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
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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
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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
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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.
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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
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