Invocation (Commissioner Everett Phillips)

Pledge to U.S. Flag

Staff or Commissioner Additions or Deletions to Agenda

Approval of Agenda

Approval of Consent Agenda

Adoption of Consent Agenda

Discussion and Action Items

Ben Scott, County Manager

(1) BA 18-17 - Prior Year Capital Projects - $1,087,676 (Pg. 1)

(2) BA 18-19 - Jail Architect Agreement - $2,230,089 (Pg. 4)

Open Public Comments to the Board – 2 Minute Limit

Staff and Commissioner Comments

Adjournment

COLUMBIA COUNTY BOARD OF COUNTY COMMISSIONERSPOST OFFICE BOX 1529

LAKE CITY, FLORIDA 32056-1529

COLUMBIA COUNTY SCHOOL BOARD ADMINISTRATIVE COMPLEX372 WEST DUVAL STREETLAKE CITY, FLORIDA 32055

AGENDA

January 4, 2018

5:30 P.M.

Opportunity for public comment shall be in accordance with Rule 4.704. Each person who wishes to address the Commission regarding the Consent Agenda or any Discussion and Action Agenda

Item shall complete one comment card for each item and submit the card or cards to County staff in the front of the meeting room. Cards shall be submitted before the meeting is called to order.

Prior Year Capital Projects Budget Amendment - BA 18-17; total amendment $1,087,676

BA 18-17 Fund:

X

1. Nature and purpose of agenda item:

Attach any correspondence information, documents and forms for action i.e., contract agreements, quotes, memorandums, etc.

2. Fiscal impact on current budget.

Is this a budgeted item? N/A

Yes Account No.

No Please list the proposed budget amendment to fund this request

Budget Amendment Number:

FROM: TO: AMOUNT:

X

For Use of County Manger Only:

Discussion ItemConsent Item

COLUMBIA COUNTY BOARD OF COUNTY COMMISSIONERSAGENDA ITEM REQUEST FORM

The Board of County Commissioners meets the 1st and 3rd Thursday of each month at 5:30 p.m. in the Columbia County School Board Administrative Complex Auditorium, 372 West Duval Street, Lake City, Florida 32055. All agenda items are due in the Board’s office one week prior to the meeting date.

Today's Date: Meeting Date:

Name: Department:

December 29, 2017 January 4, 2018

BCC AdministrationBen Scott

Division Manager's Signature:

# 1

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BOARD MEETS FIRST THURSDAY AT 5:30 P.M.

AND THIRD THURSDAY AT 5:30 P.M.

P.O. BOX 1529 LAKE CITY, FL 32056-1529 PHONE (386) 755-4100

M E M O R A N D U M

TO: Board of County Commissioners

FR: Ben Scott, County Manager

DATE: December 29, 2017

SUBJECT: Prior Year Capital Projects Budget Amendment

Please find attached for your review and approval a budget amendment to account for capital

project expenditures from the prior year.

District No. 1 - Ronald Williams District No. 2 - Rusty DePratter District No. 3 - Bucky Nash District No. 4 - Everett Phillips District No. 5 - Tim Murphy

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GENERAL CAPITAL PROJECTS

REVENUES

302-0000-389.04-00 CASH BALANCE FORWARD 540,000$

CANNON CREEK

302-2117-525.60-63 IMP OTHER THAN BLDS (580,707)$

CLAYHOLE STORMWATER

302-2118-538.60-63 IMP OTHER THAN BLDS (28,276)$

RESERVES

302-8400-584.90-99 CONTINGENCY/RESERVE 68,983$

ROAD IMPROVEMENT FUND

KING / MAULDIN

303-5405-541.60-63 CONSTRUCTION/IMPROVEMENTS (4,047)$

MOORE ROAD

303-5408-541.60-63 CONSTRUCTION/IMPROVEMENTS (36,752)$

OLD WIRE ROAD

303-8046-541.60-31 PROF SERVICES-CAPITALIZED (30,293)$

303-8046-541.60-61 LAND/ROW ACQUISITION (43,424)$

HERLONG ROAD .

303-8064-541.60-31 PROF SERVICES-CAPITALIZED (31,495)$

303-8064-541.60-61 LAND/ROW ACQUISITION (28,844)$

BELL ROAD

303-8074-541.30-31 PROFESSIONAL SERVICES (42,840)$

BRIM STREET

303-8078-541.60-31 PROF SERVICES-CAPITALIZED (8,657)$

303-8078-541.60-63 CONSTRUCTION/IMPROVEMENTS (167,310)$

CALLAHAN

303-8085-541.60-31 PROF SERVICES-CAPITALIZED (38,148)$

303-8085-541.60-61 LAND/ROW ACQUISITION (111,266)$

CROFT BRIDGE - SCOP

303-8086-541.30-46 REPAIRS & MAINTENANCE (4,600)$

RESERVES

303-8400-584.90-99 CONTINGENCY/RESERVE 547,676$

Budget Amendement to Account for Prior Year Capital

Projects Expenditures

Page 1 of 1

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BA 18-19 Jail Architect Agreement

001-GENERAL FUNDBA 18-19 Fund:

X

001-8400-584.90-99 001-8100-581.91-35

RESERVES / CONTINGENCY/RESERVE INTERFUND TRANSFERS OUT / XFER TO JAIL CONSTR.FUND

$230,089.00

305-0000-381.90-01 305-2330-523.60-31

INTERFUND TRANSFERS IN / FROM GENERAL FUND CAPITAL OUTLAY / PROF SERVICES-CAPITALIZED $230,089.00

1. Nature and purpose of agenda item:

Attach any correspondence information, documents and forms for action i.e., contract agreements, quotes, memorandums, etc.

2. Fiscal impact on current budget.

Is this a budgeted item? N/A

Yes Account No.

No Please list the proposed budget amendment to fund this request

Budget Amendment Number:

FROM: TO: AMOUNT:

X

For Use of County Manger Only:

Discussion ItemConsent Item

COLUMBIA COUNTY BOARD OF COUNTY COMMISSIONERSAGENDA ITEM REQUEST FORM

The Board of County Commissioners meets the 1st and 3rd Thursday of each month at 5:30 p.m. in the Columbia County School Board Administrative Complex Auditorium, 372 West Duval Street, Lake City, Florida 32055. All agenda items are due in the Board’s office one week prior to the meeting date.

Today's Date: Meeting Date:

Name: Department:

December 29, 2017 January 4, 2018

BCC AdministrationBen Scott

Division Manager's Signature:

# 2

p. 4

BOARD MEETS FIRST THURSDAY AT 5:30 P.M.

AND THIRD THURSDAY AT 5:30 P.M.

P.O. BOX 1529 LAKE CITY, FL 32056-1529 PHONE (386) 755-4100

M E M O R A N D U M

TO: Board of County Commissioners

FR: Ben Scott, County Manager

DATE: December 29, 2017

SUBJECT: Jail Architect Agreement

Please find attached for your review and approval an agreement with Dewberry Architects, Inc. to

provide design services for a new jail. The initial phase of the agreement is to provide cost

estimates for two options. Option one would be to construct a 384 bed jail next to the existing

Sheriff administration building; option two is to construct a new Sheriff administration building

and utilize the current administration building as part of the new jail.

Basic Service Fee $ 1,414,694

Additional Service Fee $ 735,089

Project Expenses $ 80,306

Total Fee $ 2,230,089

Additional Service Fee

Facility Programming $ 65,000

Civil Engineering $ 170,962

Detailed Cost Estimates $ 21,250

Construction Representation $ 73,394

Record Documents $ 30,000

Voice/Data Communications $ 25,000

Kitchen and Laundry $ 137,131

Soils Investigations/Report $ 19,175

Security Electronics $ 74,750

Management Fee $ 14,527

Commissioning of Mechanical $ 53,900

Reimbursable Expenses $ 50,000

Total Additional Services $ 735,089

Project Expenses

Dewberry Architectural $ 22,000

Dewberry Detention $ 10,000

Dewberry Security Electronics $ 13,000

Dewberry Programming $ 5,000

Dewberry Civil $ 3,456

IPG Architectural $ 5,150

SS&A Kitchen and Laundry $ 9,300

K/E Engineering Structural $ 5,500

TLC Engineering MEP $ 6,900

Total Expenses $ 80,306

District No. 1 - Ronald Williams District No. 2 - Rusty DePratter District No. 3 - Bucky Nash District No. 4 - Everett Phillips District No. 5 - Tim Murphy

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MEMORANDUM

Page 1 of 2

Date: 10/31/2017 To: Jim Beight From: Brad Hall Subject: Columbia County FL New Detention Center and Crime Lab Building

IPG, INCORPORTED – Architects & Planners

Principal Consultant $165.00

Senior Architect / Project Manager $140.00

Registered Architect / Engineer: $125.00

Intern Architect / Engineer: $ 95.00

Senior Draftsman: $ 60.00

Draftsman / Computer Services $ 45.00

Clerical Services: $ 35.00

Kever / Mckee Engineering – Structural Engineers

Principal Engineer: $165.00

Senior Structural Engineer: $125.00

Structural Engineer: $ 90.00

CADD Technician: $ 50.00

Clerical: $ 35.00

TLC Engineering for Architecture, Inc. – MEP Engineering

Director: $205.00

Senior Engineer, Manager: $175.00

Project Engineer, Manager: $150.00

Engineer, Specialist $120.00

Graduate Engineer $ 95.00

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November 8, 2017 Page 2 of 2

Designer: $ 95.00

Administrative Secretary: $ 95.00

Technician, Intern: $ 70.00

Secretary, Clerical: $ 70.00

Schwartz Schwartz & Associates, Inc. – Kitchen and Food Service

Principal Consultant: $275.00

Project Consultant: $225.00

Staff Consultant: $150.00

Technical Staff: $125.00

Administrative Staff: $ 90.00

Construction Consultants & Associates – Cost Estimating

Senior Cost Estimator: $125.00

American Infrastructure Development, Inc. – Geotechnical Exploration Services

Senior Geotechnical Engineer: $110.00

CADD / Computer Technician: $ 70.00

Secretary / Clerical: $ 60.00

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Standard Hourly Billing Rate Schedule

Dewberry Hourly Rates

Professional

Principal $280.00

Architect I,II,III $85.00, $100.00, $115.00

Architect IV,V,VI $130.00, $145.00, $165.00

Architect VII,VIII,IX $185.00, $200.00, $220.00

Interior Designer I,II,III,IV $75.00, $85.00, $105.00, $150.00

Engineer I,II,III $100.00, $110.00, $125.00

Engineer IV,V,VI $140.00, $160.00, $175.00

Engineer VII,VIII,IX $190.00, $205.00, $225.00

Other Professionals I, II, III $95.00, $110.00, $120.00

Other Professionals IV, V,VI $135.00, $155.00, $165.00

Other Professionals VII, VIII, IX $190.00, $205.00, $225.00

Technical

Geographer/GIS I,II,III $85.00, $95.00, $105.00

Geographer/GIS IV,V,VI $115.00, $135.00, $150.00

Geographer/GIS VII,VIII,IX $180.00, $200.00, $220.00

Designer I,II,III $100.00, $115.00, $135.00

Designer IV,V,VI, VII $150.00, $175.00, $195.00, $205.00

CADD Technician I,II,III,IV $70.00, $85.00, $95.00, $115.00

Surveyor I,II,III $60.00, $70.00, $80.00

Surveyor IV,V,VI $100.00, $105.00, $120.00

Surveyor VII,VIII,IX $140.00, $165.00, $185.00

Other Technical I,II,III $60.00, $80.00, $100,00

Other Technical IV, V, VI $115.00, $130.00, $150,00

Construction

Construction Professional I,II,III $120.00, $135.00, $155.00

Construction Professional IV,V,VI $180.00, $200.00, $215.00

Inspector I,II,III $80.00, $95.00, $110.00

Inspector IV,V,VI $130.00, $140.00, $155.00

Administration

Admin Professional I,II,III.IV $65.00, $85.00, $100.00, $110.00

Non-Labor Direct Costs Cost + 15%

COMPANY CONFIDENTIAL AND PROPRIETARY

Revised 7.28.17 | Subject to Revision | Standard Hourly Billing Rate Schedule | Attachment A | 1

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Service Order Number 1 Attachment A Project Schedule Agree on the contract and fees: Month of November Pre-design and Programming: December 4, 2017 to February 23, 2018 (11 weeks) County Review Period: February 26, 2018 to March 9, 2018 Schematic Design: March 12, 2018 to June 8, 2018 (12 weeks) County Review Period: June 11, 2018 to June 22, 2018 Design Development: June 25, 2018 to October 19, 2018 (16 weeks) County Review Period: October 22, 2018 to November 2, 2018 Construction Documents: November 5, 2018 to March 29, 2019 (20 weeks) County Review Period: April 1, 2019 to April 12, 2019 Final Documents: April 15, 2018 to May 3, 2018 Out for Bids: May 20, 2019 to June 28, 2019 Construction: July 29, 2019 to July 29, 2021 (104 weeks)

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Page 1 of 3

November 29, 2017 (Revised Dec. 21, 2017)

Columbia County Board of County Commissioners

135 NE Hernando Ave, Suite 203

Lake City, FL 32005

Attn: Mr. Ben Scott

RE: Revised Proposal for RFP 2017-S/Columbia County Sheriff’s Administration Offices and New Jail

Dear Mr. Scott,

Dewberry is pleased to provide this revised proposal for design services for the above referenced project.

This proposal is based on the request for Proposal 2017-S Architectural Design Services issued by

Columbia County, a scope and pricing memorandum dated October 23, 2017 that was sent to you from

Mr. Jim Beight of our office and your memo to Mr. Jim Beight dated November 18, 2017.

Our understanding of the project is that it is to be a 384 bed jail facility with an option to consider

increasing the bed count to 512. We understand that there is an existing Sheriff’s administration building

on the site and no hardened jail functions will be housed in this building. It is also a project goal to

minimize the interior modifications to this building. We also understand that the construction budget for

the project is to be $25,000,000 which includes the construction management fees.

We understand that the county will employ a construction manager for this project. We have adjusted the

scope of work and compensation in our proposal based on the scope and pricing memorandum dated

October 23, 2017, inclusive of work we anticipate will be performed by the construction manager.

Our design team will provide the following basic services for the project.

Dewberry will study Options 2 and 3 of a previous study to determine which option best serves

the needs of the jail.

For the design phase of the project our team will provide Architectural, Interior Design,

Structural, Mechanical, Electrical, Plumbing and Detention contract drawings and specifications.

For the bidding phase of the project we will respond to bidder’s questions and assist the

construction manager in issuing addendums and clarifications to the documents.

For the construction administration phase of the project we will provide (2) two single person

architectural site visits per month, review shop drawings, respond to contractors request for

information, issue clarifications to the documents and punch out the project.

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Page 2 of 3

Our design team will provide the following additional services for the project.

Programming

Site evaluation and master planning

Civil engineering including the survey and permit preparation and processing

Detailed cost estimating

Enhanced on-site construction administration (We will provide one (1) additional site visit per

month by one member of the design team.)

As –constructed record drawings.

Telecommunications / Data design

Commissioning (Mechanical engineering requirements per the building code.)

Kitchen and Laundry

Geotechnical exploration

Technology / Security electronics

Reimbursable expenses

Our proposed compensation is a follows:

Basic Service Fee: $1,414,694.00

Additional Service Fee: $ 735,089.00 See attachment D for Breakdown and items to

be billed lump sum versus hourly/ not to exceed.

Project Expenses: $ 80,306.00 See attachment D for Breakdown.

Total Fee: $ 2,230,089.00

Should the County not hire the Construction Manager then our proposed fee would need to be increased

by $82,345.00 to cover the work efforts in bidding and construction administration that we have deducted

from our fee based on the Memorandum dated October 23, 2017.

Should the construction budget allow for the 512 bed facility our Kitchen and Laundry fee number would

need to be increased by $27,061.00 to cover the work efforts required for the additional beds. Our

Kitchen and Laundry fee number is currently based on a 384 bed facility.

We have also based our proposal on the following qualifications and assumptions.

1. It is assumed that Columbia County will be performing in-house reviews of our documents at each milestone submittal, and Columbia County will provide comments in a timely manner so that they can be addressed prior to the next scheduled submittal.

2. It is assumed that the production drawings will be developed utilizing the BIM platform Revit. The model will be developed to the extent necessary to support the design and production of the project. Individual element level of development not to exceed LOD 200 as defined per the BIM Forum LOD Specification.

3. It is assumed that the specifications will be based on AIA Master Specifications.

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Page 3 of 3

4. Columbia County to provide current Columbia County standards, if applicable, at the kickoff meeting.

5. It is assumed that the construction manager will not be involved until the DD phase of the project. 6. It is assumed that we will have no more than the following CD phase Bid Packages:

a. Site Development b. Foundation/Structural c. Building Shell & Core d. Interiors

7. The proposal includes a few renderings as appropriate to study, convey and document the design ideas. Professional final renderings and professional final models are not included.

8. A partnering session has not been included. 9. Third-party facilitated Value Engineering, Cathodic Protection or Air Barrier Testing services are

not included in our proposal. 10. Professional Photography of the completed project is not included in our proposal. 11. Construction Phase testing is not included in our proposal. 12. Special Inspections are not included.

Again, thank you for selecting Dewberry and our design team for this project. Please call me if you have any questions or wish to discuss this proposal. My direct telephone number at Dewberry is 703-698-9052. We look forward to working with you on this exciting project.

Sincerely,

Jim Beight, AIA

Senior Principal Enc: Dewberry Hourly rates Consultant Hourly rates Proposed project schedule

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800 North Magnolia Ave. Orlando, FL 32803

Page 1 of 3

Attachment D: Add Service Fee Breakdown and Identification of Not To Exceed Fees. December 6, 2017 (Revised December 18, 2017)

Columbia County Board of County Commissioners

135 NE Hernando Ave, Suite 203

Lake City, FL 32005

Attn: Mr. Ben Scott

RE: Additional Services and Expense Breakdown Dear Mr. Scott,

Per your email dated 5-December-2017, and the results of our discussion on December 18, 2017, please find the enclosed breakdown of the additional services and our project expenses reflecting the decisions reached at our meeting. Our additional services and expenses are based on the State of Florida, Department of Management Services Fee Guide Calculator for Architectural and Engineering Services. Additional Services: 12.18.17 meeting notes: Lump Sum Expenses: Facility Programming: $ 65,000.00 No exceptions taken. Civil Engineering: Surveying and SUE $ 29,034.00 Permits and Meetings $ 20,607.00 Documents and CA $121,321.00 Total Civil Engineering $170,962.00 No exceptions taken. Landscape Design: $ 0.00 Owner to provide this service. Detailed Cost Estimates: $ 21,250.00 Includes Concept, Schematic, DD and CD Estimates. Construction Representation: $ 73,394.00 See trip breakdown below. Record Documents: $ 30,000.00 Provide 1 hard copy and 1 electronic copy of documents. Voice/Data Communications: $ 25,000.00 Dewberry to provide the

contract documents that locate the back boxes, conduit and cable trays back to the owners head end equipment. The County’s vendor will provide Dewberry all of the wiring and cabling requirements and specifications which Dewberry will show on in the documents. The vendor will

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Page 2 of 3

also be responsible for all head end equipment and electrical requirements.

Kitchen and Laundry: $137,131.00 The kitchen and laundry

floor plan areas and associated equipment will be designed

to accommodate a 512 bed facility. For this portion of the project only the equipment to support a 384 bed facility will be indicated in the documents. Soils Investigations/Report: $ 19,175.00 No exceptions taken. Security Electronics: $ 74,750.00 Dewberry will work with the Sheriff’s office to try and reuse recently acquired security equipment. Management Fee: $ 14,527.00 No exceptions taken. Subtotal Lump Sum Additional Services: $631,189.00 Not to Exceed Services and Expenses: Commissioning of Mechanical: $ 53,900.00 Not to exceed amount. Reimbursable Expenses: $ 50,000.00 Not to exceed amount. Subtotal Not To Exceed Expenses: $103,900.00 Total Additional Services: $735,089.00 Project Expenses: Dewberry Architectural: $22,000.00 Dewberry Detention: $10,000.00 Dewberry Security Electronics: $13,000.00 Dewberry Programming: $ 5,000.00 Dewberry Civil: $ 3,456.00 IPG Architectural: $ 5,150.00 SS&A Kitchen and Laundry: $ 9,300.00 K/E Engineering Structural: $ 5,500.00 TLC Engineering MEP $ 6,900.00 Total Expenses: $80,306.00

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Page 3 of 3

Architectural Construction Administration Trip Breakdown: We based our number of trips on a 24 month construction duration: Regular Observation trips: 72 Substantial Punch Out trips: 4 Final Punch Out trips: 2 Total number of Architectural trips: 78 Cost per trip including labor and expenses for an additional trip: $2,550.00

If you have any questions related to the fee breakdown above, please do not hesitate to contact our

office.

Best Regards,

Jim Beight, AIA Senior Principal

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