Fort Walton Beach Council agenda — 04-16-13--special--rec center GMP — reading text

Agenda — City of Fort Walton Beach Special Meeting of the City Council of Fort Walton Beach 5: 30 PM IW Miracle Strip Parknay Tuesday, April 16, 2013 Fort Walton Beach, FL 32548 CALL TO ORDER 5: 30 PM Meeting will be called to order on April 16, 2013 at Council Chamber, 107 Miracle Strip Parkway, Fort Walton Beach, FL. PLEDGE OF ALLEGIANCE 3. ACTION --DIRECTION --DISCUSSION 3. 1. Discussion and Approval of Guaranteed Maximum Price for Proposed Recreation Complex Synopsis: ( Recreational and Cultural Services Director) Staff and the City' s CM -at -Risk consultant, Lord and Son, will present the Guaranteed Maximum Price ( GMP) and request City Council approval to move forward with obtaining the necessary financing for the proposed consolidated Recreation Complex. ATTACHME,u r9; Rea Ccn,,, O MP Propom l - IaNanISon ( POF) 4. ADJOURNMENT Quasi- Judicial — denotes that the item must be conducted as a quasi -judicial hearing in accordance with Florida Statutes. Action —Direction —Discussion items may be acted upon by the City Council by either a motion with a vote in accordance with Robert' s Rules of Order, or by a consensus of the Council. Any person who decides to appeal any decision made with respect to any matter at this meeting will need a record of the proceedings, and for such purpose may need to ensure that a verbatim record of the proceedings is made, which record includes the testimony and evidence upon which the appeal is to be based. ( Chapter 286. 01105, F. S.) Page l Primed 411612013 Cary C,, hr, d ofFon Walton Beach  Agenda Apcil 16, 2013 Special Meeting The City of Fort Walton Beach adheres to the Americans with Disabilities Act and will make reasonable modifications for access to this meeting upon request. Please call City Clerk Helen Spencer at 833 -9509 to make a request. For Hearing Impaired dial the City Hall TDD #850 -833- 9925 or 1- 800 -995 -8771 ( TDD) or 1- 800 -955 -8770 ( Voice). Requests must be received at least 48 hours in advance of the meeting in order to allow the City time to provide requested service. All City of Fort Walton Beach council and board meetings are recorded. The video can be accessed at www.fwb. org. Page 2 Printed 411612013 Cary Cou,,, I oJFoa Walmn Beach  3. 1 City Council of Fort Walton Beach RECREATION MEMORANDUM To: Michael D. Beedie, City Manager From: Jeff Peters, Recreational and Cultural Services Director Date: April 16, 2013 Subject: GMP for Proposed Recreation Complex 1. BACKGROUND: 1. 1. On October 23, 2012, City Council approved the consolidation plan to convert four (4) existing recreation centers ( Fred B. Hedrick, Chester Pruitt, Docie Bass, & Creative Senior Center) and four ( 4) athletic field locations into one ( 1) centralized location at the current Fred B. Hedrick Recreation Center site. 1. 2. On November 13, 2012, City Council approved execution of a contract with DC Architects, Inc. as the A/ E Firm to complete the design of the consolidated recreation complex. 1. 3. Since November 2012, Staff has worked with DC Architects, Inc. and Lord and Son Construction, Inc., the City' s Construction Manager ( CM) at Risk consultant, to develop the 100% design drawings and specifications in order to determine the Guaranteed Maximum Price ( GMP) of the project. 2. DISCUSSION: 2. 1. Upon completion of the 100% design drawings in March 2013, Lord and Son issued requests for bid proposals for each component of the project. Prior to the issuance of the bid requests, potential bidders were pre -qualified by Lord and Son to ensure all bidders were capable of completing their portion of the project. All bids were received by Lord and Son on Friday, April 5, 2013. 2. 2. After opening all bid proposals, Lord and Son evaluated all bids and determined which companies were the lowest responsible, responsive bidders for each component of the project. 2. 3. Once the bid evaluation phase was completed, Lord and Son was able to develop the initial GMP on April 8, 2013. After discussing the initial GMP with Staff, adjustments were made and a final GMP was issued on April 11, 2013 for submittal to City Council. 2. 4. If approved, Staff will proceed with advertising for interest rates for the various financing mechanisms for the project, which include conventional bonds, bank loans, or combinations of the two. 2. 5. Construction for the project would not begin until the financing mechanism is approved by City Council, which may require an ordinance or a resolution or both. This would allow construction to begin the first part of June 2013. Page 1 of 2  3. 1 3. FINANCIAL INFORMATION: 3. 1. The proposed GMP for the FWB Recreation Complex is $ 8; 043, 909 $ 8, 070, 000. This includes the new recreation building, athletic complex, CM -at -Risk construction fees, and contingencies. Other additive alternate items that are included in the GMP me as follows: 3. 1. 1. Parking Lot Resurfacing after Construction is Complete = $ 79, 000 $ 61, 000. The parking lot resurfacing was not part of the original plans. It was determined that the constant use of the parking lot by heavy equipment during the building construction will damage the existing parking lot requiring the resurfacing. 3. 1. 2. Relocation of Existing Concrete Light Poles to Jet Stadium = $ 16, 000. With the installation of new light poles at the new athletic complex, the existing concrete poles can be relocated to Jet Stadium to replace the existing wooden poles, which are in poor condition. Completing a separate project to replace the lights and poles at Jet Stadium is estimated to cost $ 180, 000. 3. 1. 3. The difference in the updated staff report from $ 8, 043, 000 to $ 8, 070, 000 includes a reduction in Tax Savings estimates from $ 130, 000 to $ 105, 000, a reduction in the parking lot expense from $ 70, 000 to $ 61, 000. and an increase in contingenciesfrom $ 118, 000 to $ 129, 000. 3. 2. The GMP does not include any funding for furnishings. The estimated cost of the furnishings and other needed equipment is unknown at this time. 3. 3. The estimated annual debt service based on the GMP of $ 8, 043909 $ 8, 070, 000 is 474, 000. This annual amount assumes a bond issuance that is amortized over a 30- year period and is a conservative estimate. 4. RECOMMENDATION: 4. 1. Staff respectfully recommends City Council approval of the Guaranteed Maximum Price of $9; 043,999 $ 8, 070, 00 for the construction of the consolidated Recreation Complex. If approved, Staff will move forward with obtaining the final details on the financing options for the project and bring the financing mechanisms back to City Council for future discussion and approval. ATTACHMENTS: Rec Center GMP Proposal - Lord and Son ( PDT) SIGNATURE BLOCK: Jeff Peters Completed 04/ 09/ 2013 10: 00 AM Brandy Ferris Completed 04/ 11/ 2013 3: 34 PM Carole Jones Completed 04/ 11/ 2013 3: 40 PM City Manager Completed 04/ 11/ 2013 5: 06 PM City Council Pending Page 2 of 2 Packet P - 9. 4  3. t. a Construction Manager At Risk City of Fort Walton Beach Recreational Complex  3. 1. a r Statecf FL Cad f/led Genea/ COntrector #CGC009942 CONSTRUCTION, State of FL Carefed General Conrctor #CG 0061094 State ofAL Cedthad Genera/ Contractor # 12776 INC. State of GA Cer tted General Contractor # GC00002537 CONSTRUCTION MANAGER / GENERAL CONTRACTOR State DIMS Ced% 6ed Genera/ Contactor #06714 Trusted Performance... Lasting Value April 8, 2013 Mr. Michael D. Beedie, City Manager City of Fort Walton Beach 107 Miracle Strip Parkway SW Fort Walton Beach, Florida 32548 RE: City of Fort Walton Beach Recreational Complex - GMP Proposal Dear Mr. Beedie: We are pleased to present our Guaranteed Maximum Price ( GMP) proposal for construction of the new Fort Walton Beach Recreational Complex. We have received atere all subcontractor bids for 29 packages of work and have totaled them to comprise the N_ figure presented below. rn00 Beginning with a preliminary budget of $8, 250, 000, we began pre- construction services working with the City' s selected architectural firm, Fort Walton Beach based DC A Architects. We formed a team of owner representatives, architects, engineers and