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2011-27628 Reso RESOLUTION NO. 2011 -27628 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, APPROVING AND AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN AGREEMENT WITH ATKINS NORTH AMERICA, INC., AS THE SUCCESSOR IN INTEREST TO POST, BUCKLEY, SCHUH & JERNIGAN, INC., FOR DESIGN, BID AND AWARD, AND CONSTRUCTION ADMINISTRATION SERVICES, IN THE NEGOTIATED NOT -TO- EXCEED AMOUNT OF $330,000, AND $39,000 FOR REIMBURSABLE EXPENSES, FOR A TOTAL NOT TO EXCEED AMOUNT OF $369,000, FOR THE SOUTH POINTE PARK PIER PROJECT, PURSUANT TO REQUEST FOR QUALIFICATIONS (RFQ) NO. 04- 10/11; WITH PREVIOUSLY APPROPRIATED FUNDING FROM FUND 303. WHEREAS, on July 14, 2010, the Mayor and City Commission approved the issuance of Request for Qualifications (RFQ) No. 04- 10/11, for the Design, Bid, Award, and Construction Administration Services for the South Pointe Pier Project (the "RFQ "); and WHEREAS, the RFQ was issued on November 12., 2010, with an opening date of December 13, 2010; and WHEREAS, at its March 9, 2011 meeting, the City Commission approved Resolution No. 2011 - 27606, authorizing the Administration to enter into negotiations with the top- ranked firm of Post, Buckley, Schuh & Jernigan, Inc.; to negotiate with the .second-ranked firm of Bermello Ajamil & Partners, Inc. should negotiations with the top- ranked firm be unsuccessful; and to negotiate with the third - ranked firm of the Keith and Schnars, P.A. should negotiations with the first or second - ranked firms be unsuccessful; and WHEREAS, the Administration has successfully negotiated the attached Agreement with Post, Buckley, Schuh & Jernigan, Inc., in the amount of $330,000, of which $270,000 is for design, $5,000 is for bid /award services, and $55,000 is for construction administration services, plus an additional amount of $39,000 for approved reimbursables; and WHEREAS, Post, Buckley, Shuh & Jernigan, Inc.(PBS & J) submitted its response to the RFQ as PBS & J and Atkins North America, Inc.; PBS & J was acquired by Atkins North America, Inc. on October 1, 2010; and • WHEREAS, Atkins North America, Inc. is the successor in interest to PBS & J. • NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and CitTC.ommission hereby approve and authorize the Mayor and City Clerk to execute an Agreement with Atkins North America, Inc., as the successor in interest to Post, Buckley, Schuh & Jernigan,' Iric;, for design, bid and award, and construction administration services, in the negotiated amount of $330,000, and $39,000 for reimbursable expenses for a total not -to- exceed amount of $369,000 for the South Pointe Park Pier Project, pursuant to Request for Qualifications (RFQ) No. 04- 10/11; with previously appropriated funding from fund 303. PASSED AND ADOPTED THIS Igi DAY OF April 2011. 411. r t :_ �,a. ATTEST: Y • R CITY CLROVED AS TO FORM & LANGUAGE 41 FO. ECUTION C j ttorney a COMMISSION ITEM SUMMARY Condensed Title: A resolution of the Mayor and City Commission of the City of Miami Beach, Florida, approving and authorizing the Mayor and City Clerk to execute an agreement with Post, Buckley, Schuh & Jernigan, Inc. for Design, Bid and Award, and Construction Administration Services, in the negotiated not -to- exceed amount of $330,000, for the South Pointe Park Pier Project, pursuant to Request for Qualifications (RFQ) No. 04- 10/11; and $39,000 for reimbursable expenses for a total not -to- exceed amount of $369,000 for the Project; with previously appropriated funding from fund 303. Key Intended Outcome Supported: Ensure well designed Capital Projects Supporting Data (Surveys, Environmental Scan, etc.): According to the City's 2009 Community Satisfaction Survey, 85.1% of City residents rated the maintenance of parks as "excellent" or "good." Issue: 1 Shall the City Commission approve to execute the agreement for Post, Buckley, Schuh & Jernigan, Inc.? I Item Summary /Recommendation: The conceptual design approved on May 5, 2009, by the City's Finance and Citywide Projects Committee will be used as the basis for the development of the design and construction documents. The pier's superstructure shall be replaced within the similar footprint while also improving the aesthetic appearance and user experience in a manner that is complementary to that found in South Pointe Park. The existing pier is in poor structural condition and is currently closed to the public. The Consultant shall provide Architectural, Structural Engineering, MEP Engineering, Civil Engineering, FDEP Coastal Permitting Consultant, Landscape Architecture, Construction Cost Estimating, Surveying and Geotechnical services for the Project. The work shall include, but not be limited to, conceptual drawing(s), surveying, geotechnical, design development, estimate(s) of probable construction cost, construction documents, permitting, bidding / award, and construction administration services for the Project. On February 23, 2011, the Evaluation Committee (the Committee) convened to score and rank the proposals. The Committee voted unanimously to recommend Post, Buckley, Schuh & Jernigan, Inc. as the top - ranked firm, Bermello Ajamil & Partners, Inc. as the second - ranked firm, and Keith and Schnars, P.A. as the third - ranked firm. At its March 9, 2011 meeting, the City Commission approved Resolution No. 2011 - 27606, authorizing the Administration to enter into negotiations with the top - ranked firm of Post, Buckley, Schuh & Jernigan, Inc.; to negotiate with the second - ranked firm of Bermello Ajamil & Partners, Inc. should negotiations with the top - ranked firm be unsuccessful; and to negotiate with the third - ranked firm of the Keith and Schnars, P.A. should negotiations with the first or second - ranked firms be unsuccessful. Following negotiations, the City was able to reach an agreement with Post, Buckley, Schuh & Jernigan, Inc. in the negotiated amount of $330,000 of which $270,000 is for design, $5,000 is for bid /award services, and $55,000 is for construction administration services, plus an additional amount of $39,000 for approved reimbursables. Post, Buckley, Schuh & Jernigan, Inc. (PBS &J) is a consulting firm with core services that encompass engineering, planning, architecture, landscape architecture, construction cost estimating, and construction administration and has been providing these services since 1960. Similar projects include Jacksonville Beach Fishing Pier in Jacksonville, Florida, the Four Seasons Pier Project in Orange Beach, Alabama, the Navarre Fishing Pier Reconstruction in Navarre Beach, Florida, and the Okaloosa Island Fishing Pier Reconstruction in Fort Walton Beach, Florida. The rest of PBS &J's project team consists of subconsultants from Kaderabek Company and Morgan & Eklund, Inc. Advisory Board Recommendation: CIPOC Financial Information: Source of Amount Account Funds: 1 $ 34,913 389 - 2577 - 067357 2 $ 269,023 303 - 2577 - 061357 3 $ 65,064 389 - 2577 - 061357 OBPI Total Financial Impact Summary: NA City Clerk's Office Legislative Tracking: Matilde Reyes Ext. 6884 Sign -Offs: Department iretor Assistant City er City Man er FV DB JMG‘ il ----- T:\AGENDA\2011 \4 -13- 1 \South Pointe Park Pier - PBSJ Agreement - SUMMARY.doc M AGENDA ITEM e2c DATE 7— /?—# P, MIAMI BEACH City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov COMMISSION MEMORANDUM TO: Mayor Matti Herrera Bower and Members of the City Commission FROM: Jorge M. Gonzalez, City Manager 0. 1r DATE: April 13, 2011 SUBJECT: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, APPROVING AND AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN AGREEMENT WITH POST, BUCKLEY, SCHUH & JERNIGAN, INC. FOR DESIGN, BID AND AWARD, AND CONSTRUCTION ADMINISTRATION SERVICES, IN THE NEGOTIATED NOT -TO- EXCEED AMOUNT OF $330,000, FOR THE SOUTH POINTE PARK PIER PROJECT, PURSUANT TO REQUEST FOR QUALIFICATIONS (RFQ) NO. 04- 10/11; AND $39,000 FOR REIMBURSABLE EXPENSES FOR A TOTAL NOT —TO— EXCEED AMOUNT OF $369,000 FOR THE PROJECT; WITH PREVIOUSLY APPROPRIATED FUNDING FROM FUND 303. ADMINISTRATION RECOMMENDATION Adopt the Resolution. FUNDING Funding is available from previously appropriated funds, in the amount of $65,064, from South Pointe Capital Fund for Design, Account No. 389 - 2577 - 061357; $34,913 from the Construction Fund, Account No. 389 - 2577 - 067357, to be transferred to Design Account No. 389 - 2577 - 061357; and $269,023 from the FIND Grant Fund, Account No.303- 2577- 061357. BACKGROUND On July 27, 2005, the Mayor and City Commission approved the Basis of Design Report for the South Pointe Park Project, pursuant to Resolution No. 2005 -25978 of which the South Pointe Park Pier was a component. On October 25, 2007, a discussion on the Pier Project was held at the Finance and Citywide Projects Committee (FCWPC) meeting, during which, several cost options were provided by Hargreaves & Associates (Hargreaves), along with five (5) conceptual design options. The Committee's preferred option was Alternative Two which was to rebuild the pier within the existing footprint. After further refinement, Hargreaves developed and presented further conceptual design options pursuant to the request by the FCWPC on May 29, 2008, and July 10, 2008 to maintain the existing footprint on May 29, 2008, and July 10, 2008. At the July 10, 2008 FCWPC meeting, the committee further requested that the design be modified to comply with the construction budget of $4 million. On May 5, 2009, the City's Finance and Citywide Projects Committee approved the conceptual design for the South Pointe Park Pier and subsequently, on July 15, 2009, the City Commission approved and officially adopted the design concept for the South Pointe Park Pier. Commission Memorandum — South Pointe Park Pier - PBSJ Agreement April 13, 2011 Page 2 of 2 The project has several unique characteristics beyond its condition as a simple waterborne structure. The project sits within a highly visible, narrow navigation channel used for international shipping lines and cruise ships. All coastal maritime and navigation requirements will need to be satisfied before as well as during construction activities. The project site has multi - layered jurisdictional land and water rights between the City, State and Federal government. All land and water rights may require updates which would need to be secured prior to construction. All required permits shall be secured and the conditions monitored, so as to complete the project with minimal environmental impact. This is a time - sensitive project, partially funded by the Florida Inland Navigation Grant, which requires design services completion by September 1, 2011 and this requirement has been made a condition within the consultant's agreement. On July 14, 2010, the Mayor and City Commission approved the issuance of Request for Qualifications (RFQ) No. 04- 10/11, for the Design, Bid, Award, and Construction Administration Services for the South Pointe Pier Project. At its March 9, 2011 meeting, the City Commission approved Resolution No. 2011- 27606, authorizing the Administration to enter into negotiations with the top- ranked firm of Post, Buckley, Schuh & Jernigan, Inc.; to negotiate with the second - ranked firm of Bermello Ajamil & Partners, Inc. should negotiations with the top- ranked firm be unsuccessful; and to negotiate with the third - ranked firm of the Keith and Schnars, P.A. should negotiations with the first or second - ranked firms be unsuccessful. Following negotiations, the City was able to reach an agreement with Post, Buckley, Schuh & Jernigan, Inc. in the negotiated amount of $330,000 of which $270,000 is for design, including permitting, and $5,000 is for bid /award services, and $55,000 is for construction administration services, plus an additional amount of $39,000 for approved reimbursables. At its April 11, 2011 meeting, CIPOC also recommended approval of the proposed Agreement. CONCLUSION The Administration recommends that the Mayor and City Commission adopt the attached Resolution accepting the recommendation of the City Manager to execute an agreement with Post, Buckley, Schuh & Jernigan, Inc. in the negotiated amount of $330,000 of which $270,000 is for design and $5,000 is for bid /award services, and $55,000 is for construction administration services, for the South Pointe Park Pier Project, pursuant to Request for Qualifications (RFQ) No. 04- 10/11; and $39,000 for reimbursable expenses for a total not - to- exceed amount of $369,000 for the Project; with previously appropriated funding from fund 303. ATTACHMENTS Schedule A - Scope of A/E Consulting Services Schedule B - Consultant's Compensation Fee Schedule Schedule C - Hourly Billing Rates Schedule Schedule D - Construction Cost Budget >-� Schedule E - Schedule (A/E) JMG /DB/ T:WGENDA\2011 \4 -13 -11 \South Pointe Park Pier -PBSJ Agreement - MEMO.doc ATKINS Atkins North America, Inc. 2001 Northwest 107th Avenue Miami, Florida 33172 -2507 RECEIVED Telephone: +1.305.592.7275 www .atkinsglobal.com /northamerica April 06, 2011 MI APR -7 AM 11: 59 City of Miami Beach Ci l aEACN Capital Improvement Projects O iAL I PRO EMENT PROJECTS 1700 Convention Center Drive Miami Beach, FL 33139 Attn: Matilde E. Reyes, R.A. Sr. Capital Projects Coordinator Re: Company Change of Name from Post, Buckley, Schuh & Jernigan, Inc., d /b /a PBS &J to Atkins North America, Inc. Dear Ms. Reyes: As you may know from previous correspondence, effective April 1, 2011, Post, Buckley, Schuh & Jernigan, Inc., d /b /a PBS &J ( "PBS &J ") changed its name to Atkins North America, Inc. ( "Atkins "). By this letter, we formally request that our future contract be structured to reflect our new company name. I am providing you with the following information to effect the change of name. 1. By this letter, I confirm that PBS &J changed its legal name to Atkins North America, Inc., effective April 1, 2011. 2. As an officer of the company, I confirm that this change of name will have no impact on our future contract with the City. Our business address, corporate structure, federal tax ID number, personnel and management will remain unchanged. Atkins North America, Inc. remains incorporated in Florida and remains a wholly -owned subsidiary of The PBSJ Corporation (which, like PBS &J, completed a name change effective April 1, 2011 to The Atkins North America Holdings Corporation). 3. A copy of the certification from the Florida Secretary of State evidencing the name change and its effective date are attached as Exhibit 1. 4. Our insurance coverage remains unchanged. Please do not hesitate to contact me if you require any additional information in support of this name change. Sincerely yours, it ,, . , . Sr William P. Pitcher, P.E. Vice President, Port and Coastal Engineering Practice Cc: Ken Jones / Atkins Cc: Humberto Alonso / Atkins Cc: J.R. Steele / Atkins Enclosure: Exhibit 1 i,�s isrti tiika�.r',ilxa i/AI)'. er i *� iraliir:iirai;�: *;r i;raiiir i;r fy =�ti;r ira�i ylkallr i +�f R�*crt l� �1 :�tl `ra, ! J i t� �t ±� tli�fi. att �f tc•±I�l Ott • t'� . �s ‚ ! ! ! �t ! *: %� • t� r,{!�w ill � �tll�!s �i_f j1 r l Rat�ilt� �t�llt� a t !ra i 4 A€ •f 1, ;,tatti? T 1° Eiba i; -v h 6 00W( ' i• i certify the attached s a true and correct co of the Articles of lncor or a� . PY p atEon, as e �deo to date, of A %KI S NORTH AMERICA, ll� ,, a corporation car anized under the haws of the Mate of and a a s hown by the records of this off�Ce. • The doournent number of this corporation is 233840, H 4t r � 3y k 4t1 Given under my hand and the !} Great Seal of the Mate of Florida at Tallahassee, the Capital, this the • µ sZ• Fifteenth day of February, 2011 x . c • .: .--�� � .., a����� ii ,`�. � .•�•• � � ✓ fi� X {h, 1 e r at +j "•' �: + 'i��� Prrrfarr uffufr • i � '� � ��i,J r ai �: r�; � e �': �: r: � s�; 1 t r- a� ( � f • r � • t - , ( ) f / j,Lk�;e -�.t i �+-': a; �, hr— L�; e- y�tt�t�, fc- �i��k� ?.:a11iJ ✓��:r- �1�kai�J:G� ! ,ta��,r- �l�r��1 ♦ ie:�i�jr'!:al�lr r� � •�l � \;,� =� •'• �'• ''�-•` \� �•• - •. • •• • M - !• • ,.. • •�/ - .. • M « - M • MM . •• • •• ' M •• „�,,. •('mss]• i• • {•i7'Y • `+. ;�(•���t � �;.,� �1�:�(i1�. �(r'��(1��( ; �'(Illn:�l�lt�x • �.•! • R aj�' t�3� t� :�1�11t� �t�l�il'�f tl��tt'��`� -r l� n:,r�\�.,.•x�liln�tl�ll� SCHEDULE A: PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF MIAMI BEACH AND POST, BUCKLEY, SCHUH & JERNIGAN, INC. (ATKINS NA) FOR THE SOUTH POINTE PARK PIER PROJECT CONSULTANT: POST, BUCKLEY, SCHUH & JERNIGAN, INC. (ATKINS NA) (the "CONSULTANT ") BACKGROUND On October 25, 2007, a discussion on the Pier Project was held at the Finance and Citywide Projects Committee (Committee) meeting. At that meeting, several cost options were provided by the A/E, along with five (5) conceptual c ceptual design options. The Committee' s referred option was Alternate Two: rebuild the pier p p p within the existing footprint. After further refinement, the Consultant developed and presented further conceptual design options to the Committee on May 29, 2008, and July 10, 2008. As directed by the Committee at the July 10, 2008, meeting, the design required modification in order to maintain its construction cost within $4 million. On May 5, 2009, the City's Finance and Citywide Projects Committee approved the conceptual design for the South Point Park Pier and subsequently on July 15, 2009, the City Commission approved and officially adopted the design concept (telescope concept) for the South Pointe Park Pier. The project has several unique characteristics beyond its condition as a simple waterborne structure. The project sits within a highly visible, narrow navigation channel used for international shipping lines and cruise ships. All coastal maritime and navigation requirements will need to be satisfied before and during construction activities. The physical location also requires consideration as to how to properly engineer the project as to anticipate limited, water -based construction access. The project site has multi - layered jurisdictional land and water rights between the City, State and Federal government. All land and water rights may require updates and shall be secured prior to construction as applicable. The project is further affected by sensitive environmental conditions, including threatened species protection and the permitting process will address all required jurisdictional permits . All required permits shall be secured and the conditions monitored to complete the project with minimal environmental impact. This is a time - sensitive project, partially funded by the Florida Inland Navigation Grant in the amount of $323,075. Design services MUST be completed by September 1, 2011 and all permitting shall be completed to allow construction contract award within 1 year (September 2012). SCOPE OF SERVICES The CONSULTANT shall provide Architectural, Engineering, Landscape Architecture and Surveying, as necessary for the Project and as delineated in the executed agreement between Post, Buckley, Schuh & Jernigan, Inc. (Atkins NA) and the City of Miami Beach and in accordance with Exhibits A,B,C,D,E,F,G,H, attached thereto. The work shall include, but not be limited to, surveying, geotechnical, programming, conceptual drawing(s), design development, estimate(s) of probable cost, construction documentation, permitting, bidding / award, and construction administration services for the Project. The City of Miami Beach (City) may, at its sole option, choose to employ conventional bids, Construction Manager (CM) at -Risk, or Job Order Contract (JOC) for the Project. The Consultant shall cooperate fully with the General Contractor, CM at -Risk or JOC Contractor selected by the City. All required drawings shall be prepared utilizing CADD (vector format) in conformance with the latest City format. South Pointe Park Pier 1 Schedule A 04/06/2011 The CONSULTANT shall become familiar with the Project site through frequent site visits, research, and examination of any record drawings, as applicable, and shall notify the City of any field, on -site, or off -site conditions not shown or incorrectly shown on the record drawings, as may have been reasonably discovered. At the Consultant's request, the City will facilitate the Consultant's access to the Project site and /or facilities for investigative purposes. Frequent site visits and meetings shall continue through all design phases of this Agreement until the Consultant is thoroughly familiar with the existing conditions, any problem areas, and /or existing hazardous conditions or materials. These site visits and meetings are part of the Consultant's Basic Services, are considered due diligence, and the Consultant shall receive no additional compensation for such design phase site visits and meetings. Provided the Consultant has conducted a good faith investigation, the Consultant and the Consultant's sub - consultants shall not be responsible or held liable for undiscovered hazardous conditions or materials. On May 5, 2009, the City's Finance and Citywide Projects Committee (FCWPC) approved the conceptual design for the South Point Park Pier and subsequently on July 15, 2009, the City Commission approved and officially adopted the design concept for the South Pointe Park Pier (Telescope Concept) The approved conceptual design will be used as the basis for the development of the design and construction documents. The pier's superstructure shall be replaced within the similar footprint while also improving the aesthetic appearance and user experience in a manner that is complementary to that found in South Pointe Park. The existing pier is in poor structural condition and is currently closed to the public. The proposed improvements will be based on the approved Conceptual Plan and include at a minimum the following amenities: • Demolition of existing structure • Construction of a new structure • Connection to South Pointe Park • Railings • Benches • Fishing amenities • Shade shelters (as allowable by the regulatory agencies) • Lighting (as allowable by the regulatory agencies) The CONSULTANT shall provide, Architectural, Structural Engineering, MEP Engineering, Civil Engineering, FDEP Coastal Permitting Consultant (and other permitting as required), Landscape Architecture, Construction Cost Estimating, Surveying and Geotechnical services for the Project. The work shall include, but not be limited to, conceptual drawing(s), surveying, geotechnical, design development, estimate(s) of probable construction cost, construction documents, permitting, bidding / award, and construction administration services for the Project. The professional services required will include scope of work involving coastal engineering and marine type construction in a heavy marine environment. As a point of reference with respect to the Pier project's complexities, the following represents some, but not all of the regulatory agencies and /or ordinances that will have significant review jurisdiction: • US Army Corps of Engineers • US Coast Guard • Florida Department of Environmental Protection (FDEP) • Marine Turtle Lighting Ordinance • Coastal Construction Control Line Program • Florida Fish and Wildlife Conservation Commission (FFWCC) • South Florida Water Management District (SFWMD) • Miami -Dade County Department of Environmental Resources Management (DERM) • Miami -Dade County Shoreline Review Board South Pointe Park Pier 2 Schedule A 04/06/2011 • City of Miami Beach The Plans submitted for permitting by the Consultant shall include the following: • Compliance with National Pollutant Discharge Elimination System • Identify temporary staging • Plans shall identify provision for contractor to assume any and all responsibilities for any water control violations resulting from failure to eliminate and /or control turbid runoff as issued by any agency having jurisdiction. • Plans shall . rovide for dredge operations plan (if required). P 9 P P ( q ) • Plans shall illustrate a project implementation plan and schedule that maps the delivery of the project in phases to meet established criteria related to local, state and federal marine construction. • Plans shall include all necessary drawings and technical specifications needed to construct the improvements and shall be defining documentation of what is authorized and approved. • Prepare utility coordination, permits and advise of all fees associated with all site, utility etc. work. • Prepare presentation materials to illustrate the final design and participate in public outreach and regulatory agency review meetings. • Obtain all required building permits as well as any other permits necessary for the construction of the pier and attend public meetings as required by the City. The City is interested in moving this project forward quickly and design services shall be completed prior to September 1, 2011. The Consultant shall be required to provide design and construction documents for: Pier Demolition and New Pier Design / Construction Documents Phase The CONSULTANT shall be tasked with but not limited to the following duties and responsibilities: Task 1 - Pre - Design (Telescope Concept): The purpose of this Task is to develop and formalize the approved conceptual design dated May 5, 2009 by seeking the approval of the City's Design Review Board (DRB) as well as meet with the required City staff to validate these documents, and make necessary adjustments to meet the City's functional requirements, incorporate community input, and provide preliminary cost estimate to comply with the project budget of $4,000,000 and develop a project schedule and implementation plan that complies with Florida Inland Navigational Grant as well as takes into account all the required inspections by all Authorities Having Jurisdiction (AHJ). Task 1 will include the following major tasks: (1) Project Kick -Off Meeting; (2) Project Site Reconnaissance Visit; (3) Project Coastal Engineering and Analysis; (3) Meetings with all Agencies Having Jurisdiction with the Project to confirm that the conceptual design is in compliance with all State, Federal, and Local authorities: (4) Preparation and presentation of a final Conceptual Plan to the City's Design Review Board for approval (5): Provide Surveying and Geotechnical evaluations as required for implementation of design phase. Task 1.1 — Project Kick -Off Meeting: The CONSULTANT shall meet with the CITY to review existing documents and receive copies of available reference documents. CITY shall provide general information regarding procedures and direction. The CONSULTANT shall prepare draft meeting minutes and forward them to CITY for review and comments. The CONSULTANT shall finalize and distribute, accordingly. The CONSULTANT shall prepare a list of requested background information, department interviews and any other special area visits. South Pointe Park Pier 3 Schedule A 04/05/2011 r __ The CONSULTANT shall schedule a reconnaissance visit of the Project site, to be attended by critical CONSULTANT personnel, as well as key CITY staff. Deliverables: - Attend Project Kick -Off Meeting - Prepare and distribute Meeting Minutes Schedule: - See Schedule "E" — Project Schedule Task 1.2 — Project Site Reconnaissance Visit: The CONSULTANT shall attend a Site Reconnaissance Visit. This site visit shall also be attended by applicable CITY staff. The intent of this task is to facilitate the CONSULTANT'S understanding of the project needs. This may include document review, department interviews and requests for additional information to be facilitated by the CITY. The CONSULTANT shall prepare draft meeting minutes including action items and individuals responsible for further action, and forward them to the CITY for review and comments. The CONSULTANT shall finalize and distribute accordingly. Subsequent visits (at no additional cost to the CITY) may be required to gather additional information. This task includes further document research, exploration and documentation of existing conditions, and discussions with particular on -site personnel to understand their current conditions, shortfalls and future needs. The CONSULTANT shall inform the CITY of any additional document or visitation needs so that information can be researched in an organized and timely manner. Secondary meetings with other agencies, code officials or utilities may also be necessary as part of this task. The CONSULTANT shall prepare draft meeting minutes and forward them to CITY for review and comments. The CONSULTANT shall finalize and distribute, accordingly. Deliverables: - Attend Site Reconnaissance Project Site Visit - Prepare and distribute meeting minutes Schedule: - See Schedule E - Project Schedule Task 1.3 — Project Coastal Engineering and Analysis: The CONSULTANT research existing coastal data and coastal models, including wind, waves, current and water levels. Calculations used for the design of the pier structure, affecting the deck height, pilings and pile cap, will be performed using the Shore Protection Manual (SPM) and Coastal Engineering Manual (CEM). The CONSULTANT will coordinate performance of the Bathymetric Survey and use data to calculate the incident wave height on the structure and lateral /uplift forces that the incident wave imparts on the pier. The CONSULTANT will evaluate two design storm conditions: Category 3 Hurricane event and one Synthetic 15 year return Period. Calculations will look at incident waves from three angles: northeast, east and southeast. This task may include document review by City for analysis and decision on resistance to storm event versus cost impact to delimit structural damage. Deliverables: - Coordinate all Surveying and Geotechnical Services - Submit the reports to the City and Structural Engineers - Prepare and distribute meeting minutes South Pointe Park Pier 4 Schedule A 04/05/2011 Schedule: - See Schedule E - Project Schedule Task 1.4 — Initial Planning ession to adopt approved Conceptual Design: q p pp n: p g The CONSULTANT shall attend an initial Planning Session to be scheduled with representatives of the CITY and the CONSULTANT. The purpose of the session shall be to clarify Project goals to the user group(s) so that viable conceptual alternative can be explored. At this meeting, the CONSULTANT shall review the background information, program and site information. This planning session will establish the groundwork for the development of the approved conceptual plan. The CONSULTANT shall prepare draft meeting minutes and forward them to the CITY for review and comments. The CONSULTANT shall finalize and distribute, accordingly. Based on the results of the site visit, materials presented at the Kickoff Meeting and during subsequent background gathering, and discussion and conclusions made at the initial planning session, the CONSULTANT shall develop preliminary conceptual alternatives that are responsive to the project program, budget, and schedule. Initial testing parameters and investigative work recommendations shall also be identified. The CONSULTANT shall assemble graphic images identifying alternative Project design concepts, if applicable, to allow the CITY a full understanding of proposed alternatives. Deliverables: - Attend review session with representatives from the CITY. - Prepare and distribute meeting minutes - Develop approved Project Conceptual Plan - Develop "budget" level ROM cost estimates - Revise approved concept and develop final materials Task 1.5 - DRB, Commission and /or Review Meetings: The CONSULTANT shall provide for presentations to the DRB, Commission and other City Departments meetings as necessary to gain the required City approvals in order to proceed with the Design Development phase of the project. In addition, to all required efforts noted above, the CONSULTANT shall note that the CITY may, at its discretion, substitute one of the meetings described herein for a meeting with a CITY, Committee or Agency, as deemed necessary. Deliverables: - Attend DRB review meeting with representatives from the CITY. - Prepare and distribute meeting minutes - Develop approved Project Conceptual Plan - Submit approved concept and develop final materials Task 2 - Design Services: The purpose of this task is to establish requirements for the preparation of contract documents and provide approved permits from of the regulatory agencies and /or comply with ordinances that will have significant review jurisdiction for the Project. The CONSULTANT will be required to prepare construction and permit documents for the demolition of the existing pier. New Pier Design shall include, in addition to the demolition of existing pier permit documents, the design, permitting, bid and award and construction administration for the design and construction of the new pier. The City anticipates that demolition plans can be prepared and permitted concurrently with the design and construction documents of the new pier. South Pointe Park Pier 5 Schedule A 04/05/2011 The purpose of this Task is to establish requirements for the preparation of contract documents for the Project. • The CONSULTANT shall be required to perform a variety of forensic tasks to verify existing conditions and the accuracy of any available as -built drawings, surveys and maps to be used for development of the contract drawings; • Requirements for the preparation of contract documents, inclusive of drawings, specifications and front - end documents; • Establishes requirements with regard to constructability and value engineering reviews; • Establishes requirements for the preparation of Statements of Probable Construction Cost by the CONSULTANT as defined by the American Association of Cost Engineers; • Establishes requirements for the Community Design Review Meeting (CDRM); • Discusses contract document revisions based upon the input received from the residents at the Community Design Review Meeting (CDRM); • Specifies requirements for review of contract documents with jurisdictional permitting agencies prior to finalization; • Discusses the QA/QC of Design Documents. In addition, the CONSULTANT shall follow City standards for the preparation of contract documents, inclusive of drawings, specifications, front -end documents and cost estimates. Presentation formats for review submittals shall be prepared for submittal to the City's Design Review Board during the Conceptual Phase, and at 50% (Design Development Phase), 100% (Construction Documents Phase) completion stages and a Risk Assessment Plan (RAP). Contract documents shall be subject to Constructability and Value Engineering reviews by City and /or others. The CONSULTANT will work with the City to revise /adjust project scope as may be deemed necessary to meet established budgets as design evolves through the design stages of completion. In addition, the CONSULTANT shall extend and participate in a community design review meeting and a pre - construction / kick off meeting with the residents to review the design. To facilitate the implementation of a Public Information Program, the CONSULTANT will provide electronic files of all project documents, as directed by the City. The CONSULTANT shall be responsible for securing all required regulatory approvals of its contract documents from all applicable jurisdictional agencies and boards prior to finalization, and will be responsible for initiating submittals and reviews in a timely manner. 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, and constructability of its Contract Documents. As a point of reference with respect to the Pier project's complexities, the following represents some, but not all of the regulatory agencies and /or ordinances that will have significant review jurisdiction: • US Army Corps of Engineers South Pointe Park Pier 6 Schedule A 04/05/2011 • US Coast Guard • Florida Department of Environmental Protection (FDEP) • Marine Turtle Lighting Ordinance • Coastal Construction Control Line Program • Florida Fish and Wildlife Conservation Commission (FFWCC) • South Florida Water Management District (SFWMD) • Miami -Dade County Department of Environmental Resources Management (DERM) • Miami -Dade County Shoreline Review Board • City of Miami Beach The total estimated Construction Cost Budget for the project is approximately $4,000,000, not including a construction phase contingency allowance that is to be held in reserve by the CITY for CITY's use during construction phase. Task 2.1 — Design Development: Upon completion and acceptance of the final survey, the CONSULTANT shall forward same to the following agencies with a request to mark / identify respective utilities on the survey base map. The CONSULTANT shall coordinate this effort with each agency in an effort to identify the location of all existing underground utilities. The CONSULTANT shall incorporate utility owner markups / edits into its survey base map file. The CONSULTANT shall contact the following entities and request that they each verify locations of their existing improvements in the affected areas: • Florida Power and Light Company • BellSouth • Miami -Dade Water and Sewer Authority • Charter Communications (Atlantic Broadband) • Natural Gas provider • City of Miami Beach Public Works Department • Others as deemed necessary by the CONSULTANT The CONSULTANT shall also request information regarding any future proposed improvements by each agency. To facilitate tracking of the progress made in this work effort, the CONSULTANT shall copy the CITY on all correspondence with each agency. In addition, the CONSULTANT shall keep a readily accessible and properly labeled / collated file of all correspondence and markups provided to it by the various agencies for reference use by the CITY and /or CONSULTANT, during construction. The CONSULTANT shall become familiar with the Project site through frequent site visits, research, and examination of any record drawings, as applicable, and shall notify the CITY of any field, onsite, or off -site conditions not shown or incorrectly shown on record drawings, as may have been reasonably discovered. At the CONSULTANT's request, the CITY shall facilitate the CONSULTANT's access to the Project site and or facilities for investigative purposes. These site visits are part of the CONSULTANT's Basic Services, are considered due diligence, and the CONSULTANT shall receive no additional compensation for such design phase site visits and meetings. Provided that the CONSULTANT has conducted a good faith investigation, the CONSULTANT and CONSULTANT's sub - consultants shall not be responsible or held liable for undiscovered hazardous conditions or materials. Based on the collected data, the CONSULTANT shall develop detailed design base maps for the Project. The maps shall include an overall key map and partial plans scaled at 1 -inch equals 20 feet or a scale that better South Pointe Park Pier 7 Schedule A 04/05/2011 suits the Project requirements. CONSULTANT shall illustrate proposed improvements on the site plan and shall prepare final site plan based on the information gathered herein. Copies of base maps shall be distributed to CITY. Deliverables: Perform work as noted to develop final survey. Deliver three (3) draft and five (5) final signed and sealed surveys to CITY. Schedule: See Schedule E — Project Schedule Task 2.2 — Detailed Design: The CONSULTANT shall prepare detailed design documents consisting of architectural, structural, civil, mechanical, electrical, landscape, and irrigation drawings, as applicable. All contract documents are to be provided in accordance with applicable standards and with the requirements of all applicable state, local and federal regulatory agencies having jurisdiction over the Project. Technical specifications shall be prepared in conformance with Construction Specifications Institute (CSI) formats. CONSULTANT must review CITY standards and adopt and change /update where necessary. Any supplier listings required by specifications shall include a minimum of two (2) 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. CONSULTANT shall use the same software in all Project related work. CONSULTANT shall utilize base front -end documents provided by the CITY. 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. CONSULTANT shall attend bi- weekly or monthly Design Progress Meetings as required to meet the project schedule (see Exhibit E) with CITY at the City's CIP offices as scheduled by CITY staff. The CONSULTANT shall provide, and maintain a design progress schedule. Should the City determine that the CONSULTANT has fallen behind schedule, the CONSULTANT shall provide a recovery schedule that shall accelerate work to get back on schedule. 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: The 50% design completion stage milestone shall consist of the completed survey, work products of the previously outlined Tasks, with all proposed improvements identified in approved BODR, illustrated in plan and elevation views, and with applicable sections and details. In addition, the CONSULTANT shall include draft technical specifications and a draft schedule of unit prices bid (bid form) identifying the items, units, and quantities to be bid by prospective contractors as part of their bid submittal. Also, this submittal shall include the CONSULTANT's Statement of Probable Construction Cost as defined by the American Association of Cost Engineers to be consistent with the overall not -to- exceed Project budget. Prior to the preparation of the 50% design completion stage drawings, the CONSULTANT shall incorporate changes to its design based upon its existing as -built / existing conditions verification efforts and review comments received, as noted in Task 2.3 below. 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. The CONSULTANT shall include detailed construction sequencing restrictions for the CITY'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, as noted in Task 2.3 below. In addition, the CONSULTANT shall provide its "Definitive" Statement of Probable Construction Cost as defined by the American Association of Cost Engineers with this submittal to be consistent with the overall not -to- exceed Project Construction Cost Budget. Prior to 90% design, CONSULTANT shall meet with appropriate regulatory agencies to confirm that the Project design meets regulatory requirements. South Pointe Park Pier 8 Schedule A 04/05/2011 • The 100% design completion stage milestone shall consist of the 90% documents updated to include all constructability and design review comments, and regulatory agency comments. The CONSULTANT shall provide its "Definitive" Statement of Probable Construction Cost, and unit price bid form, modified as needed, to reflect final permit and regulatory agency comments and modifications. Deliverables: - Furnish six (6) sets each of the 50 90, and 100 percent design completion stage documents and Statements of Probable Construction P 9 Cost to CITY, as applicable (three full size and three half size for each submittal). - Attend design progress meetings with CITY staff at the CIP offices as scheduled by the CITY. Schedule: - See Schedule E — Project Schedule - Complete 90percent document submittal within 30 calendar days after receiving review comments from various City Departments on 50% submittal. Permit submittal to applicable regulatory agencies will commence upon completion of 90 percent documents. - Complete Final document submittal within 5 working days after receipt of all comments from regulatory agencies. Task 2.3 — Design Constructability / Value Engineering Review: To verify that the CONSULTANT is in compliance with the required BODR and City `s requirements, the CITY will conduct a series of design submittal reviews on all Project design documents, inclusive of cost estimates at the 50% and 90% completion stage submittals. Note that the 90% completion stage submittal will be utilized to initiate the City of Miami Beach Building Department permitting reviews, and the final design submittal stage submittal will incorporate the review comments and will be used to procure permits from jurisdictional review agencies, and /or may be utilized to obtain pricing. The purpose of these reviews shall be to verify that the documents are consistent with the design intent as set forth in the approved Project Basis of Design Report (BODR). These documents shall be furnished as bound 8 -1/2 -inch by 11 -inch technical specifications and full -size (24 -inch by 36 -inch) and half size (11 -inch by 17- inch) drawings (as noted in the Task 2.3 deliverables). The applicable CITY 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 and CONSULTANT to discuss the intent and review of the comments. Subsequently, the CONSULTANT shall address how each comment was resolved, within 5 working days after the review session and /or receipt of the comments. The responses shall be in the spreadsheet format provided to the CONSULTANT. The CONSULTANT shall revise its documents to address all review comments. The City 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 to discuss the CONSULTANT's proposed construction sequencing restrictions and bid formats. The CITY's review of the contract documents shall not relieve CONSULTANT from its responsibility to the CITY with regard to the quality and completeness of its contract documents. Deliverables: - Attend meetings with the CITY to review and discuss design constructability and South Pointe Park Pier 9 Schedule A 04/05/2011 value comments. - Prepare written responses to comments made during reviews within 5 working days after the review session . Schedule: - Complete concurrently with Design Phase schedule. Task 2.4 — Cost Opinions: The CONSULTANT shall prepare Statements of Probable Construction Cost for the 50% and 100% design completion stage submittals, as well as the final 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) "Budget" Level as defined by the American Association of Cost Engineers. The accuracy of the cost estimate associated with the 90 percent 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. 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 Construction Cost Budget (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 Construction Cost will exceed the Construction Cost Budget. The CONSULTANT shall revise the contract documents to reflect necessary revisions to meet budget parameters at no additional cost accordingly. Deliverables: - Furnish three (3) sets of 50, 90 and 100 percent completion stage Statements of Probable Construction Cost to CITY, in MS -Excel electronic disc format, concurrently with the design submittals noted in Task 2.3. - Attend meetings with the CITY 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 Meeting The CONSULTANT shall attend and participate in one (1) Community Design Review Meeting (CDRM) to review the design progress and concept. The CITY shall schedule, find location for, and notify residents of said meeting. The CONSULTANT shall prepare draft meeting minutes and forward them to the CITY, who shall review, provide comments and distribute accordingly. The CONSULTANT shall prepare for, attend and present its documents at this meeting. Meeting shall be scheduled at the 50% design completion stage. Note that presentation format shall consist of a brief Power Point presentation to review Project status, plus review of actual full size plans for the project. The CONSULTANT shall provide sufficient staff at the meeting to address concerns by residents at two (2) plan stations. It is anticipated that the CONSULTANT will attend one Pre -CDRM meeting with CITY staff to review the proposed format of the presentation. Task 2.6 - Document Revisions: South Pointe Park Pier 10 Schedule A 04/05/2011 The CONSULTANT shall incorporate the necessary contract document revisions, as approved by the CITY and based upon the input provided by the residents at the CDRM. Task 2.7 — Permitting 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. CONSULTANT shall participate in meetings, submissions, resubmissions and negotiations with such authorities. CONSULTANT shall respond to comments by such authorities within five (5) working days of receipt of comments unless a different time is agreed to by CITY. 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 CITY is to track and monitor progress on the preparation and review of permits and subsequent requests for information, CONSULTANT shall also copy the CITY on all permit related correspondence. This includes CONSULTANT generated minutes from meetings held with related parties. 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 permittability of the proposed design and the CONSULTANT's ability to respond to permitting agency requests for information in a timely manner. Notwithstanding the above, the CITY's failure to identify governmental authorities that have jurisdiction over Project shall not relieve CONSULTANT from its sole responsibility to procure all requisite permits. Deliverables: - Correspond with noted jurisdictional authorities to establish permitting requirements. - Revise documents and respond to permitting inquiries as required. - Attend meetings with the CITY, 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 CONSULTANT's QA/QC 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, at its discretion, may require that CONSULTANT attend public meetings or meetings with City Staff 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: Task 3.1 - Construction Contract Document Review: The CONSULTANT shall assist the CITY during the bid and award phase of the Project's construction contract. The CITY, shall transmit contract documents prepared by CONSULTANT to the CITY's Legal and Procurement Departments for verification of appropriate insurance, form and bonding requirements. CONSULTANT shall assist CITY in this effort by providing (1) one electronic copy of the complete contract documents set (drawings and specifications) and participating in meetings, submissions, resubmissions and discussions with these City departments, as necessary. CONSULTANT shall address and re- submit South Pointe Park Pier 11 Schedule A 04/05/2011 corrections and responses to comments to any CITY Agency or any City Department within 5 (five) working days of receipt of comments. Task 3.2 - Bid Document Delivery: The CONSULTANT shall provide the CITY 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 Opening: The City shall conduct one or more pre -bid conferences. CONSULTANT shall attend the pre -bid conference and bid opening for each phase of this Project and review, and advise the City accordingly. CONSULTANT will prepare meeting agenda and draft meeting minutes. CONSULTANT shall attend and participate in as many pre -bid conferences and bid openings as may be required. Task 3.4 - Addenda Issuance: CONSULTANT shall provide the City timely responses to all inquiries received from the City from prospective bidders by preparing written addenda. Format for addenda shall be as provided to CONSULTANT by City. These queries and responses shall be documented and a record of each shall be transmitted to the City on a same day basis. CONSULTANT shall prepare and distribute necessary addenda as approved by the City. The CITY will consolidate responses and prepare and distribute the addenda to all plan holders of record accordingly. Task 3.5 — Bid Evaluation and Bid Opening: CONSULTANT shall coordinate with the City in the process for evaluation, review and acceptance of the bidding. The Consultant shall be present with the City P when the bids are opened and shall evaluate and make recommendations to the City regarding the acceptance and award of bids to qualified responsive and responsible contractors. CONSULTANT shall evaluate the bids for completeness, full responsiveness and price, including alternative prices and unit prices, and shall make a formal recommendation to City with regard to the award of contract. Non - technical bid requirements shall be evaluated by others. This scope of services includes no additional allowance for CONSULTANT's time to assist the CITY in the event of a bid protest. To the extent CONSULTANT's services are required in the event of a bid protest; CONSULTANT shall participate in such activities, as a basic service, at no additional cost to the CITY. Task 3.6 — As Bid Contract Documents: After the contract award and prior to the pre- construction conference, the CONSULTANT shall prepare "As- Bid" construction contract documents which, at a minimum, shall 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 sets as requested, for distribution to the CITY within five (5) working days after City Commission approval. South Pointe Park Pier 12 Schedule A 04/05/2011 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 sets of contract documents for contract execution - Prepare As -Bid contract documents, reproduce sets and forward to the CITY. Schedule: - See Schedule E — Project Schedule TASK 4 — CONSTRUCTION ADMINISTRATION SERVICES The CONSULTANT shall perform the following tasks related to the construction administration of the Project. These tasks shall be performed during the duration of all construction. CONSULTANT's compensation includes construction administration for the duration (through completion and issuance of final certification) of the Project. CONSULTANT's construction administration services tasks shall be required during the duration of all construction (through Project completion and final certification) at the negotiated total amount and rates. No over -time rates will be considered. The use of E- Builder software will be implemented during the construction phase of this Project and will be used by CITY staff, the Contractor, and the CONSULTANT for Project document management and tracking purposes. CONSULTANT will be required to electronically archive into E- Builder scanned copies of: CONSULTANT transmittals; approved /rejected submittals and shop drawings; responses to requests for information, contract document clarifications, requests for proposals; field orders; field measurement forms and pay application review comments; notices of contractor non - compliance; contractor permits, notices to proceed, inspection reports and photographs; daily work log and Daily Construction Observation Forms; pre /post construction digital photographs; materials sampling and test results and reports; certificates of substantial and final completion, and any and all correspondence, reports, logs and documents associated with Project management, construction administration, and Resident Project Representative activities associated with the construction and final certification of the Project. The E- Builder software license expense will be a reimbursable item and the required training for this software will be facilitated by the CITY. Task 4.1— Pre - Construction Meeting: The CONSULTANT shall attend one (1) pre- construction meeting with CITY and Contractor. The CONSULTANT will prepare and distribute agenda and subsequent meeting minutes to all attendees and other appropriate parties. Deliverables: - Attend and participate in pre- construction meeting. - Prepare agenda and meeting minutes. Schedule: - As scheduled by CITY after issuance of Task 4 Notice to Proceed. Task 4.1B: Pre - Construction Kick -off Meetin • with Residents as a • • licable : The CONSULTANT shall prepare, attend and conduct one (1) pre- construction meeting with the residents. The purpose of this meeting shall be to introduce the Contractor to the residents, as well as have the CONSULTANT present a Power Point overview of anticipated construction sequencing, conditions to be South Pointe Park Pier 13 Schedule A 04/05/2011 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). Task 4.2 — Weekly Construction Meetings: The CONSULTANT shall attend weekly construction meetings with the Contractor and applicable CITY staff for the duration of the Project. The purpose of these meetings shall be to review the status of construction progress, shop drawing submittals, and contract document clarifications and interpretations. 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. These site visits shall be separate and distinct from the "Specialty Site Visits ". The CONSULTANT will prepare meeting minutes and distribute to all attendees and other appropriate arties. parties. on field observations and other construction related activities, the CONSULTANT shall identify and document any issues, field conditions, Contractor performance related items, and other risks /concerns that may impact the cost and timely delivery of the Project, and the expectations of the CITY, as well as the Contractor's plans and recovery schedule to mitigate those risks and meet contractual obligations. Deliverables: - Attend and participate in weekly construction progress meetings. - Prepare meeting minutes to document construction activities as stated above. - Issue non - compliance notices to the Contractor, and log into the E- Builder software program, as warranted. - Archive all relevant documents, transmittals and correspondence into E- Builder, as previously noted. Schedule: - Weekly throughout the Project duration. Task 4.3 — Requests for Information / Contract Document Clarification (RFIs / CDCs): The CONSULTANT will receive, log and process all RFIs / CDCs and requests for proposal (RFPs). Whenever an RFI involves the interpretation of design issues or design intent, the CONSULTANT shall prepare a written response within three (3) calendar days and return it to the CITY. In addition, should certain items within the contract documents require clarification, the CONSULTANT may be requested by the CITY to prepare and forward CDCs. 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 CITY. Issue CDC's as required. Respond / process RFPs as required. - Provide RFI, CDC, RFP and other construction management logs. - Archive all relevant documents, transmittals and correspondence into E- Builder, as previously noted. South Pointe Park Pier 14 Schedule A 04/05/2011 Schedule: - On -going throughout Project construction duration Task 4.4 — Requests for Changes to Construction Cost and /or Schedule: The CONSULTANT will receive, log and evaluate all requests for Project cost and /or schedule changes from the CM and report such to the City at the weekly progress meetings at a minimum. The CONSULTANT shall distribute and update the Change Order log at each progress meeting. Changes may be the result of unforeseen conditions or interferences identified by the Contractor during the routine progress of work, inadvertent omissions (betterment) issues in the contract documents, or additional improvements requested by the City or CONSULTANT after approval of the base bid by the City Commission. Regardless of the P Y Y 9 source, CONSULTANT will evaluate the merit of the claim as well as the impact of the potential change in terms of Project cost and the schedule. CONSULTANT will review claims and / or change order requests with City. No claims assistance services are included 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 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 AIA format with supporting documentation. - Archive all relevant documents, transmittals and correspondence into E- Builder, as previously noted. Schedule: - Ongoing throughout Project duration Task 4.5 — Processing of Shop Drawings: The CITY will receive, log and distribute shop drawings to the CONSULTANT for its review. The CONSULTANT shall have five (5) calendar days from the time of receipt in its office, to review and return shop drawings to the CITY. The CITY will hold the CONSULTANT directly responsible for any impacts resulting from untimely review of submittals. Deliverables: - Review and approve, or reject, Shop Drawings and return them to the CITY. - Archive all relevant documents, transmittals and correspondence into E- Builder, as previously noted. Schedule: - Ongoing throughout Project duration. Task 4.6 — Mandatory Specialty Site Visits South Pointe Park Pier 15 Schedule A 04/05/2011 The CONSULTANT shall be required to perform the following mandatory site visits that shall occur during the following stages of construction (as applicable to the scope of work of this project) and shall be conducted by the appropriate professional consultants. A. Site preparation /demolition: 1. Clearing, demolition & debris removal 2. Site utilities, excavation & installation 3. Permit agency site visits B. Structural framework: General Observations (Threshold) By Others 1. Reinforcement concrete - reinforcement sizing & spacing before pouring, based on approved reinforcing steel shop drawings 2. Steel - connections, welds, bolts & fireproofing 3. Deck, pilings and pile caps C. Build -out (finish): 1. Pier finishes 2. Accessories, railings, benches, lighting 3. Plumbing - fixtures, valves & drains 4. Electrical - fixtures, outlets, switch, safety switches, 5. Safety -to -Life systems (as applicable) D. Final exterior work: 1. Paving, slope, drainage, striping, expansion joints & curbs 2. Landscaping - irrigation, planting material, grades 3. Walkways - drainage E. Final punch -list /close -out: 1. Punch -lists 2. Project close -out 3. Instruction manuals 4. Substantial Completion F. Warranty Phase: 1. Warranty period visit 2. Review and certify visit G. Post - Occupancy Evaluation. After each Site Visit, the CONSULTANT, and /or the Consultant's sub - consultants, shall complete and submit to the City, a report ( "Site Visit Report ") which shall, at minimum, contain the following information: a) Site Visit report number; b) City, Facility name, Project title, Project number and location; South Pointe Park Pier 16 Schedule A 04/05/2011 • c) Name of contractor /subcontractor; d) Start & finish time of visit & weather conditions; Project site administrator sign -in & sign -out; f) Personnel on -site, by trade; g) Progress /quality of work by trade; h) Photographic record with captions (digital format); and i) Remarks /Actions On the basis of Site Visit observations, the CONSULTANT shall inform the City and the Contractor immediately, in writing, of the progress (or lack of progress) and quality of the Work, and the CONSULTANT shall endeavor to guard the City against defects and /or deficiencies in the Work. The CONSULTANT shall have access to the Work at all times, whether it is in preparation or progress, in order to meet its responsibilities and obligations under the agreement. Task 4.7 — Project Closeout: Upon receiving notice from the Contractor advising the CONSULTANT that the Project is substantially complete, CONSULTANT, in conjunction with appropriate CITY 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. Upon notification from Contractor that all remaining "punch list" items have been resolved, the CONSULTANT, in conjunction with appropriate CITY staff, shall perform a final review of the Project. Based on successful completion of all outstanding work items by the Contractor, the CONSULTANT shall assist CITY in closing out the construction contract. This shall include, but not be 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, certificates of substantial and final completion, consent of surety to final payment, and processing of the final payment application. 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: - 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. - Receive from Contractor original permit set, red -lined "as- built" drawings in a form acceptable to the CITY. - Prepare electronic record drawings and certify Project as complete per applicable jurisdictional requirements. - Submit five (5) full size copies of final as -built record drawings with applicable certifications of completion. South Pointe Park Pier 17 Schedule A 04/05/2011 - Submit final as -built record drawings electronically in CD format. - Submit final Project photographs / aerials. - CONSULTANT to provide Close -Out Book with the following information: • Permits — complete final permit inspection sign -offs; ensure that all permits are closed • Engineer's Certification of Project Completion that Project was built in accordance with plans and specifications.. • Change orders — provide all finalized change order information, including funding. • Punch list — provide complete list, including date item closed. • Certificate of Substantial / Final Completion • Operating and Maintenance Manuals • Pay applications • Final Waiver and Releases of Lien / Consent of Surety • Material testing log • Permit fees log • Record drawing log Schedule: - On -going throughout duration of Project. Task 4.8 — Warranty Administration /Post Project Services: The CONSULTANT shall assist the CITY with the coordination of requested warranty work. This assistance shall be provided for a period of up to one (1) year following Final Completion and acceptance of the Project by the CITY, or the issuance of the Final Payment, whichever occurs latest. Deliverables: - Assist the CITY with warranty work completion. Schedule: - Up to one (1) year following Final Completion and acceptance of the Project by the CITY, or the issuance of the Final Payment, whichever occurs latest. 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 shall be requested by City and negotiated in accordance with contract requirements pursuant to the hourly rates identified in Schedule "C ". South Pointe Park Pier 1 g Schedule A 04/05/2011 • Note that a separate Notice to Proceed is required prior to performance of any Work not expressly required by this Scope of Services. If CONSULTANT, proceeds with "out of scope" work without proper authorization, it does so at its own risk. 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 — Surveying: The CONSULTANT shall arrange for and coordinate g the efforts of licensed surveyors to prepare required surveys within the Project limits to meet the intent of the approved Project Scope. Proposals f r th y J o these PP J p services shall be submitted to the CITY for review and approval. Task 6.4 - Geotechnical Evaluation: The CONSULTANT shall arrange for and coordinate the efforts of a geotechnical firm to perform boring / test excavations as necessary to adequately define the soil characteristics for the purposes of design. Proposals for these services shall be submitted to the CITY for review and approval. Task 6.5 — Underground Utility Verification (as needed): The CONSULTANT shall contract the services of an underground utility location service to perform additional vacuum extraction excavations, as needed, in an effort to better identify existing underground conditions where work is to be performed as necessary. Actual locations shall be as directed by the CONSULTANT, subject to CITY review and acceptance. Proposals for these services shall be submitted to the CITY for review and approval. Minimum Drawing Requirements The composite set of drawings to be produced shall contain sufficient information and detail to clearly define all proposed improvements in terms of quantity, quality and location. The CONSULTANT shall propose a drawing list to be reviewed and approved by the CITY. South Pointe Park Pier 19 Schedule A 04/05/2011 SCHEDULE B CONSULTANT COMPENSATION • Schedule of Payments Pre Design Services $ 40,000 Design Services $ 230,000 Bidding and Award Services $ 5,000 Construction Administration $ 55,000 Reimbursable Allowance $ 39,000 SCHEDULE C HOURLY BILLING RATE SCHEDULE Prepared for City of Miami Beach Principal $225.00 Project Manager $198.00 Sr. Engineer III $180.00 Sr. Engineer II $135.00 Engineer EI $91.00 Planner $85.00 Sr. Scientist III $140.00 Sr. Scientist II $110.00 Scientist 75.00 Sr. CADD $80.00 • SCHEDULE D CONSTRUCTION BUDGET $ 4,000,000 (four million dollars) SCHEDULE E PROJECT SCHEDULE • Notice to Proceed April 20, 2011 • Deliver Concept for Pier Entrance May 09 , 2011 • Design Review Board (DRB) Presentation May 16, 2011 • Deliver 50% Construction Documents July 01, 2011 • Review comments by City July 15, 2011 • Submit preliminary Permit Documents July 22, , 2011 • Deliver 100% Construction Documents August 1, 2011 • Review comments by City August 5, 2011 • Deliver Final Construction Documents August 22, 2011 • Deliver Final Permit Package s August 26, 2011