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2011-27708 Reso RESOLUTION NO. 2011 - 27708 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 A PROFESSIONAL SERVICES AGREEMENT WITH JAMES B. PIRTLE CONSTRUCTION CO., INC., IN AN AMOUNT NOT TO EXCEED $44,713, FOR PRE - CONSTRUCTION SERVICES FOR THE CONSTRUCTION OF THE PROPERTY MANAGEMENT FACILITY, PURSUANT TO REQUEST FOR QUALIFICATIONS NO. 21- 10/11; AND, UPON COMPLETION OF PRE - CONSTRUCTION SERVICES, AUTHORIZE THE CITY MANAGER TO ENTER INTO NEGOTIATIONS FOR A GUARANTEED MAXIMUM PRICE (GMP) FOR CONSTRUCTION SERVICES AND TO FURTHER SEEK AUTHORIZATION AND APPROVAL FROM THE MAYOR AND CITY COMMISSION, TO EXECUTE AN AGREEMENT APPROVING THE GMP WITH PREVIOUSLY APPROPRIATED FUNDING FROM THE 2003 GO BONDS - NEIGHBORHOOD IMPROVEMENT FUND. WHEREAS, on September 09, 2009, the Mayor and City Commission approved the issuance of Request for Qualification (RFQ) No. 10 -09/10 for the Planning, Design, Bid and Award, and Construction Administration Services for the Property Management Facility Project; and WHEREAS, the scope of work for this project consists of the demolition of the existing Parking Department Meter and Sign Shop, located at the existing City facility on 1833 Bay Road, and the construction of the new Property Management Facility at that site (the Project); and WHEREAS, on January 04, 2010, RFQ No. 10 -09/10 was issued, and on March 01, 2010, the Evaluation Committee ranked Wolfberg Alvarez & Partners as top- ranked firm; and WHEREAS, on May 12, 2010, the Mayor and City Commission authorized the Administration to execute an agreement with Wolfberg Alvarez & Partners for the Property Management Facility Project for architectural, engineering, and landscape architecture services for the Planning, Design, Bid and Award and Construction Administration services for the Project; and WHEREAS, on February 14, 2011, the City issued Wolfberg Alvarez & Partners a Notice to Proceed with the Planning Services for the Project; and WHEREAS, on April 13, 2011, the Mayor and City Commission approved the issuance of Request for Qualifications (RFQ) No. 21- 10/11, for a Construction Manager at Risk Firm to provide pre- construction services and construction phase services via a Guaranteed Maximum Price (GMP) Amendment for the Project; and WHEREAS, on June 7, 2011, the Design Review Board approved the conceptual design for the Project, and issued Design Review Board Order File No. 22851; and WHEREAS, on July 13, 2011, the Mayor and City Commission adopted Resolution No. 2011- 27684, accepting the recommendation of the City Manager, pursuant to RFQ No. 21 -10/11 and authorized the administration to enter into negotiations with the top- ranked firm, James B. Pirtle Construction Company,. Inc.; and WHEREAS, the estimated construction cost of the Project is $3,608,823: and WHEREAS, the fee negotiated with James B. Pirtle Construction Co., Inc., includes the following services: design review, constructability and value engineering of 30 %, 60 %, and 100% construction documents for a fee of $13,543; review of onsite and offsite conditions for a fee of $3,395; cost estimating and cost controls for a fee of $4,805; for scheduling o a fee of 1 $1,785; bidding (GMP submittal and negotiations) 9( 9 ) for a fee of $14,720; E- Builder License (two (2) licenses at $1,200 per license) for a fee of $2,400; and contingency for a fee of $4,065; all for a total fee of $44,713. 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 approve and authorize the Mayor and City Clerk to execute a Professional Services Agreement with James B. Pirtle Construction Co., Inc., in an amount not to exceed $44,713 for Pre - Construction Services for the Construction of the Property Management Facility, pursuant to Request for Qualifications No. 21 -1011 and, upon completion of Pre - Construction Services, authorize the City Manager to enter into negotiations for a Guaranteed Maximum Price (GMP) for Construction Services and to further seek authorization and approval from the Mayor and City Commission, to execute an Agreement approving the GMP with previously appropriated funding from the 2003 GO Bonds - Neighborhood Improvement Fund. PASSED AND ADOPTED THIS / YJl DAY OF §10P0/6 ATTEST: 2 1,0A..(\ aA. Cit-ti. ' . OF) A iiii 7 s . eti/ L / CITY CLERK , • = A f *./.. � . i . '` INCORP ORATED` ED AS T O APPROV S $1-,:,1-, ,� FORM & LANGUAGE a & FON CUTION , Ag ',al 4jr q sr- ity's- orney e t: \agenda \2011 \9 -14 -11 \property management facility \preconstruction services for cmr- pirtle- prop mgmt facility - reso.doc 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 a Professional Services Agreement with James B. Pirtle Construction Co., Inc., in an amount not to exceed $44,713 for Pre - Construction Services for the Construction of the Property Management Facility, pursuant to Request for Qualifications No. 21 -1011 and, upon completion of Pre - Construction Services, authorize the City Manager to enter into negotiations for a Guaranteed Maximum Price (GMP) for Construction Services and to further seek authorization and approval from the Mayor and City Commission, to execute an Agreement approving the GMP with previously appropriated funding from the 2003 GO Bonds - Neighborhood Improvement Fund. Key Intended Outcome Supported: Ensure well- maintained infrastructure Supporting Data (Surveys, Environmental Scan, etc.): The 2009 Community satisfaction survey indicates that 87% of Mid Beach and Islands residents rate the appearance and maintenance of the City's public buildings as Excellent and Good. Issue: 1 Shall the Mayor and City Commission adopt the Resolution? I Item Summary /Recommendation: The scope of work for this project consists of the demolition of the existing Parking Department Meter and Sign Shop located at the existing City Facility on 1833 Bay Road and the construction of the new Property Management Facility at that site. The Construction Manager's at Risk (CMR) Scope of Services shall include, without limitation, all of the Preconstruction Services set forth below and, upon approval by the City of the Guaranteed Maximum Price (GMP) and as contemplated in any GMP Amendment(s), all of the Construction Services required to complete the Work in strict accordance with the Contract Documents, and to deliver the Project to the City at or below the GMP and within the Contract time. The CMR shall review project requirements, existing on -site and off -site development, surveys and preliminary budget, and make recommendations to the City for revisions. The CMR shall prepare a preliminary project schedule in accordance with the Contract Documents and in coordination with the City and the Architect/Engineer, identifying all phases, critical path activities, and critical duties of each of the Project team members. The CMR shall review the permitted set of plans and advise the City and the Architect/Engineer regarding the constructability of the design and of any errors, omissions, or conflicts it discovers. The CMR shall prepare an outline of proposed bid packages and detailed cost estimates, and advise the City regarding trends in the construction and labor markets that may affect the price or schedule of the Project. The CMR shall attend all Project related meetings. The CMR's Preconstruction Services shall be provided, and the City shall compensate the CMR for such services, based upon a fixed fee. At the conclusion of the Preconstruction Services Phase, the CMR shall, provide the City a proposal for a GMP Amendment for Construction Phase services and without assuming the duties of the Architect/Engineer, warrant to the City, that the plans, specifications and other Contract Documents are consistent, practical, feasible and constructible, and that the Project is constructible within the contract time. The Pre - Construction Services fee negotiated with Pirtle Construction Company includes the following services: Design Review, Constructability and Value Engineering of 30 %, 60% and 100% construction documents: $ 13,543 Review of Onsite and Offsite Conditions: $ 3,395 Cost Estimating and Cost Controls: $ 4,805 Scheduling: $ 1,785 Bidding (GMP Submittal and Negotiations): $ 14,720 E- Builder License (two (2) licenses at $1,200 per license): $ 2,400 Contingency: $ 4,065 Total Pre - Construction Services Fee: $ 44,713 The Property Management Facility project is currently in schematic design and its estimate of probable constructioni cost is $3,608,823. The construction budget for this facility is $3,652,371. Advisory Board Recommendation: N/A Financial Information: Source of Amount Account Funds: GO Bond 1 $44,713 384 - 2314 - 061357 2003 GO Bonds- Neighborhood Improvement Fund OBPI 1 Total Financial Impact Summary: N/A City Clerk's Office Legislative Tracking: Fernando Vazquez ext. 6135 Sign -Offs: De • artment • irector Assistant 4 Mana • er City M - • a • 0 / FV 1II -,n, P✓ D Ai - � � ' JMG �. T:\AGENDA \2011 \9 -14- \Property Management Facility \Preconstruction S- ices for CMR - Pirtle- Prop Mgmt Facility - SUMMA- • • el MIAMIBEACH AGENDA ITEM C 7L DATE *V/ - MIAMIBEACH 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 ity Commission FROM: Jorge M. Gonzalez, City Manager DATE: September 14, 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 A PROFESSIONAL SERVICES AGREEMENT WITH JAMES B. PIRTLE CONSTRUCTION CO., INC., IN AN AMOUNT NOT TO EXCEED $44,713, FOR PRE - CONSTRUCTION SERVICES FOR THE CONSTRUCTION OF THE PROPERTY MANAGEMENT FACILITY, PURSUANT TO REQUEST FOR QUALIFICATIONS NO. 21- 10/11; AND, UPON COMPLETION OF PRE - CONSTRUCTION SERVICES, AUTHORIZE THE CITY MANAGER TO ENTER INTO NEGOTIATIONS FOR A GUARANTEED MAXIMUM PRICE (GMP) FOR CONSTRUCTION SERVICES AND TO FURTHER SEEK AUTHORIZATION AND APPROVAL FROM THE MAYOR AND CITY COMMISSION, TO EXECUTE AN AGREEMENT APPROVING THE GMP WITH PREVIOUSLY APPROPRIATED FUNDING FROM THE 2003 GO BONDS - NEIGHBORHOOD IMPROVEMENT FUND. ADMINISTRATION RECOMMENDATION Adopt the resolution. FUNDING Funding is available from the previously appropriated funding for the Property Management Facility project in GO Bonds - Neighborhood Improvement Fund, account number 384 -2314- 061357. ANALYSIS The scope of work for this project consists of the demolition of the existing Parking Department Meter and Sign Shop located in the existing City Facility at 1833 Bay Road and the construction of the new Property Management Facility at that site. It is important to note that it is the City's intention to enable the Property Management Division to vacate the Flamingo Park site as quickly as possible in order to implement the Flamingo Park Master Plan that was approved by the City Commission on November 9, 2010. On September 09, 2009, the Mayor and City Commission approved the issuance of Request for Qualification (RFQ) No. 10 -09/10 for the Planning, Design, Bid and Award, and Construction Administration Services for the Property Management Facility Project. On January 04, 2010, RFQ No. 10 -09/10 was issued, and on March 01, 2010, the Evaluation Committee ranked Wolfberg Alvarez & Partners as the top- ranked firm. Commission Memorandum — Resolution for Pre - Construction Services to Pirtle Construction Company for the Property Management Facility September 14, 2011 Page2of3 On May 12, 2010, the Mayor and City Commission authorized the Administration to execute an Agreement with Wolfberg Alvarez & Partners for the Property Management Facility Project for architectural, engineering, and landscape architecture services for the Planning, Design, Bid and Award and Construction Administration services for the Project. On February 14, 2011, the City issued Wolfberg Alvarez & Partners a Notice to Proceed with the Planning Services for the project. On April 13, 2011, the Mayor and City Commission approved the issuance of Request for Qualification (RFQ) No. 21 -10/11 for Construction Manager at Risk (CMR) Pre Construction Services for the construction of the Property. Management Facility located at 1833 Bay Road. On June 7, 2011, the Design Review Board approved the conceptual design of the Property Management Facility and issued Design Review Board Order File No. 22851. On July 13, 2011, the Mayor and City Commission adopted Resolution No. 2011- 27684, accepting the recommendation of the City Manager, pursuant to Request For Qualifications (RFQ) No. 21- 10/11, for a Construction Manager at Risk firm to provide Pre - construction Services and construction phase services via a Guaranteed Maximum Price (GMP) amendment for the Property Management Facility; and authorizing the administration to enter into negotiations with the top- ranked firm, Pirtle Construction Company. SCOPE OF WORK The Construction Manager at Risk (CMR) Scope of Services shall include, without limitation, all of the Preconstruction Services set forth below and, upon approval by the City of the Guaranteed Maximum Price (GMP) and as contemplated in any GMP Amendment(s), all of the Construction Services required to complete the Work in strict accordance with the Contract Documents, and to deliver the Project to the City at or below the GMP and within the Contract time. The CMR shall review project requirements, existing on -site and off -site development, surveys and preliminary budget, and make recommendations to the City for revisions. The CMR shall prepare a preliminary project schedule in accordance with the Contract Documents and in coordination with the City and the Architect/Engineer, identifying all phases, critical path activities, and critical duties of each of the Project team members. The CMR shall review the permitted set of plans and advise the City and the Architect/Engineer regarding the constructability of the design and of any errors, omissions, or conflicts it discovers. The CMR shall prepare an outline of proposed bid packages and detailed cost estimates, and advise the City regarding trends in the construction and labor markets that may affect the price or schedule of the Project. The CMR shall attend all Project related meetings. The CMR's Preconstruction Services shall be provided, and the City shall compensate the CMR for such services, based upon a fixed fee. At the conclusion of the Pre - construction Services Phase, the CMR shall provide the City a proposal for a GMP Amendment for Construction Phase services and without assuming the duties of the Architect/Engineer, warrant to the City that the plans, specifications and other Contract Documents are consistent, practical, feasible and constructible, and that the Project is constructible within the contract time. Commission Memorandum — Resolution for Pre - Construction Services to Pirtle Construction Company for the Property Management Facility September 14, 2011 Page 3 of 3 The pre- construction services fee (See Attachment 1) negotiated with Pirtle Construction Company includes the following services: Design Review, Constructability and Value Engineering of 30 %, 60% and 100% construction documents: $ 13,543 Review of Onsite and Offsite Conditions: $ 3,395 Cost Estimating and Cost Controls: $ 4,805 Scheduling: $ 1,785 Bidding (GMP Submittal and Negotiations): $ 14,720 E- Builder License (two (2) licenses at $1,200 per license): $ 2,400 Contingency: $ 4,065 Total Pre - Construction Services Fee: $ 44,713 The Property Management Facility project is currently in schematic design and its estimate of probable construction cost is $3,608,823 (See Attachment 2). The construction budget for this facility is $3,652,371. The Schedule for this facility is as follows: Design Starts: September, 2011 Design Complete: June 7, 2012 Commission GMP Awarded: July 2012 Construction Complete: July, 2013 CONCLUSION The Administration recommends approval of the attached resolution awarding a professional services agreement to James B. Pirtle Construction Co., Inc., in an amount not to exceed $44,713 for Pre - Construction Services for the Construction of the Property Management Facility, pursuant to Request for Qualifications No. 21 -1011, and, upon completion of Pre - Construction Services, authorize the City Manager to enter into negotiations for a Guaranteed Maximum Price (GMP) for Construction Services and to further seek authorization and approval from the Mayor and City Commission, to execute an Agreement approving the GMP with previously appropriated funding from the 2003 GO Bonds - Neighborhood Improvement Fund. Attachment 1: Pirtle Pre - Construction Services Fee Attachment 2: Wolfberg Alvarez &Partners Estimate of Construction Cost DB \FV\DM \JC \GME T:\AGENDA\2011 \9 -14 -11 \Property Management Facility \Preconstruction Services for CMR -Pirtle -Prop Mgmt Facility - MEMO.docx Attachment 1 Pirtle Construction Company • 5700 Griffin Road, Suite 200 • Davie, Florida 33314 PIRTLE Tel- 954.797.04 l 0 • Fax: 954.797.6330 August 12. 2011 City of Miami Beach Capital Improvements Projects Office 1700 Convention Center Drive Miami Beach, Florida 33139 Attn.: Gracieia Escalante, B.A., Senior Capital- Projects Coordinator Re: Property Management Facility Dear Ms. Escaiante, Pirtle Construction Cornpany is pleased to provide a Proposal for the Property Management Facility. We have reviewed the documents and propose to provide the services as stated in the Contract for the sum of 544,713.00. The services to be provided are Design Review, Constructability and Value Engineering, Review of On -site and Off - site Conditions, Scheduling, GMP Submittal and Tree Pruning. We look forward to working with the entire team and providing a successful project. if you have any questions, please do hesitate to contact me at (954) 343 -6007. Very truly yours, PIRTLE CONSTRUCTION COMPANY Bill Ellis, Vice President Enclosure — Proposal - r .an_ Q ea �A 1ne1 �rs �l^t J 11 ^P4 www PirrieCnrwrltf.Lton rttm CGC SUMMARY OF PRECONSTRUCTION FEE PROJECT NAME: PROPERTY MANAGEMENT FACILITY PROJECT NO: RFQ 27 -10/11 1. DESIGN REVIEW, CONSTRUCTABILITY & VALUE ENGINEERING HOURS RATE /HR TOTAL 30% Construction Document Review- Project Executive Review Schematic Design Documents 4 $125.00 $500.00 Confirm Project Managers Review Comments 2 $125.00 $250.00 Project Meetings- Project Executive 2 Meetings 2 $125.00 $250.00 30% Construction Document Review- Project Manager Review Schematic Design Documents 6 $85.00 $510.00 Constructability Analysis 2 $85.00 $170.00 Project Meetings- Project Manager 2 Meetings 2 $85.00 $35.00 $170.00 30% Construction Document Review- Project Coordinator Organize Construction Documents 1 $35.00 Support Team 1 $35.00 $35.00 60% Construction Document Review- Project Executive Review Design Development Documents 2 $125.00 $250.00 Confirm Project Managers Review Comments 2 $125.00 $250.00 Review and Confirm Plans and Specification Coordination 3 $125.00 $125.00 $375.00 Review and Confirm all Value Engineering Suggestions 1 $125.00 Project Meetings- Project Executive 2 Meetings 2 $125.00 $250.00 60% Construction Document Review- Project Manager Review Design development Documents 6 $85.00 $510.00 $510.00 $255.00 $255.00 Review Plans and Specifications for Coordination 6 $85.00 Constructability Analysis 3 $85.00 Value Engineering Analysis 3 $85.00 $85.00 Project Meetings- Project Manager 2 Meetings 2 $170.00 $70.00 $70.00 $500.00 $250.00 $375.00 $250.00 $680.00 60% Construction Document Review- Project Coordinator Organize Construction Documents 2 $35.00 Support Team 2 $35.00 100% Construction Document Review- Project Executive Review Documents 4 $125.00 Confirm Project Managers Review Comments 2 $125.00 Confirm Constructability Analysis 3 2 $125.00 Project Meetings- Project Executive 2 Meetings $125.00 100% Construction Document Review- Project Manager Review Documents 8 $85.00 Constructability Review 4 $85.00 $340.00 Confirm Constructability Analysis 4 $85.00 $340.00 Project Meetings- Project Manager 2 Meetings 3 $85.00 $518.00 100% Construction Document Review- Project Coordinator Organize Construction Documents 4 $35.00 $140.00 Support Team 4 $35.00 $140.00 Blue Prints and Copies $5,000.00 2. REVIEW OF ON -SITE & OFF -SITE CONDITIONS Site Visits 4 Site Visits 4 $85.00 $1,360.00 Construction Staging and Site Management Plan 2 $85.00 $170.00 Site Utility Coordination Plan 3 $85.00 $255.00 Maintenance of Traffic Plan 2 $85.00 $170.00 Project Meeting- Project Executive 1 Meeting 4 $125.00 $500.00 Project Meeting- Project Manager 1 Meeting 4 $85.00 $340.00 Project Meeting- Tennis Court Consultants 1 Meeting 4 $150.00 $600.00 3. COST ESTIMATING & COST CONTROL Estimating and Cost Control- Project Executive Confirm Project Managers Review, Comments for Construction Cost 4 $125.00 $500.00 Confirm Project Managers Specification Review 3 $125.00 $375.00 Confirm Value Engineering Savings 2 $125.00 $250.00 Project Meetings- Project Executive 2 Meetings 3 $125.00 $750.00 Estimating and Cost Control- Project Manager Review Documents for Construction Costs 10 $85.00 $850.00 Review Specifications for Material Costs 12 $85.00 $1,020.00 Confirm Value Engineering Savings 4 $85.00 $340.00 Project Meetings- Project Manager 2 Meetings 3 $85.00 $510.00 100% Construction Document Review- Project Coordinator Organize Construction Documents 3 $35.00 $105.00 Support Team 3 $35.00 $105.00 4. SCHEDULING Review of Architects schedule 1 $85.00 $85.00 Prepare a Baseline Schedule to include: Phasing 4 $85.00 $340.00 Critical Path Activities 8 $85.00 $680.00 Critical Team Member Duties 8 $85.00 $680.00 5. Bidding (GMP Submittal & Negotiations) Develop & Distribute Subcontractor Bid Packages- Project Executive Review Bidders List for Prequalified Subcontractors 5 $125.00 $625.00 Review all Inclusions 10 $125.00 $1,250.00 Develop & Distribute Subcontractor Bid Packages- Project Manager Select Bidders List for Prequalifies Subcontractors 5 $85.00 $425.00 Build Inclusion List for all Scopes 30 $85.00 $2,550.00 Develop & Distribute Subcontractor Bid Packages- Project Coordinator Coordinate and Send out Bid Packages 5 $35.00 $175.00 Receive and Organize Bid Packages 5 $35.00 $175.00 Evaluate Subcontractor Bids- Project Executive Review and Evaluate Project Managers Scoping of Bids 10 $125.00 $1,250.00 Interview Potential Subcontractor for Completeness 20 $125.00 $2,500.00 Evaluate Subcontractor Bids- Project- Manager Review and Evaluate Bids 20 $85.00 $1,700.00 Interview Potential Subcontractor for Completeness 20 $85.00 $1,700.00 Evaluate Subcontractor Bids- Project- Coordinator Prepare GMP Proposal Books 8 $35.00 $280.00 GMP Negotiation Meeting Project Executive 1 Meeting 4 $125.00 $500.00 Project Manager 1 Meeting 4 $85.00 $340.00 Advertising Cost $1,250.00 6. E- BUILDER LICENSE 2 Licenses @ $1,200 per license $2,400.00 7. CONTINGENCY $4,065.00 TOTAL $44,713.00 Attachment 2 . ; WOLFBERG ALVAREZ AND PARTNERS W 1500 San Remo Avenue - Suite 300 s Coral Gables, Florida 33146 Estimate of Probable Construction Cost PROJECT SUMMARY CONCEPTUAL DESIGN /SCHEMATIC DESIGN 4 - Apr - Revised Project No. : 2011500 Project Totals $2,879,797 File Name : Job Conditions 1.00 $2,879,797 $2,879,797 Property Management Facility Contct's Gnrl Cond 5% $143,990 $3,023,786 OH / Profit - GC 7% $211,665 $3,235,452 Miami Beach, Florida Contingency 10.0% $323,545 $3,558,997 Performance Bond 1.4% $49,826 $3,608,823 Total Cost $3,608,823 ITEM DESCRIPTION SUB -TOTAL SUMMARY Sitework - Civil $256,237 Architectural, Structural and Landscaping $1,535,381 Mechanical - A/C $331,488 Plumbing $250,566 Fire Protection $76,959 Electrical $429,166 Summary Page 1