CITY OF HALLANDALE BEACH, FLORIDA

MEMORANDUM

DATE:             February 6, 2008                                                                 

TO:                  D. Mike Good, City Manager            

FROM:            William Brant, P.E., Director, Public Works, Utilities & Engineering

SUBJECT:     Pursuant to Chapter 23, Section 23-105, Hallandale Beach Code of Ordinances, Recommendation to Award Bid # FY 2006-2007-005 NW/SW 8^th Avenue Improvements CAD #00/009

PURPOSE:

To request Commission approval to award Bid # FY 2006-2007-005, NW/SW 8^th Avenue Intersection Improvements to Tenex Enterprises, Inc.

BACKGROUND:

The Hallandale Beach Boulevard and NW/ SW 8^th Avenue Intersection Improvements are intended to improve the overall safety and operation of the existing intersection. An accident study of this intersection revealed a very high number of accidents with the current roadway configuration.

The proposed improvements at this intersection are:

•     Improvement of the safety and operations of this intersection, especially the heavy volumes of traffic for the eastbound right turns and northbound left turns during morning and afternoon peak periods.

•     Signal Optimization

•     Upgrade to Mast Arms

•     New Pedestrian Clearance Timings

On May 20, 2003, the City Commission approved Resolution No. 2003-17 authorizing the execution of a Local Agency Program (LAP) agreement with the Florida Department of Transportation for intersection improvements at Hallandale Beach Boulevard (S.R.858) and NW/SW 8^th Avenue.  Under the LAP Agreement, FDOT authorized a total amount of $450,000.00 in funding: $90,000 for the design phase and $360,000 for construction.

DISCUSSION:

On January 8, 2004, the City received from the FDOT a Notice to Proceed for the design phase under the LAP Agreement. The design phase was substantially completed by the end of 2005. At that time the City was notified by the LAP Office that new processes had been established for the Local Agency Programs, including the requirement for FDOT to review the proposed plans, specifications and bid package, and for the City to complete and submit a construction checklist. These additional processes, which were required to be completed by the City before moving to the construction phase, delayed approval by FDOT until February 2, 2007, at which time FDOT issued a Notice to Proceed for Construction.

The bid process was then initiated. The bid was advertised on August 9, 2007 and bids were opened on September 10, 2007, in accordance with the City’s Annual Bid and RFP Work Plan. Five bids were received.  The lowest bid of $545,364.03 exceeded the LAP contract amount of $360,000.00 by $185,364.03.

Following the bid opening in September, the City requested additional funding from the Local Agency Program (LAP) through the Safety Office. Staff continued contacting FDOT and met with that Department in December, restating the request for the total funding. Also discussed in that meeting was the possibility of letting this project be a strung project to the upcoming project for the resurfacing of West Hallandale Beach Boulevard. FDOT indicated it was not possible as bids for that project had already been prepared and advertised, which would not allow for a change. Following further discussion, FDOT has informed the City that additional funding in the amount of $219,000 has been approved for this project which will fully fund the project.

Since the additional funding has been approved and the City has until December 31, 2008 to complete the grant assisted project, staff recommends award of the bid.

Upon completion of the project, the City will start procedures for the closing of the SW 8^th Avenue entrance to the 7-11 store due to safety issues.

RECOMMENDATIONS:

Pursuant to Chapter 23, Section 105, Hallandale Code of Ordinances, request authorization to award Bid # FY 2006-2007-005 – NW/SW 8^th Avenue Intersection Improvements to lowest responsive, responsible bidder, Tenex Enterprises Inc. in the total amount of $545,364.03.  If approved, further authorize the City Manager to fund this project utilizing a grant account and reimburse the account when funds are received from FDOT.

Reviewed:

__________________________________                                     ____________

D. Mike Good, City Manager                                                             Date

______ Approved                  ______ Denied                            ______ Hold for Discussion

Comments: ______________________________________________________________________

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