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HomeMy WebLinkAboutR-2000-018 RESOLUTION NO. 2000-018 A RESOLUTION OF THE CITY OF DANIA BEACH, FLORIDA, AUTHORIZING THE CITY MANAGER TO PURCHASE ENGINEERING CONSULTANT SERVICES FROM CRAVEN THOMPSON &ASSOCIATES, INC. RELATING TO THE NORTHWEST AND SOUTHWEST IMPROVEMENTS, UNDER THE 25T"YEAR COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM; PROVIDING THAT SAID SERVICES SHALL NOT EXCEED TWENTY-NINE THOUSAND, NINE HUNDRED SEVENTY- ONE DOLLARS ($29,971.00); PROVIDING FOR CONFLICTS; FURTHER, PROVIDING FOR AN EFFECTIVE DATE. BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF DANIA BEACH, FLORIDA: Section 1. That that certain agreement with Craven Thompson &Associates, Inc. in an amount not to exceed Twenty-nine Thousand, Nine Hundred Seventy-One dollars ($29,971.00) for engineering services relating to the Northwest and Southwest Improvements, under the 251h Year Community Development Block Grant Program, in substantial form as Exhibit "A", attached, is approved and the appropriate city officials are ® authorized to execute it. The City Manager and City Attorney are authorized to make minor revisions to said agreement in the best interest of the City of Dania Beach. Section 2. That all resolutions in conflict herewith be repealed to the extent of such conflict. Section 3. That this resolution shall be in force and take effect immediately upon its passage and adoption. PASSED AND ADOPTED THIS 81h DAY O BR 2000. ATTEST: J ERTIN MAYOR - COMMISSiONER SHERYL C APMAN, ACf ING CITY CLERK ROLL CALL: MAYOR BERTINO - YES APPROVED FOR FORM VICE-MAYOR MCELYEA - YES AND CORRECTNESS: COMMISSIONER ETLING - YES COMMISSIONER MIKES-OUT OF ROOM By: TOM ANSBRO, CITY ATTORNEY RESOLUTION NO. 2000-018 AGREEMENT THIS IS AN AGREEMENT (the "Agreement") entered into on , 2000, between: THE CITY OF DANIA BEACH FLORIDA, a municipal corporation, (the "City") and Craven Thompson_& Associates, Inc. (the "Consultant"). In consideration of the mutual covenants, terms and conditions contained in this Agreement, and other good and valuable consideration, the adequacy and receipt of which are acknowledged, the parties agree as follows: 1. Scope of Services. The Consultant agrees to perform consultant services for the City in accordance with the scope of services described in Exhibits"A", copies of which are attached and made a part of this Agreement by this reference. The fees for these services are outlined in Exhibits °B". The City acknowledges and agrees that services will commence on February 15, 2000, and that that date is the effective date and commencement date of the services. The time schedule for the project as stipulated in Exhibits C of the funding agreements with Broward County for the CDBG 251h year NW Neighborhood Beautification (Phase III) and Southwest Neighborhood Beautification (Phase IV) . It is also included here as Exhibit C. Its terms and scheduling obligations are incorporated into this Agreement by this reference. • 2. Subcontracts. Consultant may subcontract certain items of work. It is expressly agreed by the parties, however, that the City shall approve in advance in writing any subcontractors and the fees to be paid them prior to any such subcontractor or any subconsultants proceeding with any such work. 3. Payment for Services. A. City agrees to pay Consultant for services provided by Consultant, as described in Section 1, an agreed upon amount of Twenty—Nine Thousand, Nine Hundred and Seventy-One Dollars ($ 29,971.00) (the "Fee"), payable in quartile increments. The Fee includes full payment, including all labor, overhead, other costs, consultant fees and profit. City agrees to reimburse Consultant for out-of-pocket costs without any administrative charges or surcharges for same. All such costs must first be disclosed to, and approved in advance by the City. Documentation as to expenditures for such costs must be submitted to City in sufficient detail to clearly evidence each such item and its cost. No travel and meal costs are reimbursable unless incurred outside of Miami-Dade, Broward and Palm Beach Counties, approved in writing in advance by the City and payable at the State of Florida reimbursement rates for state employees. B. Any necessary additional work, as determined by City, which is not covered by the scope of work described in the attached Exhibits "A", shall not be undertaken without a written amendment to this Agreement to that effect, executed in Page 1 of 9 EXHIMINT "All advance by both parties. The parties agree, however, that the amounts payable for such additional work, if authorized by City, are those as prescribed in Exhibits "A". C. Consultant shall submit its invoices in the format and with supporting documentation as may be required by City. D. City shall pay Consultant for services rendered within thirty (30) calendar days from date of approval of each of Consultant's invoices by the City Manager. If any errors or omissions are discovered in any invoice, City will inform Consultant and request revised copies of all such documents. If any disagreement arises as to payment of any portion of an invoice, City agrees to pay all undisputed portions and the parties agree to cooperate by promptly conferring to resolve the disputed portion. E. Any invoice which is not timely paid as prescribed above will be subject to the accrual of interest at the statutory rate prescribed by applicable Florida law. 4. Indemnification of City. A. Consultant agrees to indemnify and hold harmless the City for all costs, losses and expenses including, but not limited to, damages to persons or property including, but not limited to,judgments and attorneys'fees arising out of the negligent acts, errors or omissions or the willful misconduct of the Consultant, its agents, servants or employees in the performance of services under this Agreement. If called upon by the City, the Consultant shall assume and defend not only itself, but also the City, in connection with any suit or cause of action arising out of the foregoing, and such defense shall be at no cost or expense whatsoever to the City. This indemnification does not extend to acts of third parties who or which are wholly unrelated to Consultant. The covenants and representations relating to this indemnification provision shall survive the term of this Agreement and continue in full force and effect as to Consultant's responsibility to indemnify the City. B. It is specifically understood and agreed that the consideration inuring to the Consultant for the execution of this Agreement consists of the promises, payments, covenants, rights and responsibilities contained in this Agreement. C. The execution of this Agreement by the Consultant shall obligate the Consultant to comply with the foregoing indemnification provision; however, the collateral obligation of providing insurance must be also complied with as set forth below. 5. Insurance. Consultant shall provide, pay for and maintain in force at all times during the term of this Agreement, such insurance, including professional liability insurance, Workers' compensation insurance and comprehensive general liability insurance as stated below: Page 2 of 9 A. Professional liability insurance with minimum limits of liability of One • Million Dollars ($1,000,000.00) to assure the City of coverage of the indemnification specified in this Agreement. B. Workers' compensation insurance to apply for all employees in compliance with the "Workers' Compensation Law" of the State of Florida and all applicable federal laws, for the benefit of the Consultant's employees. C. Comprehensive general liability insurance, including contractual, with minimum limits of One Million Dollars($1,000,000.00) per occurrence, combined single limit for bodily injury liability and property damage liability. The City is to be included as an "additional insured" with respect to any claims arising out of this Agreement. D. If Consultant hires a subcontractor for any portion of any work, then such subcontractor shall provide professional liability insurance with minimum limits of liability of One Million Dollars ($1,000,000.00). E. The Consultant shall provide the Risk Manager of the City Certificates of Insurance for coverages and policies required by this Agreement. All certificates shall state that the City shall be given thirty (30) days' advance notice prior to expiration or cancellation of any policy. Such policies and coverages shall not be affected by any other policy of insurance which the City may carry in its own name. 6. Assignment of Agreement. A. It is understood and agreed by both parties that this Agreement, in whole or in part, cannot be assigned, sublet or transferred by the Consultant without the prior written consent of City. The City is relying upon the apparent qualifications and expertise of Kevin M. Hart, P.E., Director of Engineering of the Consultant, and such person's familiarity with the City's circumstances and desires. In the event Consultant wishes to re-assign or replace such individual, the Consultant shall tender substitutes acceptable to City. In the event the City is not, for any reason or no reason at all, satisfied with such substitute, Consultant shall be considered in breach of this Agreement. Violation of the terms of this paragraph shall constitute a breach of Agreement by Consultant and City may, at its discretion, terminate this Agreement for cause and all rights, title and interest of Consultant in this Agreement shall then cease and terminate. B. The Consultant acknowledges, understands and agrees that its performance under this Agreement is contingent upon the City receiving timely services from other consultants (the "Supporting Consultants"). The Consultant agrees to use its • best efforts to coordinate its services with the services of the Supporting Consultants and further agrees that in the event the rendition of any services of any of the Supporting Page 3 of 9 Consultants is delayed, such delay will not entitle the Consultant to any additional compensation or payment of any kind. Furthermore, the Consultant shall not be entitled to an increase in compensation, or be entitled to payment of any kind from the City, for damages or expenses incurred which are direct, indirect or consequential or impact fees or other costs and lost profits of any kind including, but not limited to, costs of acceleration, inefficiency or extended overhead, arising because of any other delay, disruption, interruption, interference or hindrance from any cause whatsoever, whether such delay, disruption or interference be reasonable or unreasonable, foreseeable or unforeseeable, or avoidable or unavoidable; provided, however, that this provision shall not preclude recovery of damages by the Consultant for hindrances or delays caused solely by fraud, bad faith or active malicious interference on the part of the City. The Consultant shall only be entitled to extensions of time for performance as the exclusive and sole remedy for delay. 7. Examination of Records. Consultant shall maintain books, records, documents and other evidence directly pertinent to performance of work under this Agreement in accordance with generally accepted accounting principles and practices. The Consultant shall also maintain the financial information and data used by the Consultant in the preparation of support of any claim for reimbursement for any out-of- pocket expense or cost. The City shall have access to such books, records, documents and other evidence for inspection, audit and copying during normal business hours. The Consultant will provide proper facilities for such access and inspection. Audits conducted under this section shall observe generally accepted auditing standards and established procedures and guidelines of the City. The Florida Public Records Act, Chapter 119 of the Florida Statutes, may have application to records or documents pertaining to this Agreement and Consultant acknowledges that such laws have possible application and agrees to comply with all such laws. 8. Termination. A. Termination of Agreement for Convenience. It is expressly understood and agreed that the City may terminate this Agreement at any time for any reason or no reason at all by giving the Consultant notice by certified mail, return receipt requested, directed to the principal office of the Consultant, thirty (30) days in advance of the termination date. In the event that the Agreement is terminated pursuant to this provision, the Consultant shall be entitled to be compensated for the services rendered from the effective date of execution of the Agreement up to the termination date. Such compensation shall be based on the fee percentage of work completed, as fairly and reasonably determined by City after conferring with Consultant. B. Termination of Agreement for Cause. If City elects to terminate the Agreement for cause, City will provide Consultant five (5) days' advance written notice. If Page 4 of 9 Consultant promptly cures the matter giving rise to the cause within that time, this Agreement shall continue. If not timely cured, the Agreement will stand terminated and the City will pay Consultant for work completed less any costs, expenses and damages incurred by City as a result of such termination. If a court of competent jurisdiction determines that the termination was not authorized under the circumstances then the termination shall be deemed to be a termination for convenience. 9. Ownership of Documents. All correspondence, studies, data, analyses, documents, instruments, applications, memorandums and the like, including drawings and specifications prepared or furnished by Consultant (and Consultant's independent professional subcontractors or subconsultants) pursuant to this Agreement shall become owned by and be the property of the City and the City shall consequently obtain ownership of them by any statutory common law and other reserved rights, including copyright, however, such documents are not intended or represented by Consultant to be suitable for reuse by City on extensions of the Project or on any other project. Any such reuse, modification or adaptation of such document without written verification or permission by Consultant for the specific purpose intended will be at City's sole risk and without liability or legal exposure to Consultant or to Consultant's independent professional subconsultants. If City alters any such documents, City will expressly acknowledge same so that no third party will be in doubt as to the creation or origination of any such document. 10. Notices. Except as provided above, whenever either party desires to give notice to the other, it must be given by written notice, sent by certified U.S. mail, with return receipt requested, addressed to the party for whom it is intended, at the place last specified and the place for giving of notice in compliance with the provisions of this paragraph. For the present, the parties designate the following as the respective persons and places for giving of notice: City: Jason Nunemaker, Assistant to the City Manager City of Dania Beach 100 West Dania Beach Boulevard Dania Beach, Florida 33004 With a copy to: Thomas J. Ansbro, City Attorney Weiss, Serota, Helfman, Pastoriza & Guedes, P.A. 1132 Southeast 2nd Avenue Fort Lauderdale, Florida 33316 Consultant: Kevin M. Hart, P.E., Director of Engineering Craven Thompson and Associates, Inc. 3563 N.W. 53rd Street Fort Lauderdale, FL 33309-6311 Page 5 of 9 11. Consent to Jurisdiction. The parties agree that the jurisdiction for any legal action arising out of or pertaining to this Agreement shall be the Circuit Court for the Seventeenth Judicial Circuit in and for Broward County, Florida, orthe federal District Court in the Southern District of the United States. Each party further agrees that venue of any action to enforce this Agreement shall be in Broward County, Florida. 12. Governing Law. The parties agree that this Agreement shall be construed in accordance with and governed by the laws of the State of Florida. 13. Attorneys' Fees and Costs. If City or Consultant incurs any expense in enforcing the terms of this Agreement,whether suit is brought or not, each party shall bear its own costs and expenses including, but not limited to, court costs and reasonable attorneys' fees. 14. Headings. Headings in this document are for convenience of reference only and are not to be considered in any interpretation of this Agreement. 15. Exhibits. Each exhibit referred to in this Agreement forms an essential part of this Agreement. Each such exhibit is a part of this Agreement and each is incorporated by this reference. 16. Severability. If any provision of this Agreement or the application of it to any person or situation shall to any extent be held invalid or unenforceable, the remainder of this Agreement, and the application of such provisions to persons or situations other than those as to which it shall have been held invalid or unenforceable, shall not be affected, shall continue in full force and effect, and shall be enforced to the fullest extent permitted by law. 17. All Prior Agreements Superseded. This document incorporates and includes all prior negotiations, correspondence, conversations, agreements and understandings applicable to the matters contained in this Agreement and the parties agree that there are no commitments, agreements or understandings concerning the subject matter of this Agreement that are not contained in this document. Accordingly, it is agreed that no deviation from the terms of this Agreement shall be predicated upon any prior representations or agreements, whether oral or written. 18. Consultant and its employees and agents shall be and remain independent contractors and not employees of City with respect to all of the acts and services performed by and under the terms of this Agreement. This Agreement shall not in any way be construed to create a partnership, association or any other kind of joint undertaking, enterprise or venture between the parties to this Agreement. Page 6 of 9 • 19. The Consultant understands and agrees that the City, during any fiscal year, is not authorized to expend money, incur any liability, or enter into any contract which, by its terms, involves the expenditure of money in excess of the amounts budgeted as available for expenditure during such fiscal year and that any contract, verbal or written, made in violation of this subsection is null and void and that consequently, no money may be paid on such contract beyond such limits. Nothing contained in this Agreement shall prevent the making of contracts for periods exceeding one (1) year, but any contract so made shall be executory only for the value of the services to be rendered or agreed to be paid for in succeeding fiscal years. Consultant shall not proceed with services under this Agreement without City's written verification that the funds necessary for Consultant compensation and other necessary expenditures are budgeted as available within the appropriate fiscal year budget. 20. Consultant warrants and represents that no elected official, officer, agent or employee of the City has a financial interest, directly or indirectly, in this Agreement or the compensation to be paid under it and, further, that no City employee who acts in the City of Dania as a "purchasing agent"as defined in Chapter 112, Florida Statutes, nor any elected or appointed officer of the City of Dania Beach, nor any spouse or child of such purchasing agent, employee or elected or appointed officer, is a partner, officer, director or proprietor of the Consultant and, further, that no such City employee, purchasing agent, City elected or appointed officer, or the spouse or child of any of them, alone or in combination, has a • material interest in the Consultant. Material interest means direct or indirect ownership of more than five percent (5%) of the total assets or capital stock of the Consultant. 21. Consultant shall comply with all federal, state and City laws applicable to the Consultant services and specifically those covering Equal Opportunity Employment, the Americans With Disabilities Act ("ADA") and the South Florida Building Code. The Consultant is expected to fully comply with all provisions of all laws and the City reserves the right to verify the Consultant's compliance with them. Failure to comply with any laws will be grounds for termination of the Agreement for cause. 22. In the event of any conflict between any provisions of this Agreement and any provision in Exhibit "A", the parties agree that the provisions of this Agreement are controlling (including, but not limited to, all terms and provisions governing compensation). IN WITNESS OF THE FOREGOING, the parties have set their hands and seals the day and year fist above written. Page 7 of 9 CITY: CITY OF DANIA BEACH, a Florida Municipal Corporation ATTEST: SHERYL CHAPMAN JOHN BERTINO ACTING CITY CLERK MAYOR-COMMISSIONER MICHAEL W. SMITH, CITY MANAGER APPROVED FOR FORM AND CORRECTNESS: Approved by City Commission: 2/8/2000 BY: THOMAS J. ANSBRO CONSULTANT: Signed, sealed and delivered CRAVEN THOMPSON &ASSOCIATES, • in the presence of: INC. By: Witness Kevin M. Hart, P.E. Witness Print Name Director of Engineering Title Date: STATE OF FLORIDA COUNTY OF BROWARD The foregoing instrument was acknowledged before me on , 2000, by Kevin M. Hart, P.E., as Director of Engineering, Craven Thompson &Associates, Inc. , a Florida corporation, on behalf of the corporation who is personally known to me or who has produced as identification and did (did not) take an oath. NOTARY PUBLIC, State of Florida Print, Type or Stamp Commissioned Name of Notary Public and Expiration Date: • Page 8 of 9 ';u^'y.:`CiCe.G..LC EXHIBIT "A" PROJECT DESCRIPTION This exhibit must provide a detailed description of the project to be funded by this Agreement. The description must include a summary of what is to be done and the methodology for implementing the project. Legal descriptions must be attached to this exhibit, as applicable. The installation of pavers and sodding and replacement of and installation of new sidewalk in the area bounded by the Sheridan St. to the south, Stirling Rd. to the north, the FEC Railroad line to the east and Ely Blvd to the west. The planting of trees where needed. Tree planting is anticipated to be in area bounded by SW 31 St. to the north and SW 101h St to the south, between Phippen=Waiters Rd. and Ely Blvd. Approximately 500 linear feet of sidewalk are due to be replaced. The methodology will be consistent with that used in past projects. An engineering consultant will be hired to design and oversee the construction of the project. An outside contractor will then be hired to perform the work. City departments such as administration, public works/utilities and the growth management department will work together with the consultant to administrate the project. EX.A cc » EXHIBIT A PROJECT DESCRIPTION This exhibit must provide a detailed description of the project to be funded by this Agreement. The description must include a summary of what is to be done and the methodology for implementing the project. Legal descriptions must be attached to this exhibit, as applicable. 1. Installation and repair of sidewalks along NW 4t' Ave. between Old Griffin Rd. and West Dania Beach Blvd. Landscaping and tree planting in swales along the west side of NW 4t' Ave. between Old Griffin Road and West Dania Beach Blvd. 2. Installation and repair of sidewalks along the north and south sides of Dania Beach Blvd. Between NW 41n Ave. and NW 101 Court. Landscaping and tree planting in swales along the north and south sides of • Dania Beach Blvd. between NW 41 Ave. and NW 10th Court. 3. Installation and repair of sidewalks on the east and west sides of NW 13tn Ave. between NW 1st St. and NW 3rd St. Landscaping and tree planting in swales where needed 4. Installation and repair of sidewalks on'the east and west sides of NW 14tn Court between NW 2"d St. and NW 3`d St. Landscaping and tree planting in swales where needed. An engineering consultant will be hired by the City to help technically and programmatically administer the project. A contractor will be hired to perform construction work on the project. EX.A EXHIBIT "B" COSTS/BUDGET FOR PROJECT INSTRUCTIONS: For each cost category (personnel, fringe, etc.) enter the proposed amount necessary to complete the project. Please refer to "Allowable Cost for H.U.D., Share of Budget", Exhibit "B" (continued). (Non-CDBG Resources) Category (1) CDBG (2) (3) _ (4)TOTAL MATCHING A. Personnel $9,216 $9,216 B. Fringe Benefits $3,686 $3,686 • C. Travel D. Equipment E. Supplies $200 $200 F. Contractual $19,400 $19,400 G. Construction $110,100 $70,000 $180,100 H. Other I. Totals $1291500 $83,102 $212,602 EX.B • BUDGET NARRATIVE INSTRUCTIONS: The budget narrative must be attached to this Exhibit. The budget narrative statement should provide a detailed justification for each cost category shown on this Exhibit. The budget narrative should identify non-CDBG resources to be utilized in financing the project. Also, specify the costs for which funding is being requested and the costs to be covered by non-CDBG resources. Construction (Sidewalk repair and installation, mobilization maintenance of traffic, payment and performance bond, landscaping) $110,100 Contractual $19,400 City of Dania Beach Cash (Road resurfacing, landscaping, drainage rehabilitation) $70,000 In-Kind (personnel, fringe benefits and supplies) $13,102 Project Total $212,602 NWEX.I3.DOC EXHIBIT "B" (Continued) Allowable Cost for HUD Share of Budget For Governmental Entities, federal cost principles as described in OMB A-87. This document is an extensive and somewhat complicated series of principles governing the allowability of various types of costs under federal grants and contracts. General information concerning the cost principles is summarized below: The following types of costs are specifically unallowable: (A) Advertising costs other than those associated with recruitment of personnel and the solicitation of bids for goods and services. (B) Bad debts. (C) Contingencies. ® (D) Contribution and donations. (E) Entertainment. (F) Fines and penalties. (G) Interest. (H) Losses on other grants or contracts. Most other categories of cost are generally allowable under the cost principles provided the costs are allowable and reasonable. General comments on individual cost elements are listed below: Salary costs are generally allowable provided they are based on actual current salaries adjusted for any anticipated cost-of-living or merit increases during the grant period. Salary costs for unidentified new employees must be consistent with the organization's overall employee compensation structure. The organizational compensation policy should not change as a result of obtaining a federal grant. Fringe Benefit costs such as pay for vacations, holidays, sick leave, employee insurance, and unemployment benefits are allowable to the extent required by law or established ® organizational policy. EXB.A87 EXHIBIT "B" (.Continued) Travel costs consistent with established organizational policy are generally allowable. The difference between first class and coach air fare is specifically unallowable. In the absence of established organizational travel policy, it is a good practice to adopt policies consistent with the federal travel regulations. Equipment costs should be based on the least cost method of acquisition (rent, purchase, lease with option to buy) over the grant period as demonstrated by competitive bidding. Equipment costs are only allowable to the extent the equipment is directly necessary to accomplish the grant. The cost of equipment not fully utilized under the grant must be allocated to other organization costs to assure a fair share distribution. Whenever practical, used equipment should be considered in meeting equipment needs. Material cost directly associated with the project are allowable. Prices must generally be justified through competitive bids except for nominal purchases. Subcontracts must be awarded on a competitive basis except in extraordinary circumstances. The same principles applicable to individual cost principles for grantees are generally applicable cost-reimbursement type subcontracts under grants. Consultant agreements should include a certification by the consultant that the consultant rate is equal to or less than the lowest rate the consultant accepts for comparable work. Additionally the Congress has prohibited the salary component of consultant fees under H.U.D. Grants not to exceed the applicable approved rate schedule. Construction costs include construction of new buildings, structures, or other real property as well as alteration or repair of existing structures. Construction costs should be supported by detailed cost estimates and competitive bidding. Consult with the Community Development Compliance Officer on applicability of the Davis-Bacon Wage determination to this project. Other costs include all types of direct costs not specified above. Normally, such costs include space, telephone, utilities, printing, and other basic operating expenses. Leverage is that which the municipality or non-profit organization brings to the project. It may be in the form of services or contributed operating expenses (in-kind contributions) or cash support from the organization itself or from other sources. EXB._a87 ® EXHIBIT "B" COSTS/BUDGET FOR PROJECT INSTRUCTIONS: For each cost category (personnel, fringe, etc.) enter the proposed amount necessary to complete the project. Please refer to"Allowable Cost for H.U.D., Share of Budget", Exhibit "B" (continued). (Non-CDBG Resources) Category (1) CDBG (2) (3) - (4)TOTAL A. Personnel $9,216 $9,216 B. Fringe Benefits $3,686 $3,686 C. Travel D. Equipment ® E. Supplies $200 $200 F. Contractual $10,571 $10,571 G. Construction $70,000 $73,000 $143,000 H. Other I. Totals 1 $80,571 $86,102 $166,673 EKB • BUDGET NARRATIVE INSTRUCTIONS: The budget narrative must be attached to this Exhibit. The budget narrative statement should provide a detailed justification for each cost category shown on this Exhibit. The budget narrative should identify non-CDBG resources to be utilized in financing the project. Also, specify the costs for which funding is being requested and the costs to be covered by non-CDBG resources. CDBG: Construction (sidewalk repair and removal; mobilization; maintenance of traffic; payment and performance bond; paver installation; tree planting) $70,000 CONTRACTUAL (engineering consultants) $10,571 CITY OF DANIA BEACH (cash) $73,000 (in-kind) $13,102 PROJECT TOTAL $166,673 EX.B EXHIBIT "6" (Continued) Allowable Cost for H.U.Q. Share of Budget For Governmental Entities, federal cost principles as described in OMB A-87. This document is an extensive and somewhat complicated series of principles governing the allowability of various types of costs under federal grants and contracts. General information concerning the cost principles is summarized below: The following types of costs are specifically unallowable: (A) Advertising costs other than those associated with recruitment of personnel and the solicitation of bids for goods and services. (B) Bad debts. (C) Contingencies. • (D) Contribution and donations. (E) Entertainment. (F) Fines and penalties. (G) Interest. (H) Losses on other grants or contracts. Most other categories of cost are generally allowable under the cost principles provided the costs are allowable and reasonable. General comments on individual cost elements are listed below- Salaa costs are generally allowable provided they are based on actual current salaries adjusted for any anticipated cost-of-living or merit increases during the grant period. Salary costs for unidentified new employees must be consistent with the organization's overall employee compensation structure. The organizational compensation policy should not change as a result of obtaining a federal grant. Fringe Benefit costs such as pay for vacations, holidays, sick leave, employee insurance, and unemployment benefits are allowable to the extent required by law or established • organizational policy. EXB.A87 EXHIBIT "B" (Continued) Travel costs consistent with established organizational policy are generally allowable. The difference between first class and coach air fare is specifically unallowable. In the absence of established organizational travel policy, it is a good practice to adopt policies consistent with the federal travel regulations. Equipment costs should be based on the least cost method of acquisition (rent, purchase, lease with option to buy) over the grant period as demonstrated by competitive bidding. Equipment costs are only allowable to the extent the equipment is directly necessary to accomplish the grant. The cost of equipment not fully utilized under the grant must be allocated to other organization costs to assure a fair share distribution. Whenever practical, used equipment should be considered in meeting equipment needs. Material cost directly associated with the project are allowable. Prices must generally be ® justified through competitive bids except for nominal purchases. Subcontracts must be awarded on a competitive basis except in extraordinary circumstances. The same principles applicable to individual cost principles for grantees are generally applicable cost-reimbursement type subcontracts under grants. Consultant agreements should include a certification by the consultant that the consultant rate is equal to or less than the lowest rate the consultant accepts for comparable work. Additionally the Congress has prohibited the salary component of consultant fees under H.U.D. Grants not to exceed the applicable approved rate schedule. Construction costs include construction of new buildings, structures, or other real property as well as alteration or repair of existing structures. Construction costs should be supported by detailed cost estimates and competitive bidding. Consult with the Community Development Compliance Officer on applicability of the Davis-Bacon Wage determination to this project. Other costs include all types of direct costs not specified above. Normally, such costs include space, telephone, utilities, printing, and other basic operating expenses. Leverage is that which the municipality or non-profit organization brings to the project. It may be in the form of services or contributed operating expenses (in-kind contributions) • or cash support from the organization itself or from other sources. EXB._S7 » EXHIBIT cc C TIMETABLE/SCHEDULE FOR PROJECT TIMETABLE WORK TASKS START-UP COMPLETION Preparation of Bid Specifications November 1, 1999 January 31, 2000 Advertising Bids Pre-Bid Conference February 1, 2000 February 29, 2000 Award of Bids Pre-construction Conference March 1, 2000 March 31, 2000 Construction and Installation April 1, 2000 September 1, 2000 September 15, 2000 • Punch List Items September 2, 2000 Finalize Work September 16, 2000 October 26, 2000 Letter of Substantial Completion October 27, 2000 October 31, 2000 December 20, 1999 x. } Mr. Jason Nunemaker Assistant to the City Manager 100 West Dania Beach Boulevard Dania Beach, Florida 33004 Re: PROPOSAL FOR ENGINEERING SERVICES SW NEIGHBORHOOD BEAUTIFICATION—PHASE IV NW NEIGHBORHOOD BEAUTIFICATION-PHASE III CRRJEN MOMPSON CT&A L.O.I. NO. 99-026 Dear Mr. Nunemaker: In response to the City of Dania Beach's Request for Proposal, Craven Thompson & Associates, Inc. (CTA) is pleased to submit this Statement of Interest and Qualifications for providing engineering services for street improvements in the Southwest and Northwest sections of the City. &ASSOCIATES INC CTA is uniquely qualified to assist the City in these areas and to meet your Engineers goals and objectives for continuingto improve the City's existing Planners neighborhoods. We have considerable experience in the design, permitting, Surveyors contract administration and construction management of similar projects throughout Broward County. Over the past five years, CTA has been involved in the design and construction of over 3000 acres of neighborhood improvements in Broward County, including the South County Neighborhood Improvement Project (1,400 acres), Central County Neighborhood Improvement Project (1,200 acres) and North Central County Neighborhood Improvement Project. All of these projects included the replacement of existing sidewalks and construction of new sidewalks, landscaping and pavers. We are also familiar with Community Development Block Grant (CDBG) Programs and the requirements of the -froward County Community Development Division and the U.S. Department of Housing and Urban Development (HUD). Our staff has worked on numerous CDBG and other grant funded projects in both Florida and other parts of the country. CTA is currently providing engineering services to several cities and governmental agencies, including the City of Miramar, the City of Sunrise, the 51 School Board of Broward County, the Broward County Office of Environmental Services, Port Everglades and the Broward County Engineering '. Division. 3563 N.W. 53rd Street CTA has an experienced and qualified staff, which includes 20 civil engineers, Fort Lauderdale, FL 33309-6311 P q (954) 739-6400 10 CADD technicians, 8 field representatives and other support staff, ready to Fax(954) 739-6409 West Palm Beach Mr. Jason Nunemaker CT&A L.O.I. No. 99-026 December 20, 1999 Page 2 assist the City. We have over 20 registered professionals who are available to share their expertise and knowledge in Community Development Block Grant projects. Our staff is familiar with the challenges associated with upgrading the City's neighborhoods and we've been successful in improving similar types of neighborhoods in other parts of the County. The CTA team presents many distinct advantages which will assure a timely and cost effective completion of these projects which include the following: • A uniquely experienced team: CTA staff has extensive experience with neighborhood improvement projects and have worked in a number of small Florida communities. • Full service firm: If needed, CTA is capable of providing surveying, planning and additional engineering services in-house which can assist the City in reducing costs and improving project schedules. • Project Management: Organizational lines and responsibilities are clearly defined for each project, ensuring that the best-qualified individual is matched to a particular assignment. • Familiarity with similar projects: CTA has successfully evaluated and designed similar roadway projects for Broward County and private developers throughout South Florida. • Experience on Community Development Block Grant and other publicly funded projects. ` Continuity: The resources and staff available at CTA ensure responsive service and continuity throughput all phases of the project. CTA has staff capabilities to provide all engineering services in-house. We also provide surveying, planning, landscape architecture, environmental engineering and highway design in-house. The current workload of the existing staff is such that we can perform our tasks for the City in a timely fashion. We sincerely appreciate the opportunity to provide this Statement of Qualifications to the City of Dania Beach and would welcome the chance to further demonstrate our capabilities to you and your staff. Sincerely, CRAVEN THOMPSON & ASSOCIATES, INC. KEVIN M. HART, P.E. Director of Engineering `1B KMH/tg E= :' CRKNEN 1HOMPSON &ASSOCIPJES INC. 4 d FLORIDA Memo To: Mike Smith From: Jason Nunemak, Date: 2/3/00 Re: CDBG 25t"Year Engineering Bid Award Recommendation: Staff recommends that Associates, Inc.for am amount not to exceedG engineering$29,971 00. services contract to Craven Thompson and Background: firms submitted proposals for the 25"' Year CDBG projects in the Northwest and Six engineering fir Southwest section the City the RFP deadline of 4:00 PM December 20, 1999. Staff, including the ublic Works/Utilities, and the Assistant to the City Manager reviewed Building Official, the Director of P the proposals and determined that Craven Thompson and Associates' submittal was the most appealing bid based on proximity and experience. 1 "Broward's First City" I-Jorida 33004 Phone (954) 921-8700 www.ci.dania_bcach_(l_us CITY OF DANIA BEACH BID TABULATION DATE: 12/20/99 TIME: 4:00 P.M. PROJECT NAME: ENGINEERING SERVICES-SW PHASE IV AND NW PHASE III-CDBG PROGRAM NO. V NDOR BASE BID 1 3 � � 2 3 4 ` � n 5 Tb lal� 7� 6 7 8 9 10 11 12 3 BEING REVIEWED BY. IDS TO BE RETURNED. Ul