Item F17M
C ounty of f Monroe
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BOARD OF COUNTY COMMISSIONERS
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Mayor George Neugent, District 2
The Florida. Ke Se
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Mayor Pro Tern David Rice, District 4
Danny L. Kolhage, District I
Heather Carruthers, District 3
Sylvia J. Murphy, District 5
County Commission Meeting
November 14, 2017
Agenda Item Number: F.17
Agenda Item Summary #3516
BULK ITEM: Yes DEPARTMENT: Project Management/ Facilities
TIME APPROXIMATE: STAFF CONTACT: Raymond Sanders (305) 295 -4338
N/A
AGENDA ITEM WORDING: Approval to negotiate a contract with Biltmore Construction
Company Inc., the highest ranked respondent, for Construction Manager at Risk Services for a new
Plantation Key Judicial Courthouse and Detention Facility. If negotiations are not successful,
approval to negotiate with next ranked respondent.
ITEM BACKGROUND: On October 27, 2017, the selection committee selected the qualifications
of Biltmore Construction Company, Inc. based on it being the highest ranked respondent. The
Request for Qualifications for Plantation Key Judicial Courthouse and Detention Facility
Construction Manager at Risk Services (CMAR) was advertised on August 7, 2017. On October 10,
2017, three (3) qualification responses were received in the purchasing department for CMAR
Services. The second highest ranked respondent is Ajax Building Corporation.
PREVIOUS RELEVANT BOCC ACTION:
On February 18, 2015, the BOCC approved an Agreement with Currie Sowards Aguila Architects
(CSA), for professional services to design and permit the P.K. Judicial Courthouse and Detention
facility. On May 20, 2015, the BOCC approved a First Amendment to the Agreement increasing the
scope of work to include a site plan review and approval process, which was a requirement of the
Village of Islamorada. On October 21, 2015, the BOCC approved a Second Amendment to the
Agreement to provide a schedule of values for compensation from Design through Construction
Administration. On May 17, 2017, the BOCC approved a Third Amendment to the Agreement to
provide for the design through construction administration of the Plantation Key Judicial Courthouse
and Detention Facility. On June 21, 2017, the BOCC approved the advertisement for CMAR
services.
CONTRACT /AGREEMENT CHANGES:
N/A
STAFF RECOMMENDATION: Approval to negotiate a contract with Biltmore Construction
Company Inc., and if a satisfactory contract is not achieved, then approval to terminate negotiations,
and undertake negotiations for a contract with Ajax Building Corporation the second highest ranked
firm.
DOCUMENTATION:
2017.10.27 - PK Courthouse CMAR Final Ranking Sheet
2017.10.27 - RFQ - PK Courthouse CMAR Ranking Committee Minutes
FINANCIAL IMPACT:
Effective Date: 11/14/17
Expiration Date:
Total Dollar Value of Contract: N/A
Total Cost to County: N/A
Current Year Portion: N/A
Budgeted: N/A
Source of Funds: N/A
CPI: N/A
Indirect Costs: N/A
Estimated Ongoing Costs Not Included in above dollar amounts: N/A
Revenue Producing: No
Grant: No
County Match: No
Insurance Required: No
Additional Details:
If yes, amount:
N/A
REVIEWED BY:
Ann Mytnik
Completed
10/30/2017 2:59 PM
Cary Knight
Completed
10/30/2017 3:06 PM
Kevin Wilson
Completed
10/30/2017 3:31 PM
Chris Ambrosio
Completed
10/30/2017 3:39 PM
Budget and Finance
Completed
10/30/2017 4:12 PM
Kathy Peters
Completed
10/30/2017 5:09 PM
Board of County Commissioners
Pending
11/14/2017 9:00 AM
RrQ FOR CONSTRUCT MANAGER xTRISK (CMAR) SERVICES FOR THE PLANTATION KEY JUDICIAL COURTHOUSE AND DETENTION CENTER PROJ ECT E �
FINAL RANKING SHEET
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Signature of Selection Committee Member
Sin of selection Committee Member
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Cary Knight
TotalScore:
107:
108:
94
Rank
Rank
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Ray Sanders
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TOTAL POINTS
3191
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RANKIN
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Signature of Selection Committee Member
Sin of selection Committee Member
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Date
Date
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Monroe County Engineering
1100 Simonton Street, 2 -216
Key West, FL 33040
Project Management
Plantation Key Judicial Courthouse and Detention Facility Construction Manager at Risk Services
Ranking Committee Meeting Minutes
Called By:
Ray Sanders, Monroe County Project Management X j
Conducted:
Friday, October 27, 2017 — 9:00 AM
1100 Simonton Street, Room (2 -205), Key West, FL 33040
Sign -In Sheet
Attached.
Introduction of Ranking Committee Members
Cary Knight — Interim Director of Project Management
Breanne Erickson — Engineering
Ray Sanders — Project Management
The committee drew names of the respondents to select the order of subsequent presentations.
The selected order was: Biltmore — Ajax — Burke
The committee discussed each response package Tab by Tab.
Tab 1 - Executive Summary:
Ajax — Would have preferred a narrative. Not sure what "structure hardening" image shows.
Not the favorite layout. Discussed the use of natural gas redundancy which is not an option
for us.
Biltmore - Discussed phased construction on occupied spaces that we are not expecting.
Burke — Provided a good overview of their company and the proposed process.
Tab 2 - Relevant Experience. References and Past Performance on Similar Proiects
Ajax — Acted as CMAR on 8 of 11 projects listed. Most judicial and detention center
experience of the respondents. All the detailed project listings were similarly related to this
project. Only respondent that included two reference letters. Fairly new to Monroe County,
limited work in the Keys. No experience in the Village of Islamorada. Knowledgeable on the
special needs of courthouses and detention centers. Strong section. Identified the
Construction Manager role but only noted that they performed CMAR services.
Biltmore — Acted as CMAR on 8 of 10 past projects listed and 4 of 10 are judicial / detention
centers. Did not give start dates for any projects. No reference letters from other
government agencies included. Worked in the Village of Islamorada. Lots of experience in the
Keys and with several CMAR projects including multiple courthouses and detention facilities.
Page 1 of 4
Monroe County Engineering
1100 Simonton Street, 2-216
Key West, FL 33040
Project Management
Burke — Mostly warehouse / residential projects listed. No written governmental references
projected. Tab 1 identified that Martinez built 6 courthouses and 2 detention centers but only
the Medley (detention) and Freeman (court) were included in this section as Burke work. Did
not include the role the company performed in the listed projects.
Tab 3 — Project Approach and Management
Ajax - Utilizes multiple software packages including a cloud based software for RFIs and
Submittals. Great descriptions of their role. Included Life Cycle Cost Analysis. Provided actual
examples of conflict resolutions. Totally paperless.
Biltmore - Site Logistics Plan and Cash Flow Reports were above what was found elsewhere. It
was obvious that this was originally produced for Pinellas County since it still references them
but the good thing is they show that project as completed experience. Very clear in steps and
approach.
Burke - Showed how they intended to catch up with the plan development. Included a good
set of bullet points of their program. Wish they would have described what was included on
some of the items such as Value Analysis Studies. Proposes to use a subconsultant for the
project scheduling and then cited an unbiased neutral party and the need for transparency as
their reasoning but we are still not sure why scheduling warrants a 3 rd party. Would have liked
to have names associated with team definitions as staffing titles in Tab 4 did not always match
team definitions. The response was confusing. The only respondent proposing first tier
subconsultants.
Tab 4 — Staffing for this Project and Qualifications of Key Personnel and Technology
Ajax —Staff is strong and experienced but they did not break the company workload by
individual person so it appears Key Personnel are really busy all of 2018. They currently have
a field office in Marathon but will that continue if this project goes longer than the school
construction? Well- staffed with qualified people which all had experience working on
courthouses or detention centers in the past 5 years.
Biltmore - Staff is strong and experienced and it appears they are freeing up in time for this
project. Provided the most detailed resumes of all the respondents. Great section very
detailed.
Burke - Strong staff but they did not cover all the topics. Nothing about workload, technology
or depth of organization was provided as requested. Proposed a senior project manager to be
on -site 100% of the time and they listed no judicial or detention center experience for him.
No resumes were provided for project super, assistant super or project coordinator.
Tab 5 — Financial Information and Liti
Committee did not discuss the confidential financial records of the respondents.
Ajax — Background check identified 6 lawsuits in the past 5 years but only one was identified in
the response packet even though the request was for all litigation.
Page 2 of 4
_ Monroe County Engineering
�} 1100 Simonton Street, 2 -216
�% Key West, FL 33040
' Project Management
Biltmore — No lawsuits in the past 5 years. Last one was in 2010.
Burke — Answered the question as yes to litigation but the explanation for the litigation was
not easily found. The scoring for this tab was adjusted after the additional litigation
information was identified. Background check identified 16 lawsuits in the past 5 years (7 as
defendant and 9 as plaintiff).
Tab 6 — Required County Forms and Licenses
All forms were provided by each respondent.
Tab 7 — Presentation
Biltmore — The estimator being proposed for this project is from the Keys and has experience with the
cost of projects here. The utilities are going to be a large portion of this project. Want to be good
neighbors. The project is the "GOAL ". Already reviewed the project documents. Able to set budget
now. Already building the team of contractors and estimates. Their school project is expected to be
complete on June 8 2018. Intend to work on the large conflicts first then move to the smaller
conflicts. Provided a great explanation of the use of change orders and contingencies. Already have
local contacts. Discussed their ability to work and manage an open campus. They felt they could
maintain construction within the existing boundary, similar to the PK school project. Discussed safety.
They have experience with precast building components. They have local site experience for
materials. Discussed their use of technology. Local people, workers and community involvement.
Ajax — Explained that the six lawsuits identified in the background check were all associated with the
same lawsuit listed in the proposal. Discussed their experience with hardening buildings. Keys
experience via a project with the school. Familiar with the resources and scheduling issues when in
the Keys. Senior leadership is involved with their projects. They will commit a full time staff and
explained that the staff identified in their proposal will be available for this project. Have experience
working within a campus setting. Intend to use technology to communicate with those off -site. They
utilize Procure. They recommend owner direct purchases. They actively manage subcontractors.
Utilize Redi -Check software. Can perform in place testing. Manage an on -going punch list. They have
in -house estimating staff. Identified a $22.5 million budget but felt it could be brought down to $20
million. Expects the effect of Irma to only have a 6 -8 month impact on the cost. Expects 0.5% per
month inflation rate. They intend to pre - qualify subcontractors. They have reviewed the existing
plans against their Lessons Learned from similar projects. Provided a good explanation and examples
of change orders and contingencies.
Burke — Has experience working with CSA due to the Freeman Justice Center and Magnolia Street
Public Works. Discussed Key West City Hall LEED Platinum. Stated that they did not spend much time
on the proposal because they were in hurricane recovery mode. Recommend starting to identify the
long lead items now. Worked on 19 million square feet of tilt wall. Utilize scope sheets to
communicate the work with the subcontractors. Able to construct the entire project except the
electrical and specialty items so they can provide better estimates because that is what they do. They
can set the GMP at the current phase of development. They utilize Procore. They expect 30%
increase in cost at the end of the year due to Irma. They expect the spike to last 12 months for items
such as roofing and piping. They expect the utilities to be the biggest issue. Provided four options for
Page 3 of 4
Monroe County Engineering
1100 Simonton Street, 2-216
Key West, FL 33040
Project Management
placement of the field office and staging area. Utilize a sub to perform the scheduling so they can get
a second set of eyes and another opinion. Discussed safety, closeout documentation and owner direct
purchasing.
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