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2004-25726 ResoRESOLUTION NO. 2004-25726 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, AUTHORIZING THE ISSUANCE OF REQUEST FOR QUALIFICATIONS (RFQ) N0.42-03/04 FOR ENGINEERING, URBAN DESIGN, AND LANDSCAPE ARCHITECTURE FOR DESIGN, BID AND AWARD, AND CONSTRUCTION ADMINISTRATION SERVICES FOR THE BISCAYNE POINT RIGHT OF WAY INFRASTRUCTURE IMPROVEMENT PROJECT WHEREAS, the City of Miami Beach has developed various capital improvement projects to improve the quality of life of its residents in each of the City's thirteen neighborhoods; and WHEREAS, Biscayne Point is one of the City's thirteen neighborhoods, which encompasses the area bounded on the east by the Tatum Waterway, and bounded on the north, south and west by Biscayne Bay, as more particularly described in generally, the Biscayne Point Right of Way (ROW) Geographic Area; and WHEREAS, the Biscayne Point ROW Infrastructure Project (Project) is a $7.3 million infrastructure project which may include, but is not limited to, the enhancement of roadways, landscaping, sidewalks and streetscapes, ireigation, water, storrr,~.vater, electrical, street lighting, street furniture, signage, as well as bicycle and pedestrian transportation routes; and WHEREAS, the scope of services for the Project will take into consideration previously authorized and currently endorsed City planning level documents including, but not limited to, studies or reports encompassing necessary upgrades, as noted in the Biscayne Point Basis of Design Report approved by the City Commission on October 15, 2003, and other qualified decisions of the City's Public Works, Parks and Recreation, Planning, Parking, Building, Fire and Police Departments, respectively; and WHEREAS, the City negotiated extensively with the previous consultant, The Corradino Group, but was unable to achieve agreement on a reasonable fee for the expected scope of services; and WHEREAS, because of the failure in reaching agreement after several unfruitful attempts, and the amount of time spent in the negotiations, the City decided to abandon the effort with Corradino and prepare to issue a new Request for Qualifications (RFQ) for the remaining services on the Project; and WHEREAS, the purpose of issuing the RFQ is to obtain qualifications from firms with the capability and experience to provide professional engineering and landscape architecture services for the design, bid and award, construction administration of the Project; and WHEREAS, the Administration recommends the issuance of RFQ No. 42-03/04. NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City Commission hereby authorize the issuance of Request For Qualifications No. 42-03/04 for Engineering, Urban Design, and Landscape Architecture for Design, Bid, Award and Construction Management Services for the Biscayne Point Right Of Way Infrastructure Improvement Project. PASSED, ADOPTED AND APPROVED this October 13, 2004 ATTEST: / i ~' ~-~~~- CITY CLERK OR Robert Parcher David Dermer T:\AGENDA\2004\Sep0804\Consent\Biscayne Point RFQ reso.doc APPROVED AS TO FORM & LANGUAGE & FOR EXECUTION l3 07 Cit tornex~ to CITY OF MIAMI BEACH COMMISSION ITEM SUMMARY Condensed Title: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, AUTHORIZING THE ISSUANCE OF REQUEST FOR QUALIFICATIONS (RFQ) NO. 42-03/04 FOR PLANNING, DESIGN, BID AND AWARD AND CONSTRUCTION ADMINISTRATION SERVICES FOR THE BISCAYNE POINT RIGHT OF WAY INFRASTRUCTURE IMPROVEMENT PROJECT. Issue: Shall the Mayor and City Commission adopt the Resolution? Item Summa /Kecommenaat~on: The Biscayne Point Right of Way (ROW) Infrastructure Improvement Project is a $7.38 million project which includes the restoration and enhancement of an urban, mixed use, residential (single and multi-family) neighborhood including roadway, sidewalk, curb and gutter, landscape, streetscape irrigation, lighting, potable water, and storm drainage infrastructure as needed. This project is funded through General Obligation and Water and Stormwater Bonds. The purpose of issuing an RFQ is to obtain qualifications from professional firms with the capability and experience to provide engineering, urban design, and landscape architecture services for design, bid and award, and construction administration of urban streetscape improvements in the Biscayne Point Neighborhood. Planning efforts were previously completed by another Consultant and is documented in the City Commission approved Biscayne Point Basis of Design Report dated October 15, 2003. The City negotiated extensively with the previous consultant, The Corradino Group, but was unable to achieve agreement on a reasonable fee for the expected scope of services. The City held several negotiation sessions and requested adjustments to the fee on two occasions based on the discussions and on the evaluation of the proposals as being incomplete or inaccurate. The City exchanged correspondence with Corradino on several occasions and eventually received a response from Corradino declining to adjust the fee further and stating they would not pursue the project further. Because of the failure in reaching agreement, the City abandoned the effort with Corradino and prepared to issue a new RFQ for the remaining services on the project. The estimated budget for the project is $7,384,000. The estimated construction budget is $6,410,000, which includes a contingency of $649,000. The budget also includes soft costs of $974,000, which consist of Planning (previously completed), Design, Bid & Award, Construction Administration, Program Management, and City Construction Management. The successful firm will be tasked with the following duties and responsibilities: Design Services; Bid and Award Services; Construction Management Services; Reimbursables. After considering the recommendation of an Evaluation Committee, the City Manager will recommend to the City Commission the response which is deemed to be in the best interest of the City. The Administration recommends that the Mayor and the City Commission of Miami Beach, Florida approve and authorize the issuance of Request for Qualifications (RFQ) No. 42- 03/04fnr design, bid and award, and construction administration of streetscape improvements for the Biscayne Point Ri ht of Wa Infrastructure Im rovement Project. Adviso Board Recommendation: N/A Financial Information: Source of Amount Funds: N/A Finance Dept. Total N/A Ci Clerk' Jorge E. C Sign-Offs: ep 'fitment irector Assistant City Manager ~, City Manager TH ,~ .---~.1 RCM ~-° w~ rS~ < AGENDA ITEM ~ ~?T' DATE I D-(~~ CITY OF MIAMI BEACH CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139 www.miamibeachfl.gov COMMISSION MEMORANDUM To: Mayor David Dermer and Date: October 13, 2004 Members of the City Commission From: Jorge M. Gonzalez ,,,~ City Manager ~ Subject: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, AUTHORIZING THE ISSUANCE OF REQUEST FOR QUALIFICATIONS (RFQ) NO. 42-03/04 FOR ENGINEERING, URBAN DESIGN, AND LANDSCAPE ARCHITECTURE FOR PLANNING, DESIGN, BID AND AWARD AND CONSTRUCTION ADMINISTRATION SERVICES FORTHE BISCAYNE POINT RIGHT OF WAY INFRASTRUCTURE IMPROVEMENT PROJECT. ADMINISTRATIVE RECOMMENDATION Adopt the Resolution. ANALYSIS The Biscayne Point Right of Way (ROW) Infrastructure Improvement Project is a $7.38 million infrastructure project which includes the restoration and enhancement of an urban, mixed use, residential (single and multi-family) neighborhood's hardscape, including roadway, sidewalk, curb and gutter, landscape, streetscape irrigation, lighting, potable water, and storm drainage infrastructure as needed. This project is funded through a combination of General Obligation and Water and Stormwater Bonds. The purpose of issuing a Request for Qualifications is to obtain qualifications from professional firms with the capability and experience to provide professional engineering, urban design, and landscape architecture services for design, bid and award, and construction administration of urban streetscape improvements in the Biscayne Point Neighborhood in Miami Beach. Planning efforts were previously completed by another Consultant and is documented in the City Commission approved Biscayne Point Basis of Design Report dated October 15, 2003. The City negotiated extensively with the previous consultant, The Corradino Group (Corradino), but was unable to achieve agreement on a reasonable fee for the expected scope of services. Because of the failure in reaching agreement after several unfruitful attempts and the amount of time spent in the negotiations, the City decided to abandon the effort with Corradino and prepare to issue a new RFQ for the remaining services on the project. The City was unable to reach an acceptable agreement with Corradino due to several issues. First, it became apparent that Corradino was having difficulty understanding the depth and magnitude of the scope of work for the neighborhood and presented fee proposals that reflected this misunderstanding. Second, the City held two negotiating sessions with Corradino both to clarify the scope and to discuss the level of services entailed. The sessions were also intended to establish a fee that reflected the scope requirements but a fee that was also competitive, reasonable, and fair. N - BPR ROW - 02 - 09082004 - JECh - 01 Commission Memorandum Biscayne point RFQ Page 2 of 7 October 13, 2004 At the first negotiating session, Corradino submitted a fee proposal in the amount of $873,389 which included the amount of $90,512 already expended for the planning tasks previously performed (Attachment 1). This total amount represented a 13.6% fee for consultant costs relative to the overall construction value. The City informed Corradino that this fee proposal was high, was not consistent with other negotiated fees for projects of similar complexity, that the number of drawings proposed was higher than expected, and that some of the scope requirements were not consistent with the proposed fee. At the second negotiating session, Corradino submitted a fee proposal, in the amount of $922,742 (Attachment 2), which included the amount of $90,512 for planning tasks, and was now higher than the first fee proposal by approximately $50,000, even though the City expected the fee to be lower based on discussions during the first negotiating session. This amount also represented a 14.3% fee relative to the construction value which is again higher than other negotiated fees in the program. The number of drawings required still contained several inconsistencies. In addition, Corradino attached a number of qualifications to the proposal which would have generated additional fees because Corradino considered the tasks to be outside the scope of the project. These exceptions included a limit on the number of Requests for Information, Change Order Proposals, Change Orders, and Submittals. The proposal also indicated confusion on the role of the consultant in completing permit reviews through the Building Department (Attachment 3). The City directed Corradino to re-visit the fee proposal and to include within the scope all items which had been left out or to which Corradino had taken exception. The City also informed Corradino that the fee value had to be adjusted to a more acceptable level and to a percentage more consistent with other negotiated fees. Corradino initially objected to these directives and eventually did not produce a third fee proposal which would take into account the items discussed during the second negotiation session. Eventually, due to a lack of progress on the negotiations, and the lack of response from Corradino regarding the City's comments, the City wrote Corradino on July 2, 2004 informing them that negotiations would not continue and that the City intended to issue a new RFQ on the project (Attachment 4). On July 12, 2004, Corradino responded to the City's letter accepting the termination of the negotiations and stating that they were not interested in pursuing this project in the future (Attachment 5). On September 24, 2004, after the discussions during the September 8, 2004 Commission meeting, the City issued a letter to Corradino asking whether they would revisit their participation on the project and honor the last fee proposal they presented (Attachment 6). Corradino was given until October 4, 2004 to respond to this letter. On September 30, 2004, the City received a letter from Corradino re-stating their previous position regarding pursuing the project and declining to reconsider (Attachment 7). Therefore, the Staff re-states the recommendation to issue a new RFQ for the Project. The estimated budget for the project is $7,384,000. The estimated construction budget for the project is $6,410,000, which includes a construction change order contingency budget of $649,000. This estimated construction total includes $3,230,000 for Streetscape improvements, $1,500,000 for Stormwater improvements, and $1,031,000 for Water Improvements as detailed below: STREETSCAPE IMPROVEMENTS $3,230,000 (construction) Biscayne Beach • Entryway Improvement -Hawthorne &Crespi Entrances • Textured Crosswalks -Hawthorne @ 79tH 81St & 85tH; Crespi @ 79tH & 81St; &Crespi Park Commission Memorandum Biscayne point RFQ Page 3 of 7 October 13, 2004 • Hawthorne -Replace existing planting strip w/ new landscape • Bumpouts 8~ Planters attached to sidewalk -Corner bump-outs Hawthorne at 79th, 81st, 85th, 84th, Corner bump-outs Crespi at 79th, Planters opposite corner bump-outs Hawthorne at 79th, 81st, 85th. Planters opposite corner bump-outs Crespi at 79th, 81st • Planters detached from sidewalk -Crespi at 79th Terrace., 80th, 82nd, 83rd, 84th, 86th and mid-block. Hawthorne at 79th Terrace., 80th, 82"d ,83rd, 84th, 86th corners only. All Cross streets, (2 per side per street) • Mid Block Hawthorne Bumpouts (22) • Speed table with brick pavers at Hawthorne and Crespi • CMB Entry Sign East of Hawthorn and 77th • Sidewalk installation and repair - 79th Street and 20% neighborhood wide repairs • Neighborhood wide improvements -Repair 20% of all sidewalks • Pocket Park @ 81st Street • Re-striping parking neighborhood wide • Landscaped Island at Stillwater Drive and Hawthorne intersection • Paving costs covered by GO Bond -Hawthorne (from 77th to 83rd); Hawthorne (1/2); Bayside Lane S. of 77th); Crespi (from Hawthorne to 83rd); 82nd Street (1/2 of Street, other half by Water Bond & PWD.); & 79th Street • Replace existing lighting "globes". - 138 new light fixtures and bulbs Biscayne Point • Traffic Calming At Intersections, Speed Tables - 2 @ Daytonia and Cleveland; 1 @ Daytonia and S. Biscayne Point; 1 @ Cleveland and N. Biscayne Point; 1 @Noremac and Cleveland;& 1 @ Noremac and Daytonia • Textured Intersections - (2) Cecil & Cleveland, Fowler & S. Biscayne Point • Grass Triangle -Noremac and N. Biscayne • Enhance grass islands - Daytonia and S. Biscayne & Cleveland and N. Biscayne • Decorative Lighting (Acorn) @ 100- ft on center, staggered • Swale Reclamation -Approximately 3375 LF to be reclaimed • Infill plantings at 30-ft spacing O.C. • Repaving (1-inch overlay) all roadways @ approximately - 13,630 LF @ 20-ft width • Entryway Improvement -Hawthorne &Crespi Entrances Stillwater Drive • Traffic Calming "Tables" (total of 3) • Replace and widen sidewalk (to 5 - ft on each side) • Decorative Lighting (Acorn) @ 100 - ft on center, staggered • Enhance Area around Gatehouse -Landscaping/sign & Accent lighting • Entryway Improvement -Hawthorne &Crespi Entrances • Enhanced Landscaping in new Swale areas -New trees /palms 1 per lot STORMWATER IMPROVEMENTS ($1,500,000) • Select improvements to priority basins within Stillwater Drive and the northern areas of Biscayne Beach WATER IMPROVEMENTS $3,160,000 (construction) • Replacement of Discretionary Waterlines with 8-inch diameter lines Per attached Exhibit A Commission Memorandum Biscayne point RFQ Page 4 of 7 October 13, 2004 The budget also includes a construction contingency ($649,000) as well as development and soft costs ($974,000), which consist of Planning (previously completed), Design, Bid & Award, Construction Administration, Program Management, and City Construction Management. ESTIMATED TOTAL PROJECT BUDGET ENGINEERING /MANAGEMENT COSTS $ 974,000 CONSTRUCTION BUDGET • Streetscape: $ 3,230,000 • Stormwater Improvements $ 1,500,000 • Water Improvements: $ 1,031,000 • Estimated Construction Budget: $ 5,761,000 • Construction Contingency $ 649,000 • Subtotal $ 6,410,000 TOTAL PROJECT BUDGET: $ 7,384,000 RFQ TIMETABLE The anticipated schedule for this RFQ and contract approval is as follows: RFQ to be issued Pre-Qualification Conference Deadline for receipt of questions Deadline for receipt of responses Evaluation committee meeting Commission approval/authorization of negotiations Contract negotiations Projected award date Projected contract start date CONSULTANT TASKS October 20, 2004 November 4, 2004 November 22, 2004 December 3, 2004 December 17, 2004 January, 2005 Through January, 2005 February, 2005 March, 2005 The successful firm will be tasked with the following duties and responsibilities: Task 1 -Planning Services (Not in Scope -Previously Completed) Task 2 -Design Services Task 3 -Bid and Award Services Task 4 -Construction Management Services Task 5 -Additional Services Task 6 -Reimbursable Services Task 1 -Planning Services: A final Basis of Design Report has been prepared summarizing the accepted design concept, budget level cost estimate, schedule and other issues deemed Commission Memorandum Biscayne point RFQ Page 5 of 7 October 13, 2004 important to the implementation of the project. The final Basis of Design Reportwas presented to the City Commission and approved on October 15, 2003.. Task 2 -Design Services: The purpose of this Task is to establish requirements for the preparation of contract documents for the Project. Note that the selected firm will be required to perform a variety of forensic tasks to verify, to the extent practicable, existing conditions and the accuracy of base maps to be used for development of the contract drawings. These tasks include, but may not be limited to, surveying, utility verification, and listing encroachments in the Right of Way using formats established for the City's Right of Way Infrastructure Improvement Program. In addition, the selected firm will follow City standards for the preparation of contract documents, inclusive of drawings, specifications and front-end documents and cost estimates. Presentation formats for Review Submittal will be prepared at the 30%, 60%, 90% and 100% design completion stages. Contract documents will be subject to constructability and value engineering reviews to be performed by others. The selected firm shall work with the City to adjust /revise project scope as may be deemed necessary to meet established budgets as the design evolves from earlier to latter stages of completion. In addition, the selected firm will attend and participate in community design review meetings to review the design progress and concept at different progress levels during the design. The selected firm will also be responsible for reviewing and receiving approvals of its contract documents from all jurisdictional permitting agencies and boards prior to finalization. To facilitate the implementation of a Public Information Program, the selected firm will provide electronic files of all project documents, as directed by the City. City in-house Departments shall be required to respond, in writing, to all review comments. Presentation formats will be as directed by the City. Note that the selected firm shall establish and maintain an in house Quality Assurance /Quality Control (QA/QC) program designed to verify and ensure the quality, clarity, completeness, constructabilityand bid potential of its contract documents. Task 3 -Bid and Award Services: The selected firm shall assist City in bidding and award of the contract. Such assistance shall include facilitating reviews of its contract documents with applicable Procurement, Risk Management and Legal Department representatives. In addition, the selected firm shall furnish camera ready contract documents for reproduction and distribution by the City, attend pre-bid conferences, assist with the preparation of necessary addenda, attend the bid opening and assist with the bid evaluation and recommendation of award to the City. The selected firm shall provide "As-Bid" documents for use during construction. The City is also considering awarding the project to one of the Job Order Contractors (JOC) already in place. This may facilitate the construction procurement as well as reduce the period to award considerably from the common four to six months the City experiences when a project is advertised for competitive bidding. This decision will be made as the project design progresses. Task 4 -Construction Management Services: The selected firm shall perform a variety of tasks associated with the administration of the construction contract and construction management of the project. These shall include attendance at the pre-construction conference, attendance at weekly construction meetings, responding to Contractor requests for information /clarification, responding and evaluating Contractor requests for change orders /contract amendments, review of shop drawings, review of record drawings, review and processing of contractor applications for payment, specialty site visits, project closeout reviews including substantial and final punch list development and project certification. The City /Program Manager will provide day-to-day Commission Memorandum Biscayne point RFQ Page 6 of 7 October 13, 2004 construction administration and observation service duties. Task 5 -Additional Services: No additional services are envisioned at this time. However, if such services are required during the performance of the Work, they will be requested by the City and negotiated in accordance with contract requirements. Task 6 -Reimbursable Services: The City may reimburse additional expenses such as reproduction costs, survey, geotechnical work and underground utility verification costs. It is anticipated that a Firm whose specialty and primary business is in the practice of civil engineering will head the selected Project Design Team, which should also include an urban designer/planner and a landscape architect as subconsultants, all with extensive experience in design upgrade and urban retrofitting, including environments with new streetscape, drainage and, water/sewer, and utility improvements. Interested teams must demonstrate streetscape and utility design and construction administration expertise, based on the successful completion of a number of projects of similar substantial size and complexity for other governmental and/or private entities. EVALUATION PROCESS The procedure for response evaluation and selection is as follows: • Request for Qualifications issued. • Receipt of responses. • Opening and listing of all responses received. • An Evaluation Committee, appointed by the City Manager, shall meet to evaluate each response in accordance with the requirements of this RFQ. If further information is desired, respondents may be requested to make additional written submissions or oral presentations to the Evaluation Committee. • The Evaluation Committee will recommend to the City Manager the response(s) which the Evaluation Committee deems to be in the best interest of the City by using the following criteria for selection: a. Firm's Qualifications and Experience with renovating existing, urban Right of Ways (ROWs) including coordinating drainage, water, and streetscape work; b. Project Manager's Experience renovating existing urban Right of Ways, community presentations, and urban planning; c. References Provided by Prior Project Owners; d. Experience and Qualifications of the Project Team with renovating existing, urban Right of Ways (ROWs) coordinating drainage, water, and streetscape work; e. Methodology, Approach and Understanding of Tasks 1-6; f. Volume of work previously awarded to each firm by the agency, with the object of Commission Memorandum Biscayne point RFQ Page 7 of 7 October 13, 2004 effecting an equitable distribution of contracts among qualified firms; The City may request, accept, and consider proposals for the compensation to be paid under the contract only during competitive negotiations. After considering the recommendation(s) ofthe Evaluation Committee, the City Manager shall recommend to the City Commission the response or responses acceptance of which the City Manager deems to be in the best interest of the City. The City Commission shall consider the City Manager's recommendation(s) in light of the recommendation(s) and evaluation of the Evaluation Committee and, if appropriate, approve the City Manager's recommendation(s). The City Commission may reject City Manager's recommendation(s) and select another response or responses. In any case, City Commission shall select the response or responses acceptance of which the City Commission deems to be in the best interest of the City. The City Commission may also reject all proposals. Negotiations between the selected respondent and the City Manager take place to arrive at a contract. If the City Commission has so directed, the City Manager may proceed to negotiate a contract with a respondent other than the top ranked respondent if the negotiations with the top ranked respondent fail to produce a mutually acceptable contract within a reasonable period of time. A proposed contract or contracts are presented to the City Commission for approval, modification and approval, or rejection. If and when a contract or contracts acceptable to the respective parties is approved by the City Commission, the Mayor and City Clerk sign the contract(s) after the selected respondent(s) has (or have) done so. The Administration recommends that the Mayor and the City Commission of Miami Beach, Florida approve and authorize the issuance of Request for Qualifications (RFQ) No. 42-03/04 for engineering, planning, urban design and landscape architecture services for design, bid and award, and construction administration of streetscape improvements forthe Biscayne Point Right of Way Infrastructure Improvement Project. 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' - m r i ° F ~ bo o o g ~ I I ` ~ ~ I^ r I ~ i S iii I S /~ / _ _- :~ » ~, :, // I y z ~ ~ ~ A E ~ I ff '/ dtr 7 3 ~ ~ I `~ I o rc I 6 C E E _ u - E ~` ~ I ' F" a 3~ ~I w c ~~ o w I 1~1, 3 M~ oz~ ,~ _ m r ~ - u ~ o a 9 I'g ~' i i o ,o < ~ I ~~'~. F~ ~ 3 0o ~ a l z ~ ~ o:~ 3 ~ ° LL ~ I 3 8 t o > ~ 0 3 w _ O' as 3 r E ~ O fl, ¢°, z u ~~ ~ OF ~ ao ~~ 0~ i~ O p I ~ i ~ ~ ~ ~ ~ I H I ~ ~ I v N ~ i o ~I o o w o 3 0~ m l oo z'o a~ I o r ~ u li ~x ~ O O O..~ E U ~ f ' I ~ f K U' ~ O E O~ ~ p ~ y,U O v ~'I 2 O )~ ~ wU E ~ rc O m ~ O ~ p~ J ccNN I W ~ O _ ~ C 00 ~ ~ (~ x r a I _ wO Ow ~ v G O mho ~ u ~a°a ~o°la 3 a ¢ ~ ¢ II 0 = _ o _ o __ . . g - ~ I m I I I I I a 3133 w zo ~ Y ~ I i a - m Im i - ~ I F Z O ~A ~ o "~ V ~~ Chartrand, Jorge From: Vidal, Bert J. [bvidal@hazenandsawyer.com] Sent: Monday, March 22, 2004 8:36 AM To: Rolandelli, Alex Cc: Chartrand, Jorge; Meyers, Joyce; Hoffman, John O. Subject: FW: Biscayne Pointe ROW Project -Fee Proposal from Corradino in Preparation for Second Negotiation Session Importance: High Drawing List First Biscayne Pointe Negotiation... Design Fee Pro... Good morning: Just touching base on this issue as a brief reminder. The BODR was completed in October 15, 2003. Please advise on proposed City direction. Thanks Bert -----Original Message-,---- From: Vidal, Bert J. Sent: Wednesday, March 03, 2004 8:55 AM To: Alex Rolandelli (alexrolandelli@miamibeachfl.gov) Subject: FW: Biscayne Pointe ROW Project - Fee Proposal Second Negotiation Session Importance: High FYI -----Original Message----- From: Vidal, Bert J. Sent: Friday, February 20, 2004 4:59 PM from Corradino in Preparation for To: Jorgechartrand (E-mail) Cc: Hoffman, John 0. Subject: Biscayne Pointe ROW Project - Fee Proposal from Corradino in Preparation for Second Negotiation Session Importance: High Jorge: Joe Corradino has submitted the attached fee proposal for design / bid / award and cm on the subject project. As was the case with North Shore, we have taken the liberty of preparing our interpretation of the required drawing list (which we suggest be included with any contract amendment that may result from these efforts). Following is a summary of points of interest for you consideration: - Total fee being requested by Corradino for Design / Bid / Award and CM Services is $832,230, which is $50,000 higher the value requested during the First Negotiation Session of $782,877. - To date, the fee expended by Corradino for Biscayne Point Planning is $90,512. When added to the requested fee of $832,230, this totals a fee of $922,742. The estimated construction / contingency budget for the Biscayne Point neighborhood is $6,414,936. This represents 14.30. - The estimated drawing count from Corradino totals 230 sheet (although LA 1 through 5 are not identified). Our estimate is 219 sheets. 1 ~1TACl~I~~N~~ ~ - Revisions to total lengths of watermains and stormwater priority basin improvements, appear to match previously established boundaries. - Note that limitations to certain Construction Administration Activities have been noted by the Consultant that we believe the City should take note of and address accordingly. These include the following: * Unlike on North Shore, the Consultant has not taken exception to the fee request not including "time to process plans through building department. This will be done hourly" We believe that this point should be clarified since it is unclear why the Consultant would take a position such as this one project but nor the other. * The Consultant has assumed that they will respond to a maximum of 50 RFIs during the progress of the project. We would anticipate that his number will be readily exceeded and additional services then required. * The Consultant has not indicated a limitation to either Change Order (Task 4.6) or Contract Document Clarification (Task 4.4) Item processing, yet they do include limitations on RFIs and Shop Drawing Reviews. It is recommended that clarification as to the intention of all parties be verified. * The Consultant has noted that they will process up to 12 shop drawings and 6 resubmittal. We would anticipate that his number will be readily exceeded and additional services then required. * The Consultant has allowed for only 12 specialty site visits during a 18 month project. This is equivalent to only one visit every 1.5 months. We anticipate that this allowance will be readily exceeded and additional services then required. Please take a look at the attached and advise how you would like to proceed. Thanks Bert 2 CITY OF MIAMI BEACH CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139 Capital Improvement Projects Office July 2, 2004 The Corradino Group Joseph Corradino 4055 NW 97 AVE MIAMI, FL 33178 RE: RIGHT OF WAY INFRASTRUCTURE PROGRAM NEIGHBORHOOD NO. 1 - BISCAYNE POINT Dear Joe: Telephone 305673-7071 Facsimile 305-673-7073 The City has carefully and thoroughly reviewed your latest proposal for Professional Services forthe Design, Bid, Award and Construction Administration forthe above mentioned neighborhood project. Your current proposal is approximately $50,000 higher than the previous proposal, which is surprising given the discussion during the first negotiating session. After careful evaluation and several internal discussions, the City considers the amount of your proposal above the standard expected level of services fee for this type of project and not in keeping with the fees negotiated with other consultants for similar tasks. In addition, your proposal includes limitations and caveats that are not acceptable to the City. For example, the exclusion of services for the processing of documents through the regulatory agencies expressed in the North Shore Neighborhood proposal is not presented in this proposal. This leads the City to believe that the increase in fee from the previous discussion is at least partly due to this service, but the City will not consider it as such since the regulatory process service is the responsibility of the consultant as defined in the tasks of the standard Agreement. Similarly, your proposed limitations to the reviews of Requests for Information, and Shop Drawings and Technical Submittals, are also not acceptable since the City believes the allowances you are proposing will be exceeded and therefore additional services would be incurred which the City is not prepared to accept. Again, these are items which are the consultant's responsibility and must be included in the proposal without limitation. Finally, your allowance of twelve specialty site visits during the construction period of the project is also inadequate for the duration as well as for the expected complexity of the project. Theses site visits are viewed by the City as critical to the appropriate construction of the project and therefore should not be limited to such a small amount. After our initial negotiating session and the several negotiating sessions on the North Shore Neighborhood, the City expected a more realistic and reasonable approach to this process and that The Corcadino Group would present a proposal more in keeping with the discussions held with staff. A fee representing over fourteen percent of the construction value of the project is not what the City N-BPTROW - 01a - 07022004 - JECH - OL ~rr~c~~r~,~n~i ~ Biscayne Point Neighborhood Page 2 considers competitive and is not comparable to fees for services in projects of higher complexity than the subject project. It appears that at this time, your firm and the City are unable to agree on a fee more in line with the expectations of both parties and that further negotiations would not be fruitful or conducive to an Agreement acceptable to both. Therefore, the City has decided to reject your latest proposal for this project and to end negotiations on this matter. The City intends to issue promptly a new Request for Qualifications for the design and construction administration of the project. Consider this letter a termination of the Agreement existing between the City and the Corradino Group for this Project. The Corradino Group shall deliver to the City an electronic version of the completed documents for Phase 1, Planning and Schematic Design, including the Basis of Design Report, any schematic drawings, estimates, and any available calculations as a close out submittal for the Project. The City appreciates your interest on this project and on the City's activities and wishes you and your firm continued success on your future endeavors. Director c: Tim Hemstreet, Director Ronnie Singer, Community Information Manager Alex Rolandelli, Senior Capital Projects Coordinator Luz Maria Ciccia, Senior Planner Bert Vidal, Hazen 8 Sawyer F:\CAPI13all\chartrand\Bisgyne Point Proposal Rejection.doc O Z 0 d O U THE CORRADINO GROUP ENGINEERS PLANNERS ARCHITECTS CONSTRUCTORS ARCH. LIC. NO. AA0002957 July 12, 2004 - :i ~- Mr. Jorge Chartrand, Assistant Director Capital Improvement Project ' _ -' MIAMI BEACH CITY HALL ~ ~~ 1700 Convention Center Drive Miami Beach, FL 33139 Dear Mr. Chartrand: While I regret that the City has decided to accept other bids for work on both the North Shore and Biscayne Pointe projects, it is factual that costs provided by Corradino were developed after careful consideration of the City's needs and desires after several meetings and discussions with you and your staff. In short, the costs are for what you asked for. Not only are these costs realistic and reasonable, they are within industry standards for such services. The Corradino Group could not perform the services for less and be profitable doing so. As you know, The Corradino Group has no existing agreement for the design of these facilities. In addition, the City is currently in possession of all required documentation. The Corradino Group(Iwil~pursue this matter with the City no further. DL;'1~'O GXOL~P ~dino, AICP President JMC~It 'i Cc: ( Tim Hemstreet, Director Ronnie Singer, Community Inforniation Manager Alex Rolandelli, Senior Capital Projects Coordinator Luz Maria Ciccia, Senior Planner Bert Vidal, Hazen & Sawyer Fred P'Pool, The Corradino Group Steve Sullivan, The Corradino Group ~ -- U~T(~w - O lam.- U 1 l ZZovT ~/ J Projrcis/3048/NortliS~ore J:Prgjrctsi3097i8iscaynePointe 4055 NW 97rh AVENUE • MIAMI, FLORIDA 33178 TEL. 305.594.0735 • FAX 305.594.0755 W W W. CORRADINO. COM f~17AC~fM~NT 5 CITY OF MIAMI BEACH CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139 Capital Improvement Projects Office September 24, 2004 Telephone (305) 873-7071 Facsimile (305) 673-7073 VIA Facsimile (305) 594-0755 and US Mail Joseph M. Corradino, AICP Executive Vice President The Corradino Group 4055 NW 97 Avenue Miami, FL 33178 Re: Services for Biscayne Point Neighborhood Project Dear Mr. Corradino: In 2003, The Corradino Group completed a Basis of Design Report for the above noted neighborhood in the City of Miami Beach. This work was completed pursuant to a Request for Qualifications that The Corradino Group (Corradino) responded to, and for which, an Agreement for the preparation of the Basis of Design Report (BODR) was executed. As you are aware, the Agreement contemplated only pre-design services, in other words the preparation of the BODR. The reason for this was based on the uncertainty of the final scope of work that would be designed and then constructed at the time the BODR scope was negotiated. It was always contemplated that the City and Corradino would enter into a negotiation process post-BODR for the remaining phases of work. Unfortunately, City staff and Corradino were not able to agree on a fee and the City staff sent Corradino a letter ending the negotiations as an impasse. On September 8, 2004, the City staff recommended that the City Commission issue another Request for Qualifications for the preparation of construction documents, bid and award services, and construction administration services for the implementation of the BODR that Corradino prepared. The City Commission, due to concerns about the time involved with another RFQ process, chose to defer the item until their October 13, 2004 meeting. In the meantime, the Commission requested staff to provide additional information regarding the staff decision to discontinue negotiations with Corradino. Pursuant to #his request, please advise if Corradino is willing to continue with the project in accordance with its last proposed fee for the scope of services provided by the City. Our N-BPT ROW-01 a-09242004-TH-01 Ar~A~,~M~Nr ~ Mr. Joseph M. Corradino September 24, 2004 Page 2 records indicate the last proposed fee for Design/Bid/Award/Construction Administration services was $832,230, inclusive of reimbursables. Please also advise if Con'adino is willing to continue with the project, but would request a change in fee. This is being requested for informational purposes. If Corradino is interested in continuing with the project, please understand that the City Commission would need to make a determination to accept the fee for the scope of work and also award the Agreement. Thank you for your attention to this matter. Please note that the deadline for City Commission items is October 4, 2004. Please let me know if you have any questions or concerns regarding this issue. Sinc rely, Tim emstreet, Director TH c: Jorge E. Chartrand, Assistant Director F:ICAPI1SaI~TIMHEMSTIN-8PT ROW-01a-09242004-TH-01.doc O ENGINEERS PLANNERS ARCHITECTS CONSTRUCTORS Z Q O U THE CORRADINO GROUP R E C E i V E p H. LIC. NO. AAOOO2957 2~0R, SEP 30 PN 12~ 30 CITY Of E~IAMI c cACH PROJECTS September 24, 2004 Mr. Tim Hemstreet, CIP Director CITY OF MIAMI BEACH 1700 Convention Center Miami Beach, FL 33139 VIA US Mail and Facsimile No. 305-673-7073 RE: Services for Biscayne Point Neighborhood Project Dear Mr. Hemstreet: Thank you for your reconsideration of this matter. Unfortunately, Corradino must decline the offer to continue services on the Biscayne Point Project. Respec Ily, THE CfRAD~1V0 GROUP Co rad' o, AICP Vice resident ~/-,(~pT~2dty-oic~- p~3v~oo~ J:Projects/3097/Planning/ContracUDecline LU THemstreet 9-24-04 4055 NW 97th AVENUE • MIAMI, FLORIDA 33178 TEL. 305.594.0735 • FAX 305.594.0755 WWW.CORRADINO.COM ~r~c~~~~v~ ~ r