projects. Two firms were selected, both to leverage each’s expertise but also to incorporate competition. A significant portion of the proposed fees will be covered by approved and funded capital project budgets (i.e. North Beach Stormwater Improvements and Beach Marina Parking Garage) over multiple years.
City Council approved a NTE $445,000 purchase order to Broaddus in December 2024. These funds supported storm response efforts, stormwater maintenance activities, development and review of numerous capital project budgets, work induction process improvements, and electrical support for a wide variety of existing capital projects. Services provided under the contract to date (conceptual estimating, project budget and scope development and recommendations, change order evaluations, schedule analysis, procurement support, electrical system reviews), resulted in cost savings in capital project construction by reducing the likelihood of design revisions and construction change orders. The outcome of the efforts demonstrated a positive return on investment and reinforced the value of these services.
Task orders will be issued under the proposed increase based on the following breakdown:
1. $130,000 -Disaster Preparation Support - Develop disaster recovery standards and procedures for Public Works Department team to improve emergency responsiveness and reporting and assist with staff training with focus on FEMA reimbursements, cost recovery strategies and documentation; Evaluate and provide recommendations for PWD Emergency Operations Center (DEOC) standard operating procedures to 1) recover city faster, 2) improve data collection and FEMA reimbursement and 3) provide improved shops performance; Prepare tabletop and field exercises, update standards based on feedback.
2. $1,300,000 - PWD Program Support - Develop and review project budgets and scopes; analyze, provide feedback and support negotiations on project schedules and change orders; review and update design standards and contract language; provide maintenance operational support and training; provide project management training; continue work on large scale and on-going work induction process. PWD has identified staff training as a key area for improvement and has incorporated it into this effort to help train staff to perform more of these functions and negotiations in the future.
3. $100,000 - Electrical Expertise Support - Review and provide feedback on a wide variety of electrical project scopes and construction. This will help ensure proper electrical design and appropriate selection of electrical equipment/systems/fixtures for higher performance, long-term maintenance efficiencies, and cost reductions. Provide staff training in these efforts for long-term department sustainability.
4. $95,000 - Stormwater Engineering and Maintenance Support Services - Provide professional stormwater engineering and maintenance recommendations for as-needed projects.
As needs arise to support various projects, a portion of these services will be funded by existing CIP project budgets, Parking Fund and the Stormwater Utility Fund.
APPROPRIATION CODE AND AMOUNT:
Funding for this contract, as needed, will be provided from various capital improvement projects.
STRATEGIC PRIORITY:
1.1 Provide evidence-based measurement tools to continually guide municipal performance and promote accountable governance
1.3 Adopt responsive levels of service for public facilities and amenities, and identify resources required to sustain that level of service
1.4 Foster safe and healthy communities in Clearwater through first-class public safety and emergency response services
5.2 Encourage professional development through employee educational opportunities, skills-based training, and leadership succession planning
5.3 Generate organizational success through collaborative engagement and inclusive decision-making to create shared value outcomes
