SUBJECT/RECOMMENDATION:
Title
Approve a Professional Services Agreement and Work Order from Cumbey and Fair, Inc., of Clearwater, FL, for Osceola Corridor Improvements (22-0017-EN) in the amount of $2,018,893.00 pursuant to Request for Qualifications (RFQ) 55-23 and authorize the appropriate officials to execute same.
Body
SUMMARY:
The potable water, wastewater collection, and stormwater systems along Osceola Avenue are aging beyond their useful life and must be replaced. This project will replace those systems, including construction of a new reclaimed water main, followed by roadway reconstruction and potential implementation of mobility enhancements.
On August 11, 2023, Procurement issued RFQ 55-23, Consulting Services - Osceola Avenue Corridor Improvement Project and the City received five responses on September 12, 2023. The selection committee consisting of representatives from the Community Redevelopment Agency, Public Utilities and the Public Works Department carefully reviewed each of the submittals received. Each submittal was ranked on the RFQ criteria and overall responsiveness to the RFQ requirements. Cumbey and Fair, Inc. was selected to provide the requested Consulting Services.
Cumbey & Fair will provide all project-related engineering and consulting services, including preparation of various concept renderings, complete and comprehensive design drawings, specifications, colorized renderings, construction documents, analysis, and preparation of project cost estimates. The project will include urban design characteristics appropriate for this central business district corridor.
This design effort will cover Osceola Ave., from Drew St., south to Court St. The project scope includes utility design (potable water, wastewater collection, stormwater, and adding reclaimed water), roadway design, intersection evaluations that may require associated public outreach, in addition to recommending means of incorporating green infrastructure and sustainability to align with Greenprint 2.0.
Design is expected to take 1.5 years and construction will begin in fiscal year 2026.
The Florida Department of Transportation (FDOT) Staff Hour Estimates (SHEs) guidelines and forms are used by design consultants to develop, as well as negotiate, design fees. This methodology describes the work efforts by breaking down estimated hours required to accomplish each task/activity based on project-specific scope of services. The Staff Hour Estimates guidelines have an established range of units required to complete each task that may vary depending on each task’s complexity.
The design fee for Osceola Corridor Improvements were calculated using this standard industry method. The proposed staff hours, hourly rates, distributions, and scope were thoroughly reviewed and negotiated between the City and the Consultant (Cumbey & Fair, Inc) during a Staff Hour Negotiations Meeting prior to the consultant drafting a work order for the project. This is a valuable and well recognized tool used to develop Design Fees for transportation projects.
For budgeting or estimating construction costs for roadway projects, FDOT's Long Range Estimate methodology is a reliable and well-established method (25+ years). This method was used by Cumbey & Fair to estimate construction costs for this project. This data driven methodology is also used by adjacent municipalities (Tampa, Hillsborough, Pinellas County and St. Pete) to develop estimates for their proposed projects.
The project line items were estimated based on project limits and features using conceptual modeling to generate anticipated pay items, quantities, and unit prices based on statewide averages. In the case of roadway construction, the system uses pavement, median, sidewalk, curb and gutter, pavement design information, and section length to generate roadway quantities such as stabilization, base, asphalt, concrete, curb and gutter, asphalt Friction course, etc.
As standard practice, once the project is in design the engineer estimates get refined as the design progresses.
The total project budget for Osceola Corridor Improvement project is anticipated to be $13,650,000. The following funding is identified in the approved 6-year Capital Improvement Program totaling $ 8,435,430.00:
General Fund Revenue: $1,687,080.00
Stormwater Fund Revenue: $1,687,080.00
Water & Sewer Fund Revenue: $5,061,270.00
If approved at the current estimated project scope, additional funding totaling $5,214,570.00 will need to be allocated. These funds will be required for the construction phase of the proposed project in FY26 (Fall of 2025) and will be included in the pending FY 25 6-year CIP budget. The following amounts will be required by fund:
General Fund Revenue: $760,275.00
Stormwater Fund Revenue: $481,554.00
Water & Sewer Fund Revenue: $3,972,741.00
Sufficient funds are available for the design portion of this project based on adjustments listed below.
APPROPRIATION CODE AND AMOUNT:
To fund this work order, midyear budget amendments will transfer $754,096.12 consisting of $4,984.00 from ENST180005, Coastal Basins, to 3197319-C2408 and $749,112.12 from 32173217- 96213, Marshall Street Upgrade to 3217321-C2408, Osceola Ave Streetscape.
After amending, the following funding is available in Capital Improvement Projects C2408, Osceola Ave Streetscape, to fund the work order.
3157541-561200-C2408 Roads $176,706.88
3197319-561200-C2408 Storm $427,004.00
3217321-561300-C2408 Water/Sewer/Reclaimed $749,112.12
3277327-561300-C2408 W&S Utility R&R $666,070.00
STRATEGIC PRIORITY:
This item includes objective 1.2, (maintaining public infrastructure) within High Performing Government, objective 3.3, promote marketing and outreach strategies that encourages stakeholders' engagement, and objective 4.4, develop accessible and active transportation network that enhances pedestrian safety.
