City of Largo, Florida

Post Office Box 296, Largo, Florida 33779-029

MEMO DATE: April 12, 2001
AGENDA DATE: April 17, 2001, Regular Meeting
PREPARED BY: Chris A. Kubala, Public Works Director
                              Michael J. Staffopoulos, Assistant Public Works Director/City Engineer

TITLE: FINAL RANKING OF CONSULTANTS FOR THE BRICK STREET RESTORATION PROJECT, AND AUTHORIZATION FOR STAFF TO PROCEED WITH COST AND SCOPE NEGOTIATIONS

INTRODUCTION

The purpose of this memorandum is to obtain City Commission approval of the final ranking of consultants for the Brick Street Restoration Project, and authorization for staff to proceed with cost and scope negotiations.

SUMMARY

On April 2, 2001, interviews with consulting engineers for the performance of engineering services for the Public Works Department were held. The interviews focused on three projects: Downtown Traffic Study, Mast Arm Design and Brick Street Restoration. The selection committee has had the opportunity to discuss the qualifications of each firm, and has developed a ranking for each of the projects.

BACKGROUND:

On May 16, 2000, the Largo City Commission approved Resolution 1706, approving submittal of an application for funding under the Economic Development Initiatives (EDI) program for a special projects grant to the Federal Department of Housing and Urban Development (HUD). The City's intention for this grant was to reconstruct brick streets in the downtown area.

The grant received from HUD was reduced from an original amount of $600,000 to $555,000. Of these funds, the City has designated $148,000 to cover the costs associated with the purchase and installation of decorative light poles associated with the West Bay Drive Redevelopment Project. The resulting balance, approximately $407,000, is to be used for the design and construction of brick streets in the downtown area. Brick streets to be reconstructed are indicated on the attached map.

Brick Street Restoration

The City of Largo has received a grant from the Department of Housing and Urban Development's (HUD) Economic Development Initiative (EDI) account for the restoration of brick streets in the downtown area. The City has approved a plan to restore the historically significant brick streets in the downtown area, between Clearwater/Largo Road and Seminole Boulevard/Missouri Avenue. The selected consultant will be requested to provide final design documents for four to five road segments in the downtown area, consisting of the following:

Engineering Scope of Services

• Engineering design for the project, including:
  • obtaining all local, state, and federal permits required for the project
  • 30%, 60%, 90%, and 100% design submissions and review meetings with City staff
  • development of contract documents and technical specifications
  • provision of all documents in electronic and hard copy format
  • - surveying
• Construction phase services, including:
  • pre-bid meeting
  • attendance at bid opening, including bid tab development, review, and recommendation
  • pre-construction meeting
  • shop drawing review
  • field engineering

OMB BACKGROUND:

Three consultants under contract with the City were interviewed by the selection panel. The interview format was an open discussion between the City and Consultant's staff to discuss their specific experience for this project, staff qualifications, availability, and project approach. Consultants interviewed were:

• Greenhorne & O'Mara
• TBE Group (Tampa Bay Engineering)
• TEI
  

The selection panel consisted of the following City staff:

• Chris Kubala, Public Works Director
• Michael Staffopoulos, Assistant Public Works Director
• David Fechter, Public Works Management Analyst
• Ric Goss, Community Development Director
• Erik Bredfelt, Assistant Community Development Director
  

The selection panel recommends that City staff proceed with negotiations of a final scope of service and fees with TBE Group. Should the City be unable to reach successful negotiations with TBE Group, negotiations will be terminated, and started with the number two ranked consultant. This process will continue until negotiations are successful.

POLICY ISSUE CONSIDERATIONS

Should the City restore brick streets in the downtown area, or reconstruct roadways using asphalt.

DISCUSSION AND ALTERNATIVES

The City Commission may elect to choose one of the following alternatives:

• Change the rankings as provided, and authorize staff to proceed with scope and fee negotiations.
• Reject the ranking, and direct staff to advertise the project and perform additional consultant interviews.
• Not perform the project.
  

By changing the rankings as provided by staff, the Commission may be forwarding the project to a consultant whom staff feels is not the most qualified to perform this project. Rejecting the rankings and advertising the project will result in additional time prior to project start. It is estimated that the time necessary to advertise, short-list, and interview for this project would take approximately three months.

Commission direction not to perform the project would result in the continuation of current conditions of brick streets in the downtown area. Roads would be repaired on an "as needed" basis, with major road reconstructions being proposed as CIP projects.

BUDGETARY IMPACT:

The EDI grant currently has an unappropriated balance of $407,000. Funds will be drawn from HUD through Finance prior to the initiation of work. The project design is anticipated to commence in FY 2001, with construction in FY 2002.

CONSEQUENT ACTION

Final scope and fee, as negotiated by staff, will be brought back to the City Commission for approval.

REVIEWED BY AND RECOMMENDATION:

The City Manager, Assistant City Manager, Assistant to the City Manager, Community Development Director, Assistant Community Development Director, Public Works Director, and Assistant Public Works Director recommend the approval of final ranking of consulting firms, with authorization to proceed with final scope of service and fees.

POTENTIAL MOTIONS:

I MOVE TO APPROVE/DISAPPROVE FINAL RANKING OF CONSULTANTS FOR THE BRICK STREET RESTORATION PROJECT, AND AUTHORIZE STAFF TO PROCEED WITH COST AND SCOPE NEGOTIATIONS.