1588 City of Sanford CRA - Sanford AveA •�:
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ECONOMIC DEVELOPMENT- BOB TURK r
TRANSMITTAL MEMORANDUM
To: City Clerk
RE: Request for Services
The item(s) noted below is /are attached and forwarded to your office for the following action(s):
Development Order
Final Plat (original mylars)
Letter of Credit
Maintenance Bond
Ordinance
Performance Bond
Resolution
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Once completed, please:
❑ Return original
❑ Return copy
Special Instructions:
❑
Mayor's signature
❑
Recording
❑
Rendering
®
Safe keeping (Vault)
El
Attached is an executed copy of Commission Memorandum 13 -129, approval of the inter -local
agreement with City's Community Redevelopment Agency( CRA) : Construction Contract and
Related Budget Transfer for Sanford Avenue Streetscape.
Please advise if you have any questions regarding the above.
T:\Dept_forms \City Clerk Transmittal Memo - 2009.doc
851 -��
I / Date
MEMORANDUM OF UNDERSTANDING CITY OF SANFORD AND
COMMUNITY REDEVELOPMENT AGENCY OF CITY OF SANFORD
Subject: Sanford Avenue Streetscape Funding
The purpose of this Memorandum Of Understanding (The "MOU ") is to further
implement the provisions of the Interlocal Agreement between the City of Sanford
Community Redevelopment Agency (the "CRA ") and City of Sanford, a Florida
municipality (the "City ") relative to the projects and activities of the City and the CRA
and, specifically, the Sanford Avenue Streetscape project.
It is understood and agreed by the parties as follows with regard to the funding of the
Sanford Avenue Streetscape project that funding shall be from the following sources:
Funding Source
Sanford CRA
Stormwater Utility Fund
Utility Fund
Recreational Impact Fees
2nd Generation Sales Tax
Total
City of Sanford CRA
By. 0
Robert lurk,
CRA Executive Director
(By delegation of the CRA)
Current
Available
Anticipated
Contract
in
Final
Contingency
Award
FY2014
Funding
Commitment
1,393,673
549,105
1,942,778
97,188
163,354
163,354
-
187,550
187,550
-
30,932
30,932
-
549,105
(549,105)
-
114,924
2,324,614
-
2,324,614
212,112
City of Sanford, Florida
Thomas orge
Assistant City Manager
(By delegation of the City Commission and
City Manager)
1 I Page
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MEMORANDUM OF UNDERSTANDING CITY OF SANFORD AND
COMMUNITY REDEVELOPMENT AGENCY OF CITY OF SANFORD
Subject: Memorandum Of Understanding:
The purpose of this Memorandum Of Understanding is to further implement the
provisions of the Agreement between the City of Sanford Community Redevelopment
Agency (the "CRA ") and Winston Singh Enterprises, Inc. (the "Contractor ") relative to
It is understood and agreed by the parties as follows:
0).
(2)•
(3).
(4).
Etc.
City of Sanford CRA
By.
Robert Turk,
CRA ecutive Director
(By del gation of the CRA)
City of Sanford, Florida
By: /
Thomas , rge
Assistant City Manager
(By delegation of the City Commission City
Manager)
1 I Page
MEMORANDUM OF UNDERSTANDING CITY OF SANFORD AND
COMMUNITY REDEVELOPMENT AGENCY OF CITY OF SANFORD
Subject: Personnel Usage and Costs of CRA
The purpose of this Memorandum Of Understanding (The "MOU ") is to further
implement the provisions of the Interlocal Agreement between the City of Sanford
Community Redevelopment Agency (the "CRA ") and City of Sanford, a Florida
municipality (the "City ") relative to the projects and activities of the City and the CRA
and, specifically, the Sanford Avenue Streetscape project.
It is understood and agreed by the parties as follows with regard to the staffing of the
CRA by the City:
(1). The City shall provide staffing to the CRA.
(2). The City shall charge the CRA for the time of City staff devoted to the work of
the CRA and other services and costs.
(3). The parties agree to the provisions of this MOU such that the actions agreed upon
shall be agreed upon nunc pro tunc to the creation of the CRA and all actions of the
parties relating thereto are hereby ratified and affirmed.
City of Sanford CRA
Bye
Robert urk,
CRA E ecutive Director
(By del gation of the CRA)
City of Sanford, Florida
By: 7;7
Thomas GSKrge /
Assistant City Manager
(By delegation of the City Commission and
City Manager)
4e
CITY COMMISSION MEMORANDUM 13 - 129
JUNE 24, 2013 AGENDA
TO: Honorable Mayor and Members of the City Commission
PREPARED BY: Robert Beall, Project Manager
SUBMITTED BY: Norton N. Bonaparte, Jr., City Manager
WS RM x
Item No.
SUBJECT: Interlocal Agreement with City's Community Redevelopment Agency
(CRA); Construction Contract and Related Budget Transfer for Sanford
Avenue Streetscape
SYNOPSIS:
The City's CRA engaged in a competitive bidding process as outlined below. The project, as
well as other matters involving the operation of the CRA as the separate legal entity which it is,
would be implemented in the context of a proposed interlocal agreement between the City and
the CRA. The City would enter a construction contract in the amount of $2,324,614 for the base
bid portion and 46 alternates of the Sanford Avenue Streetscape project. Approval of the
interlocal agreement; approval of the related budget transfer, approval of a contingency amount
of $212,112 and approval of entering a contract with Stage Door Il, Inc. of Apopka, Florida are
requested.
FISCAL/STAFFING STATEMENT:
Funding for the project is available and shown as follows:
CRA funding in the amount of $549,105 is anticipated to be available in the 2014 budget year.
These funds are not officially available for the CRA to commit to this project. However, funds
are anticipated to be available for the project upon the adoption and commencement of the 2014
CRA budget. The proposed contract award would be funded from 2nd Generation Sales Tax
funds for $549,105 at this time. A memorandum of understanding (MOU) would be entered
between the City and the CRA in implementation of the proposed interlocal agreement which
would provide for precise administrative details to implement the collaborative actions of the
Current
Available
Anticipated
Contract
in
Final
Contingency
Funding Source
Award
FY2014
Funding
Commitment
Sanford CRA
1,393,673
549,105
1,942,778
97,188
(already committe(
Stormwater Utility Fund
163,354
163,354
-
(transfer requested
Utility Fund
187,550
187,550
-
(already budgeted)
Recreational Impact Fees
30,932
30,932
-
(transfer requested
2 "d Generation Sales Tax
549,105
(549,105)
-
114,924
(see below)
Total
2,324,614
-
2,324,614
212,112
CRA funding in the amount of $549,105 is anticipated to be available in the 2014 budget year.
These funds are not officially available for the CRA to commit to this project. However, funds
are anticipated to be available for the project upon the adoption and commencement of the 2014
CRA budget. The proposed contract award would be funded from 2nd Generation Sales Tax
funds for $549,105 at this time. A memorandum of understanding (MOU) would be entered
between the City and the CRA in implementation of the proposed interlocal agreement which
would provide for precise administrative details to implement the collaborative actions of the
CRA and the City Commission. The interlocal agreement provides both a memorializing of the
cooperation of the CRA and the City Commission and an administrative vehicle within which to
implement actions relative to joint projects, administrative assistance to the CRA, etc. The
approval of the interlocal agreement in this agenda item will allow the City staff to efficiently
implement administrative and other matters in a streamlined manner in accordance with sound
public management practices and principles.
The estimated contingency funding is made available in case there are any unforeseen project
costs due to issues beyond the engineer and contractors control (i.e., Artesian wells, unmarked
utilities). If the project does not use any contingency funding there will be a surplus of $97,188
left in the CRA account. If the entire project goes over the CRA committed contingency amount
the remaining $114,924 can be funded through the 2nd Generation Sales Tax Fund. At that time
staff will submit a budget amendment to the City Commission.
City staff has concluded that the use of stormwater utility funds, utility funds, recreational impact
fee funds and 2nd Generation sales tax funds are appropriate in that the funds are being used,
within the context of the subject project, for the purposes for which their use was intended or
restricted and recommend a budget transfer of these funds for the project.
BACKGROUND:
On April 18, 2013 the CRA received four sealed bids for the Sanford Avenue Streetscape
project. The bids were separated into base bid expenditures with 46 alternate line item
expenditures. Public Works staff reviewed the bids on behalf of the CRA as indicated in the bid
tabulation below. Based on review of all bidders Public Works staff made a recommendation of
the most responsive and responsible bidder to the CRA.
On May 1, 2013 the CRA recommended approval of the above schedule of funding and award of
the Sanford Avenue Streetscape Project to the lowest and most responsive bidder, Stage Door II,
Inc.
The bids were as follows:
Contractor
Base Bid
Alternate Base Bid
Base + Alternate
Stage Door II, Inc.
$2,121,116.90
$ 955,611.35
$3,076,728.25
Gomez Construction, Co.
$2,477,321.42
$1,174,275.99
$3,651,597.41
Gibbs & Register, Inc.
$2,644,851.00
$ 981,149.00
$3,626,000.00
Thadcon, LLC
$2,777,089.35
$1,009,407.55
$3,786,496.90
The actions proposed for City Commission approval will allow City staff to implement the
project as well as the ongoing beneficial relationship with the CRA and the benefits derived to
the citizens of the City as a result of the collaborative implementation of planned projects and the
use of available funds in a prudent and timely manner.
LEGAL REVIEW:
The City Attorney's office has assisted in the drafting of this agenda memorandum and has no
legal objection if all purchasing requirements have been fully met and all funds are being
appropriately utilized. The City Attorney will draft an MOU to implement the award of the
subject contract and the funding as outlined above. Also, additional MOUs will be developed to
implement and memorialize past and future actions and to ensure that sound public management
practices are evident in the face of any future audits.
RECOMMENDATION:
It is staff's recommendation that the City Commission approve the interlocal agreement with the
CRA; approve the budget transfer and approve entering into the contract with Stage Door II, Inc.
for $2,324,614 and approve a contingency of $212,112 for a total project amount not to exceed
$2,536,726.
SUGGESTED MOTION:
"I move to approve the interlocal agreement with the CRA; approve the budget transfer, approve
the contingency funds and approve entering into the contract with Stage Door II, Inc. for the
Sanford Avenue Streetscape project as proposed by City staff."
Attachments: Interlocal Agreement with CRA
Stage Door II, Inc. proposed contract
Budget Transfer