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Agenda 05/10/2016 Item #16E 2/1 5/10/2016 16.E.2. EXECUTIVE SUMMARY Recommendation to recognize additional Freedom Memorial Fund (620) revenue to continue with construction of additional project elements and authorize necessary budget amendments in the amount of $76,400 OBJECTIVE: To recognize and appropriate available funds in the Freedom Memorial budget in order to proceed with alternate features. CONSIDERATIONS: In 2005, the Collier County Board of Commissioners established that there was a valid public purpose for the solicitation and receipt of contributions to construct a Freedom Memorial Monument (Resolution 2005-259). Fund 620 was established to accept the contributions in order to obtain design and construction services for the Freedom Memorial Monument. On June 23, 2015, Agenda Item 11A, the board authorized the award of Contract #15-6455 to GATES Butz Institutional Construction LLC (GATES) in the amount of $1,377,971 using the funds accumulated in the Fund. The contract included a $100,000 allowance to address any unforeseen site conditions. Any balance remaining in the allowance was to be used to pursue any of the alternates not funded by the award. Direct Material Purchase (DMP) was authorized whenever a saving could be realized. Additional funding available for the completion of alternates is $210,707 and includes $37,086 remaining in the current expense budget, $97,221 unspent allowance from the GATES contract, unbudgeted contributions of $20,700, unbudgeted interest earning of $4,700 and a positive carry forward variance of $51,000. Using these available funds, materials and services will be secured to complete, the fountain, the three granite benches, at least three of the fifty granite state stones (more as the funds permit), and for value engineered modifications to some other features. The additional funds will also allow procurement of additional services by other related vendors including the purchase of additional brick pavers, engraved as specified by donors. FISCAL IMPACT: The unencumbered budget and the unspent GATES contract allowance will provide $134,307 from the existing Freedom Memorial Fund (620) budget to complete project alternates. Amending the budget to include additional revenue from contributions ($20,700), interest earnings ($4,700), and unbudgeted Fund 620 carry forward ($51,000) will make addition project funding of $76,400 available. The recognition of additional revenue will require budget amendments. LEGAL CONSIDERATIONS: This item has been approved as to form and legality and requires majority vote for approval. — CMG GROWTH MANAGEMENT IMPACT: There is no growth management impact associated with this item. RECOMMENDATION: That the Board authorizes the necessary budget amendments to Freedom Memorial Fund (620) as discussed herein. Prepared by: Claude Nesbitt, Project Manager, Facilities Management Division Attachments: 1. Executive Summary of June 23, 2015 Meeting Item 11A Packet Page -857- 5/10/2016 16.E.2. COLLIER COUNTY Board of County Commissioners Item Number: 16.16.E.16.E.2. Item Summary: Recommendation to recognize additional Freedom Memorial Fund (620) revenue to continue with construction of alternates and authorize necessary budget amendments in the amount of $75,800 Meeting Date: 5/10/2016 Prepared By Name: NesbittClaude Title: Project Manager, Facilities Management 3/28/2016 10:31:51 AM Submitted by Title: Project Manager, Facilities Management Name: NesbittClaude 3/28/2016 10:31:53 AM Approved By Name: LinguidiDennis Title: Division Director - Facilities Mgmt, Facilities Management Date: 3/30/2016 4:04:50 PM Name: CarballoMiguel Title: Manager - Facilities, Facilities Management Date: 3/31/2016 2:19:09 PM Name: MarkiewiczJoanne Title: Division Director - Procurement Services, Procurement Services Date: 3/31/2016 3:07:52 PM Packet Page -858- 5/10/2016 16.E.2. Name: HerreraSandra Title: Manager - Procurement, Procurement Services Date: 4/1/2016 3:53:51 PM Name: JonesHank Title: Project Manager, Principal, Facilities Management Date: 4/4/2016 9:18:52 AM Name: BurnsRhonda Title: Procurement Specialist, Procurement Services Date: 4/4/2016 12:41:41 PM Name: Bendisa Marku Title: Operations Analyst, Senior, Administrative Services Department Date: 4/12/2016 1:15:35 PM Name: GreeneColleen Title: Assistant County Attorney, CAO General Services Date: 4/12/2016 4:11:35 PM Name: PriceLen Title: Department Head - Administrative Svc, Administrative Services Department Date: 4/25/2016 1:24:36 PM Name: WellsLaura Title: Management/Budget Analyst, Senior, Office of Management & Budget Date: 4/26/2016 6:26:02 PM Name: KlatzkowJeff Title: County Attorney, Date: 4/28/2016 10:26:20 AM Name: CasalanguidaNick Title: Deputy County Manager, County Managers Office Date: 4/29/2016 4:34:38 PM Packet Page -859- 5/10/2016 16.E.2. EXECUTIVE SUMMARY Recommendation to approve the award of Invitation to Bid #15-6455 Freedom Memorial Monument to Gates Construction; authorize the Chairman to sign the contract; delegate to the County Manager or designee the authority to carry out administrative and ministerial actions necessary to implement the Board's direction during the Board's summer absence; and authorize the necessary Budget Amendments. OBJECTIVE: To obtain comprehensive construction services for the prompt completion of the Freedom Memorial Monument at the Fred W. Coyle Freedom Park. CONSIDERATION: On April 26, 2005, Agenda Item IOC, by Resolution 2005-259, the Board of County Commissioners accepted the design of the Freedom Memorial submitted by Gerald Ladue, and approved its construction on the Main Government Complex. Subsequent Board actions relocated the site of construction to the recently renamed Fred W. Coyle Freedom Park where ground was broken on September 29, 2009. On February 10, 2015, and May 26, 2015 (Agenda Items lOB and 16H5 respectively) the Board authorized County matching funds (up to a maximum of $600,000) to add to monies collected since October 2014 through brick purchases, direct donations, or by fund raising events. The combined funds are to be used to promptly complete construction of the approved design. These funds will be in addition to the approximately $598,100 similarly accumulated and utilized before FY 2014 to bring the Memorial to its current, unfinished condition. On April 30, 2015, the Procurement Division solicited bids to contract for the construction. The selection of vendors was based on the lowest qualified responsive bidder as outlined in the solicitation. A total of eighteen hundred and fifty seven (1,857) notices were sent, fifty eight (58) downloaded and two (2) submissions received. Both submissions were deemed responsive and neither submission provided donated services, equipment or supplies. Item Description Gates ` Compass 1. General Conditions $ 212,807 $ 318,281 2. Flag and Map Cladding $ 888,344 $ 792,750 Base Bid Subtotal $1,101,151 $1,111,031 3. * Alternate: (a) Column, Globe and Eagle $ 152,758 $ 200,527 4. Alternate: (b) Freedom Fountain $ 110,558 $ 91,200 5. * Alternate: Dedication Monument $ 24,062 $ 31,696 6. Alternate: Three (3) Freedom Benches $ 26,548 $ 34,614 7. Alternate: Fifty (50) State Stone Disks $ 290,190 $ 307,846 8. * Allowance $ 100,000 $ 100,000 Alternate Subtotal $ 704,116 $ 765,883 Bid Total $1,805,267 $1,876,914 Contractor's Proposed Time 210 days 315 days STAFF RECOMMENDED AWARD TOTAL $1,377,971 $1,443,254 Staff recommends awarding the line items above denoted with asterisks to the lowest qualified responsive bidder, Gates Construction. The total award amount to Gates Construction will be $1,377,971. This award will leave a balance of approximately $69,890 remaining in the Fund 620 to cover any permit or miscellaneous fees required. Packet Page -860- 5/10/2016 16.E.2. In order to complete as many features of the Freedom Memorial as possible within the total funds budgeted, Staff requests the Board to approve the following direction: • Utilize the Direct Material Purchase option in order to achieve contractual savings in the order of $56,000 that will be added to the Allowance balance. • Utilize a value engineering approach, with the Artist's participation and approval, on the lowest, "stage" section of the paved area in front of the Dedication Monument to gain additional savings to be added to the allowance balance. • Utilize the same value engineering approach on any other construction details that may become apparent during the detailed construction process to gain additional savings to be added to the allowance balance. • Utilize the aggregate amount remaining in the allowance when construction has progressed to the point where unforeseen site conditions are no longer likely, to proceed with funding the following alternate items from the allowance balance, and adding those items by work directive with a follow-up, administrative change order to the contract (listed in priority order): 1. Freedom Fountain 2. Freedom Benches 3. State Stone Disks and Cast Bronze Plaques 101-1111 FISCAL IMPACT: Funding in the amount of $1,447,863.50 is budgeted and currently available in the current and next fiscal years of FY 15 and FY 16. Source of the funds is Fund 620. GROWTH MANAGEMENT IMPACT: There is no impact on the Collier County Growth Management Plan. LEGAL CONSIDERATIONS: This item has been approved as to form and legality and requires majority vote for approval. - CMG RECOMMENDATION: That the Board of Collier County Commissioners awards Invitation to Bid #15-6455 Freedom Memorial Monument to Gates Construction; authorizes the Chairman to sign the contract; delegates to the County Manager or designee the authority to carry out administrative and ministerial actions necessary to implement the Board's direction during the Board's summer absence; and authorizes the necessary Budget Amendments. PREPARED BY: Claude Nesbitt, Project Manager, Facilities Management Division ATTACHMENTS: Bid tabulation, Contract 15-6455 Packet Page -861-