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
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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 /
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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