2009-27034 Reso RESOLUTION NO. 2009-27034
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA, AUTHORIZING THE MAYOR AND CITY
CLERK TO EXECUTE AN AGREEMENT WITH CHEN & ASSOCIATES FOR
RE-DESIGN, BID AND AWARD, AND CONSTRUCTION MANAGEMENT
SERVICES, IN THE NOT TO EXCEED AMOUNT OF $239,340, FOR THE
SUNSET ISLANDS I 8< II NEIGHBORHOOD RIGHT-OF-WAY
IMPROVEMENT PROJECT, TO INCLUDE ADDITIONAL STORMWATER
INFRASTRUCTURE, PURSUANT TO THE REQUEST FOR
QUALIFICATIONS NO. 05-08/09, WITH FUNDING FROM PREVIOUSLY
APPROPRIATED FUNDS.
WHEREAS, several residents in the Sunset Islands I & II community expressed
dissatisfaction with the scope of work in the Bayshore -Lower North Bay Road /Sunset Islands
1 & II ROW Improvement Project, particularly the lack of stormwater improvements; and
WHEREAS, numerous meetings were held with representatives of the Sunset Islands I
& II Home Owners Association (HOA), with a consultant retained by the HOA, with the City
consultant, and with City staff; and
WHEREAS, specific HOA requests, above the original project scope, included new
drainage structures and piping, installation of valley gutters, connections/upgrades to existing
outfalls, and total road reconstruction; and
WHEREAS, following meetings with the HOA, the Administration directed staff to secure
a proposal from its consultant for the additional professional services that would be necessary to
complete the re-design to accommodate the additional scope items and negotiations over the
price of this work were unsuccessful; and
WHEREAS, on September 16, 2008, the Finance and Citywide Projects Committee
recommended issuing a Request for Qualifications (RFQ) for the proposed project re-design
with professional services fees not to exceed $90,000 for the re-design component, with the bid
and award and construction management services fees to be separately negotiated; and
WHEREAS, on November 5, 2008, the Mayor and City Commission approved the
issuance of RFQ No. 05-08/09 for Architect~!ral, Engineering, Urban Design, and Landscape
Architecture, for re-design, bid and award, and construction management services, in the not to
exceed amount of $90,000 for the re-design component, for Sunset Islands I & II portion of the
Neighborhood Right-of--Way Improvement Project, to include additional stormwater
infrastructure; and
WHEREAS, on January 21, 2009, an Evaluation Committee consisting of staff members,
CIP Oversight Committee members, and residents of Sunset Islands I & II reviewed the tee
proposals received and ranked the firm of Chen & Associates first, Schwebke-Shiskin &
Associates, Inc. second, and Robayna & Associates, Inc third; and
WHEREAS, on January 28, 2009, the City Commission authorized the City Manager or
his designee to negotiate with the top ranked firm of Chen & Associates, and should the
Administration not be able to negotiate an Agreement with Chen & Associates, to negotiate with
the second ranked firm of Schwebke-Shiskin & Associates, Inc., and should the Administration
not be able to negotiate an Agreement with Schwebke-Shiskin & Associates, Inc., authorizing
the Administration to negotiate with the third ranked Firm of Robayna & Associates, Inc.; and
WHEREAS, the City negotiated a fee with Chen & Associates in the amount of
$239,340, with $89,831 for design and bid/award services, which is less than the $90,000
maximum allowed, and $149,509 for construction management services; and
WHEREAS, on March 2, 2009, the CIP Oversight Committee recommended approval of
the proposed Agreement with Chen & Associates.
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION
OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City Commission hereby
authorizing the Mayor and City Clerk to execute an Agreement, pursuant to RFQ No. 05-08/09,
with Chen & Associates for re-design, bid and award, and construction management services, in
the not to exceed amount of $239,340, for the Sunset Islands I & II Neighborhood Right-of-Way
Improvement Project, to include additional stormwater infrastructure, with funding from
previously appropriated funds.
PASSED AND ADOPTED THIS 18th DAY OF rlarch 2009.
ATTEST:
~ ~-~~
Robert Parcher, City Clerk Matti Herrera Bower, Mayor
APPROVED AS TO
FORM & LANGUAGE
~ FOR CUTION
.-
~ at
COMMISSION ITEM SUMMARY
Condensed Title:
A Resolution of the Mayor and City Commission of the City of Miami Beach, Florida, authorizing the Mayor and
City Clerk to execute an Agreement with Chen & Associates for re-design, bid and award, and construction
management services, in the not to exceed amount of $239,340, for the Sunset Islands I & II Neighbofiood
ROW Improvement Project, to include additional stormwater infrastructure; with funding available from
previously appropriated funds.
Ke Intended Outcome Su orted:
To Ensure Well-Desi ned Quali Ca ital Pro'ects.
Issue:
Shall the Commission Ado t the Resolution?
Item Summa /Recommendation:
In response to Sunset Islands I & II community dissatisfaction with the scope of work, particularly the lack
of stormwater improvements, numerous meetings were held with representatives of the Sunset Islands I &
II Home Owners Association (HOA), with a consultant retained by the HOA, with the City consultant, and
with City staff. Specific requests, above the original project scope, included new drainage structures and
piping, installation of valley gutters, connections/upgrades to existing outfalls, and total road reconstruction.
Following meetings with the HOA, the Administration requested a proposal from its consultant for the re-
designwork necessary to accommodate the additional scope items. Negotiations over the price of this re-
design work were unsuccessful.
In November 2008, the City Commission approved the issuance of a RFQ for re-design, bid and award,
and construction management services in the not to exceed amount of $90,000.
An Evaluation Committee convened on January 21, 2009 and reviewed the ten proposals received. It
ranked the firm of Chen & Associates first, Schwebke-Shiskin & Associates, Inc. second, and Robayna &
Associates, Inc third.
On January 28, 2009, the City Commission authorized the City Manager to negotiate with Chen &
Associates and failing to negotiate and agreement with Chen 8~ Associates, to negotiate with Schwebke-
Shiskin 8~ Associates, Inc. second, and Robayna 8~ Associates, Inc third. The City was able to reach an
agreement with Chen & Associates in the amount of $239,340, with $89,831 for design and bid/award
services and $149,509 for construction management services.
This proposed Agreement with Chen & Associates was taken to the March 2, 2009 CIP Oversight
Committee, which recommended approval of the Agreement.
THE ADMINISTRATION RECOMMENDS ADOPTING THE RESOLUTION.
Adviso Board Recommendation:
CIPOC
Financial Information:
Source of Amount Account
Funds: 1 40,000 302-2665-061357 Pay-As-You-Go Fund (Desi n)
2 139,340 423-2665-061357 Gulf Breeze 2006 Fund Desi n
3 60,000 stormwater Operating Contingency Fund 427
4
O Total 239,340
Financial Impact Summary:
Ci Clerk's Office Le islative Trackin
Keith Mizell, ext. 6972
Si n-Offs:
De artment Director sistan Mana er Cit Ma er
fy13 TH JMG
T:WGENDA~2 9 rch U2egular\Sunset Isl nds 1 & 2 Redes n - Summary.doc
111 I AM 16 EAR H AGENDA ITEM G ~-'~
~ DATE 3~/gam 7
~ MIAMIBEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, vaww.miamibeachfl.gov
COMMISSION MEMORANDUM
TO: Mayor Matti Herrera Bower and Members of the Ci Commission
FROM: Jorge M. Gonzalez, City Manager
DATE: March 18, 2009
SUBJECT: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE
CITY OF MIAMI BEACH, FLORIDA, AUTHORIZING THE MAYOR AND
CITY CLERK TO EXECUTE AN AGREEMENT WITH CHEN 8~
ASSOCIATES FOR RE-DESIGN, BID AND AWARD, AND
CONSTRUCTION MANAGEMENT SERVICES, IN THE NOT TO EXCEED
AMOUNT OF $239,340, FOR THE SUNSET ISLANDS I 8~ II
NEIGHBORHOOD RIGHT-OF-WAY IMPROVEMENT PROJECT, TO
INCLUDE ADDITIONAL STORMWATER INFRASTRUCTURE, WITH
FUNDING FROM PREVIOUSLY APPROPRIATED FUNDS.
ADMINISTRATION RECOMMENDATION
Adopt the Resolution.
FUNDING
Funding is available from previously appropriated funds in the amount of $40,000 from Pay-
As-You-Go Fund 302 for design account number 302-2665-061357, $139,340 from Gulf
Breeze 2006 Fund 423 for Design account number 423-2665-061357, and $60,000 from
stormwater Operating Contingency Fund 427.
ANALYSIS
In April 2008, several residents in the Sunset Islands I & II community expressed
dissatisfaction with the scope of work in the Bayshore: Lower North Bay Road /Sunset
Islands I ~ II ROW Improvement Project, particularly the lack of stormwater improvements.
Numerous meetings were held with representatives of the Sunset Islands I & II Home
Owners Association (HOA), with a consultant retained by the HOA, with the City consultant,
and with City staff. Specific HOA requests, above the original project scope, included new
drainage structures and piping, installation of valley gutters, connections/upgrades to
existing outfalls, and total road reconstruction.
The City approved an increase to the project's capital budget to provide additional
stormwater construction and stormwater contingencies funding. This was done in
anticipation that the stormwater scope of the project might be expanded to accommodate
the request to increase the stormwater drainage service level. This additional funding,
identified as "Proposed Future stormwater Bond" was approved as part of the Fiscal Year
2008-2009 Capital Budget for the Sunset Islands I & II ROW project, and is anticipated to
accommodate all of the HOA requested improvements mentioned above.
Following meetings with the HOA, the Administration directed staff to secure a proposal from
its consultant for the additional professional services that would be necessary to complete
Commission Memorandum -Sunset Islands 1 & 11 Redesign
March 18, 2009
Page 2 of 2
the re-design to accommodate the additional scope items. Negotiations over the price of this
work were unsuccessful.
At its September 16, 2008 meeting, the Finance and Citywide Projects Committee
recommended issuing a Request for Qualifications (RFQ) for the proposed project redesign
with professional services fees not to exceed $90,000 for the re-design component. The bid
and award and construction management services fees were to be separately negotiated.
On November 5, 2008, the Mayor and City Commission approved the issuance of RFQ No.
05-08/09 for Architectural, Engineering, Urban Design, and Landscape Architecture, for re-
design, bid and award, and construction management services in the not to exceed amount
of $90,000, for the re-design component for Sunset Islands I & II portion of the
Neighborhood Right-of-Way Improvement Project, to include additional stormwater
infrastructure.
The City appointed an Evaluation Committee consisting of staff members, CIP Oversight
Committee members, and residents of Sunset Islands I & II. This Committee convened on
January 21, 2009 and reviewed the ten proposals received. It ranked the firm of Chen &
Associates first, Schwebke-Shiskin & Associates, Inc. second, and Robayna & Associates,
Inc. third.
At the January 28, 2009 Commission meeting, the City Commission authorized the City
Manager or his designee to negotiate with the top ranked firm of Chen & Associates, and
should the Administration not be able to negotiate an Agreementwith Chen & Associates, to
negotiate with the second ranked firm of Schwebke-Shiskin & Associates, Inc., and should
the Administration not be able to negotiate an Agreement with Schwebke-Shiskin &
Associates, Inc., authorizing the Administration to negotiate with the third ranked Firm of
Robayna & Associates, Inc.
The City was able to reach an agreement with Chen & Associates in the amount of
$239,340, with $89,831 for design and bid/award services and $149,509 for construction
management services.
This proposed Agreement with Chen & Associates was taken to the March 2, 2009 CIP
Oversight Committee, which recommended approval of the Agreement.
CONCLUSION
It is recommended that a Resolution of the Mayor and City Commission of the City of Miami
Beach, Florida be adopted, authorizing the Mayor and City Clerk to execute an Agreement
with Chen & Associates for re-design, bid and award, and construction management
services, in the not to exceed amount of $239,340, for the Sunset Islands I & II
Neighborhood ROW Improvement Project, to include additional stormwater infrastructure,
with funding available from previously appropriated funds.
Attachments: Schedule A
Schedule B
Exhibit C
Schedule A.1
Schedule B.1
Schedule C
T:WGENDA12009UAarch 18\Regular\Sunset Islands 1 & 2 Redesign - Memo.doc
SCHEDULE A
CITY OF MIAMI BEACH, FLORIDA
SUNSET ISLANDS I & II
RIGHT OF WAY INFRASTRUCTURE IMPROVEMENT PROGRAM
SCOPE OF A/E CONSULTANT SERVICES
CONSULTANT: Chen and Associates Consulting Engineers, Inc. (the "CONSULTANT")
BACKGROUND
The scope of services for this project is limited to the Sunset Islands I & II Neighborhood Right-
of-Way Improvement (the "Project"). The Project shall be implemented using the Capital
Improvement Projects (CIP) Office standard Planned Progress Initiative model for Right-of-Way
projects and is funded by Pay-As-You-Go Fund, Gulf Breeze 2006 Bond, and Proposed Future
stormwater Bond.
The Project provides for stormwater management and potable water distribution system
upgrades as well as restoration of the neighborhood's hardscape, and streetscape consistent
with the Bayshore Neighborhood Basis of Design Report (BODR), the City's Water and
stormwater Master Plans, all applicable jurisdictional regulatory requirements, and community
preferences to be consistent with the City Commission December 17, 2008 RFQ approval.
Sanitary sewer upgrades are not anticipated as part of the Project.
Previously, another Consultant performed a variety of forensic and community planning tasks
culminating in the creation of the Bayshore BODR, which was approved by the City of Miami
Beach Commission. This BODR served as the definitive Master Plan for the Project. The
Consultant subsequently designed the Project and produced 100% design documents (Existing
Plans) for Bid Package 8B: Bayshore -Lower North Bay Road and Sunset Islands I & II.
The BODR anticipated and the Existing Plans provided only spot drainage improvements on
Sunset Islands I & II and, in response to the desire of the residents, did not attempt to reclaim
privatized swales. However, the City has determined that it is in its best interest to attempt to
design a stormwater system that will accommodate a 5-year 1-day storm event.
The CONSULTANT should design improvements to treat and dispose of the stormwater from a
5-year 1-day storm to the extent possible without disturbing existing swales. It is anticipated that
Page 1 of 18
these improvements would include additional stormwater inlets at intersections, additional
piping, and valley gutters. The water system, hardscaping, and landscaping need only be
redesigned to the extent that is needed due to the new stormwater and water system.
CONSULTANT shall consider the attached Exhibit C - HOA Conceptual Plan, together with the
related RFQ, as a reference in developing the construction documents.ln addition, water main
replacements and associated fire hydrants shall be implemented in accordance with the CITY's
Water Master Plan.
The CITY has contracted the services of Hazen and Sawyer, P.C. to function as PROGRAM
MANAGER (PROGRAM MANAGER), and act as the CITY's agent with regard to all aspects of
this scope of services. Hence, the PROGRAM MANAGER will serve as the focal point of
contact with the Architectural /Engineering firm (the CONSULTANT). However, the CITY will
retain contractual agreement responsibilities with the CONSULTANT.
Please note that due to the large number of projects that will be ongoing coincidentally during
the Program, the CITY and PROGRAM MANAGER have developed a Program Work Plan
(PWP) detailing procedures and policies for the overall ROW Program. This PWP dictates the
respective responsibilities and levels of authority for all program team members. Organizational
structure flowcharts and team member duties are included to establish a working understanding
regarding reporting and communication relationships on the Program. The PWP includes a
listing of design and construction phase deliverables from the various A/Es and Contractors,
along with proposed CITY and PROGRAM MANAGER duties during the planning, design, bid,
award and construction phases of the Program. One copy of the PWP will be given to the
CONSULTANT, who agrees to comply with procedures set forth therein.
Page 2 of 18
SCOPE OF SERVICES
The purpose of the Sunset Islands I & II ROW Improvement Project is to provide for the
restoration and enhancement of streetscapes and infrastructure, consistent with existing
available data, qualified decisions of applicable CITY Departments and community preferences.
The proposed project shall include potable water, and storm drainage infrastructure upgrades,
streetscape work with restoration and enhancement of the neighborhood's roadway, potable
water, and storm drainage infrastructure as needed. At this point, sanitary sewer upgrades are
not anticipated as part of the Project.
Improvements may include restoration and enhancement to the function and aesthetics of the
following:
• Upgrading the stormwater drainage collection and disposal system to handle a 5-
year 1-day storm event. This effort shall include all modeling efforts necessary to
verify compliance with noted model requirements, and as may be required by the
PWD and jurisdictional agencies to achieve a permittable design;
• Replacement of existing water mains to meet City Water Master Plan
recommendations. This effort includes pipe and fire hydrant replacement designs
and requisite jurisdictional permit procurement. However, hydraulic modeling
efforts in support of permit applications will be provided by the PWD;
• Street reconstruction and resurfacing with 2" new asphalt (2 lifts) and new
pavement markings;
• Valley gutter curb upgrades; and
The work effort shall require that all existing and proposed aboveground improvements be
coordinated with existing and proposed below underground infrastructure improvements, which
may include the following tasks:
• Upgrading the drainage collection system;
• Replacement of water mains, not including sanitary sewer lines; and
• Coordination with other entities, including but not limited to, Florida Power and
Light Company, BellSouth, Atlantic Broadband, and others as may exist within
Page 3 of 18
the public right of way.
Underground water, sewer and drainage infrastructure improvements are generally identified in:
the City of Miami Beach Comprehensive Stormwater Management Program Master Plan,
(March 1997), the City of Miami Beach Water System Master Plan, (November, 1994), and the
Citywide Sanitary Sewer Infiltration and Inflow Mitigation Program, and in subsequent
amendments to the plans and decisions of the City's Public Works Department.
Total estimated construction costs budgeted for this Bid Package approximates $3,500,000,
without a construction change order contingency that is to be held in reserve by the CITY for
construction phase usage. Hence, the CONSULTANT shall be tasked with planning and
designing a project to a total target construction budget of $3,500,000. This target construction
budget is funded by Pay-As-You-Go Fund, Gulf Breeze 2006 Bond, and Proposed Future
Stormwater Bond.
Note that a separate Notice to Proceed is required from the CITY prior to the commencement of
work on any Task.
BASIS OF SCOPE
• Revisions/Addendums to the BODR are not included;
• Pedestrian-scale street lighting is not included;
• It is assumed that the roadway will not be widened;
• Traffic studies are not included in the scope;
• The City shall provide video inspections of existing outfalls. As directed by the CITY,
repairs to the existing outfalls to be made as needed and new outfalls to be installed to
the extent practical within existing budget.
• Provide enhanced landscaping, development of additional; areas for planting
opportunities, and new /enhanced irrigation services are not included;
• A detailed tabulation of all encroachments (hardscape and softscape) within the public
right-of-way in the project area is not included; and
• Environmental Assessment Report, including Sea grass survey efforts, is not part of the
scope.
TASK 1 -PLANNING SERVICES
Previously completed services. Not part of the scope.
Page 4 of 18
TASK 2 -DESIGN SERVICES
The purpose of this Task is to establish requirements for the preparation of contract documents
for the Project.
Note that Task 2.1 requires that the CONSULTANT 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. Task 2.2 discusses requirements for the preparation of
contract documents, inclusive of drawings, specifications and front-end documents.
Task 2.3 establishes requirements with regard to constructability reviews. Task 2.4 establishes
requirements for the preparation of opinions of total probable cost by the CONSULTANT. Task
2.7 specifies requirements for review of contract documents with jurisdictional permitting
agencies prior to finalization. To facilitate the implementation of a Public Information Program,
the CONSULTANT shall provide electronic files of all project documents, as requested by the
CITY and/or PROGRAM MANAGER for posting on the program website. The CONSULTANT
shall provide the electronic files for the front-end documents, technical specifications, and
construction drawings in MS-Word, AutoCAD and Adobe Acrobat file format.
Due to the large number of projects that will be ongoing coincidentally during the Program, the
CITY and PROGRAM MANAGER have developed a Design Standards Manual (DSM) detailing
procedures, standards and policies regarding design of all Program projects. One copy of the
DSM will be provided to the CONSULTANT, who agrees to comply with all procedures set forth
therein.
In addition, please note that the CONSULTANT shall submit monthly invoice requests for its
services, accompanied by a design progress schedule update form as provided by the
PROGRAM MANAGER. Invoices shall be prepared in a format as provided by the CITY,
through the PROGRAM MANAGER. As a part of this effort, the CONSULTANT shall update and
submit the schedule update form. Should the PROGRAM MANAGER determine that the
CONSULTANT has fallen behind schedule; the CONSULTANT shall provide a recovery
schedule that shall accelerate work to get back on schedule.
Task 2.1 - Update Existins~ Base Sheets: The CONSULTANT shall verify /update the
information presented as existing conditions in the Existing Plans to the extent necessary to
ensure that the proposed improvements do not negatively impact existing /proposed facilities.
Page 5 of 78
To this end, CONSULTANT should verify that: rim and grate elevations match surrounding
grades; landscaping does not conflict with existing improvements; coordinate with CMBPW &
review video inspection of existing outfalls; recent improvements are properly identified,
protected and coordinated with proposed work; and proposed improvements are not in conflict
with existing conditions and proposed improvements.
Deliverables: -Perform forensic work as noted to update base sheets.
Schedule: -Within 30 working days after Task 2 -Design Phase
Notice to Proceed.
Task 2.2 -Detailed Design: The CONSULTANT shall prepare all contract documents in
compliance with DSM standards.
Technical specifications shall be prepared in conformance with Construction Specifications
Institute (CSI) formats. The PROGRAM MANAGER, through the DSM, shall furnish the
CONSULTANT with standard CITY specification outlines for Divisions 1, 2, 3 and 16 as noted in
the DSM. In addition, for reference purposes, the City has provided copies of its standard Job
Order Contract (JOC) specifications via the DSM. The CONSULTANT shall refrain from
referencing or amending FDOT, or other reference standard specifications, for inclusion in the
detail design documents. The CONSULTANT shall provide additional sections that the
CONSULTANT may require, not already provided through the CITY standards /DSM, subject to
review and comment by the CITY and/or PROGRAM MANAGER. Any supplier listings required
by specifications shall include a minimum of two named suppliers and shall meet all applicable
CITY and State of Florida procurement codes. Specifications shall be provided to the
CONSULTANT in "Microsoft MS-Word" format. In addition, the CONSULTANT shall use the
same software in all project related work. In addition, the CONSULTANT shall utilize base front-
end documents provided by the CITY. The CONSULTANT shall edit accordingly to result in a
project specific document. Any requirements for Supplementary General Conditions shall be
subject to review and acceptance by the CITY.
The CONSULTANT shall attend monthly Design Progress Meetings with CITY and PROGRAM
MANAGER staff, the selected HOA Representative and the HOA Engineer at the CIP office as
scheduled by CITY staff.
For purposes of this Scope of Services, the following will be considered the minimum effort to
be provided by the CONSULTANT for establishing detail design milestone submittals. Note that
Page 6 of 18
CITY review procedures, and CONSULTANT responsibilities associated with such, are
discussed under Task 2.3:
¦ The 50% design completion stage milestone shall consist of plan and profile
views of all proposed funded improvements, with all applicable sections and
construction details at a scale of 1-inch equals 20 feet. Note that the
corresponding profile for each plan view shall be included on the same sheet as
the plan view. Separate Plan and Profile sheets will not be acceptable. In
addition, a small scale key map will be provided on each sheet to allow the
reviewer the ability to readily identify the location of the sheet within the Project
area. Prior to the preparation of the 50% design completion stage drawings, the
CONSULTANT shall incorporate changes to its design based upon its
underground utility verification efforts and review comments received. In addition,
the CONSULTANT shall include draft technical specifications and a draft
schedule of prices bid (bid form) identifying the items to be bid by the prospective
contractors with the submittal. Also, this submittal shall include the
CONSULTANTs "Budget" level opinion of probable cost as defined by the
American Association of Cost Engineers to be consistent with the overall NTE
project budget.
¦ The 90% design completion stage milestone shall consist of a near final
construction document set including the front-end documents (general and
supplemental conditions), technical specifications and construction drawings for
all work proposed to be completed. The CONSULTANT shall include detailed
construction sequencing restrictions for the PROGRAM MANAGER's review with
this submittal. Prior to the preparation of the 90% design completion stage
drawings, the CONSULTANT shall incorporate changes to its design based upon
review comments received. In addition, the CONSULTANT shall provide its
"Definitive" level opinion of probable cost as defined by the American Association
of Cost Engineers with this submittal to be consistent with the overall NTE project
budget.
¦ The 100% design completion stage milestone shall consist of the 90%
documents updated to include all constructability and design review comments
as may be provided by the CITY, PROGRAM MANAGER and/or jurisdictional
Page 7 of 78
review agency. This set of documents will be used by the CONSULTANT to
implement City of Miami Beach Building Department Permitting Reviews as
noted in the PWP.
Deliverables: -Furnish six (6) sets each of the 50, 90 and 100 percent design
completion stage documents to PROGRAM MANAGER, as
applicable (three full size and three half size for each
submittal). Copies to HOA Representative and HOA Engineer
to be furnished by the CIP office.
- Attend design progress meetings with CITY and
PROGRAM MANAGER staff, HOA Representative and HOA
Engineer at the CIP office as scheduled by the CITY.
Schedule: -Complete 50 percent document submittal within 90 working
days after the Task 2 -Design Phase Notice to Proceed.
- Complete 90 percent document submittal within 30 working
days after receiving review comments from various City
Departments on 50% submittal and completion of CDRM.
Permit submittal to applicable regulatory agencies will
commence upon completion of 90 percent documents.
- Complete 100 percent document submittal within 10 working
days after Receipt of all comments from Regulatory Agencies.
Task 2.3 - Design / Constructability Review: To verify that the CONSULTANT is in
compliance with DSM and PWP requirements, the CITY will conduct a series of design
submittal reviews on all design project documents, inclusive of cost estimates at the 50
completion stage submittal. Note that the 100% design completion stage submittal will be used
by the CONSULTANT to permit the project through all internal CITY reviews as noted in the
PWP.
The purpose of these reviews shall be to verify that the documents are consistent with the
design intent. These documents shall be furnished as bound 8-1/2-inch by 11-inch technical
specifications and full-size (22-inch by 34-inch) and half size (11-inch by 17-inch) drawings as
noted in the Task 2.3 deliverables. The PROGRAM MANAGER and applicable CITY
Page 8 of 18
Departments shall perform reviews on these documents and provide written comments (in
"Excel" spreadsheet format) back to the CONSULTANT.
Following receipt of comments by the CONSULTANT, a meeting may be scheduled between
the CITY, the CONSULTANT and PROGRAM MANAGER, to discuss the intent and review of
the comments. Subsequently, the CONSULTANT shall address how each comment was
resolved, to the PROGRAM MANAGER, within 10 working days after the review session and/or
receipt of the comments. The responses shall be in the spreadsheet format provided to the
CONSULTANT. In addition, the CONSULTANT shall revise its documents to address all review
comments accordingly, to the satisfaction of the CITY.
In addition, the PROGRAM MANAGER, HOA Representative and HOA Engineer will perform
constructability reviews of the design documents relative to value, construction sequencing and
bid format. These reviews shall be based upon 50 and 90 percent design submittals received
from the CONSULTANT and shall be conducted concurrently but separately from the 50 and 90
percent design reviews noted above. These constructability review meetings shall be held with
the CONSULTANT and the CITY/HOA representatives to discuss the CONSULTANT's
proposed construction sequencing restrictions, and bid formats, and shall be performed by the
PROGRAM MANAGER.
The CONSULTANT shall note that the CITY's /PROGRAM MANAGER's / HOA's review of the
contract documents does not relieve the CONSULTANT from its responsibility to the CITY with
regard to the quality and completeness of its contract documents.
Deliverables: - Attend meetings with the CITY and PROGRAM
MANAGER staff to review and discuss design
constructability and value comments.
- Prepare written responses to comments made during
reviews.
Schedule: - Complete concurrently with Design Phase schedule.
Task 2.4 -Cost Opinions: The CONSULTANT shall prepare opinions of probable construction
costs for the 50 and 90% design completion stage submittals, as well as the final (100 percent)
completion stage submittal. The accuracy of the cost estimate associated with the 50 percent
completion stage shall be +30% to -15% (i.e. 30% over / 15% under the actual amount)
Page 9 of 18
"Budget" Level as defined by the American Association of Cost Engineers. The accuracy of the
cost estimate associated with the 90 and 100 percent completion stage submittals shall be a
+15% to -5% (i.e. 15% over / 5% under the actual amount) "Definitive" Level Estimates as
defined by the American Association of Cost Engineers. All estimates shall be submitted in
Microsoft "Excel" format in accordance with the template supplied by the PROGRAM
MANAGER. All estimates shall be furnished bound in 8-1/2-inch by 11-inch size. Based upon
the CONSULTANT's cost estimate or bids, the CITY will advise the CONSULTANT if portions of
the project need to be deleted, phased and/or bid as alternate bid items to satisfy existing fiscal
constraints (based upon CONSULTANT's analysis and recommendations). In this effort, the
CONSULTANT may be required to attend a series of meetings and develop alternative cost
savings options for CITY consideration, if the estimates show that the projected project cost will
exceed the target budget. The CONSULTANT shall revise the contract documents to reflect
necessary revisions to meet budget parameters at no additional cost accordingly.
Deliverables: -Furnish six (6) sets of 50, 90 and 100 percent completion
stage cost estimates to PROGRAM MANAGER
concurrently with the design submittals noted in Task 2.3.
- Attend meetings with the CITY and PROGRAM
MANAGER staff to review and discuss cost estimates. This
Task includes development of any required cost savings
alternatives, and implementation /revision of documents to
address such items, as necessary to meet established
budget parameters.
Schedule: -Complete concurrently with Design Phase schedule.
Task 2.5 -Community Design Review Meetins~s
The CONSULTANT shall attend and participate in one (1) Community Design Review Meeting
(CDRM) to review the design progress and concept during the design. The CITY will schedule,
find locations for, and notify residents of all such meetings. The CONSULTANT shall prepare
draft meeting minutes and forward them to the PROGRAM MANAGER, who shall review,
provide comments and distribute, accordingly. The CONSULTANT shall prepare for, attend and
present its documents at one (1) CDRM. Meeting shall be scheduled at the 50% design
completion stage. Note that presentation format shall consist of a brief Power Point presentation
Page 10 of 18
to review Project status, highlights, funding, schedules, plus review of full size plans for the
project. The CONSULTANT shall provide sufficient staff at the meeting to address concerns by
residents at multiple plan stations. It is anticipated that the CONSULTANT will attend Pre-
CDRM meetings with CITY and PROGRAM MANAGER staffs to review the proposed format of
the presentation for each planned CDRM.
Task 2.6 -Document Revisions: Based upon the input provided by the residents at the
CDRM, the CONSULTANT shall incorporate necessary contract document revisions, as
approved by the CITY.
Task 2.7 - Permittins~ Reviews: The CONSULTANT shall prepare applications and such
documents and design data as may be required to procure approvals from all such
governmental authorities that have jurisdiction over the Project. The CITY will pay all permit
fees. The CONSULTANT shall participate in meetings, submissions, resubmissions and
negotiations with such authorities. The CONSULTANT shall respond to comments by such
authorities within ten (10) working days of receipt of comments unless a different time is agreed
to by PROGRAM MANAGER. It is the intent of this scope of services that the CONSULTANT be
the responsible party for formally transmitting and receiving permits to and from the respective
jurisdictional authorities. However, since the PROGRAM MANAGER is to track and monitor
progress on the preparation and review of permits and subsequent requests for information, the
CONSULTANT shall copy the PROGRAM MANAGER on all permit related correspondence.
This includes CONSULTANT generated minutes from meetings held with related parties. The
PROGRAM MANAGER will forward copies of such documents to the CITY as appropriate. It is
recognized by CITY that the time period required for obtaining permits is beyond the control of
the CONSULTANT, except with regard to issues concerning the permittability of the proposed
design and the CONSULTANT's ability to respond to permitting agency requests for information
in a timely manner. At the time of scope preparation, the following governmental authorities that
have or may have jurisdiction over Project have been identified:
¦ Florida Department of Environmental Protection
¦ South Florida Water Management District
¦ Miami-Dade Department of Public Works
• Miami-Dade Department of Health and Rehabilitative Services
Page 11 of 18
¦ Miami-Dade Department of Environmental Resource Management
¦ The City of Miami Beach Fire Department
¦ The City of Miami Beach Planning Department
¦ The City of Miami Beach Public Works Department
Note that the CITY's failure to identify governmental authorities that have jurisdiction over
Project at this time does not relieve the CONSULTANT from the responsibility to procure all
requisite permits. However, an equitable adjustment to the CONSULTANT's compensation may
be negotiated if deemed appropriate by the CITY.
Deliverables: - Correspond with noted jurisdictional authorities to
establish permitting requirements.
- Revise documents and respond to permitting inquiries
as required.
- Attend meetings with the HOA Representative, CITY,
PROGRAM MANAGER and/or permitting agency staff
as required to review, discuss and finalize permit
procurement
Schedule: - Complete concurrently with Design Phase schedule.
Task 2 8 -The CONSULTANTs QAIQC of Design Documents: The CONSULTANT shall
establish and maintain an in-house Quality Assurance /Quality Control (QA/QC) program
designed to verify and ensure the quality, clarity, completeness, constructability and biddability
of its contract documents. The CITY and/or PROGRAM MANAGER, at its discretion may
require that the CONSULTANT attend meetings to review the status and present results of its
QA/QC efforts. Items to be addressed may include, but shall not be limited to, review of
specifications by respective technical experts and a "Redi-check" type review of the documents
to identify conflicts and inconsistencies between the various project disciplines.
TASK 3 -BIDDING AND AWARD SERVICES
Page 12 of 18
The CONSULTANT 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 CONSULTANT 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 by the City. The
CONSULTANT shall provide "As-Bid" documents for use during construction.
Task 3.1 -Construction Contract Document Review: The CONSULTANT shall assist the
CITY in bidding and award of each construction contract. The PROGRAM MANAGER, through
the CITY, shall transmit contract documents prepared by the CONSULTANT to the CITY's Risk
Management, Legal and Procurement Departments for verification of appropriate insurance,
form and bonding requirements. The CONSULTANT shall assist PROGRAM MANAGER in this
effort by providing (1) one electronic copy of the complete Contract Document set (drawings and
specifications) and participating in meetings, submissions, resubmissions and discussions with
these departments, as necessary. The CONSULTANT shall address and re-submit corrections
to any CITY comments within ten calendar days of receipt of comments unless a different time
schedule is agreed to by the PROGRAM MANAGER. The CONSULTANT's compensation has
been based upon one meeting with these departments.
Task 3.2 -Bid Document Delivery: The CONSULTANT shall provide the PROGRAM
MANAGER with reproducible, camera ready, sets of contract documents for each bid package.
The CITY Procurement Department shall reproduce documents and handle the advertising,
distribution, sale, maintenance of plan holder lists and other aspects of bid document delivery to
prospective Bidders.
Task 3.3 -Pre-Bid Conference and Bid Openins~: The PROGRAM MANAGER will conduct (1)
one pre-bid conference. The CONSULTANT shall attend and participate in the pre-bid
conference and bid opening as may be required.
Task 3.4 -Addenda Issuance: The CONSULTANT shall provide, through the PROGRAM
MANAGER, timely responses to all inquiries received by the CITY from prospective bidders.
These responses shall be prepared as written addenda, with the format for such addenda as
provided to the CONSULTANT by PROGRAM MANAGER. These queries and responses shall
be documented and a record of each shall be transmitted to the PROGRAM MANAGER on a
Page 13 of 18
same day basis. The CONSULTANT shall prepare necessary addenda as requested by
PROGRAM MANAGER. The CITY will distribute addenda to all plan holders of record
accordingly.
Task 3.5 -Bid Evaluation: Within five calendar days of receipt of bids, the CITY will forward
Bids to the CONSULTANT, who in turn shall evaluate bids for completeness, full
responsiveness and price, including alternative prices and unit prices, and shall make a formal
written recommendation to the CITY regarding the award of the contract. Non-technical bid
requirements shall be evaluated by others.
This scope of services includes no allowance for the CONSULTANT's time to assist the CITY in
the event of a bid protest. To the proportionate extent the CONSULTANT's services are
required in the event of a bid protest, due to a direct action or lack thereof by the
CONSULTANT, the CONSULTANT shall participate in such activities at no additional cost to the
CITY.
Task 3.6 -Contract Award: The CONSULTANT shall provide eight (8) sets of Construction
Contract Documents, inclusive of Addenda, for execution by the CITY and the successful bidder
within five calendar days of request by the CITY.
Task 3.7 - As- Bid Contract Documents: After contract award and prior to the preconstruction
conference, the CONSULTANT shall prepare As-Bid construction contract documents, which
incorporate the following items into the construction contract documents:
¦ Contractor's bid submittals, including but not limited to, bid proposal, insurance,
licenses, etc.
¦ Amend /modify front-end documents and / or technical specifications to
incorporate changes made via contract addenda.
¦ Revise construction contract drawings to include modifications / revisions
incorporated via contract addenda.
The CONSULTANT shall prepare As-Bid construction contract documents and reproduce ten
(10) sets for distribution to PROGRAM MANAGER within ten (10) calendar days after City
Commission approval /contract execution.
Page 14 of 18
The following apply to Task 3.1 through 3.7:
Deliverables- -Attend and participate in Pre-bid conferences and bid openings.
- Respond to questions from prospective bidders and prepare Addenda
for distribution by others.
- Prepare recommendation of award letter
Provide eight (8) sets of contract documents for contract execution
- Prepare As-Bid contract documents and reproduce ten (10) sets and
forward to PROGRAM MANAGER.
Schedule: -Upon receipt of Task 3 Bidding and Award Services Notice to Proceed
and within 100 working days
Page 15 of 18
TASK 4 -CONSTRUCTION ADMINISTRATION SERVICES
Task to be negotiated at a later date.
TASK 5 -ADDITIONAL SERVICES
Not required at this time.
TASK 6 - REIMBURSABLES
Task 6.1 -Reproduction Services: The CONSULTANT shall be reimbursed at the usual and
customary rate for reproduction of reports, contract documents and miscellaneous items, as
may be requested by the CITY. Unused amounts in this allowance shall be credited back to the
CITY at the completion of the project.
Task 6.2 -Travel and Subsistence:
Not required at this time.
Task 6.3 - Surveyin~: As needed, the CONSULTANT shall arrange for and coordinate the
efforts of licensed surveyors to update the topographical survey of all CITY public rights-of-way
within the project limits to meet the intent of the approved project Scope. This effort shall assist
with the requirements set forth in Task 2.1.
Task 6.4 - Geotechnical Evaluation:
Not required.
Task 6.5 - Unders~round Utility Verification: The CONSULTANT shall contract the services of
an underground utility location service to perform additional vacuum extraction excavations, in
an effort to better identify existing underground conditions where work is to be performed.
Actual locations shall be as directed by the CONSULTANT, subject to CITY review and
acceptance. Costs shall be limited to a $3,500 not-to-exceed amount. Unused amounts shall
be credited back to the CITY at the completion of the project.
Page 16 of 18
Minimum Design Features to Be Shown On Drawings
The CONSULTANT shall note that the following criteria indicate the minimum design standards
to be shown on drawings. The CONSULTANT is encouraged to review and recommend
changes as it deems necessary, subject to the review and acceptance of the CITY and the
PROGRAM MANAGER.
Paving, Grading and Drainage Plans
¦ Show existing grade /topography, centerline roadway, edge of pavement, back
of sidewalk, top of curb, gutter flow line
¦ Show proposed grade along the centerline of the road at 50-ft centers, limits of
road work, inlets, curb and gutter and sidewalk
¦ Show limits of demolition /removal
¦ Show limits of proposed work
¦ Identify all surface features of all existing and proposed work
¦ Identify driveway locations
¦ Identify proposed structures
¦ Identify linear footage of pipe, pipe invert elevation, diameter and material
¦ Proposed flow drainage /directional arrows
¦ Stormwater collection pipe profiles oriented on the same sheet as the plan view
Paving, Grading and Drainage Details
¦ Show proposed cross sections with topographical information at key locations
¦ Identify the following minimum information on cross sections:
- Existing utilities
- Proposed road slope, lane width, sidewalk width and surface features within
the right-of--way
- Road construction details for the sub-base and base and asphalt
- Proposed utility locations
¦ Conflict manhole detail
¦ Manhole details
¦ Driveway replacement section
¦ Catch basin details
¦ Drainage pipe trench detail
¦ Restoration Details -All pipes
- Roadway
- Sidewalk, where applicable
Page 17 of 18
- Curb and gutter, where applicable
Water Distribution Plans
General
¦ Identify existing utilities
¦ Identify trees /landscaping to remain in place
¦ Provide profiles oriented on the same page as the plan view
Water Distribution System
¦ Show location of single and double water meter boxes
¦ Identify fire hydrant assembly
¦ Identify fitting locations
¦ Identify limits of restrained joints
¦ Identify deflection limits
¦ Identify water sampling points
¦ Identify dead end blow-offs
¦ Identify air release valves
¦ Identify pipe diameter and material
¦ Stationing
Pressure Pipe Profiles
¦ Show top of pipe elevation
¦ Identify location of air release valve at high points
¦ Identify vertical /horizontal deflection and/or fittings
¦ Identify minimum cover requirements
¦ Provide details of major utility crossings
- Jack and bore, Not in Scope
- Horizontal directional drilling, Not in Scope
- Subaqueous crossing, Not in Scope
- Aerial crossing, Not in Scope
- Culvert crossing
T:WGENDA\2009\March 18\Regular\Sunset Islands I II - Sched. Al Scope for Design Bidding Services Chen 090310 (2).doc
Page 18 of 18
SCHEDULE B
CITY OF MIAMI BEACH
RIGHT OF WAY INFRASTRUCTURE PROGRAM A-E CONSULTANT
CONSULTANTS COMPENSATION FEE SCHEDULE
Sunset Islands I & II
_ ~ ~ p
~W
2 DESIGN SERVICES FY 2009
2.1 UPDATE EXISTING BASE SHEETS ~~R 0 0 0 0 14 ~p2~(y1~ y~(0~ +OI~ y~~ $2.858
F3.~i'''-F'1E[.~i.i J '.~-~+~~-'~`-t. ~t i'.rY L #~4~Q~ 3.` ~-~t k k~~.. ~wVr 'lVIIC a '.~f.4 +~af",~~::
2.3 DESIGN /CONSTRUCTABILITYREVlEW u~y~ b ee n ~~yy~y o u 1~~ n a h 22 $2,518
~y: Rcq 4 x G.-'~.a °~'f.~3a.: k ~i.^H~'x 1 _ r'7RY +J~~: '92r'~F;'~~~' sz.'R ._.3~~ ~..ar:~lf A ~"v`-'' AI ~a"
2.5 COMMUNITY DESIGN REVIEW MEETING ~ ~Y 8 8 >u~u 1 )y0~ 0 ~t.~0 0 0f 3~~ $4,895
_ _ aK~v~.iit}*~.... _'Y.. :.1R. t:' a ~~'~{.~:.t ~K. .4+,ii:, K:t3*~T~~~siA~`1... /T_:. ~ G~'+Ali~Ti~ -~~~1lIL ~r~~i y.':.11'.-_ _ 1,V r.~,f~"k'~: ~ J. ~C+"4, c t~'iTM'^...
7 PERMITTING REVIEWS U 8 20 0 N~ 0 ~ n 6 i 54 $5,457
TOTAL DESIGN PHASE 819 $71 662
3 BIDDING AND AWARD SERVICES FY 2010
3.1 CONSTRUCTION CONTRACT DOCUMENT REVIEW n 2 2 8 9 ~ ~ 2
A as u yyoyy~~ u o o ~~py,,~~ JJ~~}}
s A ~~~IPRE-BID CONFERENCE AND BID OPENING ~ 0 $847
t
miw~r ~~~i p N
3.5 IBID EVALUATION ~ 2 6~ 2 i ~ ~ ~ 8
3.7 AS-BID CONTRACT DOCUMENTS ~ ~- ~ r 10 U 8 8 0 0 0 8 24 $2,220
TOTAL BIDDING PHASE 100 $9 669
4
A $0
6 --- - -- -- -- - - -- -- --
A $0
6 OTHER DIRECT COSTS
6.1 REPRODUCTION SERVICES r -
0
6.3 ADDITIONAL SURVEYING ti ~ ~ ~ ~ ~ ~ ~ ~ ~ r
_ .
6.5 UNDERGROUND UTILITY VERIFICATION APPRUX. 15 ~'S~
TOTAL OTHER DIRECT COSTS
TOTAL HOURS 22 70 114 22 176 260 205 50 919
$89,831
TOTAL FEE ESTIMATE
Hourl Rates FY 2009 $169.82 $140.54 $120.63 $101.89 $81.98 $85.49 $60.90 $46.85
Hourl Rates FY 2010 $174.92 $144.75 $124.24 $104.94 $84.44 $88.06 $62.72 $4825
Hourl Rates FY 2011 180.16 149.09 127.97 108.09 .97 90.70 .61 9.70
~~~1
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SCHEDULE A.1
CITY OF MIAMI BEACH, FLORIDA
SUNSET ISLANDS 1 & II
RIGHT OF WAY INFRASTRUCTURE IMPROVEMENT PROGRAM
CONSTRUCTION ADMINISTRATION SERVICES
SCOPE OF SERVICES
CONSULTANT: Chen and Associates Consulting Engineers. Inc. (the "CONSULTANT"1
TASK 4 -CONSTRUCTION ADMINISTRATION SERVICES
The CONSULTANT shall perform the following tasks related to the construction administration of
the Project(s). These tasks shall be performed during the duration of all construction. Due to the
extensive amount of detailed procedures required to properly manage construction projects, the
PROGRAM MANAGER has developed a Construction Management Manual (CMM) for the
construction phase of the Infrastructure Improvement Program. This CMM augments the general
program guidelines established in the Project Work Plan (PWP), as provided to the
CONSULTANT by the PROGRAM MANAGER at the commencement of the Project, and provides
uniform procedures and guidelines for managing the interface between the CITY, Contractor,
PROGRAM MANAGER and CONSULTANT staffs.
It is anticipated that the construction timeframe for Sunset Islands I & II will be approximately 14
months. The CONSULTANT's compensation is based upon the administration of this
construction duration. Every reasonable effort will be made to stage as many areas as allowed at
one time by the HOA.
Task 4.1-Pre-Construction Conferences: The CONSULTANT shall attend one pre-construction
conference. The PROGRAM MANAGER will prepare and distribute meeting minutes to all attendees
and other appropriate parties. At this meeting, it is anticipated that the PROGRAM MANAGER will
issue a Limited Notice to Proceed. A final Notice to Proceed shall be issued upon receipt of a final
schedule and procurement of all applicable construction permits from the Contractor.
Deliverables -Attend and participate in one pre-construction conference.
Schedule - As scheduled by PROGRAM MANAGER after receipt of Task 4 Notice to Proceed.
Task 4.1 B: Pre-Construction Conference with Residents: CONSULTANT shall prepare, attend
Page 1 of 7
and conduct apre-construction conference with the residents. The purpose of these meetings shall
be to introduce the Consultant and Contractor to the residents, as well as have the CONSULTANT
present an overview of anticipated construction sequencing, conditions to be expected, and other
issues that may be of concern to residents, as either addressed at the meeting, or the pre-meeting
with CITY representatives, that is to be held to review the content of the presentation with the
CONSULTANT prior to the meeting. A total of two separate meetings, with corresponding pre-
meetings, are anticipated in this effort.
Task 4.2 -Weekly Construction Meetings: The CONSULTANT shall attend weekly construction
meetings with the Contractor(s), PROGRAM MANAGER and applicable CITY and HOA
representatives for the duration of the construction. The purpose of these meetings shall be to
review the status of construction progress, shop drawing submittals and contract document
clarifications and interpretations. In addition, the Contractor shall furnish atwo-week look ahead
work schedule to allow for proper coordination of necessary work efforts. These meetings shall also
serve as a forum for discussion of construction issues, potential changes /conflicts and any other
applicable matters. The meetings may include site visits to visually observe /address construction
related concerns that may result from discussion during the construction meeting. Note that these
site visits shall be separate and distinct from the "Specialty Site Visits" discussed under Task 4.6.
The CONSULTANT will prepare and distribute meeting minutes to all attendees and other
appropriate parties.
Deliverables -Attend and participate in weekly construction progress meetings
Schedule -Weekly throughout the project duration.
Task 4.3 - Reauests for Information /Contract Document Clarification (RFIs /CDCs): The
PROGRAM MANAGER will receive, log and process all RFIs /CDCs. Whenever an RFI involves
the interpretation of design issues or design intent, the PROGRAM MANAGER will forward the RFI
to the CONSULTANT, who shall prepare a written response in a timely matter and return it to the
PROGRAM MANAGER. In addition, should certain items within the contract documents require
clarification, the CONSULTANT may be requested by the PROGRAM MANAGER to prepare and
forward CDCs. Note that the CITY will hold the CONSULTANT directly responsible for any impacts
resulting from untimely responses.
Deliverables -Respond to those RFI's that involve design interpretations and return to
PROGRAM MANAGER's office. Issue CDCs as required.
Schedule -Ongoing throughout project construction duration
Page 2 of 7
Task 4 4 -Requests for Changes to Construction Cost and/or Schedule: The PROGRAM
MANAGER will receive, log and review all requests for project cost and/or schedule changes from
the Contractor(s). Such requests may be the result of unforeseen conditions, interferences identified
by the Contractor(s) during the routine progress of work, inadvertent omissions (betterment) issues
in the contract documents, permitting requirements that arise after the contract award, and/or
additional improvements requested by the CITY. Regardless of the source, the PROGRAM
MANAGER will evaluate the general merit of the request, as well as perform a cursory review of the
potential impact of the change in terms of project cost and schedule. The PROGRAM MANAGER
will also forward the request to the CONSULTANT, who shall provide a written opinion as to the
merit /value of the request. It is understood that no legal claims assistance or support services are
inferred by the work effort noted under this Task.
Deliverables -Perform independent review of request for cost increase and/or time extension.
- Coordinate and participate in meetings, as required, with the PROGRAM
MANAGER, CITY and Contractor to resolve and/or negotiate the equitable
resolution of request. Provide written opinion and / or recommendation upon
request.
- Prepare change order documentation in CITY directed format
Schedule -Ongoing throughout project construction duration
Task 4.5 -Processing of Shop Drawings: The PROGRAM MANAGER will receive, log and
distribute shop drawings to the CONSULTANT for its review. The CONSULTANT shall have 14
calendar days from the time of receipt in its office, to review and return shop drawings to the
PROGRAM MANAGER's office. Note that the CITYwill hold the CONSULTANT directly responsible
for any impacts resulting from untimely review of submittals.
Deliverables -Review Shop Drawings and retum them to PROGRAM MANAGER's office.
Schedule -Ongoing throughout project construction duration.
Task 4.6 - Resident Project Representative: The CONSULTANT shall provide one qualified, full-
time resident project representative to provide an adequate quantity and quality of observation as
required to reasonably verify that critical elements of the construction project are being complied
with, and that the general intent of the contract documents is being met. In this effort,
CONSULTANT's level of effort shall be based upon a period of Fourteen (14) months up to 25
hours per week for Sunset Islands I & II. Should this level of effort be exceeded or decreased, an
equitable adjustment shall be made accordingly.
Page 3 of 7
The CONSULTANT's field staff shall be on-site part-time when the Contractor is on the job, as
warranted. In addition, the CONSULTANT's level of effort is based upon the assumption that the
resident project representative shall monitor all Contractor work crews as specified by the
CONSULTANT in the contract document construction sequencing requirements.
In general, the CONSULTANT's resident project representative shall observe the construction of the
work and;
(a) Conduct on-site observations of the work in progress to assist in determining if the
provisions of the Contract Documents and permit conditions are being fulfilled and to
reasonably protect the CITY, through the PROGRAM MANAGER, against defects and
deficiencies in the work of the Contractor. CONSULTANT shall report, to the CITY,
through the PROGRAM MANAGER, in writing, whenever it is believed that work is
unsatisfactory, faulty or defective and / or does not conform to the contract documents,
does not meet the requirements of inspections, tests, or has been damaged priorto final
payment.
(b) CONSULTANT shall conduct on-site observations of the work in progress to determine if
the contract documents and permit requirements are being complied with and to protect
the CITY, through the PROGRAM MANAGER, against Contractor work defects and
deficiencies. CONSULTANT shall advise the CITY, through the PROGRAM MANAGER,
in writing, whenever work is determined to not conform to the contract documents. The
CONSULTANT's observer shall attend all scheduled meeting with the Contractor.
(c) Maintain a daily log of work performed. The daily notes shalt include records of when the
Contractor is on the job-site, weather conditions, change orders, or changed conditions,
list of job site visitors, daily drilling and testing activities, observations in general, and
specific observations in more detail as in the case of observing test procedures. Record,
in writing, the outcome of these inspections. CONSULTANT shall identify any utilities
damaged and verify that the Contractor(s) has notified the respective utility owner.
(d) Verify that tests, equipment and systems start-up are conducted in the presence of
appropriate personnel and that the Contractor maintains adequate records thereof; and
observe, record, and report appropriate details relative to the test procedures and start-
up.
Page 4 of 7
(e) Provide a photographic record of the construction, beginning with pre-construction
documentation and completing with post-construction photographs. Photographs shall
be digital snapshot type taken to define the progress of the project and shall be labeled
as to date, location, view, electronically filed by month, and signed by the
CONSULTANT.
(f) Review materials and workmanship of the projects and report to CITY, through the
PROGRAM MANAGER, any deviations from the Contract Documents that may come to
the CONSULTANT's attention. Determine the acceptability of the work and materials and
make recommendation to the CITY, through the PROGRAM MANAGER, to reject items
not meeting the requirements of the contract documents.
(g) Check Contractors' material certifications and samples, verifying that delivered materials
match approved shop drawings.
(h) Field observe critical points in the construction process.
(i) Direct and supervise the sampling and testing of materials to be performed by
independent testing laboratories under subcontract to the CITY. This task includes the
receipt, review and processing of invoices from the independent testing laboratories for
payment by the CITY.
(j) CONSULTANT shall verify and sign off on all pay requisition quantities in the field.
CONSULTANT shall develop a Field Measurement Form and utilize such form as
verification of pay requisition items. In this effort the CONSULTANT shall advise the
PROGRAM MANAGER of quantities being approved for concurrence.
(k) Monitor that record drawing mark-ups are properly maintained by the Contractor.
(I) The CONSULTANT's resident project representative shall coordinate with its office staff
as necessary to resolve /address all Requests for Information /Contract Document
Clarifications /Field Orders and other such project related correspondence as may be
forwarded by the Contractor, through the PROGRAM MANAGER.
Deliverables -Provide full time resident project representation on the project
- Prepare Daily Construction Observation Forms and distribute to the PROGRAM
MANAGER.
Page 5 of 7
Schedule -Ongoing throughout Project.
Task 4.7 -Proiect Closeout: Upon receiving notice from the Contractor(s) advising the
CONSULTANT that the project is substantially complete, CONSULTANT, in conjunction with
appropriate CITY and PROGRAM MANAGER Staff, shall schedule and conduct an overview of the
project. The overview shall include CONSULTANT'S development of a "punch list" of items needing
completion or correction prior to consideration of final acceptance. The list shall be forwarded to the
Contractor. For the purposes of this provision, substantial completion shall be deemed to be the
stage in construction of the project where the project can be utilized for the purposes for which it
was intended, and where minor items not be fully completed, but all items that affect the operational
integrity and function of the project are capable of continuous use. Substantial Completion criteria
shall be as specified by the CONSULTANT in its contract documents, and shall also address the
startup of warranties accordingly.
Upon notification from Contractor(s) that all remaining "punch list" items have been resolved, the
CONSULTANT, in conjunction with appropriate CITY staff, HOA Representative and PROGRAM
MANAGER staff, shall perform a final review of the finished project. Based on successful completion
of all outstanding work items by the Contractor, the CONSULTANT shall assist CITY, through the
PROGRAM MANAGER, in closing out the construction contract. This shall include, but not limited
to, providing recommendations concerning acceptance of the project and preparing /collecting
necessary documentation, including but not limited to, lien waivers, Contractor's final affidavit, close-
out change orders, consent of surety to final payment, and processing of the final payment
application.
Deliverables -Receive Contractor substantial completion notification.
- Coordinate and attend field meetings to review Substantial Completion.
- Prepare and verify that punch lists are completed.
- Certify project completion to appropriate agencies.
Schedule -Ongoing throughout Program.
Task 4.8 -Warranty Administration/Post Proiect Services: The CONSULTANT shall assist the
CITY, through the PROGRAM MANAGER, with the coordination of requested warranty work. This
assistance shall be provided for a period of up to one year following the Final Completion and
acceptance of the Project by the CITY, or the issuance of the Final Payment, whichever occurs
latest.
Page 6 of 7
In addition, the CONSULTANT shall coordinate with the Contractor as necessary to transfer record
drawing markups or CAD files, which the CONSULTANT shall update the corresponding CAD files
for record purposes and certify the project as complete, in accordance with all applicable
jurisdictional permitting requirements.
Deliverables - Assist the CITY, through the PROGRAM MANAGER, with warranty work
completion.
- Prepare electronic record drawings and certify project as complete per applicable
jurisdictional requirements.
- Submit five full size copies of final record drawings with applicable certifications of
completion
Schedule - Ongoing throughout program
H:\PROPOSALS\2009\08-P08 -Sunset Islands I & II\Proposal\Sunset I & II -Draft Scope for RPR.doc
Page7of7
SCHEDULE B.1
CITY OF MIAMI BEACH
RIGHT OF WAY INFRASTRUCTURE PROGRAM A-E CONSULTANT
CONSULTANTS COMPENSATION FEE SCHEDULE
Sunset Islands 1 & II_CA &RPR
,PO~:Ir ~ d..` . r '~r~(L A..I~ -, +Wk,r. P~\ ~ •iT. 1 ~
4 ,~~CONSTRUCTION AOAA. SERVICES ~ -
4.1 PRE~CONSTRUCTION CONFERENCE 9 12 6 27 53272
4.2 BI-WEEKLY CONSTRUCTION MEETINGS W ITH CONTRACTOR 14 28 8 50 891
4.3 REQUESTS FOR INFORMATION /CONTRACT DOCUMENT CLARIFICATION RFI / CDC 6 30 16 i6 68 777
4.4 REQUESTS FOR CHANGES TO CONSTRUCTKOJ COST AND/OR SCHEDULE 6 14 16 16 8 60 484
4.5 PROCESSING OF SHOP DRAWINGS 2 20 20 8 50 463
4.6 E.O.R. FIELD INSPECTION SERVICES 24 4 28 175
4.7 PROJECT CLOSEOUT 8 24 4 36 $3 870
4.8 WARRANTY ADMINISTRATION/POSTPROJECTSERVICES 8 14 4 ~ ~
TOTAL CONSTRUCTION ADMg41STRATION SERVICES ~ 1
5 RESIDENT PROJECT REPRESENTATIVE RPR SERVICES
5.1 RPR SERVICES FY 2010 1200 1 Z00 5580
RPR SERVICES FY 2011 200 200 516408
TOTAL ADDITIONAL SERVCES 111 988
8 OTHER DIRECT COSTS
6.1 CONSTRUCTION PHASE REPRODUCTION SERVICES 51 500
TOTAL OTHER DIRECT COSTS i 500
TOTAL HOURS 0 53 108 56 36 1406 32 0 52 1 74.5
TOTAL FEE ESTIMATE 149 509
Rates FY 2010 174.92 144.75 124.24 104.94 .44 79.65 8.06 .72 548.25
Rates FY 2011 180.16 5149.09 5127.97 108.09 586.97 562.04 0.70 $64.61 .70
Hou Rates FY 2012 185.57 153.57 131.81 171.33 9.58 .50 136.65 .33 .94
c:LL)oaaaaab and sem~pmdio~oe.~amloso2rs surom wand i a n . Propoae~ada
SCHEDULE C
CITY OF MIAMI BEACH, FLORIDA
SUNSET ISLANDS I & II
RIGHT OF WAY INFRASTRUCTURE IMPROVEMENT PROGRAM
HOURLY BILLING RATES SCHEDULE
CHEN AND ASSOCIATES CONSULTING ENGINEERS, INC.
Project Director $169.82
Project Manager $140.54
Senior Engineer $120.63
Engineer $101.89
Staff Engineer $81.98
Construction Inspector $79.65
Designer $85.49
Drafter $60.90
Clerical $46.85