Placement: Consent Agenda
Action Requested: Motion / Vote
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Approve FY 2024 Annual Expenditure for Contract #20200072R for Consultant Services Related to Structural Designs & Evaluations for Bridges with Graef-USA, Inc.
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Submitted By: Michelle Fentress, Procurement Contracting Officer II, Procurement Management Division (PMD).
Strategic Plan Link: The City's Goal of high-quality infrastructure and facilities.
Summary Brief (Agreements/Contracts only)
1. Prepared by: Michelle Fentress, Procurement Contracting Officer II, PMD.
2. Parties: City of Port St. Lucie and Graef-USA, Inc.
3. Purpose: To provide an increase to the Contract value for Structural Design & Evaluation services for projects as needed throughout the City. The Contract is currently held by Graef-USA.
4. New/Renewal/Modified: Modified.
5. Duration: The initial Contract term was October 5, 2020, through October 5, 2022, and the parties exercised the one (1) twenty-four (24) month renewal option, extending the current Contract expiration date to October 4, 2024.
6. Benefits to Port St. Lucie: High Quality Infrastructure & Facilities providing safe routes of travel for residents throughout the City.
7. Cost to Port St. Lucie (Annual and Potential): Estimated annual expenditure for FYs 2020 - 2023 was under $100,000. Estimated annual expenditure for FY 2024 is $250,000. Therefore, the Contract amount just increased above the threshold, per Section 35.09(a).
Presentation Information: N/A.
Staff Recommendation: Move that the Council approve the estimated annual expenditure for FY 2024 for $250,000.
Alternate Recommendations:
1. Move that the Council amend the recommendation and approve the annual expenditure for FY 2024 for Contract #20200072R.
2. Move that the Council not approve the annual expenditure for FY 2024 for Contract #20200072R and provide staff with direction.
Background: The City currently has approximately thirty (30) bridges throughout the City which require routine and periodic inspection and maintenance. Florida Department of Transportation (FDOT) provides structural inspections of the City’s bridges bi-annually, and the inspection reports are provided to the City for use in planning and maintenance. The City, as the owner of the facilities, must acknowledge receipt of the reports and plan accordingly. To efficiently plan for repairs and maintenance, a consultant specializing in structural design and inspections is utilized to review the reports, provide third-party inspection, and compile a report outlining repair priorities based on requirements outlined in the National Bridge Inspection Standards and FDOT Standards. Through this process, if major repairs are noted, the structural consultant may also provide design, construction inspection, and additional services. Furthermore, the consultant has been used on an as-needed basis for various projects requiring expertise in the civil engineering discipline of structural engineering.
Over time, as the City’s infrastructure ages and the number of improvements Citywide increases, the need for an increase in professional services has been realized. For previous terms of the Contract, the expenditure was under the threshold for City Council approval. However, the increase needed for FY 2024 brings the Contract over the $100,000 threshold, requiring Council approval under City Code of Ordinances, Section 35.09(a).
Issues/Analysis: The Contract is currently held by Graef-USA with an expiration date of October 4, 2024. An increase in the Contract value is needed to address the current estimated cost of projects planned for the remainder of the Contract term. Staff is requesting Council approval for the annual expenditure.
Financial Information: Funds are appropriated in the FY 2024 budget for Road & Bridge / Traffic Control & Improvement / Other Contractual Services (#104-4121-534000-00000).
Special Consideration: N/A.
Location of Project: Throughout the City of Port St. Lucie.
Attachments:
1. Amendment #2.
2. Amendment #1.
3. Original Contract.
NOTE: All of the listed items in the “Attachment” section above are in the custody of the City Clerk. Any item(s) not provided in City Council packets are available upon request from the City Clerk.
Internal Reference Number: #24103-01.
Legal Sufficiency Review:
Reviewed by Alyssa Lunin, Deputy City Attorney. Approved as to Legal form and sufficiency by Richard Berrios, Interim City Attorney.