HomeMy WebLinkAboutSpecial Meeting Packet 04/12/2011
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ITEM NO. III
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~ DATE: 04/12/11
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. . . AGENDA REQUEST REGULAR (X)
.
PUBLIC HEARING ( )
LEG. ( )
QUASI-JD ( )
CONSENT O
TO: BOARD OF COUNTY COMMISSIONERS PRESENTED BY:
Debra Brisson
SUBMITTED BY: Parks, Recreation & Facilities Director
SUBJECT: Approval of Resolution 11-081 -(Old) Clerk of Court Building
BACKGROUND: See attached memorandum.
FUNDS AVAILABLE: N/A
PREVIOUS ACTION: N/A
RECOMMENDATION: Board approval of Resolution No. 11-081 declaring the completion of interior
renovation of the (Old) Clerk of Court building to be an emergency,
authorizing the expedited solicitation of competitive bids, authorizing the
waiving of the bid process for the direct purchase of materials and direct hire
of subcontractor, and authorizing the County Administrator to execute a Work
Authorization to Edlund, Drittenbas, Binkley, Architects and Associates, P.A
for design and construction administration of the project as outlined in the
agenda memorandum.
COMMISSION ACTION: CONCURRENCE:
( ) APPROVED ( ) DENIED
( ) OTHER
Faye W. Outlaw, MPA
County Administrator
Coordination/Siqnatures
(j OMB Director
County Attorney ( X) ~r Budget Analyst ( X) l`;`~
. Daniel Mclntyre ' ari Gouin
Patty Marston
Originating Dept. ( X ) Purchasing ( )
Debra Brisson Melissa Simberlund
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`~~~~~'~~~~Y~~
~~°~~`~"~s' Parks, Recreation & Facilities
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• ' ' ' MEMORANDUM
TO: Board of County Commissioners
FROM: Debra Brisson, Director ~
DATE: April 12, 2011
SUBJECT: Approval of Resolution 11-081 - Old Clerk of Court Building
ITEM NO. III - Regular Agenda
Backqround:
In September of 2004, during Hurricanes Frances and Jeanne, the (Old) Clerk of the Court building
experienced significant water intrusion primarily through the windows. Damage was so extensive
that all four (4) floors of the building had to be gutted. One hundred and thirty eight employees were
relocated to other offices. Following an onsite evaluation, FEMA developed a scope of work which
recognized the extensive damages, but allocated only $404,398 for the renovations. Staff notified
FEMA that the allocated $404,398 was not sufficient to complete renovations and that additional
funding would be required, per FEMA regulations. Over the past 5 plus years, staff has continually
requested project time extensions while waiting for FEMA to officially respond to the County's request
for a change in the scope of work to more accurately delineate the required renovations and
subsequent increase in funding.
In January of 2007, due to the pressing need for court space and despite the limited scope of work
approved by FEMA, the County decided to proceed with renovation of the 15t and 2nd floors of the
(Old) Clerk of Court building. Funding for the $5.9+ Million project came from the following:
• 316 - County Capital $3,006,944
• 001 - FEMA / Insurance $1,886,177
• 001 - General Fund $ 804,137
• 170 - Court Facilities $ 221,508
• 315 - County Capital $ 6,475
In May of 2009, renovations of the 1St and 2"d floors, including holding cells, Law Library, Sheriff's
Civil Services offices and the Jury selection room were completed.
Last month, County officials discussed the (Old) Clerk of Court building with FEMA officials.
As a result, on March 30`h the County received an email from Peg Kemler, Public Assistance
Coordinator for SLC, Florida Division of Emergency Management, advising the County of the
following:
• FEMA will issue a revised PW (Project Worksheet) soon.
o The PW's scope of work will delineate total project expenses of $9,425,789 for all 4
floors of the (Old) Clerk of Court building.
o The PW will commit FEMA and the State to fund $97.5% of the total project costs
for renovating all 4 floors of the (Old) Clerk of Court building not paid for by
insurance.
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Page 2
April 12, 2011
III
o All renovations to the 3~d and 4'h floors of the (Old) Clerk of Court building,
delineated by the PW must be completed by December 31, 2011. Third floor
renovations include space for the County Drug Lab, Child Support, Domestic
Violence and Family Services. Fourth floor renovations include 2 courtrooms and
offices for judges and support staff, holding cells, jury deliberation rooms, and
restrooms. The completion of the renovation of both floors will allow the County
the opportunity to move Juvenile and Juvenile Court facilities from 7'h street, which
will allow for 7th street to be utilized by another operation the County has to fund.
Following receipt of Ms. Kemler's email, staff met and determined the work could be completed by
December 31St if the project was renovated as currently designed and if the BOCC approved:
1. The expedited solicitation of competitive bids twenty-one days prior to the bid opening date.
2. A waiver of the bid process for the direct purchase of materials and for the hiring of
subcontractors allowing for elements of the project to be completed during the bid and
permitting processes.
3. The execution of a Work Authorization with Edlund, Dritenbas, Binkley, Architects and
Associates, P.A., for design and construction administration for the project by the County
Administrator.
In order for the above to occur, including all work being completed on the 3`d and 4t" floors by
December 31St, as mandated by FEMA, the Board must declare the project an emergency. Based
upon all factors, the County Attorney, has determined that the project meets an emergency as
defined in Section 255.0525, Florida Statutes; as failure to do so would result in the loss of public
property and the interruption of delivery of essential governmental services.
It should be noted that should the Board decide not to move forward with the renovations to the
3rd and 4th floors of the (Old) Clerk of Court building, the County must reimburse FEMA
approximately $400,000, FEMA's payment for work completed on the 1St and 2~d floors.
Recommendation:
Board approval of Resolution No. 11-081 declaring the completion of interior renovation of the (Old)
Clerk of Court building to be an emergency, authorizing the expedited solicitation of competitive bids,
authorizing the waiving of the bid process for the direct purchase of materials and direct hire of
subcontractor, and authorizing the County Administrator to execute a Work Authorization to Edlund,
Drittenbas, Binkley, Architects and Associates, P.A for design and construction administration of the
project as outlined in the agenda memorandum.
4
RESOLUTION NO. 11-081
A RESOLUTION DECLARING THE COMPLETION OF
INTERIOR RENOVATIONS OF THE OLD CLERK OF
COURT BUILDING TO BE AN EMERGENCY;
AUTHORIZING THE EXPEDITED SOLICITATION OF
COMPETITIVE BIDS; AUTHORIZING THE ADVERTISMENT
OF SUCH SOLICITATION TO TAKE PLACE TWENTY-ONE
DAYS PRIOR TO THE ESTABLISHED BID OPENING DATE;
AUTHORIZATION TO WAIVE THE BID PROCESS FOR THE
DIRECT PURCHASE OF MATERIALS AND DIRECT HIRE
OF SUBCONTRACTORS FOR THE PROJECT
WHEREAS, the Board of County Commissioners of St. Lucie County, Florida, has
made the following determinations:
1. The Old Clerk of Court Building suffered extensive damage during Hurricanes
Frances and Jeanne in 2004.
2. Improvements to floors one (1) and two (2) of the Old Clerk of Court Building have
been completed and are being utilized by the Nineteenth Circuit Court and other
public agencies.
3. The Federal Emergency Management Agency (FEMA) has stated that it will
reimburse St. Lucie County for the cost of completion of interior renovations to floors
one(1), two(20, three (3) and four (4) of the Old Clerk of Court Building, less any
insurance reimbursement, if the County completes the reconstruction of floors three
(3) and four (4) by December 31, 2011.
4. The amount of the FEMA reimbursement is dependent on the amount of insurance
recoveries which has not yet been finalized, but the FEMA reimbursement could be
as much as seven million two hundred and fifty-one thousand eight hundred and
seventeen dollars ($7,251,817.00).
5. The required completion of interior renovations to the Old Clerk of Court Building by
December 31, 2011, constitutes an emergency as defined in Section 255.0525,
Florida Statutes, as failure to do so would result in the loss of public property and the
interruption of delivery of essential governmental services.
6. Altering the procedures required by Section 255.0525 to shorten the time of
advertisement of the solicitation of competitive bids from thirty days to twenty-one
days prior to the bid opening date is reasonable under the emergency
circumstances.
7. The County can save further time by direct-purchasing some of the materials for the
project and direct-hiring some subcontractors to complete minor elements of the
project through written quotes.
A
NOW, THEREFORE, BE IT RESOLVED, by the Board of County Commissioners of
St. Lucie County, Florida:
1. This Board does hereby declare that the completion of interior improvements to
floors three (3) and four (4) of the Old Clerk of Court Building by December 31,
2011, is an emergency.
2. This Board authorizes staff to begin the expedited solicitation of competitive bids
twenty-one days prior to the bid opening date.
3. The Board authorizes a waiver of the bid process for the direct purchase of
materials and for the hiring of subcontractors to comptete minor elements of the
project that will assist the contractor in meeting the short project completion
timeline.
4. The Board authorizes the County Administrator to execute a Work Authorization
with the Project Architect, Edlund, Dritenbas, Binkley, Architects and Associates,
P.A., for design and construction administration for the project.
After motion and second, the vote on this Resolution was as follows:
Chairman Chris Craft XXX
Vice Chairman Chris Dzadovsky XXX
Commissioner Paula A. Lewis XXX
Commissioner Frannie Hutchinson XXX
Commissioner Tod Mowery XXX
PASSED AND DULY ADOPTED this 12T" day of April, 2011.
ATTEST: BOARD OF COUNTY COMMISSIONERS
ST. LUCIE COUNTY, FLORIDA
BY:
DEPUTY CLERK
CHAIRMAN
APPROVED AS TO LEGAL FORM AND
CORRECTNESS:
COUNTY ATTORNEY
DOOR SCNEDULE DOOR SCNEDULE CONT. WINDOW SCNEDULE W.
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