2011-27710 Reso RESOLUTION NO. 2011 - 27710
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI
BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY MANAGER
PERTAINING TO THE RANKING OF FIRMS, PURSUANT TO REQUEST FOR
QUALIFICATIONS (RFQ) NO. 35- 10/11, FOR A DESIGN CRITERIA PROFESSIONAL TO
PREPARE THE DESIGN CRITERIA PACKAGE FOR THE PALM AND HIBISCUS
NEIGHBORHOOD RIGHT -OF -WAY IMPROVEMENT PROJECT, WHICH IS INTENDED
TO BE A DESIGN -BUILD CONTRACT; AND TO SERVE AS THE CITY'S
REPRESENTATIVE DURING THE SELECTION OF THE DESIGN -BUILD FIRM FOR THE
PROJECT, CONCERNING THE EVALUATION OF THE RESPONSES SUBMITTED BY
THE DESIGN -BUILD FIRMS; REVIEW AND APPROVE FOR COMPLIANCE OF THE
DETAILED WORKING DRAWINGS FOR THE PROJECT; AND FOR EVALUATION OF
THE COMPLIANCE OF THE PROJECT CONSTRUCTION WITH THE DESIGN CRITERIA
PACKAGE; AUTHORIZING THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS
WITH THE TOP - RANKED PROPOSER, CAMP, DRESSER & MCKEE, INC (CDM) ; AND
SHOULD THE ADMINISTRATION NOT BE SUCCESSFUL IN NEGOTIATING AN
AGREEMENT WITH THE TOP - RANKED PROPOSER, AUTHORIZING NEGOTIATIONS
WITH THE SECOND - RANKED PROPOSER, CORZO, CASTELLA, CARBALLO,
THOMPSON, SALMAN, PA (C3TS); AND SHOULD THE ADMINISTRATION NOT BE
SUCCESSFUL IN NEGOTIATING AN AGREEMENT WITH THE SECOND - RANKED
PROPOSER, AUTHORIZING NEGOTIATIONS WITH THE THIRD - RANKED PROPOSER,
CALVIN, GIORDANO, AND ASSOCIATES, INC; AND FURTHER AUTHORIZING THE
MAYOR AND CITY CLERK TO EXECUTE AN AGREEMENT UPON CONCLUSION OF
SUCCESSFUL NEGOTIATIONS BY THE ADMINISTRATION.
WHEREAS, on June 1, 2011, the Mayor and City Commission approved the
issuance of Request for Qualifications (RFQ) No. 35- 10/11, for a Design Criteria
Professional to prepare the design criteria package for the Palm and Hibiscus Neighborhood
Right of Way Improvement Project, which is intended to be a design -build contract; and to
serve as the City's representative during the selection of the design -build firm for the project,
concerning the evaluation of the responses submitted by the design -build firms; review and
approve for compliance of the detailed working drawings for the project; and for evaluation of
the compliance of the project construction with the design criteria package; and
WHEREAS, the RFQ was issued on June 16, 2011, with an opening date of July 14,
201; and
WHEREAS, a pre - proposal conference to provide information to the proposers
submitting a response was held on June 21, 2011; and
WHEREAS, BidNet issued bid notices to 342 prospective proposers, BidSync
(formerly known as RFP Depot) issued bid notices 8472 prospective proposers of which 48
viewed the notice, and 34 local proposers were notified via mail, e-mail, which resulted in the
receipt of the five (5) proposals; and
WHEREAS, on July 12, 2011, the City Manager via Letter to Commission (LTC) No.
177 -2011, appointed an Evaluation Committee (the "Committee ") consisting of the following
individuals:
• Ian Kaplan, President of the Palm & Hibiscus Island Neighborhood Association;
• Brad Meltzer, resident and President of KM Plaza Construction;
• Elizabeth Camargo, Resident and Capital Improvement Projects Oversight
Committee (CIPOC) member;
• Tom Mooney, Preservation and Design Manager, Planning Department.
• Grace Escalante, Senior Capital Projects Coordinator, CIP;
• Hermes Diaz, Civil Engineer II, Public Works; and
• Tim Rose, member of the Palm & Hibiscus Island Neighborhood Association;
Alternates
• Thais Vieria, Capital Projects Coordinator, CIP; and
• Christina Cuervo, Resident and Capital Improvement Projects Oversight
Committee (CIPOC) member; and
WHEREAS, the Committee convened on August 4, 2011 and was provided with
general information on the scope of services, Performance Evaluation Surveys and
additional pertinent information from all responsive proposers; and
WHEREAS, the Committee was also provided with presentations from all proposers
with the intent of focusing the discussion on the Scope of Service relative to these projects
and the methodology and approach to be utilized by the proposer in order to represent the
City of Miami Beach on said projects; and
WHEREAS, the Committee members discussed their individual perceptions of the
proposers' qualifications, experience, and competence, and ranked the proposers
accordingly; and
WHEREAS, a motion was presented by Brad Meltzer, amended by Tom Mooney,
and unanimously approved by all Committee members to recommend entering into
negotiations with the proposers as a result of the overall Committee's rankings: CDM,
C3TS, and Calvin, Giordano, and Associates; and
WHEREAS, in abundance of caution and to avoid any potential conflicts, the
Evaluation Committee requested that the Administration confirm whether the recommended
proposer does not have a contract or provide any services to any of the utility companies
that they will be interacting pursuant to this RFQ; and
WHEREAS, the Administration requested Camp Dresser & Mckee, Inc (CDM) to
disclose any agreement or contractual relationship with any of the utility companies involved
in this project and CDM provided the following statement:
"CDM conducted a query of our projects database for active projects with FPL, AT &T,
Bellsouth, or Atlantic Broadband. Our records indicate that we do not have an active
project with these entities in Miami Dade County. Hence, CDM does not foresee any
conflict of interest on the Palm and Hibiscus project during the execution of local
coordination efforts with these respective utilities. Utility coordination is customary for
ROW projects our firm is engaged in.
CDM values our long standing relationship with the City and look forward to working
on this assignment "; and
WHEREAS, after considering the review and recommendation of City staff, the City
Manager exercised his due diligence and is recommending that the Mayor and the City
Commission authorize negotiations with the top- ranked proposer, Camp Dresser and
_ J
1
McKee, Inc (CDM); and should the Administration not be successful in negotiating an
agreement with the top- ranked proposer, authorizing negotiations with the second - ranked
proposer, Corzo, Castella, Carballo, Thompson, Salman, PA (C3TS); and should the
Administration not be successful in negotiating an agreement with the second - ranked
proposer, authorizing negotiations with the third - ranked proposer, Calvin, Giordano and
Associates, Inc; and further authorizing the Mayor and City Clerk to execute an agreement
upon conclusion of successful negotiations by the Administration.
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
accept the recommendation of the City Manager, pursuant to Request for Qualifications
(RFQ) No. 35 -10/11 for a Design Criteria Professional to prepare the design criteria package
for the Palm and Hibiscus Neighborhood Right of Way Improvement Project, which is
intended to be a design -build contract; and to serve as the City's representative during the
selection of the design -build firm for the project, concerning the evaluation of the responses
submitted by the design -build firms; review and approve for compliance of the detailed
working drawings for the project; and for evaluation of the compliance of the project
construction with the design criteria package; authorizing negotiations with the top- ranked
proposer, Camp Dresser and McKee, Inc (CDM); and should the Administration not be
successful in negotiating an agreement with the top- ranked proposer, authorizing
negotiations with the second - ranked proposer, Corzo, Castella, Carballo, Thompson,
Salman, PA (C3TS); and should the Administration not be successful in negotiating an
agreement with the second - ranked proposer, authorizing negotiations with the third - ranked
proposer, Calvin, Giordano, and Associates, Inc; and further authorizing the Mayor and City
Clerk to execute an agreement upon conclusion of successful negotiations by the
Administration.
PASSED AND ADOPTED THIS //11 DAY OF See ',lie/
ATTEST:
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CITY CLERK M • OR
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COMMISSION ITEM SUMMARY
Condensed Title:
A Resolution Accepting The Recommendation Of The City Manager Pertaining To The Ranking Of Proposals for A
Design Criteria Professional For The Palm and Hibiscus Neighborhood Right of Way Improvement Project; Authorizing
Negotiations With The Top- Ranked Proposer, Camp Dresser and McKee, Inc (CDM); And Should The Administration
Not Be Successful In Negotiating An Agreement With The Top- Ranked Proposer, Authorizing Negotiations With The
Second - Ranked Proposer, Corzo, Castella, Carballo, Thompson, Salman, PA (C3TS); And Should The Administration
Not Be Successful In Negotiating An Agreement With The Second- Ranked Proposer, Authorizing Negotiations With
The Third - Ranked Proposer, Calvin, Giordano, And Associates, Inc; and further authorizing the Mayor and City Clerk to
execute an agreement upon conclusion of successful negotiations by the Administration.
Key Intended Outcome Supported:
Ensure Value and Timely Delivery of Quality Capital Projects. Maintain City's Infrastructure.
Supporting Data (Surveys, Environmental Scan, etc.): The 2009 Miami Beach Community Satisfactory
Survey indicates that 100% of the projects were substantially completed within 120 days of construction schedule. The
2007 Miami Beach Community Satisfactory Survey indicates that 84% of residents and 86% of businesses rated the
services as good or excellent for recently completed capital improvement projects.
Issue:
Shall the Mayor and City Commission Adopt The Resolution?
Item Summary /Recommendation:
On June 1, 2011, the Mayor and City Commission approved the issuance of Request for Qualifications (RFQ) No. 35-
10/11, for a Design Criteria Professional to prepare the design criteria package for the Palm and Hibiscus
Neighborhood Right of Way Improvement Project.
RFQ No. 35 -10/11 was issued on June 16, 2011, with an opening date of July 14, 2011. A pre - proposal conference to
provide information to the proposers submitting a response was held on June 21, 2011.
BidNet issued bid notices to 342 prospective proposers, BidSync (formerly known as RFP Depot) issued bid notices
8472 prospective proposers of which 48 viewed the notice, and 34 local proposers were notified via mail, e-mail, which
resulted in the receipt of the five (5) proposals.
On July 12, 2011, the City Manager via Letter to Commission (LTC) No. 177 -2011, appointed an Evaluation Committee
(the "Committee ") which convened on August 4, 2011.
The Committee was provided with general information on the scope of services, Performance Evaluation Surveys and
additional pertinent information from all responsive proposers.
The Committee was also provided with presentations from all proposers with the intent of focusing the discussion on
the Scope of Service relative to these projects and the methodology and approach to be utilized by the proposer in
order to represent the City of Miami Beach on said projects. The Committee discussed their individual perceptions of
the proposer's qualifications, experience, and competence, and further ranked the proposers accordingly.
A motion was presented by Brad Meltzer, amended by Tom Mooney, and unanimously approved by all Committee
members to recommend entering into negotiations with the proposers as a result of the overall Committee's rankings:
CDM, C3TS, and Calvin, Giordano, and Associates.
APPROVE THE RESOLUTION.
Advisory Board Recommendation:
Financial Information:
Source of Amount Account
Funds: 1
2
OBPI Total
Financial Impact Summary:
City Clerk's Office Legislative Tracking:
Gus Lope , Ext. 6641
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Sign - Off=
De Director tant City Manager City Manager
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T:\AGEND O11 \9 -14 -11 \RFQ 35 -10 -11 Palm and Hibis ' - Summary.doc
AA I Am I . SAC H AGENDA ITEM — e 7E
DATE 9 — /" /./
0- MIAMI
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
DATE: September 14, 2011
IF 00
SUBJECT: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY
MANAGER PERTAINING TO THE RANKING OF FIRMS, PURSUANT TO
REQUEST FOR QUALIFICATIONS (RFQ) NO. 35-10/11, FOR A DESIGN
CRITERIA PROFESSIONAL TO PREPARE THE DESIGN CRITERIA PACKAGE
FOR THE PALM AND HIBISCUS NEIGHBORHOOD RIGHT -OF -WAY
IMPROVEMENT PROJECT, WHICH IS INTENDED TO BE A DESIGN -BUILD
CONTRACT; AND TO SERVE AS THE CITY'S REPRESENTATIVE DURING THE
SELECTION OF THE DESIGN -BUILD FIRM FOR THE PROJECT, CONCERNING
THE EVALUATION OF THE RESPONSES SUBMITTED BY THE DESIGN -BUILD
FIRMS; REVIEW AND APPROVE FOR COMPLIANCE OF THE DETAILED
WORKING DRAWINGS FOR THE PROJECT; AND FOR EVALUATION OF THE
COMPLIANCE OF THE PROJECT CONSTRUCTION WITH THE DESIGN
CRITERIA PACKAGE; AUTHORIZING THE ADMINISTRATION TO ENTER INTO
NEGOTIATIONS WITH THE TOP - RANKED PROPOSER, CAMP, DRESSER &
MCKEE, INC (CDM) ; AND SHOULD THE ADMINISTRATION NOT BE
SUCCESSFUL IN NEGOTIATING AN AGREEMENT WITH THE TOP - RANKED
PROPOSER, AUTHORIZING NEGOTIATIONS WITH THE SECOND - RANKED
PROPOSER, CORZO, CASTELLA, CARBALLO, THOMPSON, SALMAN, PA
(C3TS); AND SHOULD THE ADMINISTRATION NOT BE SUCCESSFUL IN
NEGOTIATING AN AGREEMENT WITH THE SECOND - RANKED PROPOSER,
AUTHORIZING NEGOTIATIONS WITH THE THIRD - RANKED PROPOSER,
CALVIN, GIORDANO, AND ASSOCIATES, INC; AND FURTHER AUTHORIZING
THE MAYOR AND CITY CLERK TO EXECUTE AN AGREEMENT UPON
CONCLUSION OF SUCCESSFUL NEGOTIATIONS BY THE ADMINISTRATION.
ADMINISTRATION RECOMMENDATION
Adopt the Resolution.
KEY INTENDED OUTCOME SUPPORTED
Ensure Value and Timely Delivery of Quality Capital Projects.
Maintain City's Infrastructure.
ANALYSIS
Midway between Miami and Miami Beach off the MacArthur Causeway are the Palm and
Hibiscus Islands of Miami Beach. These islands were created in the early 1920's from sand
dredged from the bottom of Biscayne Bay. With views of Miami Beach, downtown Miami, the
Commission Memorandum — RFQ # 35 -10 -11 for Palm and Hibiscus Design Criteria
September 14, 2011
Page 2
Venetian Islands, and the shipping channel to the south, these islands provide the setting for
unique and beautiful single - family residential neighborhoods.
On May 16, 2001, the City entered into a professional services agreement with EDAW, Inc.,
pursuant to Request for Qualifications (RFQ) 134 - 99/00, for design and construction services
associated with Palm and Hibiscus Islands streetscape projects.
On May 3, 2002, the City Commission approved Resolution Number 2002 -24853 approving
and officially adopting the Basis of Design Report (BODR) for the Palm and Hibiscus Islands
Neighborhood Right of Way (ROW) Improvement Project. The BODR identified the priority
improvements that set the goals and objectives for the ROW Improvements project. These
improvements include but are not limited to the following:
• Enhanced landscaping / irrigation and street lighting
• Replacement of existing water main infrastructure
• Improved storm water drainage collection and disposal infrastructure including
swale restoration, curb and gutter, backflow prevention devices and other facilities
• Street resurfacing / pavement markings
• Repair and /or extension of existing sidewalks to comply with ADA requirements
• Incorporation of traffic calming features, consistent with community preferences
On October 11, 2006, the City terminated the referenced professional services agreement with
EDAW, Inc. pursuant to resolution Number 2006 - 26345. EDAW, Inc. submitted the 30%
design documents to the City as part of the termination agreement and subsequently the
project was placed on hold in order to allow the Palm and Hibiscus residents to reach
consensus regarding their desire to underground their electrical services.
During this time the Palm- Hibiscus -Star Islands Association (HOA) elected to pursue the
creation of a Special Taxing District with Miami -Dade County in order to finance the expense
associated with its underground utilities project.
At its May 13, 2009 meeting, the City Commission adopted Resolution No. 2009 -27065 which
endorsed, as required pursuant to section 18 -2 of the Miami -Dade County Code, the creation
by Miami -Dade County of a Special Taxing District for Palm Island and Hibiscus Island.
specifically, for the undergrounding of overhead utilities. This is subject to and contingent upon
compliance with and satisfaction of the requirements for the creation of Special Taxing
Districts, as set forth in Chapter 18 of the Miami -Dade County Code.
After successful petition drives and various required public hearings, the registered voters
elected on December 7, 2010 to move forward with the underground project only for Hibiscus
Island. Palm Island West residents elected not to proceed with the underground project (Palm
Island East already has the undergrounding of the utilities).
Recently, the Palm and Hibiscus HOA requested that the City proceed with the Palm and
Hibiscus Islands Neighborhood Right of Way (ROW) Improvement Project and phase the Palm
Island improvements ahead of Hibiscus Island in order not to continue to delay the capital
improvement project due to is undergrounding issue.
This will allow the process between the County, FPL and the City to occur concurrently with
the preparation of a design criteria package in the hopes that, by the time the project is
released for request of proposals to a Design Build Firm, the issue of the undergrounding has
been resolved.
Commission Memorandum — RFQ # 35 -10 -11 for Palm and Hibiscus Design Criteria
September 14, 2011
Page 3
SCOPE OF SERVICES
The City requested qualification statements from a "Design Criteria Professional ". The purpose
of this RFQ is to select the most qualified firm who holds a current certificate of registration
under chapter 471 as a registered engineer to practice engineering and who has documented
experience in the preparation of design criteria package for public facilities and meets the
minimum qualifications described in this document.
The selected firm will act as the City's Consultant and shall provide the City a Design Criteria
Package for Palm and Hibiscus Island as well as a Master Design Criteria Package to be used
as a template for other City horizontal right of way projects. The Palm and Hibiscus
Neighborhood improvement project consists of:
• Landscaping / irrigation and street lighting,
• Replacement of existing water main infrastructure,
• Improved storm water drainage collection and disposal infrastructure including swale
Restoration, curb and gutter and other facilities,
• Street resurfacing / pavement markings,
• Repair and /or extension of existing sidewalks to comply with ADA requirements,
• Incorporation of traffic calming features, consistent with community preferences and
• Incorporation and coordination of the undergrounding of utilities including Florida
Power and Light (FPL), Atlantic Broadband (ABB) and AT &T.
The Design Criteria package at a minimum shall contain concise, performance- oriented
drawings or specifications of the public construction project. The purpose of the design criteria
package is to furnish sufficient information to permit design -build firms to prepare a bid or a
response to an agency's request for proposal, or to permit an agency to enter into a negotiated
design -build contract. The design criteria package must specify performance -based criteria for
the public construction project, including the legal description of the site, survey information
concerning the site, material quality standards, schematic layouts and conceptual design
criteria of the project, cost or budget estimates, design and construction schedules, site
development requirements, provisions for utilities, storm water retention and disposal, and
parking requirements applicable to the project.
Pursuant to Section 287.055(9)(b), Florida Statutes a Design Criteria Professional who has
been selected to prepare a design criteria package for the City is not eligible to render services
under a design -build contract executed pursuant to the design criteria package.
The basic services provided by the Design Criteria Professional shall include but not be limited
to preparation of bidding documents incorporating schematic design, performance
specifications and design criteria for the project (the bidding documents shall require
compliance with the design criteria by the Design -Build firm awarded this Project) and
enforcement of the design criteria including but not limited to notifying the City regarding the
Design - Builder's compliance or non - compliance with the requirements of the design criteria.
The successful firm will be tasked with the following duties and responsibilities:
Task One 1: Phase One Schematic 30%
The DCP shall become familiar with the Project site through frequent site visits, research, and
examination of any record drawings, as applicable, including the attached 30% Schematic
Commission Memorandum — RFQ # 35 -10 -11 for Palm and Hibiscus Design Criteria
September 14, 2011
Page 4
Phase documents prepared by the City's Public Works Department dated January 10, 2010,
the approved Basis of Design Report dated March 21, 2002, the FPL preliminary drawings
dated April 11, 2011 and shall notify the City of any existing site condition omitted from or
incorrectly shown on record drawings, as may have been reasonably discovered. Frequent
visits shall continue until the DCP is thoroughly familiar with the Project site, problem areas,
and existing hazardous conditions, if any. The City will facilitate the DCP's access to the
Project site, as needed, for investigative purposes.
The DCP shall be responsible to provide the City with the following services as part of this
task:
Task 1.1: Evaluate and update the 30% schematic plans dated January 18, 2010 and compare
the scope of work contained therein with the approved BODR prepared by EDAW dated March
21, 2002. The DCP is to make any and all revisions necessary to these drawings as requested
by the Agencies Having Jurisdiction over the project and incorporate said revisions into the
30% schematic drawings and become the Successor Design Criteria Professional (DCP) /
Engineering Professional for these documents.
The DCP shall identify all the necessary requirements with all applicable agencies having
jurisdiction over the work and /or utility providers and coordinate the work to make sure that
there are no conflicts in the drawings and update the drawings accordingly for the construction
of the Project by the Design Builder.
Task 1.2: Evaluate the existing outfalls and ascertain if any upgrades will be required to
conform to the proposed storm water system.
Task 1.3: Analyze the cost estimates prepared by the City for this Project and provide an
updated construction estimate in format provided by the City.
Task 1.4: Review and validate the City's proposed Project schedule and construction phasing
plan.
Task 1.5: Coordinate with FPL, AT &T and Atlantic Broadband (ABB) for conversion of
overhead electrical, telephone and cable to underground for the Hibiscus Island and
incorporate as an Add Alternate to the 30% Schematic Plans.
Task 1.6: Update the Public Works Design Standard Manual and incorporate it into the master
specifications for the Design Criteria Package.
Task 1.7: Provide a Phase One Environmental and Provide a Phase Two Environmental if
required by DEP /DERM or any other Agency Having Jurisdiction.
Task 1.8: Update existing topographic and specific purpose survey provided by the City and
prepared by PBS &J dated April 22, 1999.
Task 1.9: Provide Geotechnical Soils report as required for the project.
Task 1.10: Provide Drainage Calculations and preliminary drainage analysis to substantiate
proposed 30% storm water design.
Task 1.11: Prepare a Traffic Analysis and Assessment.
Commission Memorandum — RFQ # 35 -10 -11 for Palm and Hibiscus Design Criteria
September 14, 2011
Page 5
Task 1.12: Prepare an Encroachment Analysis and Survey.
Task 1.13: Prepare requirements for monitoring for compliance with regard to loading
requirements for bridges.
Task 1.14: Update the Public Works Manual which contains the City's specification and design
standards for work in the right -of -way. This shall be used as the basis of Task 1.15.
Task 1.15: Create a "Master Design Criteria" boilerplate package to be re -used by the City for
future project specific Design Build projects.
Task 1.16: Coordinate and conduct the necessary meetings with appropriate City staff and the
Palm and Hibiscus Homeowner's Association to review the proposed scope of work and any
other issues that may impact this Project. The DCP shall prepare and distribute minutes of
meetings with the City regarding this Project.
Task 1.17: The DCP shall seek approval of the 30% schematic design documents and design
criteria package including but not limited to the following agencies at a minimum:
• City of Miami Beach Public Works Department
• City of Miami Beach Parks Department
• City of Miami Beach Planning Department
• Miami -Dade County Water & Sewer Department
• Miami Beach Fire Prevention Division
• Florida Department of Environmental Protection
• Miami -Dade Department of Environmental Resource Management
• South Florida Water Management District
• Florida Department of Health
• Florida Department of Transportation
• US Army Corps of Engineers
• US Environmental Protection Agency
Task 2: Design Criteria Package
Task 2.1: The DCP shall coordinate with the City, as to the methodology, procedures, format
and other specifics that the design criteria package shall contain.
The DCP shall study all issues and requirements relating to and affecting this Project
including, but not limited to, the following:
• The project requirements and scope as specified in the approved BODR dated March
21, 2002, and the 30% drawings submitted by the Public Works Department dated
January 18, 2010.
• Evaluation of the neighborhood's infrastructure requirements with respect to this
project including but not limited to, the existence or lack of the necessary utilities and /or
surrounding infrastructure not included in the BODR and the 30% Phase One
documents provided by PWD.
• Existing as -built drawings, existing utilities plans and /or atlases provided by the PWD,
Commission Memorandum — RFQ # 35 -10 -11 for Palm and Hibiscus Design Criteria
September 14, 2011
Page 6
existing geotechnical reports, and surveys of the neighborhood.
• The FPL drawings dated April 11, 2011.
• The ATT drawings dated November 24, 2008.
Task 2.1: The DCP shall prepare the design criteria package for bidding by incorporating all
information as required by the City, and all applicable federal, state, and local codes. The
preparation of the design criteria bidding documents shall include, but not be limited to the
following:
• Finalize all design criteria for the Project (clearly defining the entire scope of work to be
performed) to be utilized by Design -Build firms to bid, design and construct the Project.
The design criteria shall include issues related to infrastructure design analysis of the
0
schematic phase 30% design, performance specifications, and all the requirements
from the Agencies Having Jurisdiction over the project as stated in Task 1.17.
• Preparation, coordination and incorporation of all construction related documents,
including front -end documents, specifications, DCP procedural manual, and any other
guidelines as required.
• Coordination of bidding documents and other related deliverables, to ensure
consistency of Design -Build bid documents.
• Preparation of estimate of probable construction cost (Design - Build) based on units
(area, volume, etc.) and prepared in CSI format or similar component breakdown for
the City's review and approval.
• The DCP shall consult with the City in preparation of the design criteria bid documents
and shall seek approval from all applicable City staff prior to bidding the Project.
Task 3: Bidding and Award of Contract
Task 3.1: The DCP shall assist the City in obtaining bids and in the award of the Design -Build
contract for the work that was bid pursuant to the Design Criteria Contract Documents. At a
minimum, the DCP shall:
• Distribute bidding documents to design -build entities and maintain log.
• Conduct and document pre -bid conferences, including minutes of all meetings.
• Respond to bidder's inquiries.
• Prepare and issue addenda, clarifications, information bulletins, etc., as approved by
the City.
• Assist the City in the analysis of bids and in determining the lowest responsive bidder.
• Make written recommendations to the City on the award of the design -build contract.
Task 4: Submittal Requirements
During the period of this contract, the DCP shall provide the requisite sets of documents to the
City for review at the different levels of completion as determined by the City.
The DCP shall submit to the City five (5) complete sets of contract documents, after award of
the Construction Contract, including all addenda, for Design -Build contract for signing
purposes.
Commission Memorandum — RFQ # 35 -10 -11 for Palm and Hibiscus Design Criteria
September 14, 2011
Page 7
Task 5: Design - Builder's Design Phase
Task 5.1: The DCP shall, at minimum, monitor the Design - Builder's design phase as follows:
5.1.1 The DCP shall instruct the Design - Builder's Engineer of Record (EOR) to
prepare all required drawings utilizing CADD (vector format).
5.1.2 The DCP shall instruct the Design - Builder's EOR team of the City's
requirements as to the various phases of design and approvals required and /or
mandated by the City.
5.1.3 Coordinate and monitor the Design - Builder's design phases (Phase 60% and
100 %) and recommend approval or disapproval to the City.
5.1.4 Respond to all inquiries and evaluate alternatives presented from the
Design- Builder for compliance with the bidding documents and possible City
approval.
5.1.5 Coordinate all stand -up and /or City reviews with the Design - Builder and the City
or others as required including, but not limited to, the following: City's Public
Works Department, City's Parks and Recreation Department, Planning
Department, Building Department, Fire Department, DERM, DOH, DEP and
any other Agency Having Jurisdiction.
5.1.6 Review all Design - Builder's documentation at all phases of design, submit and
obtain review comments and subsequent approvals from the City's consultants
and /or departments having the authority to review the Project.
5.1.7 Assist and monitor the Design - Builder's design submittals and subsequent
approvals from other agencies having jurisdiction and utility companies having
jurisdiction over the Project.
By performing reviews, monitoring approvals and making recommendations, as described in
Tasks 5.1.1 through 5.1.7 above, the DCP does not assume the Design - Builder's contractual
responsibility and professional liability, in whole or in part, for any design and /or contract
documents prepared by the Design- Builder's EOR.
Task 6: Construction Phase - General Administration of Construction Process
Task 6.1: Observation
The DCP shall ensure and require that the Design - Builder's EOR team provide construction
administration of the construction to ascertain compliance with all approved construction
documents.
This shall include, but not be limited to construction administration of the Design -Build
Construction Contract as set forth in City's agreement with the DCP and in the General
Conditions of the Design -Build Construction Contract, unless otherwise provided in City's
agreement with the DCP.
Commission Memorandum — RFQ # 35 -10 -11 for Palm and Hibiscus Design Criteria
September 14, 2011
Page 8
On the basis of on -site observations as the DCP, the DCP shall keep the City and Design-
Builder informed immediately in writing of the progress or lack of progress and quality of the
construction work ( "Work ") and shall endeavor to guard the City against defects and
deficiencies in said Work. The DCP shall at all times have access to the Work, whether it is in
the preparation stage or in progress. The DCP shall not have control over or charge of and
shall not be responsible for construction means, methods, techniques, sequences or
procedures, or for safety precautions and programs in connection with the Work, since these
are solely the Design - Builder's responsibility under the contract. The DCP shall not be
responsible for the Design - Builder's Schedules or failure to carry out their Work in
accordance with the contract documents. The DCP shall not have control over or charge of
acts or omissions of the Design - Builder, subcontractors, or their agents or employees or of any
other person performing portions of the Work.
The DCP shall receive a look -ahead schedule provided by the Design - Builder, appropriate to
the stage of construction, in order to determine potential problems and probable solutions, and
report it to City on a regular basis.
As part of the DCP's basic services, the DCP shall conduct at least one monthly Project
visit /meeting at the Project site during construction to review the Design - Builder's progress and
approve payment requisitions.
Moreover, the DCP shall also conduct on -site observation visits during the construction of the
Project. Compensation for each authorized site visit shall be determined during negotiations at
a lump sum cost per site visit for the DCP (EOR and Engineering consultants). The frequency
of the on -site visits will be determined by the City's Projects Manager ( "PM ") based on the
Design - Builder's schedule.
The DCP shall provide a report to the PM, in accordance to the outline shown below for each
authorized site visit.
Site visits shall mean a visit authorized by the PM to the Project site (of at least one hour
duration at the Project site) by one or more DCP professional staff or consultants, for the
purposes of observing the Work performed by the Design - Builder. Either the DCP or its
consultant(s) shall complete and submit a site visitation report to the PM which shall contain,
at a minimum, the following information:
• Site visitation report number
• Name and location of Project
• Name of contractor /subcontractor
• Time of visitation and weather conditions
• Project site administrator sign -in and sign -out
• Site personnel on -site by trade
• Progress /quality of work by trade
• Photographic record (if required by the City)
• Remarks
Task 6.2: Progress Reporting
The DCP shall prepare a monthly progress report in the format acceptable to the City
containing at a minimum the following:
Commission Memorandum — RFQ # 35 -10 -11 for Palm and Hibiscus Design Criteria
September 14, 2011
Page 9
• Summary Project Data Sheet
• Executive Summary
• The status of project items, such as requests for information, change orders, shop
drawings, non - compliance notices, and others as appropriate.
Task 7: Design - Builder's Submittals
The DCP shall review and evaluate samples, schedules, shop drawings, and other
submissions for conformance with the Design Criteria and the Design -Build Contract
Documents. The DCP's review of any submittal, to the extent of the review required, does not
constitute an approval of the entire assembly of which any given item is a part. The DCP shall
require the Design - Builder to be responsible for compliance of the shop drawings with contract
documents and that the Design - Builder notifies the DCP in writing of any deviation in the shop
drawings from contract documents or design criteria. The DCP shall select (after consultation
with the City) all colors for all finish materials from their color charts or prepared by the Design -
Builder. The DCP shall conduct reviews and evaluations, and respond appropriately with
reasonable promptness in order to cause no delay to the progress of the Project, as outlined in
the Design - Builder's City - approved submittal schedule. The DCP shall also prepare in a timely
manner change order items, including the proper documentation, for the City's review and
approval. The DCP shall assemble, for transmittal to the City other written items required of
the Design - Builder including, but not limited to, shop drawings, guarantees, operation and
maintenance manuals, and releases of claim and record documents.
Task 8: Substitutions
The DCP shall review and evaluate in a timely manner, for the City's review and approval,
substitutions proposed by the Design - Builder, for conformance with the Project requirements.
The DCP shall establish submittal requirements in accordance with the City's guidelines and
incorporate them into the Design Criteria.
Task 9: Quality Control
The DCP shall evaluate the materials and /or workmanship for conformance with the Design -
Build Contract Documents, evaluate quality control testing reports, advise the Design - Builder
and the City immediately of any unacceptable materials and workmanship the DCP may
discover and ensure that the Design - Builder take appropriate action to remedy unacceptable
conditions.
Task 10: Agencies Having Jurisdiction (AHJ)
The DCP shall monitor and cooperate with the City's Public Works Department, City's Parks
and Recreation Department, Planning Department, Building Department, Fire Department,
DERM, DOH, DEP and any other Agency Having Jurisdiction and shall advise the Design -
Builder to provide information and explanations as requested. The DCP shall advise the
Design - Builder to respond to any deficiencies noted by the AHJ's in the documents and during
construction, by administering the necessary changes in the plans or taking the necessary
action during construction within five (5) working days from receipt of written notification of
the situation by the AHJ.
Commission Memorandum — RFQ # 35 -10 -11 for Palm and Hibiscus Design Criteria
September 14, 2011
Page 10
Task 11: Certification for Payments
The DCP shall require that the Design - Builder's EOR review and approve all requisitions for
payment prior to submitting them to DCP. The DCP shall review the Design - Builder's
notarized requisitions for payment, along with the schedule of values, the Project
schedule, and other requirements as noted in the construction contract and shall determine
the amounts to be paid to the Design - Builder and shall recommend for City's approval
certificates for payments in such amounts. These certificates will constitute a representation to
the City, based on site observations by all appropriate designated specialists and / or
engineering disciplines, and on the data comprising the application for payment, that the Work
has progressed to the point indicated.
By recommending a certificate for payment consistent with the Design -Build Contract
documents, the DCP shall also represent to the City that, to the best of the DCP's knowledge,
information and professional judgment, the quality of work is in accordance with the Design -
Build Contract Documents, unless the City has been notified to the contrary in writing.
However, the issuance of a Certificate for Payment shall not be a representation that the DCP
has made any examination to ascertain how and or for what purpose the Design - Builder has
used the monies paid on account of the Contract. Before approving the Design - Builder's
requisition for payment, the DCP shall review the status of the Design - Builder's record
documents and verify that they are up -to -date and accurate to the extent visual observation of
the Work will disclose. The DCP shall be responsible for obtaining the contractor and
subcontractor's partial releases of lien from the Design - Builder prior to processing subsequent
payment applications.
The DCP shall process the Design- Builder's requisitions for payment in accordance with the
timeliness established in the general conditions of the Design -Build Contract.
Task 12: Record Drawings
Upon completion of construction, the DCP shall coordinate and require that the Design -
Builder's EOR, utilizing record data provided by the Design - Builder along with the EOR's
own record data, revise and update the original working drawings showing all changes made
by addenda, substitutions, change orders or field instructions during construction, in
accordance with the Design -Build Contract. After original working drawings have been
updated by the Design - Builder's EOR to conform to the record data, and after review and
approval of these record drawings has been obtained from the DCP and the City, the DCP
shall require the EOR, at the Design- Builder's expense for duplication, to furnish the City these
documents pursuant to the Design Build contract.
Task 13: Operations and Maintenance Manuals (O &M)
The DCP shall coordinate the acquisition of comprehensive O &M testing reports; trouble
shooting procedures; warranty files; starting -up testing procedures; shutdown procedures;
training materials; emergency full load and part load operations and others as required.
Task 14: Substantial Completion
Upon notification from the Design - Builder's EOR that the Project is substantially complete
including, but not limited to, the Design Builder's contract and all Regulatory Agency and Life
Commission Memorandum — RFQ # 35 -10 -11 for Palm and Hibiscus Design Criteria
September 14, 2011
Page 11
Safety Standards, the DCP shall promptly do the following:
Conduct inspections to determine the date or dates of substantial completion for the Project.
If the Project is found substantially complete and in accordance with the Design -Build Contract
Documents, the DCP shall then certify that to the best of the DCP's knowledge and
professional judgment the Project has been constructed in accordance with the Contract
Documents, and shall furnish such other certifications as required by applicable laws or
regulations. If the Project is deemed to be incomplete, the DCP shall notify the Design - Builder
in writing of the deficiencies and shall verify the Design - Builder's correction of the deficiencies,
as required, and shall then certify as stated above.
Upon certification by the DCP that substantial completion has been achieved, the City
representatives, accompanied by the DCP, shall perform a substantial completion inspection
of the Project as outlined in the Design -Build contract. If deficiencies are still found, the DCP
shall assemble a punch list of comments from any participants representing the City in the
inspection and shall evaluate each comment to determine whether or not they are part of the
Construction Contract. Any not -in- contract (N.I.C.) items shall be further evaluated by the DCP
and recommendations made to the City by the DCP whether they should be added to the
Contract as change orders or be handled by some other vehicle outside the Contract.
The DCP shall provide to the Design - Builder the official, edited punch list within five (5)
working days, and shall verify the correction of in- contract punch list items.
Task 15: Final Completion
If the DCP finds the Project to be complete and acceptable, the DCP shall obtain the City's
approval and advise the Contractor of acceptance and commencement of the warranty period.
Task 16: Project Closeout
Upon acceptance of the Project by the City as outlined in the Design Build contract, the DCP
shall immediately commence the closeout of the Project, finalizing all aspects of the
construction phase, including: obtaining from the Design - Builder's FOR all required submittals,
such as marked -up record documents, warranties, operating and maintenance manuals,
releases of claim; updating and submitting record documents; verifying the Contractor's
completion of punch list items; assisting the City with respect to the final inspection by all
AHJ's; completing the processing of any remaining contract change orders; evaluating the
assessment of liquidated damages, if any, and reviewing and processing final payments to the
Design - Builder.
Task 17: Additional Services
If additional services are required during the performance of the work, they will be requested
by the City and negotiated in accordance with the Contract requirements.
Task 18: Reimbursable Services
The City may reimburse additional expenses such as reproduction costs, underground utility
verification costs, material testing / abatement and /or any other service as required for
successful project completion.
Commission Memorandum — RFQ # 35 -10 -11 for Palm and Hibiscus Design Criteria
September 14, 2011
Page 12
RFQ PROCESS
On June 1, 2011, the Mayor and City Commission approved the issuance of Request for
Qualifications (RFQ) No. 35- 10/11, for a Design Criteria Professional to prepare the design
criteria package for the Palm and Hibiscus Neighborhood Right of Way Improvement Project,
which is intended to be a design -build contract; and to serve as the City's consultant during the
evaluation of the Design -Build firm for the project, concerning the evaluation of the responses
submitted by the Design -Build firms; review and approve for compliance of the detailed
working drawings for the project; and for evaluation of the compliance of the project
construction with the design criteria package.
RFQ No. 35 -10/11 was issued on June 16, 2011, with an opening date of July 14, 2011. A pre -
conference to provide information to h r in
proposal p t e p proposers submitting a response was held
on June 21, 2011.
BidNet issued bid notices to 342 prospective proposers, BidSync (formerly known as RFP
Depot) issued bid notices to 8472 prospective proposers of which 48 viewed the notice, and
34 local proposers were notified via mail and e-mail, which resulted in the receipt of the
following five (5) proposals:
• SRS Engineers, Inc
• Calvin, Giordano, and Associates, Inc
• EAC Consulting, Inc
• Camp Dresser & McKee, Inc (CDM)
• Corzo, Castella, Carballo, Thompson, Salman, PA (C3TS)
On July 12, 2011, the City Manager via Letter to Commission (LTC) No. 177 -2011, appointed
an Evaluation Committee (the "Committee ") consisting of the following individuals:
• Ian Kaplan, President of the Palm & Hibiscus Island Neighborhood Association;
• Brad Meltzer, resident and President of KM Plaza Construction;
• Elizabeth Camargo, resident and Capital Improvement Projects Oversight
Committee (CIPOC) member;
• Tom Mooney, Preservation and Design Manager, Planning Department.
• Grace Escalante, Senior Capital Projects Coordinator, CIP;
• Hermes Diaz, Civil Engineer II, Public Works; and
• Tim Rose, member of the Palm & Hibiscus Island Neighborhood Association
Alternates
• Thais Vieria, Capital Projects Coordinator, CIP; and
• Christina Cuervo, Resident and Capital Improvement Projects Oversight Committee
(CIPOC) member;
The Committee convened on August 4, 2011, and a quorum was attained. The Committee
was provided with general information on the scope of services, Performance Evaluation
Surveys and additional pertinent information from all responsive proposers.
Commission Memorandum — RFQ # 35 -10 -11 for Palm and Hibiscus Design Criteria
September 14, 2011
Page 13
The Committee was also provided with presentations from all proposers with the intent of
focusing the discussion on the Scope of Service relative to these projects and the
methodology and approach to be utilized by the proposer in order to represent the City of
Miami Beach on said projects. The Committee discussed their individual perceptions of the
proposer's qualifications, experience, and competence, and further ranked the proposers
accordingly.
The Committee's final rankings are as follows:
FINAL RANKINGS
LOW
RFQ# 35.40/11 FOR PALM Ian Brad Grace Tom Hermes Tim Elizabeth AGGREGATE
AND HIBISCUS PROJECT Kaplan Meltzer Escalante Mooney Diaz Rose Camargo TOTALS
CDM, INC (93) 1 (97) 1 (92) 1 (99) 1 (94) 1 (97) 1 (94) 1 (7) 1
C3TS (92) 2 (88) 2 (88) 2 (96) 2 (93) 2 (90) 2 (93) 2 (14) 2
CALVIN, GIORDANO, AND
ASSOCIATES, INC (85) 3 (84) 4 (70) 5 (88) 4 (86) 4 (88) 3 (86) 3 (26) 3
SRS ENGINEERS, INC (83) 4 (76) 5 (78) 3 (90) 3 (87) 3 (70) 5 (85) 4 (27) 4
EAC CONSULTING, INC (73) 5 (86) 3 (73) 4 (84) 5 (80) 5 (87) 4 (81) 5 (31) 5
A motion was presented by Brad Meltzer, amended by Tom Mooney, and unanimously
approved by all Committee members to recommend entering into negotiations with the
proposers as a result of the overall Committee's rankings: CDM, C3TS, and Calvin, Giordano,
and Associates.
Furthermore, in abundance of caution and to avoid any potential conflicts, the Evaluation
Committee requested that the Administration confirms that the recommended proposer does
not have a contract or provide any services to any of the utility companies they will be
interacting pursuant to this RFQ.
The Administration requested Camp Dresser & Mckee, Inc (CDM) to disclose any agreement
or contractual relationship with any of the utility companies involved in this project and CDM
provided the following statement:
"CDM conducted a query of our projects database for active projects with FPL, AT &T,
Bellsouth, or Atlantic Broadband. Our records indicate that we do not have an active
project with these entities in Miami -Dade County. Hence, CDM does not foresee any
conflict of interest on the Palm and Hibiscus project during the execution of local
coordination efforts with these respective utilities. Utility coordination is customary for
ROW projects our firm is engaged in.
CDM values our long standing relationship with the City and look forward to working on
this assignment ".
Commission Memorandum — RFQ # 35 -10 -11 for Palm and Hibiscus Design Criteria
September 14, 2011
Page 14
CAMP DRESSER & MCKEE, INC (CDM)'S COMPANY FROFILE
Camp Dresser & McKee, Inc ( "CDM ") established in 1947, is a consulting engineering firm
delivering service to public and private clients worldwide. An employee -owned corporation with
$1.25 billion in annual revenues and a multi - disciplinary staff of nearly 6,000 in 170 offices
worldwide.
The full range of comprehensive services includes architectural and engineering design,
transportation, environmental management and planning, management consulting, information
management, and construction. In February of 2011, CDM acquired Wilbur Smith Associates,
Inc (WSA). The integration of CDM and WSA bring together one of the engineering and
construction industry's top water and environment firms with an industry leader in
transportation.
The Miami office has a staff of 15 with a variety of engineering disciplines required for this
project. The Orlando office, with staff of over 200, serves as the Southeastern US Design and
Production Center and maintains all of the major disciplines that will be required to
successfully complete this project. There will be minimal subcontractors and no delayed
coordination between engineering disciplines working within a single design center. CDM has
also implemented a centralized BD facility in their Orlando office, which allows clients to
participate in real -time design activities (including 3D /4D design) and staff during construction.
CDM understands the importance of technical expertise and local knowledge for a project
such as this one and commit Jason A. Johnson as the project manager. Mr. Johnson has
more than 15 years of professional experience in the planning, design, and construction
administration of public projects. He is well known to the City staff through his work on
numerous projects, including the sanitary sewer evaluation survey, the South Pointe (Coast
Guard) wastewater booster pump station, the development of the infrastructure management
system, the stormwater master plan, and the water wastewater pump station upgrades.
Mr. Johnson will be supported by CDM's Design Criteria Professional, Nickson "Nick"
Benedico, who has over 20 years of experience in the development and execution of design
criteria package and implementation of alternative delivery horizontal infrastructure project.
In Florida, CDM has provided design criteria professional services to Pinellas, Hillsborough,
Pasco, Bay and Lee Counties, as well as for JEA and the Cities of Tarpon Springs and Dania
Beach. The following is a list of previous similar projects:
• Cooper River Bridge Replacement, Charleston, SC
• 1 -80 from Robb Drive to Vista Boulevard Design -Build Administration, Nevada
• Milton- Madison Bridge Replacement and Rehabilitation, Milton, KY
• Florida High Speed Rail General Consultant, Florida
• Early Works Safety Improvements, Florida Rail Enterprise
• Falkenburg to South County Reclaimed Water Transmission Main, Hillsborough
County, FL
• Sewer System Rehabilitation and I/1 Reduction, Miami Beach, FL
• Water and Wastewater System Rate Study, Miami Beach, FL
• Stormwater Management Master Plan, Miami Beach, FL
• Information Management System Development Project, Miami Beach, FL
• Pump Station Rehabilitation Project, Miami Beach, FL
Commission Memorandum — RFQ # 35 -10 -11 for Palm and Hibiscus Design Criteria
September 14, 2011
Page 15
MANAGER'S DUE DILIGENCE
After considering the review and recommendation of City staff, the City Manager exercised his
due diligence and is recommending that the Mayor and the City Commission authorize
negotiations with the top- ranked proposer, Camp Dresser and McKee, Inc (CDM); and should
the Administration not be successful in negotiating an agreement with the top- ranked
proposer, authorizing negotiations with the second - ranked proposer, Corzo, Castella, Carballo,
Thompson, Salman, PA (C3TS); and should the Administration not be successful in
negotiating an agreement with the second - ranked proposer, authorizing negotiations with the
third - ranked proposer, Calvin, Giordano, and Associates, Inc; and further authorizing the
Mayor and City Clerk to execute an agreement upon conclusion of successful negotiations by
the Administration.
CONCLUSION
The Administration recommends that the Mayor and City Commission of the City of Miami
Beach, Florida accept the recommendation of the City Manager pertaining to the ranking of
proposals pursuant to Request for Qualifications (RFQ) No. 35 -10/11 for a Design Criteria
Professional to prepare the design criteria package for the Palm and Hibiscus Neighborhood
Right of Way Improvement Project, which is intended to be a design -build contract; and to
serve as the City's representative during the selection of the Design -Build firm for the project,
concerning the evaluation of the responses submitted by the Design -Build firms; review and
approve for compliance of the detailed working drawings for the project; and for evaluation of
the compliance of the project construction with the design criteria package; authorizing
negotiations with the top- ranked proposer, Camp Dresser and McKee, Inc (CDM); and should
the Administration not be successful in negotiating an agreement with the top- ranked
proposer, authorizing negotiations with the second - ranked proposer, Corzo, Castella, Carballo,
Thompson, Salman, PA (C3TS); and should the Administration not be successful in
negotiating an agreement with the second - ranked proposer, authorizing negotiations with the
third - ranked proposer, Calvin, Giordano, and Associates, Inc; and further authorize the Mayor
and City Clerk to execute an agreement upon conclusion of successful negotiations by the
Administration.
T.\AGENDA\2011 \9 -14 -11 \RFQ- 35 -10 -11 - Palm and Hibiscus - Memo.doc