2011-27761 Reso t
RESOLUTION NO.� 2011 - 27761
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF .MIAMI BEACH,
FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY MANAGER, PURSUANT TO
REQUEST FOR QUALIFICATIONS (RFQ) NO. 36- 10/11, FOR RESIDENT PROJECT
REPRESENTATIVE SERVICES FOR RIGHT -OF -WAY IMPROVEMENTS TO NEIGHBORHOOD
NO. 8 BAYSHORE (PACKAGE E) - SUNSET ISLANDS I & 11; AND AUTHORIZING THE
ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH THE TOP- RANKED FIRM,
SCHWEBKE- SHISKIN & ASSOCIATES, INC.; AND SHOULD THE ADMINISTRATION NOT BE
*ABLE TO SUCCESSFULLY NEGOTIATE AN AGREEMENT WITH THE TOP - RANKED FIRM,
- AUTHORIZING THE ADMINISTRATION TO NEGOTIATE WITH THE SECOND- RANKED FIRM,
CALVIN GIORDANO & ASSOCIATES, INC.; AND SHOULD THE ADMINISTRATION NOT BE
ABLE TO NEGOTIATE AN AGREEMENT WITH THE TOP - RANKED FIRM, AUTHORIZING THE
ADMINISTRATION TO NEGOTIATE AN AGREEMENT WITH THE THIRD- RANKED FIRM,
TARGET ENGINEERING GROUP, INC.
WHEREAS, on July 1; 2011 the, City issued Request for Qualifications No. 36 -10/11
for resident project• representative services for right -of -way improvements to Neighborhood
No. 8 Bayshore (Package E) ,- Sunset Islands I & 11 (the .RFQ) with an opening date of
August 4, 2011; and
.WHEREAS, a pre - qualification meeting to provide information to prospective
proposers was held on July 14, 2011; and
WHEREAS, Bidsync sent notices to 6,943 prospective proposers resulting in the
receipt of thirteen (.13) proposals by A &P Consulting . Transportation Engineers, Corp.,
Architeknics, Inc., Bermello Ajamil & . Partners, Inc., Calvin, Giordano & Associates; Inc.,
C.A.P. Engineering, Inc., CES Consultants, Inc., CIMA Engineering Corp., Craven
Thompson & Associates, Inc., New Millennium Engineering, Inc., Robayna and Associates;
Inc., Schwebke- Shiskin & Associates, Inc., Target Engineering Group, Inc., Wolfberg Alvarez
& Partners; and
WHEREAS the City Manager via a Letter to Commission LTC No. 237 -2011
appointed the following individuals as Evaluation Committee (the "Committee ") members:
Mike Alvarez — Infrastructure Division Director, Public Works
Elizabeth Camargo - Capital Improvements Projects Oversight Committee Member
• Maria. Hernandez — Senior Capital Projects Coordinator, CIP Office
• Elisa Iglesias — Capital Projects Coordinator, CIP Office
• Michael Laas Resident and Leadership Academy Graduate
with - Humberto Cabanas, CIP Capital Projects Coordinator, as a Committee alternate; and
WHEREAS, the Committee convened on October 4, 2011, to evaluate and score the
proposals in order to shortlist the responsive proposals based on the evaluation criteria
stated in the RFQ; and
WHEREAS, the Committee reconvened on October 10, 2011, to evaluate,. score,
and rank the shortlisted proposals of A &P Consulting Transportation. Engineers, Corp.,
Bermello Ajamil & Partners, Inc., Calvin, Giordano & Associates, Inc., CES Consultants, Inc.,
Schwebke- Shiskin & Associates, � Inc., and Target Engineering Gro p,.' Inc. based on the
evaluation criteria stated in the RFQ; and
WHEREAS, based. on the scores and rankings of the .Committee members, Calvin
Giordano & Associates, Inc. was deemed the top - ranked firm; Schwebke - Shiskin &
Associates, Inc. ' was deemed the second- ranked firm; and Target Engineering Group, Inc
was .deemed the third - ranked firm; and
WHEREAS, after considering the review and recommendation, of, the Committee, the
City Manager has exercised his due diligence and carefully considered the specifics of this
RFQ process; and
WHEREAS, due to Schwebke - Shiskin & Associates' involvement during the design
review process on behalf of the Sunset Islands I & 11 Homeowner's Association (H 0A), and
detailed knowledge of site conditions, and its experience in the neighborhood; the Manager
believes Schwebke - Shiskin & Associates, Inc. is uniquely qualified, to, provide the
professional services related to Resident Project Representative; and
WHEREAS, as a result, the Manager recommends that the Mayor. and City
Commission authorize the Administration to enter into negotiations to with Schwebke-
Shiskin & Associates, Inc. (SSA), and should the Administration not be able to successfully
negotiate an agreement with SSA authorizing the Administration to negotiate with Calvin,
Giordano & Associates, Inc. (CGA), and should the Administration, not be - able to negotiate
an agreement with CGA, authorizing the Administration to negotiate an agreement with
Target Engineering Group, Inc.; and
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. 36- 10/11, for Resident Project Representative . Services for
Right-Of-Way Improvements . To Neighborhood No. 8 Bayshore (Package E) Sunset
Islands 'I & 11; and authorizing the Administration to enter into negotiations with the top-
ranked firm, Schwebke - Shiskin & Associates, Inc.; and should the Administration not be able
to successfully negotiate an agreement with the top- ranked firm, authorizing the
Administration'to negotiate with the second- ranked firm, Calvin Giordano & Associates, Inc.;
and should the Administration not be able to negotiate an agreement with the second - ranked
firm, authorizing the Administration to negotiate an agreement with the third - ranked firm,
Target Engineering Group, Inc.
PASSED AND ADOPTED THIS H A DAY OF 2011.
ATTEST:
CITY CLERK R
APPROVED AS TO
= FORM & LANGUAGE
IN O R CRATEp: �'
& F EXECUTION
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COMMISSION ITEM SUMMARY
Condensed Title:
A Resolution accepting the recommendation of the City. Manager pursuant to Request for Qualifications (RFQ) No. 36-
10/11, for Resident Project Representative Services for Right -Of -Way Improvements To Neighborhood No. 8
Bayshore (Package E) — Sunset Islands I & ll; and authorizing the Administration to enter into negotiations with the
top- ranked firm, Schwebke - Shiskin & Associates, Inc.; and should the Administration not be able to successfully
negotiate an agreement with the top - ranked firm, authorizing the Administration to negotiate with the second- ranked
firm, Calvin Giordano & Associates, Inc.; and should the Administration not be able to negotiate an agreement with the
second- ranked firm, authorizing the Administration to negotiate an agreement with the third - ranked, firm, Target
Engineering Group, Inc.
Key Intended Outcome Supported:
Ensure well- maintained infrastructure
Supporting Data (Surveys, Environmental Scan, etc.
The 2007 .Community Satisfaction Survey noted 82% of North Beach residents rated recent capital .projects
completed as "excellent" or "good" compared to 89% of residents citywide.
Issue:
Shall the Mayor and City Commission adopt the Resolution?
Item Summa /Recommendation:
On May 3, .2011, the City of Miami Beach issued ITB No. 27 -10/11 for construction of right -of -way improvements for
Bayshore Neighborhood 8E for Sunset Islands 1 &.2. The Mayor and City Commission awarded this ITB to David
Mancini & Sons, Inc. at its July 13, 2011 meeting. The City is projecting to commence construction by late 2011 which
provides for neighborhood right-of-way improvements including the installation 'of water mains, storm water
infrastructure, outfall relining and reconstruction; and milling and resurfacing of existing roadways.
The RPR shall be a qualified engineering firm that meets all the requirements referenced herein, and have adequate
understanding of the Project, and be able to address,, process, evaluate, recommend, respond to, and review
construction related correspondence. In general, RPRs will conduct onsite observations of the Contractor's work to
assist the City in determining if the provisions of the respective Contract Documents and permit conditions are being
fulfilled and to reasonably protect the City against defects and deficiencies in the Work of the Contractor. The_ RPR
shall review materials and evaluate, on a daily basis; the workmanship of the Contractor on each of the projects, report
as to the progress, and report to the City any deviations from the respective Contract Documents. It is the City's intent
for the RPR to be present onsite to provide general' oversight and direction. The means and methods of construction
shall be the responsibility of each Contractor. As such, the RPR will not be expected advise on 'or suggest methods
of construction to the Contractor:
The City Manager, via a Letter to Commission (LTC) No. 237 -2011, appointed an Evaluation Committee (Committee)
which convened to shortlist the proposals received. The Committee reconvened on October 10, 2011, to score and
rank the shortlisted firms. Upon completion of the presentations and interviews, the Committee discussed their
individual perceptions of each firm's qualifications, experience, and competence in order to score and rank each
accordingly to develop its recommendation to the City Manager.
After considering the review and recommendation of the Committee, the City Manager has exercised his'due diligence
and carefully considered the specifics of this RFQ process. The Manager and staff feel that it is essential to select a
Consultant that has considerable knowledge and a unique familiarity with the project.
As a result, the Manager recommends that the Mayor and City Commission authorize the Administration to enter into.
negotiations to adopt'the attached resolution authorizing the Administration to. enter into negotiations with Schwebke
Shiskin & Associates, Inc. (SSA), and should the Administration not be able.to successfully negotiate an agreement
with SSA, authorizing the Administration to negotiate.with Calvin, Giordano & Associates, Inc. (CGA), and should the
Administration not be'able to negotiate an agreement with CGA, authorizing-the Administration to negotiate an
agreement with Target Engineering Group, Inc.
Advisory Board Recommendation:
Financial Information:
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T:\AGEN \2010 \0 er 19 \Consent \RFQ 36 -10 -11 — RPR Services fo Sunset I & II - Summary.doc
IL A vftEA,-'C-,.H
AGENDA FITEM C 7
DATE
MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov
COMMISSION MEMORANDUM
TO: Mayor Matti Herrera Bower and Members of the City Commission
FROM: Jorge M. Gonzalez, City Manager
DATE: October 19, 2011
SUBJECT: A RESOLUTION ACCEPTING THE RECOMMENDATION OF THE CITY MANAGER,
PURSUANT TO REQUEST FOR QUALIFICATIONS (RFQ) NO. 36- 10/11, FOR RESIDENT
PROJECT REPRESENTATIVE SERVICES FOR RIGHT -OF -WAY IMPROVEMENTS TO
NEIGHBORHOOD NO. 8 BAYSHORE (PACKAGE E) — SUNSET ISLANDS I & II; AND
AUTHORIZING THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH THE TOP -
RANKED FIRM, SCHWEBKE - SHISKIN & ASSOCIATES, INC.; AND SHOULD, THE
ADMINISTRATION NOT BE ABLE TO SUCCESSFULLY NEGOTIATE AN AGREEMENT
WITH THE TOP - RANKED FIRM, AUTHORIZING THE ADMINISTRATION TO NEGOTIATE
WITH THE SECOND - RANKED FIRM, CALVIN GIORDANO & ASSOCIATES, INC.; AND
SHOULD THE ADMINISTRATION NOT BE ABLE TO NEGOTIATE AN AGREEMENT WITH
THE TOP - RANKED FIRM, AUTHORIZING THE ADMINISTRATION TO NEGOTIATE AN
AGREEMENT WITH THE THIRD - RANKED FIRM, TARGET ENGINEERING GROUP, INC.
ADMINISTRATION RECOMMENDATION
Adopt the Resolution.
KEY INTENDED OUTCOMES SUPPORTED
Ensure well- maintained infrastructure.
ANALYSIS
In order to ensure a high level of quality control and oversight during construction of the project,
the City desires to contract with an independent firm to provide full -time Resident Project
Representative Services (RPR) to observe the construction of the work associated with the
Bayshore Neighborhood (8E) Right -of -Way Improvements Project for Sunset Islands I & II.
On May 3, 2011, the City of Miami Beach issued ITB No. 27 -10/11 for construction of right -of-
way improvements for Bayshore Neighborhood 8E for Sunset Islands I & II. The Mayor and
City Commission awarded this ITB to David Mancini & Sons, Inc. at its July 13, 2011 meeting.
The City is projecting to commence construction by late 2011 which provides for neighborhood
right -of -way improvements including the installation of water mains, storm water infrastructure,
outfall relining and reconstruction; and milling and resurfacing of existing roadways.
The RPR shall be a qualified engineering firm that meets all the requirements referenced herein,
and have adequate understanding of the Project, and be able to address, process, evaluate,
recommend, respond to, and review construction related correspondence. In general, the RPR
will conduct onsite observations of the Contractor's work to assist the City in determining if the
Commission Memorandum — RFQ 36-09/10 — RPR Services for Sunset Islands I & II
October 19, 2011
Page 2 of 10
provisions of the respective Contract Documents and permit being ermit conditions are bein fulfilled and to
reasonably protect the City against defects and deficiencies in the Work of Y P Y 9 0 o the Contractor.
The RPR shall review materials and evaluate, on a daily basis, the workmanship of the
Contractor on each of the projects, report as to the progress, and report to City any deviations
from the respective Contract Documents. It is the City's intent for the RPR to be present onsite
to provide general oversight and direction. The means and methods of construction shall be the
responsibility of the Contractor. As such, the RPR will not be expected to advise on or suggest
methods of construction to the Contractor.
RPR's services shall be based upon a construction duration period of approximately fourteen
(14) months, including close -out of the project. Construction activities are currently scheduled to
commence in the 4 quarter of 2011 with estimated completion in the -1 st quarter of 2013.
CITY MANAGER'S REVIEW
Although all the firms interviewed are highly qualified, the Manager and staff feel that it is
essential to select a Consultant that has considerable knowledge and a unique familiarity with
the project. Due to their involvement during the design review process on behalf of the Sunset
Islands I & II Homeowner's Association (HOA), and detailed knowledge of site conditions, and
their experience in the neighborhood, the Manager and staff believe the second - ranked firm,
Schwebke Shiskin & Associates, Inc. is uniquely qualified to provide the professional services
related to Resident Project Representative.
Therefore, after considering the review and recommendation of the Evaluation Committee, the
City Manager exercised his due diligence and carefully considered the specifics of this RFQ
process. As a result, the City Manager recommends to the Mayor and City Commission to
adopt the attached resolution authorizing the Administration to enter into negotiations with
Schwebke Shiskin & Associates, Inc. (SSA), and should the Administration not be able to
successfully negotiate an agreement with SSA, authorizing the Administration to negotiate with
Calvin, Giordano & Associates, Inc. (CGA), and should the Administration not be able to
negotiate an agreement with CGA, authorizing the Administration to negotiate an agreement
with Target Engineering Group, Inc.
SCOPE OF SERVICES
The following outlines the Resident Project Representative's (RPR's) duties and responsibilities:
General Coordination: The RPR will communicate daily or periodically with the City, the City's
NE Consultant and Contractor, as needed. They will report on concerns as it relates to the
construction effort and activities. In addition, the RPR shall also coordinate with the Contractor's
Public Information Officer where notifications such as utility outages, road closures, etc. may be
required. The RPR will monitor and verify that the Contractor has made the required
notifications to the utility owners, residents and businesses as may be required.
Resident's Information Meetings: The RPR will be expected to attend and participate in
Resident Information Meetings with the City and A/E Consultant for each of the Projects.
Commission Memorandum — RFQ 36 -09/10 — RPR Services for Sunset Islands I & II
October 19, 2011
Page 3 of 10
Pre - Construction Meeting: The RPR will be expected to attend and participate in the Pre -
Construction Meeting with the City, NE Consultant and Contractor. The Pre - construction
Meeting shall be scheduled once the first Notice -to- Proceed is issued to the Contractor.
Weekly Construction Progress Meetings: The RPR shall attend and participate in weekly
construction project meetings with the City, A/E Consultant and Contractor. These meetings will
serve as forums to review the status of construction progress, discuss construction issues,
discuss schedule and /or cost concerns, discuss potential changes or conflicts, review the status
of shop drawing submittals and contract document clarifications and interpretations, and to
resolve problems before they become critical. The RPR shall review weekly meeting minutes
distributed by A/E Consultant and two week look ahead provided by the Contractor and provide
comments or objections to written statements within the specified timeframe. The RPR will
prepare detailed weekly reports that describe the construction activities, progress, incidents and
issues that have occurred on the construction site and distribute to the attendees in advance of
the weekly construction progress meetings.
Field Inspections: The RPR shall conduct field inspections on a daily basis throughout the
duration of construction. The RPR shall be present at the construction site daily during the
construction phase of the project and will be expected to be available, as needed, throughout
the Contractor's work day.
Specialty A/E Consultant Site Visits: The RPR will monitor the number of specialty site visits
requested by the Contractor or City and conducted by the NE Consultant. When it becomes
evident that a specialty site visit from the design Engineer of Record (EOR) will be required, the
RPR will notify the EOR to discuss and schedule a mutually acceptable time for meeting at the
construction site.
Daily Reports: The RPR will prepare daily reports, on the same date as construction occurs, to
record the daily performance of the Contractor as well as other significant contract related
matters. Daily reports shall be uploaded to the City's E- BuilderTM document management
system by the RPR. At the end of each week, the RPR will forward the original daily reports to
the City for review. The RPR will maintain and file paper copies of the daily reports onsite for
reference. The daily reports shall include records of when the Contractor is on the job -site, field
inspections, weather conditions, change orders, changed conditions, list of job site visitors, daily
drilling and testing activities, testing results, testing observations, and records of the outcome of
tests and inspections. At a minimum the daily reports will contain the following information:
• Weather and general site conditions
• Contractor's work force counts by category and hours worked
• Description of Work performed including location
• Equipment utilized
• Names of visitors to the jobsite and reason for the visit
• Tests made and results
• Construction difficulties encountered and remedial measures taken
• Significant delays encountered and apparent reasons why
• Description of (potential) disputes between the Contractor and City
• Description of (potential) disputes between the Contractor and residents
• Summary of additional directions that may have been given to the Contractor
1
Commission Memorandum — RFQ 36 -09/10 — RPR Services for Sunset Islands I & II
October 19, 2011
Page 4 of 10
• Detailed record of materials, equipment and labor used in connection with extra work, or
where there is reason to suspect that a claim or request for Change Order may be
submitted by the Contractor
• Summary of any substantive discussions held with the Contractor and /or City
• Summary of nonconforming work referenced to corresponding Non - Compliance Notice
• A log of photographs taken
Photographic Record: Provide a photographic record of the overall progress of construction,
beginning with preconstruction documentation, following with on -going construction
documentation, and ending with post- construction documentation. Photographs shall be digital
snapshot type taken to define the progress of the project and shall be filed electronically by
month in the City's E- BuilderTM document management system, labeled by date, time and
location. The RPR will upload all photos to the E- BuilderTM document management system on a
weekly basis.
Adherence to Contract Documents: The RPR shall review materials and workmanship of the
project and report to the City any deviations from the Contract Documents that may come to the
RPR's attention. The RPR shall determine the acceptability of the work and materials and in
concert with the NE Consultant (as necessary) and make recommendations to the City to reject
items not meeting the requirements of the Contract Documents.
Delivery of Unaccepted Materials to Jobsite: As new materials are delivered to the jobsite, the
RPR will check the materials' certifications and samples and verify that an approved shop
drawing was submitted for the material in question. If it is determined that a submittal has not
been approved, the RPR shall immediately notify the City and issue a Non - Compliance Notice.
In conjunction with the NE Consultant, the RPR will direct and supervise the sampling and
testing of materials to be performed by the City's independent testing laboratory. The RPR shall
maintain test report logs which shall be submitted to the City for review on a monthly basis and
uploaded to the City's E- BuilderTM document management system on a weekly basis. The RPR
shall also review invoices submitted by the independent testing laboratories and recommend
payment by the City.
Shop Drawing Submittals: The RPR shall review shop drawing and product approvals
throughout the duration of the construction period for familiarity prior to delivery of materials.
RPR shall verify that Contractor is maintaining a submittal log, conducting timely submittals, and
uploading approved shop drawings to the City's E- BuilderTM document management system.
Issuance of Non - compliance Notices: The RPR will be responsible for notifying the City when
they become aware of a condition that is believed to be in noncompliance with Contract
Documents. Anytime the RPR notices a potential construction problem or a condition that could
result in non - complying materials, equipment or workmanship the RPR will need to determine
whether the condition poses an immediate threat to public health or safety. If a condition does
not pose a threat to public health or safety, immediate verbal notification or "Pre- Noncompliance
Notice" of the potential noncompliance should be made to the Contractor and the City. This
verbal notice shall be documented in the RPR's daily report and shall advise the Contractor of
potential construction problems, errors, or deficiencies that can be promptly resolved and do not
warrant a Noncompliance Notice. If the Contractor fails to respond to the verbal notification
within a reasonable timeframe, the RPR will notify the City and the City's Senior Capital Projects
Coordinator will issue a Non - compliance Notice. If a condition poses an immediate threat to
public health or safety, the RPR will notify the Contractor and City immediately and the City's
Commission Memorandum — RFQ 36 -09/10 — RPR Services for Sunset Islands I & II
October 19, 2011
Page 5 of 10
Senior Capital Projects Coordinator will issue a Non - compliance Notice to the Contractor. Non-
compliance Notices will include a description of the Work that does not meet contract
requirements, along with a required timetable for corrective work to be implemented by the
Contractor. Other items that should be included in the Notice include a reference to the
provision of the Contract Documents that has been violated.
Damage to Existing Facilities: The RPR will identify any existing facilities damaged by the
Contractor and verify that the Contractor has notified the respective owner(s). Include record of
such occurrences in the daily reports.
Change Orders: The RPR shall perform an independent review of any Change Orders
submitted by the Contractor and provide a written statement noting recommendation for
approval or denial of the Change Order to the City. If recommended for approval, the RPR will
note if the requested cost and schedule impacts are fair and reasonable. The RPR will be
responsible for verifying that NE Consultant is maintaining a Change Order log and uploading
approved Change Orders to the City's E- BuilderTM document management system. The RPR
shall also participate in change request review meetings, with City and Contractor to resolve
and /or negotiate the equitable resolution of request.
Requests for Information /Contract Document Clarification (RFIs/CDCs): When RFIs and CDCs
involve design issue interpretations, the RPR will coordinate with the NE Consultant, as
needed, to resolve the Contractor's Requests for Information, Contract Document Clarifications,
Field Orders, and other related correspondence. The RPR will be also be responsible for
verifying that the NE Consultant is providing a written response to RFIs and CDCs in a timely
matter and that they are processing, logging, and distribute all RFIs /CDCs. The RPR will verify
that the A/E Consultant is uploading RFI and CDC responses to the City's E- BuilderTM
document management system.
Schedule: RPR will review and familiarize themselves with the construction schedule, monitor
the progress of construction, and ensure the Contractor's adherence to the schedule. The
Contractor will be required to submit a detailed schedule to the RPR at the pre construction
meeting. This schedule will be reviewed and approved by the RPR and the City. This schedule
will be updated on a by- weekly basis by the Contractor; however, the RPR will be responsible
for reviewing the contactor's schedule to confirm accuracy of the work activities completed.
Analysis of the Contractor schedule will be on the basis of planned versus actual costs for the
month and contract to date.
Pay Requisitions: The RPR shall verify Contractor's pay requisition quantities and sign off on all
pay requisition quantities in the field. RPR shall be responsible for reviewing with the Contractor
the monthly payment requisition to confirm the status of completed and uncompleted work and
stored materials. The RPR shall advise the City of quantities being approved for subsequent
concurrence for payment purposes. Payment Requisitions shall only be approved by the City.
Equipment Tests and Systems Start -up: The RPR shall be responsible for coordinating various
tests for quality control on the projects and verify that equipment tests and systems start-up are
conducted in the presence of appropriate personnel, and that the Contractor maintains
adequate records thereof; and observe, record, and report appropriate details relative to the test
procedures and start-up.
Commission Memorandum — RFQ 36 -09/10 — RPR Services for Sunset Islands I & II
October 19, 2011
Page 6 of 10
Record Drawings: RPR will monitor that record drawing mark -ups are properly maintained by
the Contractor. At a minimum, the RPR will review the record drawing mark -ups on the 20th
working day of every month, or more often, as deemed necessary by the City. Contractor's
failure to maintain the record drawings in up -to -date condition may be deemed grounds for
withholding Contractor's monthly payment requisitions until such time as the record drawings
are brought up -to -date. The RPR will notify the City if it considers the mark -up documents
insufficient. The City will make final determination of payment withholding.
Safety: The RPR will be expected to recognize a hazard that any reasonable non - safety
professional might be expected to recognize. In addition, those safety obligations extend only to
recognizable hazards that the RPR may note while in the normal conduct of onsite business.
If a situation presents itself, the following procedures should be followed:
• Immediately direct personnel to remove themselves from the apparent danger.
• Notify the Contractor's superintendent of the apparent condition that caused the concern
and that the affected personnel were directed to remove themselves accordingly.
• Notify the Contractor of the situation that arises concern, both in writing and verbally.
• Issue a written Notice of Noncompliance stating that the Contractor should take
immediate action as it deems necessary to correct the deficiency / condition.
• Write a full report in the Daily Report on the condition found to be unsafe, all actions
taken, and correspondence written, including times and names.
• Take photographs, of the concern.
• If the Contractor does not make corrections, the RPR should notify the City.
• The RPR will review the situation with the City for further direction.
• The condition, as well as all conversations and correspondence, will be recorded in the
RPRs Daily Report.
• In the case of a construction - related accident, the RPR will notify the City of the
accident. RPR will direct the Contractor to prepare an accident report with a copy
forwarded to the City.
Quality Control: The RPR will review and monitor the Contractor's adherence to an acceptable
quality control program submitted by the Contractor prior to the issuance of the second Notice -
to- Proceed by the City. This program will describe the Contactor's quality control, organizational
procedures, documentation controls and processes for each phase of the work. Quality control
during construction will be the responsibility of the Contractor; however, oversight and ensuring
the Contractor complies with applicable jurisdictional construction standards will be enforced on
the City's behalf by the RPR.
Proceeding with Disputed Work: In the event that an agreement cannot be reached on a
Change Order, the Contractor must carry on the work and adhere to the project schedule in
accordance with the contract general conditions. The RPR will log all forced work efforts related
to a disputed change order on a Forced Work Daily Log Reports which will be signed and dated
by the RPR and the Contractor's representative at the completion of each workday. The RPR
will forward copies of this form to the City for record purposes.
Maintenance of Traffic (MOT): The Contractor shall provide the RPR, City and NE Consultant
with approved copies of its MOT at the Pre- Construction Meeting for general information
purposes. It will be the RPR's responsibility to verify compliance with the MOT in the field.
Commission Memorandum — RFQ 36 -09/10 — RPR Services for Sunset Islands I & II
October 19, 2011
Page 7 of 10
Contractor Request for Services: When the Contractor requires services from the City for issues
such as water main shutdowns, tie -ins to existing water mains, special regulatory inspections,
etc., a request shall be made in writing by the Contractor, and forwarded by the RPR to the City,
a minimum of three working days prior to when required or as mandated by the service agency.
Substantial Completion: When the Contractor considers that the Work has reached Substantial
Completion, the Contractor will notify the RPR who will verify that the work has progressed to
the substantial completion point in accordance with the Contract Documents. If the RPR is in
agreement, the t t e RPR will contact the City agree to a ee on a schedule for conducting Y 9 g a substantial
completion "walk- through" inspection of the Work. The RPR shall attend and participate in the
substantial completion "walk- through ", perform a substantial completion inspection with the
Contractor, NE Consultant and the City, and prepare a punch list that describes items
remaining to be completed. This punch list will be attached to the certificate of substantial
completion.
Final Completion and Project Closeout: When the Contractor considers that the Work has
reached Final Completion, the Contractor will notify the RPR who will verify that the work has
progressed to the Final Completion point in accordance with the Contract Documents. If the
RPR is in agreement, the RPR will contact the City to agree on a schedule for conducting a
Final Completion "walk- through" inspection of the Work. The RPR shall attend and participate in
the Final Completion "walk- through" and perform a Final Completion inspection with the
Contractor, NE Consultant and the City. If the work is determined to be incomplete, the RPR
and other attendees will each develop a punch list of items requiring completion or correction
prior to consideration of final acceptance of each project which shall be forwarded to the
Contractor by the RPR for each project. The RPR will complete all necessary close -out and
construction completion forms and documentation in coordination with the City for the projects.
The RPR will work with the NE Consultant and the Contractor, as necessary, to ascertain
materials required for the closeout binder, as required by the City, and review the Operation and
Maintenance manuals for completeness prior to forwarding documentation to the City. Once all
parties determine the work is complete and the Contractor has delivered all close -out
documentation to the City, the RPR will prepare a Final Certificate for Payment. It is intended
that the RPR will be responsible for providing final certifications based on the entire scope of
work for the project.
RFQ PROCESS
RFQ No. 36 -09/10 was issued on July 1, 2011, with an opening date of August 4, 2011. The
pre - qualification conference was held on July 14, 2011. During the pre - qualification conference,
prospective bidders were instructed on the procurement process and the information their
respective proposals should contain.
Bidsync issued bid notices to 6,943 prospective bidders with 63 having viewed the notice of
which resulted in the receipt of the following thirteen (13) bids:
• A &P Consulting Transportation Engineers, Corp.
• Architeknics, Inc.
• Bermello Ajamil & Partners, Inc.
• Calvin, Giordano & Associates, Inc.
• C.A.P. Engineering, Inc.
• CES Consultants, Inc.
Commission Memorandum — RFQ 36 -09/10 — RPR Services for Sunset Islands I & 11
October 19, 2011
Page 8 of 10
• CIMA Engineering Corp.
• Craven Thompson & Associates, Inc.
• New Millennium Engineering, Inc.
• Robayna and Associates, Inc.
• Schwebke - Shiskin & Associates, Inc.
• Target Engineering Group, Inc.
• Wolfberg Alvarez & Partners
The City Manager, via a Letter to Commission (LTC) No. 237 -2011, appointed an Evaluation
Committee (Committee) consisting of the following individuals:
• Mike Alvarez — Infrastructure Division Director, Public Works
• Elizabeth Camargo — Capital Improvements Projects Oversight Committee Member
• Maria Hernandez — Senior Capital Projects Coordinator, CIP Office
• Elisa Iglesias — Capital Projects Coordinator, CIP Office
• Michael Laas — Resident and Leadership Academy Graduate
EVALUATION PROCESS
On October 4, 2011, the Committee convened to shortlist the proposals received and nominated
Maria Hernandez as Committee Chair. In determining the most qualified firms, the Committee
discussed each firm's proposal based on the criteria noted in the RFQ below:
Total Points Criteria
20 The experience, qualifications, and portfolio of the Principal Firm
20 The experience, qualifications and portfolio of the Project Manager, as well as
his /her familiarity with this project and permitting process and a thorough
understanding of the methodology and design approach to be used in this
assignment.
30 The experience and qualifications of the professional personnel assigned to
the Project Team as well as their familiarity with this project and a thorough
understanding of the methodology and design approach to be used in this
assignment.
10 Project Approach
10 The volume of work previously awarded to each firm by the City, with the
object of effecting an equitable distribution of contracts among qualified firms,
provided such distribution does not violate the principle of selection of the
most highly qualified firm.
10 Past performance based on quality of the Performance Evaluation Surveys
and the Administration's due dilligence based upon reference checks
performed of the Firm(s) clients
The Committee discussed their individual perceptions of each prospective firm's qualifications,
experience, and competence to shortlist the following firms:
• A &P Consulting Transportation Engineers, Corp.
• Bermello Ajamil & Partners, Inc.
• Calvin, Giordano & Associates, Inc.
• CES Consultants, Inc.
Commission Memorandum — RFQ 36 -09/10 — RPR Services for Sunset Islands I & II
October 19, 2011
Page 9 of 10
• Schwebke - Shiskin & Associates, Inc.
• Target Engineering Group, Inc.
The Committee reconvened on October 10, 2011, to score and rank the shortlisted firms. Upon
completion of the presentations and interviews, the Committee discussed their individual
perceptions of each firm's qualifications, experience, and competence in order to score and rank
each accordingly to develop its recommendation to the City Manager. As a result, Calvin
Giordano & Associates, Inc. received four of five first -place votes as the top- ranked firm as
noted below:
RFQ 36 -10/11 Evaluation Committee Rankings
Vote Points
Alvarez Camargo Hernandez Iglesias Laas Total Total
Calvin Giordano 93 (1) 94 (1) 90 (2) 98 (1) 88.5 (1) 6 463.5
Schwebke - Shiskin 90 (3) 92 (2) 95 (1) 90 (2) 80.5 (3) 11 447.5
Target Engineering 92 (2) 84 (3) 70 (4) 84 (3) 85.5 (2) 14 415.5
APCT 83 (5) 81 (4) 75 (3) 81 (4) 71 (6) 22 391
Bermello Ajamil 89 (4) 80 (5) 65 (5) 74 (5) 80 (4) 23 388
CES 64 (6) 79 (6) 47 (6) 59 (6) 72.5 (5) 29 321.5
Calvin Giordano & Associates, Inc.
Calvin Giordano & Associates, Inc. has over 75 years of experience in civil and traffic
engineering, construction management services and inspection, transportation planning, and
urban design. Notable projects include the Community Enhancement Project, Phases I, 2 & 3 in
Bay Harbour Islands and the Atlantic Isles roadway and Utility Improvements in Sunny Isles
Beach, and the Stormwater Master Plan in Surfside, Florida. Their Project Manager, Robert
McSweeney, PE has over 12 years of experience having provided construction administration
services on large -scale projects such as milling and resurfacing of the Palmetto Expressway
and several neighborhood improvement projects in Deerfield Beach, Fort Lauderdale, and
Pompano Beach.
Schwebke - Shiskin & Associates, Inc.
Schwebke - Shiskin & Associates, Inc. has over 50 years of experience in the design and
construction of infrastructure improvements in both private and public sectors throughout Miami -
Dade, Broward, Palm Beach and Monroe counties. The firm specializes in Land Surveying,
Civil Engineering and Land Planning. Notable projects include the re- construction of 6 Street
from Lenox Avenue to Alton Road and Lenox Avenue from 5 Street to 6 Street in the City of
Miami Beach, the private development of Fifth and Alton — a 5 story vertical mall composed of
248,000 square feet of retail and a supporting 1,081 parking stall garage in the City of Miami
Beach, and West 44 Street — a drainage improvement project along West 44 Street from
Royal Pam Avenue to Biscayne Bay in the City of Miami Beach. The Project Manager, Luis
Leon, PE has been with the firm since 1996 and is actively engaged in the design of Stormwater
Management Systems, Water and Wastewater Facilities, Roadways, drainage improvements
and land development for various projects throughout South Florida.
Commission Memorandum — RFQ 36 -09/10 — RPR Services for Sunset Islands I & 11
October 19, 2011
Page 10 of 10
Target Engineering Group, Inc.
Target Engineering Group, Inc. has been providing professional engineering services in
construction management and inspections to a diverse group of state agencies and public
clients throughout the state of Florida. Notable projects include the East Blue Heron / SR A1A
enhancement project for the City of Riviera Beach in conjunction with the Florida Dept. of
Transportation, The City of Miami Neighborhood Improvements for the City of Miami and the
State Road 845 Powerline Road project in Pompano Beach for the State of Florida Department
of Transportation, District Four. The Project Manager, Ms. Sara Duffoo, PE, LEED AP has over
20 years of Civil Engineering experience specifically in Construction Engineering and Inspection
(CEI).
CONCLUSION
The Administration recommends that the Mayor and City Commission adopt the attached
Resolution accepting the recommendation of the City Manager pursuant to Request for
Qualifications (RFQ) No. 36- 10/11, for Resident Project Representative Services for Right -Of-
Way Improvements To Neighborhood No. 8 Bayshore (Package E) — Sunset Islands I & II; and
authorizing the Administration to enter into negotiations with the top- ranked firm, Schwebke-
Shiskin & Associates, Inc.; and should the Administration not be able to successfully negotiate
an agreement with the top- ranked firm, authorizing the Administration to negotiate with the
second - ranked firm, Calvin Giordano & Associates, Inc.; and should the Administration not be
able to negotiate an agreement with the second - ranked firm, authorizing the Administration to
negotiate an agreement with the third - ranked firm, Target Engineering Group, Inc.
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