TITLE
RESOLUTION RATIFYING THE ACTION OF THE MAYOR�S DESIGNEE EXECUTING THE SECOND AMENDMENT TO THE PROFESSIONAL COST ESTIMATING SERVICES AGREEMENT WITH U.S. COST INC., IN THE AMOUNT OF $500,000.00 AND FOR A TERM OF ONE YEAR, PURSUANT TO SECTION 2-285 OF THE CODE OF MIAMI-DADE COUNTY, FLORIDA

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WHEREAS, this Board desires to accomplish the purposes outlined in the accompanying memorandum, a copy of which is incorporated herein by reference,
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF MIAMI-DADE COUNTY, FLORIDA, that this Board hereby ratifies the actions of the Mayor�s designee, pursuant to the provisions of the Miami-Dade Aviation Department�s Expedite Ordinance No. 95-64, codified as Section 2-285 of the Miami-Dade County Code, for the Second Amendment to the Professional Services Agreement (Agreement) in approving and executing the Second Amendment to the Professional Cost Estimating Services Agreement with U.S. Cost Inc. in substantially the form attached hereto, in the amount of $500,000.00 and for a term of one year.

HEADER
Date:

To: Honorable Chairwoman Rebeca Sosa
and Members, Board of County Commissioners

From: Carlos A. Gimenez
Mayor

Subject: Ratification of Second Amendment to the Professional Cost Estimating Services Agreement with
U.S. Cost, Inc., increasing the Agreement amount by $500,000.00 and extending the Term of the
Agreement by one year

STAFF RECOMMENDATION
RECOMMENDATION
It is recommended that the Board of County Commissioners (Board) adopt the attached Resolution ratifying the actions of the County Mayor�s designee, pursuant to the provisions of the Miami-Dade Aviation Department�s Expedite Ordinance No. 95-64, codified as Section 2-285 of the Miami-Dade County Code, approving the Second Amendment to the Professional Cost Estimating Services Consultant Agreement with U.S. Cost, Inc., increasing the Agreement amount by $500,000.00 and extending the term by one (1) year.

SCOPE
The impact of this item is Countywide as it covers Miami International Airport (MIA), as well as the General Aviation Airports.

FISCAL IMPACT/FUNDING SOURCE
The sources of funding for this Agreement are the Miami-Dade Aviation Department (MDAD) Operating Budget, Reserve Maintenance Budget, and bond proceeds.

TRACK RECORD/MONITOR
U.S. Cost is the current provider of professional cost-estimating consultant services for MDAD. Under this Agreement, the track record for U.S. Cost has been outstanding, according to former North Terminal Development (NTD) Program Director Juan Carlos Arteaga and MDAD Chief Financial Officer Anne Syrcle Lee, who monitor the Agreement.

COMPLIANCE DATA
There is no history of violations for this firm in the County�s Small Business Development database.

MANAGER'S BACKGROUND
BACKGROUND
Pursuant to Resolution R-1210-07, U.S. Cost, Inc., was awarded the subject Agreement on November 6, 2007, to provide services including, but not limited to, analyzing the factors and activities related to construction cost estimating, claims analysis and confirmation of actual cost for changes, work orders and change orders; preparation and provision of recommendations as a result of such analysis; preparation of an overall construction cost estimate based on the architect/engineer-prepared construction documents; recommendations as to costs to be included in the capital budgeting process and in contract documents related to construction cost estimates and for payments and claims; preparation and presentation of reports, diagrams, sketches and illustrations; and provision of related scheduling services as necessary.

As a result of changes and delays in the NTD program, anticipated estimating requirements needed to be extended to assist with all project close-out issues. Under the First Amendment ratified by the Board on January 20, 2011, under the NTD Expedite Ordinance, the Agreement was extended to December 31, 2013, for U.S. Cost to provide continued support for the completion and close-out of the program, including resolution of claims.

The Capital Improvement Program (CIP) and the Reserve Maintenance Program with more than 100 projects in the pipeline are ongoing and require comprehensive professional cost estimating services for projects of any magnitude. U.S. Cost�s knowledge of specialized services such as baggage handling systems, automated people mover systems, chiller plants, terminal buildings, and runways are invaluable. Having an experienced estimating consultant on board who is familiar with the Airport�s facilities and knows the local market pricing helps MDAD save money. For example, from 2005 to 2012, U.S. Cost provided to MDAD a net savings of $56.8 million. Cost estimating services are also critical for MDAD�s budgeting process. The need for conceptual estimates, pre-design estimates, preliminary/schematic design estimates, construction documents estimates, bid review, and change order review is one of the Department�s most important priorities as projects are tracked throughout their life cycle. In order for MDAD to keep the programs moving forward without any setbacks, it is critical to keep our current estimating services ongoing without interruption. As a result, additional time and funding is needed in order for the Consultant to continue providing necessary services while MDAD initiates and completes a competitive solicitation process.


COMPANY NAME/ADDRESS: U. S. Cost, Inc.
12550 Biscayne Boulevard, Suite 500
Miami, FL 33181

HOW LONG IN BUSINESS: 30 years

PREVIOUS AGREEMENTS
WITH THE COUNTY WITHIN
THE PAST FIVE (5) YEARS: Current agreement $4,010,000.00

ORIGINAL TERM OF AGREEMENT: Two (2) years plus one (1) two-year option to renew;
1st Amendment extended to December 31, 2013

ORIGINAL AGREEMENT AMOUNT: $4,010,000 (including Inspector General account)

RECOMMENDED MODIFICATION: Increase the Agreement amount by $500,000.00 and extend the term by one (1) year to December 31, 2014.

ADJUSTED AGREEMENT AMOUNT: $4,511,250.00 (including Inspector General Account)

PERCENT CHANGE THIS
MODIFICATION: 12.5%

CONTRACT MEASURES: 30% SBE goal

CONTRACT MEASURES
ACHIEVED AT AWARD: 40% SBE goal

CONTRACT MEASURES
ACHIEVED TO DATE: 30% ($1,045,462.44) - See attached letter explaining impacts on DBEs due to issues with NTD and South Terminal Baggage Handling System. A significant portion of the contract remains to be completed and US Cost has plans to increase DBE participation to 31%.

SBE SUBCONSULTANTS: CES Consultants, Inc. � 3% ($104,157.34)
MCO Construction & Services, Inc. � 19% ($655,431.08)
Program Controls, Inc. � 8% ($285,874.02)

USING DEPARTMENT: Miami-Dade Aviation Department


____________________________
Jack Osterholt, Deputy Mayor