Minutes 07-29-05
MINUTES OF THE AGENDA PREVIEW CONFERENCE HELD IN
COMMISSION CHAMBERS, CITY HALL, BOYNTON BEACH, FLORIDA
ON FRIDAY, JULY 29,2005 AT 10:00 A.M.
Present:
Jerry Taylor, Mayor Kurt Bressner, City Manager
Mack McCray, Vice Mayor David Tolces, Assistant City Attorney
Bob Ensler, Commissioner Judith Pyle, Deputy City Clerk
Absent:
Mike Ferguson, Commissioner
Carl McKoy, Commissioner
I. CALL TO ORDER
Mayor Taylor called the agenda preview conference meeting to order at 10:03 a.m.
II. Other
A. Informational Items by Members of the City Commission
Vice Mayor McCray noted in the City's newspaper there is a kudos section for
employees. He would like to have a kudos section from citizens who write to the City
about employees so employees would know their work is appreciated.
Vice Mayor McCray referred to a letter he received on July 25th regarding an incident at
the Little League Park. He would like to be informed of what actually took place.
Vice Mayor McCray referred to correspondence he received from the Delray Beach
Police Department regarding officers on bicycles that he thought might be of interest to
Chief Immler.
Vice Mayor McCray has received calls from residents in District 2 that feel the new
marquee at City Hall is not large enough to hold information since there were only two
lines available. He inquired about the events that warranted a new marquee at City Hall.
Mr. Bressner will follow through and noted a new marquee was in the Facilities' budget
to replace the old marquee.
Mayor Taylor felt the marquee was sufficient to hold enough information.
With regard to the Little League incident, Mayor Taylor referred to the letter mentioned
by Vice Mayor McCray. He felt this was an issue that should be handled by the Little
League officials, before the City steps in.
Meeting Minutes
City Commission Agenda Preview Conference
Boynton Beach, Florida July 29, 2005
Mr. Bressner asked if the Recreation staff spoke with Little League. Mr. Majors
responded he tried to contact Jack McVey, but he is out of town. Ms. Rivers stated the
letters were sent to the Little League officials.
III. Announcements, Community & Special Events & Presentations:
A. Announcements:
Vice Mayor McCray requested the Carolyn Sims Annual Family Day Picnic be
announced at the meeting. Mr. Majors stated he would make an announcement.
Mr. Bressner inquired if an announcement for the City's annual school supplies project
should be added as well and Vice Mayor McCray requested this be announced. Mr.
Segal will make the announcement.
VI. Consent Agenda
C. Resolutions:
1. Proposed Resolution No. 05-096 Re: Ratifying the
action of the South Central Regional Wastewater Treatment &
Disposal Board:
a. Authorization for the Chairman to sign the Interlocal
Agreement for the delivery and use of reclaimed water with
Boynton Beach, effective as of October 1, 2005 (Tabled to
8/02/05)
b. Assignment Agreements for the following golf courses:
Delray Dunes Golf and Country Club, Country Club of
Florida, Hunters Run Golf and Racquet Club, the Pine Tree
Golf Club and Quail Ridge Country Club. (Tabled to
8/02/05)
Mayor Taylor announced these items would be tabled. Mr. Bressner reported there
have been conversations with South Central Regional Wastewater Treatment and an
arrangement has been agreed to that they would continue to administer the contracts
with the golf courses. Therefore, the Interlocal Agreement between the City and the
SCRWTD Board will have to be changed to reflect a lease arrangement. The District will
lease the line from the City and the City will work with them for the transfer of the
recycled wastewater through the line. Mr. Bressner felt this is a better arrangement
overall. These items will be tabled to the September 6, 2005 agenda.
C. 4. Proposed Resolution No. R05- Re: Approving a three-year
Interlocal Agreement between Palm Beach County and the City of
Boynton Beach at an annual cost of $4,000 funded by the I.T.S.
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Meeting Minutes
City Commission Agenda Preview Conference
Boynton Beach, Florida July 29, 2005
Department Account #001-1510-513-41-10 where the City can
directly access the County's Dialogic Geographic-based Alert and
Notification System.
Vice Mayor McCray inquired if this service would be available citywide and was
informed that it would.
E. Ratification of CRA Action:
2. 2623 Lake Drive North (ZNCV 05-002) Request for relief from the
City of Boynton Beach Land Development Regulations, Chapter 2,
Zoning, Section 5.C.2, regulating the maximum lot coverage, to
increase the maximum lot coverage from3 5% to 38.5% for a single
family residence within the R-1-AA Single-family Residential zoning
district.
Mr. Rumpf announced this item was no longer necessary and should be withdrawn from
the agenda.
Commissioner Ensler requested that all the quasi-judicial items be pulled to allow public
input. This would include Items E. 1. 3. and 4.
VI. F. Approve Change Order #1 for the Library Expansion Project in the amount
of $189,963 to cover Contractor's General Conditions costs caused by the
delayed start of the project.
G. Approve Change Order #2 for the Library Expansion Project in the amount
of $85,615 to cover the Contractor's labor and material costs associated
with changing FPL power supply to the Civic Center from above ground to
below ground and installing two conduits for BellSouth phone lines.
Vice Mayor McCray inquired who the project manager was for the Library project. He
also inquired how many more change orders might be expected. He noted the project is
already overrun.
Wilfred Hawkins, Assistant City Manager, announced there is a team overseeing the
Library project. The team is comprised of himself; the Library Director, Virginia Farace;
the contractor, Lee Sessoms; and the architect. In addition some building inspectors are
part of the team and the Director of Engineering, Jeff Livergood, also provides input.
Mr. Hawkins distributed a Library Expansion Update Memo to the Commission, a copy
of which is on file with the City Clerk's Office.
Mr. Hawkins noted the costs of steel and concrete have risen dramatically that has
caused problems throughout the entire country. Because of the shortage of building
materials, it is anticipated the Library project will incur potential cost increases of
approximately 7% or $400,000 over the cost of the original project. This is out of the
3
Meeting Minutes
City Commission Agenda Preview Conference
Boynton Beach, Florida July 29, 2005
control of the parties and has not been factored into potential cost increases. The
architect has been instructed to do some value engineering to cut costs. They will also
be exploring direct owner purchasing that will allow the City to save on taxes on some of
the equipment that will be ordered. All plans will be reviewed to determine where there
may be cost savings.
Mr. Hawkins reported that some of the sub-contractors are only providing cost estimates
no more than 60-days out. They will be working with the sub-contractors regularly to
determine the potential increases as the project progresses. The sub-contractors will
not be giving guarantees for the life of the project, due to the fluctuation in the cost of
materials.
Another problem with the project was the delays with the civil engineering portion of the
project that have been rectified by hiring a new civil engineer. The project was pushed
back somewhat, but is now back on track. The plans have been completed and permits
have been issued to the contractor. Mr. Hawkins does not anticipate any more problems
with the planning portion of the project. The team is working closely with the contractor
and subcontractors to move the project along.
Mr. Hawkins noted the new construction schedule is attached to the memo. They
anticipate the project will be completed in October 2006.
Vice Mayor McCray wanted to be certain by trying to save money, the quality of the
Library would not suffer. He inquired if they should anticipate another $1 million
increase in the project.
Sam Ferreri, the project's architect, informed the Commission they are estimating they
could incur an additional $400,000 over the life of the project. With regard to the value
engineering, they are looking at availability of materials and saving time, but not to
decrease the quality of the project. These savings could amount to approximately
$200,000 that could offset the $400,000. They are addressing this on a daily basis.
Vice Mayor McCray had concerns about the costs of the project escalating and
questioned when this would stop.
Mr. Ferreri pointed out the documents were prepared two years ago, but the start of the
project was delayed. When it was determined to go forward with the project, the project
went out to bid and all the Building Division comments had been incorporated, but they
were two years old. In addition, the Civil Engineer went out of business.
Also, Mr. Ferreri noted FP&L changed some of their requirements and a BellSouth
cable showed up only after it had been dug up. He did not feel the additional costs
would reach $1 million and would do everything possible to make certain that would not
happen. He would like to keep it as close to the original budget as possible and will
report to the Commission on a regular basis. All permits are in place; everything
4
Meeting Minutes
City Commission Agenda Preview Conference
Boynton Beach, Florida July 29, 2005
underground has been located; and the change order is necessary to correct this. Mr.
Ferreri thought the contractor has signed up a great many of the sub-contractors.
Commissioner Ensler inquired if the City has a fixed-price contractor with the company
that would be building the Library. Mr. Ferreri stated the contract is a fixed-price
contract; however, due to the delay in the start of the project, the contractor is allowed
under the contract to collect on the delays.
Commissioner Ensler asked when the project was originally supposed to begin and
when it actually started. Commissioner Ensler also questioned why the City should be
responsible for the increases in some of the items enumerated in the list.
Lee Sessoms, of Sessoms Construction, said he is acting as the project manager,
and bid the job in August 2004. When he originally bid on the project, if the project had
started in October as anticipated, the increases in the project cost would not have
incurred. He felt it was the delay that resulted in increased costs. Four hurricanes, loss
of labor, and scarcity of roofing material contributed to the increased costs. He pointed
out his firm did not create the delays and felt it would not be fair if they had to absorb
the increased costs of the project.
Commissioner Ensler asked if staff justified the increases as being reasonable, would
this result in a fixed-price contract? Mr. Sessoms responded the contract is not a fixed-
price contract. Commissioner Ensler inquired when the Commission would know what
the final price of the project would be. Mr. Sessoms felt this would be known within two
or three months.
Commissioner Ensler felt the items should be tabled. Mayor Taylor pointed out that Mr.
Sessoms needed approval of the change orders in order to sign up the subcontractors,
otherwise the project could not move forward.
Mayor Taylor noted the contractor bid on the project, and he felt it was the contractor's
responsibility to estimate potential increases in the cost of materials. Mr. Sessoms said
this was not possible for a job that did not begin for over one year. Mayor Taylor also
noted other contractors may have submitted higher bids that could have included
increased costs of materials that could have been selected in place of the contractor
that was hired.
Mayor Taylor acknowledged that whenever there is a project, change orders are
generated as a result of unknowns that surface once the job actually begins. He
referred to the additional $12,000 for fire protection and questioned why this had not
been anticipated. Mr. Sessoms responded that these increases were attributable to the
cost of steel that is used for fire protection.
Another item Mayor Taylor questioned was the cost of moving the FP&L pole that
should have been known at the time of bidding. Mr. Ferreri responded they prepared
the plans two years ago and since that time, FP&L's policy totally changed after the
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Meeting Minutes
City Commission Agenda Preview Conference
Boynton Beach, Florida July 29, 2005
hurricanes. In addition, the FP&L project manager originally assigned to the project,
has been replaced. Mr. Ferreri acknowledged they were aware the poles had to be
moved. FP&L is now requiring that the wires be placed underground, and he pointed out
this service is actually for the Civic Center, not the Library. Originally the lines were
routed differently, but when FP&L wanted the lines underground, this changed the
direction of the lines, resulting in additional costs. Mr. Ferreri pointed out this was
something they could not have known two years ago. He would have liked to have
moved the lines before any construction began, but FP&L would not agree to this.
Commissioner Ensler asked what the total price of the contract for the Library was and
was informed it was $5,727,485. Commissioner Ensler asked why there was an urgency
to approve an increase to the contract since there may be more increases in the future.
Attorney Tolces explained the City has an obligation to review requests for change
orders on a timely basis that would allow the contractor to go out and enter into
contracts to secure those prices. He noted that the possibility exists there may be more
change orders. However, the City has a contractual obligation to review the requests in
order to allow the contractor to move forward to enter into agreements based upon the
prices that have been submitted to the Commission.
Commissioner Ensler asked if staff reviewed all the items submitted. Mr. Hawkins
explained they meet on a weekly basis to review all issues and have reviewed all the
items.
Vice Mayor McCray announced the contract was already over $600,000, and he would
like to be informed of the actual cost of the project. Mr. Hawkins felt this would be
known in two to three months.
Mr. Sessoms noted that once the FP&L poles were removed, they would be able to
move on with the project.
Commissioner Ensler requested that before Tuesday's meeting, the Commissioners be
provided with a list of where they have firm prices so they could be apprised of the items
that are still open. Mr. Hawkins will provide this.
Vice Mayor McCray inquired if there would be price increases for the Wilson Center
project. Mr. Majors reported staff recently received an updated projection of costs that is
consistent with the original projections. Since the construction design is almost 70%
complete, Mr. Majors felt the project was in good condition, but, of course, he pointed
out that the market could change.
XII. Legal
A. Ordinances - 2nd Reading - Public Hearing
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Meeting Minutes
City Commission Agenda Preview Conference
Boynton Beach, Florida July 29, 2005
5. Proposed Ordinance No. 05-040 Re: Rezoning 2.54
acres from R-1-AA Single Family residential to R-1-A Single Family
Residential (Future Land use classification to remain Low Density
Residential (LDR) for the ultimate development of 10 single family
residential lots. (Gerrity) (Applicant requests postponement to
August 16)
Mayor Taylor announced XII.A.5 would be postponed.
XIII. Unfinished Business
A. Building Colors along Major Roadways (CDRF 05-009) Proposal to amend
the Land Development Regulations, Chapters 4 and 9 to limit building
colors, and require the review/approval for changes to building colors for
buildings located along Boynton Beach Boulevard, Federal Highway, and
Congress Avenue (Tabled to 8/2/05)
Vice Mayor McCray inquired about the length of the presentation. Commissioner Ensler
pointed out when the Planning and Development Board and the Community
Redevelopment Agency heard the item, it took approximately 45 minutes that included
discussion.
There being no further business, the agenda preview conference duly adjourned at
10:43 a.m.
uty Clerk ~~byJ
~~.A,~~
Recording Secretary
(July 29, 2005)
7
Library Expansion Update Memo
Wilfred Hawkins, Ass't City Manager
Virginia K Farace, Library Directo~
July 28, 2005 Y jt.. r
Attached is the most current Project Schedule which indicates that the Library Expansion
should be completed in October, 2006. Also attached is a timeline that briefly notes the
past year's history of the Library Expansion Project.
To:
From:
Date:
Bids were configured by contractors and received by the city prior to cost increases
caused by four major hurricanes hitting Florida. The contract was awarded between two
hurricanes.
Due to delays in the issuance of a city permit - delays which were out of the control of
the Contractor - the city requested and received multiple time extensions from the
Contractor. The major delays were caused by the Civil Engineer who closed their local
office in November and did not respond to utility plan revision requests either timely or
completely. The Architect ultimately had to bring in a different Engineer and start over.
At that point, our city started the plan review process allover again. Although the Notice
to Proceed was issued May 3, current delays are due to FPL and Bell South service lines
that will run under the expanded portion of the building now require additional trenching
and conduits.
Meanwhile, costs of materials, equipment and labor continued to rise due to demands
caused by the hurricanes. Concrete and steel prices escalated due to heavy exportation of
these materials to China. The contractor granted the time extensions but repeatedly did so
with the understanding that increased costs would be addressed by the city.
The Contractor fIrSt submitted estimated cost increases on Mar 10 and updated the
estimates July 14. (See attached.) An estimated $400,000 increase is about 7"10 of the
total project which is believed to be much lower than re-bidding the project. Compare
this 7% to the School District which is experiencing a 20% to 30% increase in its new bid
prices due to the same market conditions.
In addition, the Architect and Contractor are working to minimize these increases through
value engineering and other cost cutting possibilities. For example, we are exploring the
potential of using State approved, Direct Owner Purchasing. DOP allows the city, instead
of the contractor, to buy large items such as HV AC, fixtures, elevator, etc and save
money by eliminating the sales tax. Potential changes to landscaping, light fixtures, and
roofing materials could yield some savings, as well as eliminating the retrofit installation
of return ducts for the current HV AC system. All areas are being reviewed for possible
savings.
Although sub-contractors are now hesitate to give price quotations for more than 30 to 60
days out, there is every expectation that cost increases will be minimized as much as
possible, without causing substantial impact to the project.
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I
Library Construction Project
Timeline concerning Contractor
2004:
. July 27 - pre-bid meeting
. Aug 13 - Hurricane Charlie
. Aug 24 - bid opening
. Sept 5 - Hurricane Frances
. Sept 7 - Commission tables conlIact award
. Sept 13 - Hurricane Ivan
. Sept 21 - Commission awards contract to Sessoms Constrnction $5,727,485.
. Sept 25 - Hurricane Jeanne
. Oct 10 - Purchase Order 050512 to Sessoms
. Oct 19 - Plans Received by Bldg Dept
. Oct 29 - Comments received back from Bldg Dept
. Nov 5 - Comments addressed and plans (excluding civil) ready for re-submiltll
o Architects learned that local branch of civil engineering linn was shut down, local staff
was let go, and all items relating to prQject was relocated to Miami.
. Nov 19 - Payment of $275,649.30 to Sessoms (bond, insurance, pennits)
. Nov 24 - Sessoms agrees to 60 day extension (to Jan 22, 2(05)
2005:
.
Jan 21 - Traffic Impact Statement completed and submitted
Jan 24 - Project Meeting (see notes 012405)
Jan 24 - Sessoms agrees to 30 day extension to Feb 25 "with the understanding cost escalation is a
factor and will be evaluated at a later time."
Feb 14 - County Engineer sends Letter of Determination that "the proposed expansion project
meets the Traffic Performance S1andards ofPBC."
Feb 16 - Project Meeting (see notes 021605)
Feb 23 - Project Meeting (see notes 022305)
Feb 25 - Sessoms agrees to another extension until March 1 "with the understanding additional
verifiable costs will be paid."
Mar 1 - Sessoms agrees to another extension to April 1 in a letter which includes the following
conditions:
o "We will be given a change order to cover subcontractor and material escalated costs.
o Our overhead for this project as a resu1t of """"inil1g idle will be paid.
o Anticipated profits for this period will be paid Our profit on this project is $220,000.
This translates to $481 per day over a 457 day project."
(Lee Sessoms verbally advised that this letter was copied to City Manager and other relevant
city depts.)
Mar 4 - Project Meeting (see notes 030405)
Mar 9 - Meeting to address project delays and cost increases with Architects, Sessoms and City
Project Manager includes Chief Bingham, Jeff Livergood, Mary Munro, and Carol Doppler.
Mar 10 - Sessoms sends letter with a pre1iminaIy breakdown of cost increases as they relate to the
delay encountered on the project. He copies City Manager, Janet PIainito, and James Cherof.
Mar 10 - Architects deliver revised signed & sealed constrnction documents including review
ouly copy of civil engineering sheets for city review. These are rejected again by city engineering
review staff.
Mar 28 - Architect continues to have response issues from their Civil Engineer.
Mar 30 - Sessoms agrees to another extension to May 4 with statement: "Agreed WIder the
condition costs and accelerated costs are paid by the City throngh the date ofNTP".
April 1 - Architect emails recommendation re: contractor's requested increase.
April 28 - Architect (on behalf of city) finishes negotiations with Contractor re: request for cost
consideration due to time delay in issuance of NTP.
April 29 - Agreement reached for a total increase of$189,963 to be added to contract for a total
revised contract amount of $5,917,488.
May 3 - City issues Notice to Proceed.
May 11 - Sessoms picks up Clearing, Grubbing and Tree Removal Pennit and starts clearing
June 9 - Constmction Sub-Contractors Mtg
June 15 - Full Pennit ready
July 12 - Sessoms picks up full permit
.
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07/14/05 THU 15:49 FAX 9544366789
SESSOMS CONSTRUCTION
~H VIRGINIA-library I4i 001
~Sessoms
1l/l!!!t. CONS.TRUCTION
~ COMPANY, INC.
July 14, 2005
Vi~ fax/mail (561.742.6381)
Ms. Virginia K. Farace, Library Director
Boynton Beach City Library
CITY OF BOYNTON BEACH
208 South Sea crest Boulevard.
Boynton Beach, FL 33435
Re: #379 -BOYNTON BEACH CITY LIBRARY
Bid Number: #017-2610-04/CJD
Cost Escalation
Dear Ms. Farace,
Per your request, I have revised the Anticipated Subcontractor Increases worksheet that I
delivered to you earlier. As you are aware, there have been significant delays on this
project that have prevented us from starling consln.lction. In that time period, there have
been numerous hurricanes and steep marketincreases that have dramatically effected the
costs of material and lab'or. .
The numbers included in this package are based on resuming work September 1st and
. proceeding without interruption. Bear in mind that these are estimates only as there are
several subcontractors that we are unable to secure because we are. not sure when the
project will proceed.
If you have any further questions or I can give you any additional information, please do
not hesitate. 10 contact me.
Very truly yours,
SESS~ CONSTRUCTION CO., INC. .
Lee Sessoms
Vice President
Cc: Wilfred Hawkins, Assl.-city Manager (561.742.6011)
AI Phillips, SCHENKELSHUL TZARCHITECTURE
Attachments
LS/mb
G;\379 ~ Boynton Beach L1brary\Owner\Subeontractor 0)$1 escalation ..07-14-05
(fa
~~!
.,,-,IKILL "'.....::= ..../,.Iiiiii.lii"iE.
t;:il]Jj!i\.'
7485 DavieRoad Extension" Hollywood,FL 33024
Browa'ed (954) 431-7900" Fax (954) 436-6789" CG C801134
-
-
07/14/05 THU 15:50 FA! 9544366789
SESSOMS CONSTRUCTION
H~ VIRGINIA-llbrary 1m 002
Boynton Beach City Library
Anticipated Subcontractor Increases
Trade Estimated Increase
Sitework Complete 33,000
Landscaping 0
Irrigation . 3.000
Concrete and Masonry 80,000
Precaset Concrete 3.500
Structural & Misc. Metals 'f- 65,000
Cabinets ,.,. --- 7,000
Roofing -- 85,000
Acoustical -e 8,000
Flooring 8,000
Painting 8,000
Media Center EqUipment "f 4,000
Apl'liances 1,000
Displav Cases 1,000
Elevator 3,000
Fire Protection 12,000
Plumbina 2,200
HVAC - 3,000
. Electrical .-- 21,000
-
Subtotal 347,700
+15% Overhead and Profit 52,155
.
Total 399,855
Library Expansion Update Memo
To:
From:
Date:
Wilfred Hawkins, Ass't City Manager
Virginia K Farace, Library Directo~
July 28, 2005 Y jt.. r
Attached is the most current Project Schedule which indicates that the Library Expansion
should be completed in October, 2006. Also attached is a timeline that briefly notes the
past year's history of the Library Expansion Project.
Bids were configured by contractors and received by the city prior to cost increases
caused by four major hurricanes hitting Florida. The contract was awarded between two
hurricanes.
Due to delays in the issuance of a city permit - delays which were out of the control of
the Contractor - the city requested and received multiple time extensions from the
Contractor. The major delays were caused by the Civil Engineer who closed their local
office in November and did not respond to utility plan revision requests either timely or
completely. The Architect ultimately had to bring in a different Engineer and start over.
At that point, our city started the plan review process allover again. Although the Notice
to Proceed was issued May 3, current delays are due to FPL and BellSouth service lines
that will run under the expanded portion of the building now require additional trenching
and conduits.
Meanwhile, costs of materials, equipment and labor continued to rise due to demands
caused by the hurricanes. Concrete and steel prices escalated due to heavy exportation of
these materials to China. The contractor granted the time extensions but repeatedly did so
with the understanding that increased costs would be addressed by the city.
The Contractor fIrst submitted estimated cost increases on Mar 10 and updated the
estimates July 14. (See attached.) An estimated $400,000 increase is about 7"10 of the
total project which is believed to be much lower than re-bidding the project. Compare
this 7% to the School District which is experiencing a 20% to 30% increase in its new bid
prices due to the same market conditions.
In addition, the Architect and Contractor are working to minimize these increases through
value engineering and other cost cutting possibilities. For example, we are exploring the
potential of using State approved, Direct Owner Purchasing. DOP allows the city, instead
of the contractor, to buy large items such as HV AC, fixtures, elevator, etc and save
money by eliminating the sales tax. Potential changes to landscaping, light fixtures, and
roofIng materials could yield some savings, as well as eliminating the retrofit installation
of return ducts for the current HV AC system. All areas are being reviewed for possible
savmgs.
Although sub-contractors are now hesitate to give price quotations for more than 30 to 60
days out, there is every expectation that cost increases will be minimized as much as
possible, without causing substantial impact to the project.
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Library Construction Project
Timeline concerning Contractor
2004:
. July 27 - pre-bid meeting
. Aug 13 - Hurricane Cluuiie
. Aug 24 - bid opening
. Sept 5 - Hurricane Frances
. Sept 7 - Commission tables contract award
. Sept 13 - Hurricane Ivan
. Sept 21 - Commission awards contract to Sessoms Construction $5,727,485.
. Sept 25 - Hurricane Jeanne
. Oct 10 - Purchase Order 050512 to Sessoms
. Oct 19 - Plans Received by Bldg Dept
. Oct 29 - Comments received back from Bldg Dept
. Nov 5 - Comments addressed and plans (excluding civil) ready for re-submitta1
o Architects learned that local branch of civil engineering finn was shut down, local staff
was let go, and all items relating to project was relocated to Miami.
. Nov 19 - Payment of $275,649.30 to Sessoms (bond, insurance, permits)
. Nov 24 - Sessoms agrees to 60 day extension (to Jan 22, 2(05)
2005:
. Jan 21 - Traffic Impact Statement completed and submitted
. Jan 24 - Project Meeting (see notes 012405)
. Jan 24 - Sessoms agrees to 30 day extension to Feb 25 "with the understanding cost escalation is a
factor and will be evaluated at a later time."
. Feb 14 - County Engineer sends Letter of Determination that "the proposed expansion project
meets the Traffic Performance Standards ofPBC."
a Feb 16 - Project Meeting (see notes 021605)
a Feb 23 - Project Meeting (see notes 022305)
a Feb 25 - Sessoms agrees to another extension until March I "with the understanding additional
verifiable costs will be paid."
a Mar I - Sessoms agrees to another extension to April I in a letter which includes the following
conditions:
o "We will be given a change order to cover subcontractor and material escalated costs.
o Our overhead for this project as a result of remaining idle will be paid.
o Anticipated profits for this period will be paid. Our profit on this project is $220,000.
This translates to $481 per day over a 457 day project."
(Lee Sessoms verbally advised that this letter was copied to City Manager and other relevant
city depts.)
a Mar 4 - Project Meeting (see notes 030405)
a Mar 9 - Meeting to address project delays and cost increases with Architects, Sessoms and City
Project Manager includes Chief Bingham, Jeff Livergood, Mary Munro, and Carol Doppler.
. Mar 10 - Sessoms sends letter with a preliminary breakdown of cost increases as they relate to the
delay encountered on the project. He copies City Manager, Janet Prainito, and James Cherof.
a Mar 10 - Architects deliver revised signed & sealed construction documents including review
ouly copy of civil engineering sheets for city review. These are rejected again by city engineering
review staff.
a Mar 28 - Architect continues to have response issues from their Civil Engineer.
. Mar 30 - Sessoms agrees to another extension to May 4 with statement: "Agreed under the
condition costs and accelerated costs are paid by the City through the date of NfP".
a April I - Architect emails recommendation re: contractor's requested increase.
a April 28 - Architect (on behalf of city) finishes negotiations with Contractor re: request for cost
consideration due to time delay in issuance ofNfP.
a April 29 - Agreement reached for a total increase of $189,963 to be added to contract for a total
revised contract amount of$5,917,488.
a May 3 - City issues Notice to Proceed.
a May II - Sessoms picks up Clearing, Grubbing and Tree Removal Permit and starts clearing
. June 9 - Construction Sub-Contractors Mtg
a June 15 - Full Permit ready
. July 12 - Sessoms picks up full pennit
07~14/05 THU 15:49 FAX 9544366789
SESSOMS CONSTRUCTION
H; VIRGINIA-I1brary i4J 001
~svssoms
~.. CONS.TRUCTION
~ COMPANY, INC.
July 14. 2005
Via fax/mail (561.742.6381)
Ms. Virginia K. Farace, Library Director
Boynton Beach City Library
CITY OF BOYNTON BEACH
208 South Sea crest Boulevard.
Boynton Beach, FL 33435
Re: #379 - BOYNTON BEACH CITY LIBRARY
Bid Number. #017-2610-04/CJD
Cost Escalation
Dear Ms. Farace,
Per your request, I have revised the Anticipated Subcontractor Increases worksheet that I
delivered to you earlier. As you are aware, there have been significant delays on this
project that have prevented us from starting construction. In that time period, there have
been numerous hurricanes and steep market increases that have dramatically effected the
costs of material and labor.
The numbers included in this package are based on resuming work September 1st and
proceeding without interruption. Bear in mind that these are estimates only as there are
several subcontractors that we are unable to secure because we are. not sure when the
project will proceed.
If you have any further questions or I can give you any additional information, please do
not hesitate to contact me.
Very truly yours,
SESSO~ CONSTRUCTION CO., INC.
/'
Lee Sessoms
Vice President
Cc: Wilfred Hawkins, Asst.City Manager (561.742.6011)
AI Phillips, SCHENKELSHUL TZ ARCHITECTURE
Attachments
LS/mb
-
-
G:\379. Boynton Beach L1brary\Owner\Subcontractor cost escalation - 07-14-05
('1
----^~. ,,,,,,~,,,,---,--,
"",) II<'~L'\."'.,.--- .'I","<I....v
-" ~~~i" ~---
7485 Davie Road Extension . Hollywood, FL 33024
Broward (954) 431-7900. Fax (954) 436-6789. CG (801134
07/14/05 THU 15:50 FAX 9544366789
SESSOMS CONSTRUCTION
H' VIRGINIA-llbrary I4i 002
~QY-nton Beach City Library
Anticipated Subcontractor Increases
Trade Estimated Increase
Sitework Complete 33,000
Landscaping 0
Irrigation .' --~- 3.000
Concrete and Masonry -- 80,000
Precaset Concrete 3,500
Structural & Misc. Metals - 65,000
Cabinets _..~. 7,000
Roofing ---~-- 85,000
Acoustical 8,000
Flooring - 8,000
Painting 8,000
Media Center Equipment 4,000
Appliances 1,000
Display Cases 1,000
Elevator 3,000
Fire Protection 12,000
Plumbing -_.~ 2,200
HVAC 3,000
. Electrical '-. 21,000
--
Subtotal 347,700
+15% Overhead and Profit i 52,155
I
!
Total i 399,855