HomeMy WebLinkAboutEDB BHA SA No 8 Admin Security Final v2 EXECUTIVE SUMMARY
AGENDA ITEM:
Proposed Supplemental Agreement No. 8 with Bhide&Hall Architects, P.A. (BHA) for the evaluation of
security improvements for the Clay County Utility Authority(CCUA)Administration Building Expansion
Phase I
CCUA Project No.: 4020-004
CCUA Financial Project Code: 21013AD
Date: February 3,2023
BACKGROUND:
In September 2022,we experienced two incidents in the same week where individuals ventured to the back
of the Administrative Building. Staff contacted the Clay County Sheriff's Office(CCSO)in both cases.We
do not know if the two incidents were related or not. We noted the significant risk to staff and utility
operations had either one of these incidents involved malevolent actors.Because of those incidents, staff is
requesting the project architect,BHA,provide a scope of services to improve physical barriers and security
around the Administrative Building
Under the proposed scope of services,BHA will work with CCUA staff and the CCSO to develop a scope
-a and budget for recommended physical security improvements that include fencing, access control
m standards, security system improvements, and landscape improvements. Staff will return to the Board of
Supervisors to request authorization to proceed with a detailed design based upon the recommended
o improvements.
c
L
c
a Staff will investigate the potential of adding the physical security improvements to the current CCUA
ce Administrative Building Expansion Phase I currently under construction.
BUDGET:
Administrative Complex Expansion Budget: $5,125,089
Design and Bidding Services with BHA: $192,444.99
Construction Administrative Services with BHA: $93,071.60
Construction Services with KBT: $4,647,007
Sub-Total Design and Construction Services: $4,932,523.59
Project Contingency: $192,565.41
Physical Security Improvement Evaluation by BHA: $7,200
Change Order No. 1 (Stormwater Conveyance Changes): $36,657.70(Separate Authorization)
Remaining Project Contingency: $148,707.71
RECOMMENDATION:
Staff respectfully recommends the Board of Supervisors approval of Supplemental Agreement No. 8
engaging BHA in the amount of$7,200 for evaluation of physical security improvements of the CCUA
Administration Building Expansion Phase I.
ATTACHMENTS:
Supplemental Agreement No. 8
BHA's Proposal for Services dated October 9,2022
//JDJ
//AB
//JDJ
Supplemental Agreement No. 8 with Bhide & Hall Architects, P.A., for the design of the CCUA
Administration Building Expansion Phase I
Architect: David S. Shively RA, EDAC Owner: Clay County Utility
Bhide & Hall Architects, P. A. Authority
1329 Kingsley Avenue, Suite C
Orange Park, FL 32073
Date: February 3, 2023
Item Description of Services
Provide Professional Architectural and Engineering services $7,200
to evaluate physical security improvements as requested and
identified in the attached scope and fee proposal dated
October 9, 2022.
Total Lump Sum Price $7,200
The Contract time shall commence on the needed date. This document along with the Scope & Fee
Proposal shall become an amendment to the existing agreement for Architectural and Engineering
Design and Permitting Services 2017/2018 RFQ No. 1. All provisions, terms and conditions of the
existing Agreement will apply to this Supplemental Agreement.
Accepted by: Date:
President:
Robert E. McVeigh
Bhide & Hall Architects, P.A.
Accepted by: Date:
Owner:
Jeremy D. Johnston, Executive Director
Clay County Utility Authority
Bhide & Hall Architects, P.A.
ICIlhAR0011549
Jeremy Johnston, MBA, PE October 9, 2022
Executive Director
Clay County Utility Authority
3176 Old Jennings Road
Middleburg, FL 32068
Re: Clay County Utility Authority
Administrative Campus Physical Site Security
Dear Mr. Johnston,
Bhide & Hall Architects, P.A., is pleased to present this proposal letter for Architectural design
services for the proposed site physical security enhancements at 3176 Old Jennings Road, in Middleburg,
Florida. Our proposal is based off our discussions with you.
Scope
We understand the project to include the following design elements and requirements:
• Phase I: An initial scoping meeting to take place at a future time and date as determined
following the contract execution. This meeting (or series of meetings) will take place to assist in
better understanding the extent of physical enhancements that CCUA would like to move forward
with.
to o We recommend including the Clay County Sherriff's Department in this meeting
to review how certain physical security enhancements could be used to ensure a
safer physical working environment on campus.
o A clear definition of scope will be critical to ensuring the success of this phase of
work and should include at minimum, the inclusion or exclusion of the following:
• Fencing: location of fencing and type of fencing. Structural integrity of
fencing, vehicle gates, man gates, etc.
• Access control standards for site locations and at building entrances
• Type of site security system, including cameras, emergency phones, etc.
• Landscape standards to understand visibility and how this may affect
security on campus.
o Following the scoping meeting(s), our team will develop a Rough Order of
magnitude cost estimate to better define the costs and expectations of the project
moving forward. Phase II fees, including design sub consultants (electrical,
security, etc) will be established at this time and a supplemental fee revision will
be provided to CCUA to move forward with Phase II of the contract.
• Phase II: This phase will take place once a supplemental agreement for Phase II is approved.
This phase of services will include design of the physical site security requirements that are
identified in Phase I.
O 50% Design
• Drawings and Outline Specifications
o Final Design
• Drawings and Final Specifications
o Bid Services
BH# 202135 1329-C Kingsley Avenue, Orange Park, FL Page I 1
32073
Bhide & Hall Architects, P.A.
AR0011549
• Assists CCUA in bidding the contract whether it is to be a public bid
process or provided to the current contractor for the Administration
Building Phase I construction process which is already under contract.
o Construction Administration Services
• Provide submittal review
• Provide RFI response
• Attend monthly OAC meetings on site
• Provide interim inspection services(maximum of 2)
• Provide final punch list prior to substantial completion.
• Provide record documents to CCUA at completion of project.
Design Team
Phase I
Project Management: Bhide &Hall Architects, P.A.
Architecture: Bhide &Hall Architects, P.A.
Phase-II
Project Management: Bhide &Hall Architects, P.A.
Architecture: Bhide &Hall Architects, P.A.
Electrical: TBD
Structural: TBD
*Civil: TBD
*Landscape: TBD
to *Electronic Security: TBD
*Please note that design services for landscape and electronic security/access-control are
specialty consultants and will not be covered in basic design fees. If these services are
requested as a part of the scope defined in Phase I, we will provide fees for these services
separately from our basic design fees.
Schedule
We anticipate the Phase I schedule to last approximately 4 weeks from the initial scoping meeting
to the delivery of the final scoping package and Rough Order of Magnitude Cost Estimate. The Phase II
schedule will depend on the scoping package that is established in the Phase I work.
Design Fee
We propose a design fee for Phase I that is based on our hourly rates only. Please reference the
attached General Terms and conditions to see our company standard Hourly rates. We have used the
rates for Senior Architect and Technician.
Phase I Fees: Based on hourly projection only
Meetings: 8 hrs
Scope Dev: 16 hrs
Concept Plan Dev: 16 hrs
ROM Cost Est Dev: 12 hrs
Review: 8 hrs
Total: 60 hrs
Total: $7,200.00
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Bhide & Hall Architects, P.A.
AR0011549
Phase II Fees: We will provide a percentage fee to cover the costs for basic design services (as
shown above). This percentage fee will be based on the approved Rough Order
of Magnitude Cost Estimate provided at the conclusion of the Phase I work. Any
additional service fees for specialty design consultants will be above and beyond
those basic service fees.
We appreciate the opportunity to be of service to Clay County Utility Authority.
Please let us know if this Proposal is acceptable and we will be happy to provide additional back-up
information as required.
Sincerely,
avid-SS , EDAC
Senior Architect
AR099028
Bhide & Hall Architects, P.A.
to
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