DEPARTMENT: Transportation & Capital Improvements
DEPARTMENT HEAD: Mike Frisbie, P.E.
COUNCIL DISTRICTS IMPACTED: Council District 1
SUBJECT:
Contract Award: (Job Order Contract) Municipal Records Facility Upgrades
SUMMARY:
An Ordinance for the Municipal Records Facility Upgrades authorizing a Job Order Contract with Jamail and Smith Construction in an amount not to exceed $266,686.30, a FY 2016 Deferred Maintenance Project located in Council District 1.
BACKGROUND INFORMATION:
Project Background
The Municipal Records Facility is located at 719 South Santa Rosa St. and holds more than 1,500 volumes of court dockets, tax ledgers and vital records. The facility was purchased by the City in the 1990’s. Since then, it has served to meet an increase demand for vital records, passports and archival records. It is estimated that more than 600 individuals visit the facility on a daily basis requesting immunization, birth or death certificates, passports and information regarding the municipal archives.
Previously, through Ordinance 2015-06-18-0541, the first phase of the interior renovation project was completed. The first phase provided cashier windows for a new vital records area for staff and a manager’s office. The new work area also received new telephones, speakers, and security cameras. In August 2015, the facility received a new roof resurface.
The second phase of the interior renovation project provides for an enlarged lobby area with new HVAC equipment to serve the larger lobby area. The existing lobby is 600 square feet and will be expanded to 1,440 square feet. The project will also provide new restroom finishes and toilet partitions in the public restrooms. The enlarged lobby will also receive new security cameras. Project construction is anticipated to begin in November 2015 and is estimated to be completed by January 2016.
Procurement of Services
This project was selected to utilize the Job Order Contracting (JOC), an alternative project delivery method, through which ten contractors were approved through Ordinance 2015-01-15-0013 by City Council on January 15, 2015. The use of the JOC delivery method has provided the City with on-call construction, renovation and maintenance services for City buildings and facilities. Assignment of a JOC contractor to a specific job is based on the contractor’s current workload, overall capacity, familiarity with a specific facility, expertise in completing specific task(s) and/or managing a specific trade needed to carry out the job. Of the ten (10) contractors, Jamail and Smith Construction, was selected to submit an estimate and project schedule for this Project
The Job Order Contract was awarded in compliance with the Small Business Economic Development Advocacy (SBEDA) Program, which requires contracts be reviewed by a Goal Setting Committee to establish a requirement and/or incentive unique to the particular contract in an effort to maximize the amount of small, minority, and women-owned business participation on the contract. The Goal Setting Committee set a 23% Minority/Women Business Enterprise (M/WBE) subcontracting goal and a 3% African American Business Enterprise (AABE) subcontracting goal. Jamail and Smith Construction has committed to meeting the assigned Job Order Contract subcontractor goals on a quarterly basis.
Discretionary Contracts Disclosure Form, as required by the City’s Ethics Ordinance for all Projects, where subjective criteria are used to select the contractor or consultant rather than by low bid, is attached.
ISSUE:
This ordinance for the Municipal Records Facility Upgrades, a FY 2016 Deferred Maintenance Project, located in Council District 1, authorizes a task order to a Job Order Contract with Jamail and Smith Construction in an amount not to exceed $266,686.30.
Upgrades to the facility include expanding the existing 600 square foot lobby to 1,440 square feet with new vinyl composition tile, ceiling, lighting, and ductwork, restroom improvements as well as replacement of the security cameras. Additionally a new vital records room, a new manager’s office, and replacement of the HVAC system are included in this project. Project construction is anticipated to begin in November 2015 and is estimated to be completed by January 2016.
Coordination with the Office of the City Clerk will be done in order to allow the facility to remain open to the public during business hours and for the construction to take place while the facility is closed in the evenings and on weekends.
ALTERNATIVES:
As an alternative, this Project could be delivered utilizing another delivery method. However, considering the additional time required for another solicitation process, this would adversely affect the timely completion of the Project.
FISCAL IMPACT:
This is a one-time capital improvement expenditure in the amount of $266,686.30, payable to Jamail and Smith Construction for the Municipal Records Facility Upgrades Project, a FY 2016 Deferred Maintenance Project. Funds are included in the FY 2016-2021 Capital Improvement Program Budget.
RECOMMENDATION:
Staff recommends approval of this ordinance authorizing a task order to a Job Order Contract in an amount of $266,686.30 to Jamail and Smith Construction for the Municipal Records Facility upgrades.