Public Works Department Presentation to: Consolidation of Services Study Commission, Purchasing Subcommittee September 19, 2005

Presentation Outline Department Mission StatementDepartment Mission Statement Organization ChartOrganization Chart Division ObjectivesDivision Objectives Procurement AuthorityProcurement Authority

Department Mission Statement To enhance Orlando’s quality of life through the construction and operation of a safe, effective physical environment and to provide our visitors, our neighborhoods, and our businesses with efficient and timely services necessary to support the infrastructure demands of our growing, diverse community.To enhance Orlando’s quality of life through the construction and operation of a safe, effective physical environment and to provide our visitors, our neighborhoods, and our businesses with efficient and timely services necessary to support the infrastructure demands of our growing, diverse community.

Organization Chart

Capital Improvement Division Objective Provide engineering design, survey, project and construction management services for public infrastructure improvements that currently have a 5 year CIP value of $210 million.

Procurement Authority Section 133.2, City Policy and Procedures Section 133.2, City Policy and Procedures Selection of engineers, architects, landscape architects and land surveyors. Also includes design/build firms. Selection of engineers, architects, landscape architects and land surveyors. Also includes design/build firms. Follows Florida Statutes – Consultants’ Competitive Negotiation Act (CCNA) Follows Florida Statutes – Consultants’ Competitive Negotiation Act (CCNA) Consultants qualification board (CQB) – PW Director, City Attorney, Chief Financial Officer, PW Appointee, Mayor Appointee Consultants qualification board (CQB) – PW Director, City Attorney, Chief Financial Officer, PW Appointee, Mayor Appointee PW Director serves as Chairman PW Director serves as Chairman Board produces list of firms qualified to provide professional services to the City Board produces list of firms qualified to provide professional services to the City

Procurement Authority Service delivery methods Service delivery methods Continuing services contract Continuing services contract Project with estimated construction cost up to $1,000,000 or estimated design fee up to $50,000 Project with estimated construction cost up to $1,000,000 or estimated design fee up to $50,000 Specific services contract Specific services contract No limit on design fees or construction cost associated with the project No limit on design fees or construction cost associated with the project Both types of contracts may be amended by action of council Both types of contracts may be amended by action of council

Procurement Authority Selection methods Selection methods Project with estimated construction cost less than $250,000 or estimated design/study fee less than $25,000 Project with estimated construction cost less than $250,000 or estimated design/study fee less than $25,000 Client division requests services Client division requests services CQB designates selection team CQB designates selection team Team reviews list of firms qualified to provide the requested services Team reviews list of firms qualified to provide the requested services Team submits top three firms, in rank order, to PW Director Team submits top three firms, in rank order, to PW Director PW Director submits recommended order to Council for approval PW Director submits recommended order to Council for approval Project Manager negotiates services contract with highest ranked firm Project Manager negotiates services contract with highest ranked firm Contract is submitted to Council for approval Contract is submitted to Council for approval

Procurement Authority Selection methods Selection methods Continuing services providers and specific projects with estimated construction cost greater than $250,000 or estimated design fee greater than $25,000 Continuing services providers and specific projects with estimated construction cost greater than $250,000 or estimated design fee greater than $25,000 Client division requests services Client division requests services Project Manager prepares Request for Qualifications (RFQ) package Project Manager prepares Request for Qualifications (RFQ) package Project RFQ is advertised in local publication Project RFQ is advertised in local publication Qualification statements are reviewed by CQB and firms are qualified (or not) Qualification statements are reviewed by CQB and firms are qualified (or not) CQB designates selection team CQB designates selection team Team reviews list of firms qualified to provide the requested services Team reviews list of firms qualified to provide the requested services Team prepares short list of no less than three firms for interviews Team prepares short list of no less than three firms for interviews Following interviews, team ranks the firms and submits the recommended order to the PW Director for review Following interviews, team ranks the firms and submits the recommended order to the PW Director for review PW Director submits recommended order to Council for approval PW Director submits recommended order to Council for approval Project Manager negotiates services contract with highest ranked firm Project Manager negotiates services contract with highest ranked firm Contract is submitted to Council for approval Contract is submitted to Council for approval

Procurement Authority Construction contracts Construction contracts Chapter 7 of City code exempts Purchasing Director from procuring construction contracts Chapter 7 of City code exempts Purchasing Director from procuring construction contracts PW Director is empowered to issue requests for bids on construction projects PW Director is empowered to issue requests for bids on construction projects Director may: Director may: Recommend to City Council award of construction contracts to lowest responsive, responsible bidder Recommend to City Council award of construction contracts to lowest responsive, responsible bidder Execute change orders up to an amount authorized by Council (usually 10% of contract value) Execute change orders up to an amount authorized by Council (usually 10% of contract value) Assess liquidated damages Assess liquidated damages Terminate a contract for cause or convenience Terminate a contract for cause or convenience Suspend, for a period of 1 year, or debar, for a period of 5 years, any person or entity from bidding on City projects Suspend, for a period of 1 year, or debar, for a period of 5 years, any person or entity from bidding on City projects

Questions?