PSA C3TS ROW Infrastructure Imp Neigh 13 Palm & Hibiscus SCHEDULE A:
PROFESSIONAL SERVICES AGREEMENT BETWEEN
THE CITY OF MIAMI BEACH &C3TS
RIGHT OF WAY INFRASTRUCTURE IMPROVEMENT PROGRAM
NEIGHBORHOOD NO. 13: PALM & HIBISCUS ISLANDS
DESIGN CRITERIA PROFESSIONAL: C3TS, (the"CONSULTANT")
BACKGROUND
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 sand dredged from the bottom of
Biscayne Bay. With views of Miami Beach, downtown Miami, the 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 Improvement's 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 and/or reconstruction of the roadway/ pavement markings
-Repair and/or extension of existing sidewalks to comply with ADA requirements
•Incorporation of traffic calming features, consistent with community preferences
-Lining of Sewers
-Possible coordination of gas line installation by Utility
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 due to the
inability of the Palm and Hibiscus residents to reach consensus regarding the undergrounding of electrical
services.
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During this time, the Palm-Hibiscus 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; A resolution
endorsing, 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, respectively, for the
undergrounding of overhead utilities, 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).
SCOPE OF SERVICES
The Consultant 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 but is not limited to 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, lining of the
existing sewer system 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 the 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 at a minimum 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.
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The scope of services for the design criteria package for this project shall provide at a minimum the
following services, reports and evaluations in addition to the services outlined in Task 1 through 7.
1. Evaluate the existing outfalls and ascertain if any upgrades will be required to conform to the
proposed storm water system.
2. Analyze the cost estimates prepared by the City for this Project and provide an updated
construction estimate in format provided by the City.
3. Review and validate the City's proposed Project schedule and construction phasing plan.
4. 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.
5. Coordinate with the Gas Utility Provider, who will provide for underground gas lines to the Palm &
Hibiscus Island.
6. Provide a Phase One Environmental (Contamination Screening Evaluation Report)and Provide a
Phase Two Environmental if required by DEP/DERM or any other Agency Having Jurisdiction.
7. Update existing topographic and specific purpose survey provided by the City and prepared by
PBS&J dated April 22, 1999.
8. Provide Geotechnical Soils report as required for the project.
9. Provide Drainage Calculations and preliminary drainage analysis to substantiate proposed 30%
storm water design.
10. Prepare a Traffic Analysis and Assessment.
11. Prepare an Encroachment Analysis and Survey.
12. Prepare requirements for monitoring for compliance with regard to loading requirements for
bridges.
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13. Review and make recommendations to the City regarding any updates to 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 1.14.
14. Create a "Master Design Criteria" boilerplate package to be re-used by the City for future project
specific Design Build projects.
15. 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 CONSULTANT shall prepare and distribute minutes of meetings
with the City regarding this Project.
16. Review Front End Documents including but not limited to the Design Build General Conditions,
Supplementary Conditions and/or develop criteria and performance specifications to meet the
project specific scope of work for this particular project and make any recommended deviations
from the PWD Design Manual shall require approval from the PWD.
Because time is of the essence, the City may require (in order to expedite this project)the CONSULTANT
to phase this project as described below:
• Phase ONE: Palm Island Improvements.
• Phase TWO: Hibiscus Island Improvements.
The basic services provided by the CONSULTANT shall include but not be limited to preparation of
bidding documents incorporating schematic design, performance specifications and design criteria for the
project and the enforcement of the design criteria package including but not limited to notifying the City of
the Design-Builder's compliance or non-compliance with the requirements of the design criteria package
and are inclusive of the following Seven Tasks and/or services (inclusive of Verification of Existing
Conditions, Design, Bidding and Award, Construction Administration, Other Services (Traffic Impact
Study, Environmental Assessments, Surveying, Geotechnical, Asbestos Survey), Additional Services if
approved by the CITY; and other Reimbursable Services, as described in the this Schedule A; and
including, without limitation, any and all of the CONSULTANT's responsibilities and obligations, as set
forth in the attached General Conditions of the Contract for(Schedule F).
Pursuant to FL 287.055(9)(b) a 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.
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Task 1.1 Verification of Existing Facilities and Documents
The CONSULTANT 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 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 field, on-site, or off-site conditions not shown or incorrectly shown on the record
drawings, as may have been reasonably discovered. At the Consultant's request, the City will facilitate
the Consultant's access to the Project site and/or facilities for investigative purposes. Frequent site visits
and meetings shall continue through all design phases of this Agreement until the Consultant is
thoroughly familiar with the existing conditions, any problem areas, and/or existing hazardous conditions
or materials. These site visits and meetings are part of the Consultant's Basic Services, are considered
due diligence, and the Consultant shall receive no additional compensation for such design phase site
visits and meetings. Provided the Consultant has conducted a good faith investigation, the Consultant
and the Consultant's sub-consultants shall not be responsible or held liable for undiscovered hazardous
conditions or materials.
To facilitate the implementation of a Public Information Program, the CONSULTANT shall provide
electronic files of all Project documents, as requested by the CITY for posting on the program website.
The CONSULTANT shall provide the electronic files for the front-end documents, technical specifications,
and construction drawings in MS-Word, AutoCAD and Adobe Acrobat file format.
CONSULTANT shall utilize and be bound by the CITY of Miami Beach Design Standards Manual -August,
2002 (DSM) detailing procedures, standards and policies, the CITY of Miami Beach Public Works Manual
—April, 2007, as well as any subsequent updates, to supplement details required to complete the Project.
One copy of the DSM will be provided to the CONSULTANT.
Task 1.2 Review and Validate Schedule Phasing and Budgets
Prior to the preparation of the Design Criteria Package including the design development drawings (30%)
the CONSULTANT shall assure that the following items are coordinated and resolved to the satisfaction
of the CITY:
• The CONSULTANT shall ascertain the design criteria package includes the scope of work as
delineated in the approved BODR dated March 21, 2002.
• The CONSULTANT shall review and make any necessary modifications as required to provide a
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functional design that meets the CITY'S Level of Service (LOS) to the 30% Phase One
documents prepared by the Public Works Department dated January 18, 2010, that represents
the scope of work included in the BODR..
• 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 and make
recommendations as appropriate to provide for a functional and efficient design.
• The CONSULTANT shall evaluate existing as-built drawings, existing utilities plans and/or atlases
provided by the PWD, existing geotechnical reports, and surveys of the neighborhood in order to
properly coordinate and design the new infrastructure.
• The CONSULTANT shall coordinate the FPL drawings dated April 11, 2011 and September 2011
with the scope of work included in this Project.
• The CONSULTANT shall coordinate the ATT drawings dated November 24, 2008 and/or any
updated drawings with the scope of work included in this Project.
• The CONSULTANT shall coordinate the ABB drawings to be provided to the CITY, with the scope
of work included in this Project.
Task 1.3 Coordination with FPL, ATT, ABB for Underground Locations
Upon completion and acceptance of the final survey, the CONSULTANT shall forward same to the
following agencies with a request to mark / identify respective utilities on the survey base map. The
CONSULTANT shall coordinate this effort with each agency in an effort to identify the location of all
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existing underground utilities. The CONSULTANT shall incorporate utility owner markups / edits into its
survey base map file. The CONSULTANT shall contact the following entities and request that they each
verify locations of their existing improvements in the affected areas:
• Florida Power and Light Company
• BellSouth/ATT
• Miami-Dade Water and Sewer Authority
• Cable Provider: Charter Communications (Atlantic Broadband)
• Natural Gas provider
• CITY of Miami Beach Public Works Department
• Traffic Signals: Miami Dade County Public Works
• Others as deemed necessary by the CONSULTANT
The CONSULTANT shall also request information regarding any future proposed improvements by each
agency. To facilitate tracking of the progress made in this work effort, the CONSULTANT shall copy the
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CITY on all correspondence with each agency. In addition, the CONSULTANT shall keep a readily
accessible and properly labeled / collated file of all correspondence and markups provided to it by the
various agencies for reference use by the CITY and/or CONSULTANT, during construction.
Based on the collected data, the CONSULTANT shall update the detailed design base maps for the
Project, provided by the CITY. The maps shall include an overall key map and partial plans scaled at One
(1) inch equals 20 feet or a scale that better suits the Project requirements. CONSULTANT shall illustrate
proposed improvements on the site plan and shall prepare final site plan based on the information
gathered herein. Copies of base maps shall be distributed to CITY.
Task 1.4: Review Public Works Manual and Suggest Revisions and Improvements
Consultant shall review the Public Works Manual, City's General Conditions and Division One and make
recommendations as appropriate which will be used as a generic template for the City's Design Build
Contract. The Consultant shall meet with the City's Project Manager, Procurement Division and City
Attorney's Office to gain approval of the language to be incorporated into the Design-Build Contract.
Deliverables:
1. Perform work as noted to produce reports, evaluations, surveys and work effort as specified in
Task 1.
2. Deliver five ( 5 )originals of signed and sealed reports, evaluations, surveys to CITY.
Schedule: See Schedule E - Project Schedule
TASK 2 - Design Criteria Package with Design Development Documents at 30% Phase Submittal:
Task 2.1 Design Criteria Package
The CONSULTANT shall coordinate with the City, as to the methodology, procedures, format and other
specifics that the design criteria package shall contain, however, the design criteria package shall be
comprised of but not be limited to the following primary sections:
1. Description of the Project Specific Scope of Work.
2. 30% Design Development Documents
3. Technical and Performance Specifications
4. Front End Documents including; Division One, Bidding Documents, General Conditions, City
Forms etc
5. Project Specific Reports, Surveys and Evaluations
The CONSULTANT shall prepare the design criteria package for bidding by incorporating all information
as required by the City, and all federal, state, and applicable local codes. The preparation of the design
criteria bidding documents shall include, but not be limited to the following:
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• 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 schematic
phase 30% design, performance specifications, and all the requirements from the Agencies
Having Jurisdiction over the project.
• Preparation, coordination and incorporation of all construction related documents, including front-
end documents, specifications, CONSULTANT 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 CONSULTANT 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 2.2 Design Development Documents at 30% Phase Submittal
CONSULTANT shall prepare detailed design documents consisting of structural, civil, mechanical,
electrical, plumbing, landscape, and irrigation drawings, as applicable. All contract documents are to be
provided in accordance with applicable DSM standards and with the requirements of all applicable state,
local and federal regulatory agencies having jurisdiction over the Project.
Technical specifications shall be prepared in conformance with Construction Specifications Institute (CSI)
formats. The CITY, through the DSM, shall furnish the CONSULTANT with standard CITY specification
outlines for Divisions 1. For reference purposes, the CITY will provide copies of its standard specifications
via the DSM. CONSULTANT shall provide additional sections that the CONSULTANT may require, not
already provided through the CITY standards / DSM, subject to review and comment by the CITY.
CONSULTANT must review CITY standards and adopt and change/update where necessary. Any supplier
listings required by specifications shall include a minimum of two (2) named suppliers and shall meet all
applicable CITY and State of Florida procurement codes. Specifications shall be provided to the
CONSULTANT in "Microsoft MS-Word" format. CONSULTANT shall use the same software in all Project
related work. CONSULTANT shall utilize base front-end documents provided by the CITY. CONSULTANT
shall edit accordingly to result in a Project specific document. Any requirements for Supplementary
General Conditions shall be subject to review and acceptance by the CITY.
CONSULTANT shall attend bi-weekly or monthly Design Progress Meetings as required to meet the
project schedule with CITY at the CITY's CIP offices as scheduled by CITY staff. The CONSULTANT shall
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provide, and maintain a design progress schedule. Should the CITY determine that the CONSULTANT has
fallen behind schedule, the CONSULTANT shall provide a recovery schedule that shall accelerate work to
get back on schedule.
The Consultant shall submit a draft 30% design criteria package to the CITY for distribution to City
Departments and City's Regulatory Agencies for review and comments. Said comments from the CITY
shall be incorporated into the final design criteria package.
Task 2.3 Master Design Criteria Package for Horizontal Construction Projects
The CONSULTANT shall incorporate changes to its design based upon its existing as-built / existing
conditions verification efforts and review comments received, as noted in Task 1.1. As a guide, the CITY
requires at a minimum, the following information be coordinated in the preparation of the 30% Design
Development Submittal phase documents. The Submittal drawings / package should include, but not be
limited to:
1. Topographic Survey: A 100% complete topographic survey which incorporates the work
products of the previously outlined Tasks.
2. Approved BODR: All proposed improvements identified in the approved BODR, illustrated in
plan and elevation views, and with applicable sections and details.
3. Site Plan: A site plan showing acreage; points of the compass; scale; contours and general
topographical conditions; floodplain elevation and velocity zone; a key map shall which
illustrates the relationship between the drawings and its respective location within the
neighborhood; overall dimensions; adjacent highways, roads, emergency access; fire
hydrants; power transmission lines; ownership and use of adjacent land; walks and paths;
vehicle and bike parking areas; accessibility for the disabled; service areas; play areas; bus
and car loading zones; existing buildings and use; location of proposed building(s) and future
additions; community use buildings; phased construction; and preliminary soil borings.
4. Floodplain: A statement should be included on the site plan identifying the FEMA flood zone
and floodplain elevation in which the project is located. The statement shall be signed, sealed
and dated by the A/E of record.
5. Environmental Phase One and/or Phase Two Reports: Evidence showing that required
environmental studies have been completed and sensitive site areas have been identified as
required by Section 2310.193, F.S.
6. Asbestos Survey and Material Testing Report: If asbestos is discovered in the Phase One
and/or Phase Two Environmental assessments, then the CONSULTANT shall provide for an
Asbestos Survey and remediation plan.
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7. Technical and Performance Specifications: Draft performance and technical specifications
to be incorporated into the project.
8. Schedule of Unit Prices: Draft schedule of unit prices bid (bid form) identifying the items,
units, and quantities to be bid by prospective contractors as part of their bid submittal as well
as any add alternates identified by the Project Team.
9. Statement of Probable Construction Cost: The submittal shall include the CONSULTANT's
Statement of Probable Construction Cost as defined by the American Association of Cost
Engineers to be consistent with the overall not-to-exceed Project budget.
10. Geotechnical Evaluation as required for the project: See Task 5.5.
11. Drainage Calculations: See Task 5.9
12. Traffic Analysis and Assessment: See Task 5.1
13. Outfall Evaluation: See Task 5.8
14. Project Schedule and Phasing Plan: See Task 1.2.
15. Encroachment Analysis and Survey: See Task 5.10
16. Bridge Monitoring Requirements: See Task 5.6
17. Evaluation of Existing Sewers: See Task 5.7
18. Add Alternates as directed by the City
Deliverables:
1. Submit Draft Design Criteria Package with Design Development Documents at 30% Phase
Submittal.
2. Incorporate comments from City Agencies into the Final Design Criteria Package with Design with
Design Development Documents at 30% Phase Submittal.
3. Submit Draft Master Design Criteria Package for City's review.
4. Attend bi-weekly or monthly Design Progress Meetings and prepare meeting minutes for City's
review.
5. Provide five (5)draft Design Criteria Packages for City's review.
6. Provide five (5)final Design Criteria Packages for City's review.
Schedule: See Schedule E - Project Schedule
Task 2.4 Cost Opinions: The CONSULTANT shall prepare Statements of Probable Construction Cost for
the draft 30% design completion stage submittals, as well as the final (30 percent) completion stage
submittal. The accuracy of the cost estimate associated with the 30 percent completion stage shall be
+30% to —110% (i.e. 30% over / 110% under the actual amount) "Budget" Level as defined by the
American Association of Cost Engineers.
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Based upon the CONSULTANT's cost estimate or bids, the CITY will advise the CONSULTANT if portions
of the Project need to be deleted, phased and/or bid as alternate bid items to satisfy Construction Cost
Budget (based upon CONSULTANT's analysis and recommendations). In this effort, the CONSULTANT
may be required to attend a series of meetings and develop alternative cost savings options for CITY
consideration, if the estimates show that the projected Project Construction Cost will exceed the
Construction Cost Budget. The CONSULTANT shall revise the contract documents to reflect necessary
revisions to meet budget parameters at no additional cost accordingly.
Deliverables:
1. Furnish three (3) sets of 30 percent completion stage Statements of Probable Construction
Cost to CITY, in MS-Excel electronic disc format, concurrently with the design submittals noted
in Task 2.3.
2. Attend meetings with the CITY to review and discuss cost estimates. This Task includes
development of any required cost savings alternatives, and implementation / revision of
documents to address such items, as necessary to meet established budget parameters.
Schedule: Complete concurrently with Task 2 schedule.
Task 2.5 Community Design Review Meeting
The CONSULTANT shall attend and participate in one (1) Community Design Review Meeting (CDRM) to
review the design progress and concept. The CITY shall schedule, find location for, and notify residents of
said meeting. The CONSULTANT shall prepare draft meeting minutes and forward them to the CITY, who
shall review, provide comments and distribute accordingly. The CONSULTANT shall prepare for, attend
and present its documents at this meeting. Meeting shall be scheduled at the 90% design completion
stage. Note that presentation format shall consist of a brief Power Point presentation to review Project
status, plus review of actual full size plans for the project. The CONSULTANT shall provide sufficient staff
at the meeting to address concerns by residents at two (2) plan stations. It is anticipated that the
CONSULTANT will attend one Pre-CDRM meeting with CITY staff to review the proposed format of the
presentation.
Task 2.6 Document Revisions: The CONSULTANT shall incorporate the necessary contract document
revisions, as approved by the CITY and based upon the input provided by the residents at the CDRM.
Task 2.7 Pre-Permitting Meeting and Coordination with Agencies Having Jurisdiction
The CONSULTANT shall seek preliminary 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
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• City of Miami Beach Parks Department
• City of Miami Beach Planning Department
• Miami Dade County Water&Sewer Department
• Miami-Dade Department of Health and Rehabilitative Service
• 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 Transportation
• US Army Corps of Engineers
• US Environmental Protection Agency
Notwithstanding the above, the CITY's failure to identify governmental authorities that have jurisdiction
over Project shall not relieve CONSULTANT from its sole responsibility to advise the City of all required
items necessary to obtain a permit to construct the Work.
Deliverables:
1. Correspond with noted jurisdictional authorities to establish permitting requirements.
2. Revise documents and respond to permitting inquiries as required.
3. Attend meetings with the CITY, and/or permitting agency staff as required to review, discuss
and finalize permit procurement.
Schedule: Complete concurrently with Task 2 schedule.
Task 2.8 QA/QC of Design Documents:
CONSULTANT shall establish and maintain an in-house Quality Assurance / Quality Control (QA/QC)
program designed to verify and ensure the quality, clarity, completeness, constructability and bid ability of
its contract documents. The CITY, at its discretion, may require that CONSULTANT attend public meetings
or meetings with CITY Staff to review the status and present results of its QA/QC efforts. Items to be
addressed may include, but shall not be limited to, review of specifications by respective technical experts
and a "Redi-check" type review of the documents to identify conflicts and inconsistencies between the
various project disciplines.
TASK 3- Bidding and Award of Contract
The CITY will be advertising for a Design Build Contractor (DB) via a two step Request for Proposal (RFP)
process with a Guaranteed Maximum Price (GMP) construction contract to that the CITY intends to award
to the successful Design Builder for this Project. The CONSULTANT shall assist the CITY in the analysis
of proposals, and in determining the lowest responsive bidder.
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CITY shall transmit contract documents prepared by the CONSULTANT to the CITY's Risk Management
and Procurement Departments for verification of appropriate insurance, form and bonding capacity
requirements. Various departments within CITY (Risk Management, Procurement and the CITY Attorney's
Office) have non-technical review responsibility for the Construction Contract Documents.
CONSULTANT shall attend the Technical Review Panel meeting convened by the CITY to shortlist and
interview the Design Builder and evaluate their submittals. CONSULTANT's role will be to provide any
relevant technical information and address technical questions, as may be needed by CITY staff during the
short-listing and bid evaluation process.
Task 3.1 Construction Contract Document Review: CONSULTANT shall assist the CITY during the bid
and award phase of the Project's construction contract. The CITY shall transmit contract documents
prepared by CONSULTANT to the CITY's Risk Management, Legal and Procurement Departments for
verification of appropriate insurance, form and bonding requirements. CONSULTANT shall assist CITY in
this effort by providing (1) one electronic copy of the complete contract documents set (drawings and
specifications) and participating in meetings, submissions, resubmissions and discussions with these CITY
departments, as necessary. CONSULTANT shall address and re-submit corrections and responses to
comments to any CITY Agency or any CITY Department within 10 (ten) working days of receipt of
comments.
Task 3.2 Bid Document Delivery: CONSULTANT shall provide the CITY and Design Builder with
reproducible, camera ready, sets of contract documents for each bid package. The CITY Procurement
Department shall reproduce documents and handle the advertising, distribution, sale, maintenance of plan
holder lists and other aspects of bid document delivery to prospective bidders.
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Task 3.3 Pre-Bid Conference: The CITY and the CONSULTANT shall conduct one or more pre-bid
conferences. CONSULTANT shall attend the pre-bid Conference for this Project and answer technical
questions as appropriate.
CONSULTANT will prepare meeting agenda and draft meeting minutes.
Task 3.4 Addenda Issuance:
CONSULTANT shall provide the CITY timely responses to all inquiries received from the CITY from
prospective bidders by preparing written addenda. Format for addenda shall be as provided to
CONSULTANT by CITY. These queries and responses shall be documented and a record of each shall
be transmitted to the CITY within 48 hours or at a mutually accepted time period. CONSULTANT shall
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prepare and distribute necessary addenda as approved by the CITY. The CITY will consolidate responses
and prepare and distribute the addenda to all plan holders of record accordingly.
Task 3.5 Technical Review Panel Participation:
The CONSULTANT shall be present with the CITY during the Technical Review and shall assist in
evaluating and making recommendations to the CITY regarding the acceptance and award of proposals to
qualified responsive and responsible Design Build Firms.
CONSULTANT shall evaluate the proposals for completeness, full responsiveness and price, including
alternative prices and unit prices, and shall make a formal recommendation to CITY with regard to the
award of contract. Non-technical bid requirements shall be evaluated by others.
Task 3.6 Design Build with a Guaranteed Maximum Price (GMP) Construction Contract Award
CONSULTANT shall provide sets of construction contract documents, inclusive of addenda, for execution
by the CITY and the Design Builder within ten (10) calendar days of request by the CITY pursuant to
Article Six(6)of this agreement.
Task 3.7 As-Bid Contract Documents: After the contract award and prior to the pre-construction
conference, the CONSULTANT shall prepare "As-Bid" construction contract documents which, at a
minimum, shall incorporate the following items into the construction contract documents:
• Design Builder bid submittals, including but not limited to, bid proposal, insurance, licenses, etc.
• Amend / modify front-end documents and / or technical specifications to incorporate changes
made via contract addenda.
• Revise design criteria package including the Design Development Documents (30%) to include
modifications/revisions incorporated via contract addenda.
The CONSULTANT shall prepare As-Bid construction contract documents and reproduce sets as
requested, for distribution to the CITY within ten(10) calendar days after CITY Commission approval.
The following apply to Task 3.1 through 3.7:
Deliverables:
1. Attend, conduct and document pre-bid conferences, including minutes of all meetings.
2. Respond to questions from prospective bidders and prepare addenda for distribution by others no
later than 48 hours or as otherwise mutually agreed upon.
4. Make written recommendations to the City on the award of the design-build contract.
5. Provide sets of contract documents for contract execution.
6. Prepare As-Bid contract documents reproduce sets and forward to the CITY.
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Schedule: See Schedule E - Project Schedule
Task 4: Construction Phase/General Administration of Construction Process
Task 4.1: Design-Builder's Design Phase
The CONSULTANT shall, at minimum, monitor the Design-Builder's design phase as follows:
4.1.1 The CONSULTANT shall instruct the Design-Builder's Engineer of Record (EOR) to
prepare all required drawings utilizing CADD (vector format).
4.1.2 The CONSULTANT shall instruct the Design-Builder's FOR team of the City's
requirements as to the various phases of design and approvals required and/or
mandated by the City.
4.1.3 Coordinate and monitor the Design-Builder's design phases (Phase 60% and 100%) and
recommend approval or disapproval to the City.
4.1.4 Respond to all inquiries and evaluate alternatives presented from the Design Builder for
compliance with the bidding documents and possible City approval.
4.1.5 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.
4.1.6 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.
4.1.7 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 4.1.1
through 4.1.7 above, the CONSULTANT does not assume the Design Builders 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 4.2: Design Builder's Construction Phase
Task 4.2.1 Observations and Weekly Progress Meetings
The CONSULTANT shall ensure and require that the Design-Builder's FOR team provide construction
administration of the construction to ascertain compliance with all approved construction documents and
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certify all infrastructure improvements including but not limited to the storm-water system, water and
sewer improvements, streetscape, hardscape and irrigation systems as specified in this Schedule A.
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 CONSULTANT and in the General Conditions of the
Design-Build Construction Contract, unless otherwise provided in City's agreement with the
CONSULTANT.
On the basis of on-site observations as the CONSULTANT, the CONSULTANT 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 CONSULTANT shall at all times have access to the Work, whether it is in the preparation
stage or in progress. The CONSULTANT 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 CONSULTANT shall not be responsible for the Design-Builder's
Schedules or failure to carry out the Work in accordance with the contract documents. The
CONSULTANT 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 CONSULTANT 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 CONSULTANT's basic services, the CONSULTANT shall conduct at least one weekly
Project visit / meeting at the Project site during construction to review the Design Builder's progress and
approve payment requisitions.
The CONSULTANT shall provide a report to the PM, in accordance to the outline shown below for each
weekly site visit/meeting.
Site visits shall take place at the Project site (of at least one hour duration) by one or more
CONSULTANT professional staff or consultants, for the purposes of observing the Work performed by the
Design-Builder. Either the CONSULTANT 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
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• 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 4.2.2 E-Builder Software
The use of E-Builder software will be implemented during the construction phase of this Project and will be
used by CITY staff, the Design Builder, and the CONSULTANT for Project document management and
tracking purposes. CONSULTANT will be required to electronically archive into E-Builder scanned copies
of: CONSULTANT transmittals; approved/rejected submittals and shop drawings; responses to requests
for information, contract document clarifications, requests for proposals; field orders; field measurement
forms and pay application review comments; notices of contractor non-compliance; contractor permits,
notices to proceed, inspection reports and photographs; daily work log and Daily Construction Observation
Forms; pre/post construction digital photographs; materials sampling and test results and reports;
certificates of substantial and final completion, and any and all correspondence, reports, logs and
documents associated with Project management, construction administration, and Resident Project
Representative activities associated with the construction and final certification of the Project.
The E-Builder software license expense will be a reimbursable item and the required training for this
software will be facilitated by the CITY
Task 4.2.3 Design-Builder's Submittals
The CONSULTANT shall review and evaluate samples, schedules, shop drawings, and other
submissions for conformance with the Design Criteria and the Design-Build Contract Documents. The
CONSULTANT'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 CONSULTANT shall require the
Design-Builder to be responsible for compliance of the shop drawings with contract documents and that
the Design-Builder notifies the CONSULTANT in writing of any deviation in the shop drawings from
contract documents or design criteria. The CONSULTANT shall select(after consultation with the City) all
colors for all finish materials from their color charts or prepared by the Design-Builder. The
CONSULTANT 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 CONSULTANT shall also prepare in a timely manner change
order items, including the proper documentation, for the City's review and approval. The CONSULTANT
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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 4.2.4 Substitutions
The CONSULTANT 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 Design Criteria Package and shall
recommend substitutions only when it can be demonstrated that the item specified or its successor is no
longer available for purchase or that the substitution provides a clear benefit to the CITY in performance
and/or price.
The CONSULTANT is not required to act on any request for substitution that is not submitted within forty-
five (45) days of execution of the Design Build Contract, except for good cause shown or unless
requested by the CITY; if so, the cost thereof, including compensation for the CONSULTANT's additional
services and expenses made necessary by such request for substitutions may be deducted from any
amount due or to become due to the Contractor from the CITY.
Task 4.2.5 Quality Control
The CONSULTANT 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 CONSULTANT may discover and
ensure that the Design-Builder take appropriate action to remedy unacceptable conditions.
Task 4.2.6 Agencies Having Jurisdiction (AHJ)
The CONSULTANT 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 CONSULTANT 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.
Task 4.2.7 Certification for Payments
The CONSULTANT shall require that the Design Builder's FOR review and approve all requisitions for
payment prior to submitting them to CONSULTANT. The CONSULTANT 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
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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
CONSULTANT shall also represent to the City that, to the best of the CONSULTANT'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 CONSULTANT 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
CONSULTANT 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 CONSULTANT
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 CONSULTANT 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 4.2.8 Record Drawings
Upon completion of construction, the CONSULTANT 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, shall 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 FOR to
conform to the record data, and after review and approval of these record drawings has been obtained
from the CONSULTANT and the City, the CONSULTANT 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 4.2.9 Operations and Maintenance Manuals (O&M)
The CONSULTANT shall coordinate the acquisition of comprehensive 0&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 4.2.10 Substantial Completion
Upon notification from the Design-Builder's FOR that the Project is substantially complete including, but
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not limited to, the Design Builder's contract and all Regulatory Agency and Life Safety Standards, the
CONSULTANT 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
CONSULTANT shall then certify that to the best of the CONSULTANT'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 CONSULTANT 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 CONSULTANT that substantial completion has been achieved, the City
representatives, accompanied by the CONSULTANT, shall perform a substantial completion inspection of
the Project as outlined in the Design-Build contract. If deficiencies are still found, the CONSULTANT 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 CONSULTANT and recommendations made to
the City by the CONSULTANT whether they should be added to the Contract as change orders or be
handled by some other vehicle outside the Contract.
The CONSULTANT 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 4.2.11: Final Completion
If the CONSULTANT finds the Project to be complete and acceptable, the CONSULTANT shall obtain the
City's approval to advise the Contractor of acceptance and commencement of the warranty period.
Task 4.2.12: Projects Closeout
Upon acceptance of the Project by the City as outlined in the Design Build contract, the CONSULTANT
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 contractor(s).
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Schedule: See Schedule E - Project Schedule
TASK 5 -Other Services
The following services shall be included as part of this lump sum contract.
Task 5.1 Traffic Analysis and Assessment
The CONSULTANT shall arrange for and coordinate the efforts of a Professional Engineer in the to
provide a traffic impact study within the parameters established by the City for the Collins Park Garage
Project to meet the intent of the approved Project Scope. Proposals for these services shall be submitted
to the CITY for review and approval.
Task 5.2 Contamination Screening and Assessment Report ( Phase One) and Two Environmental
Assessments
The CONSULTANT shall arrange for and coordinate the efforts of a Professional Engineer in the to
provide a Phase One Environmental Site Assessment Report and/or Two Environmental Site Assessment
Report within the parameters established by the City for the Collins Park Garage Project to meet the intent
of the approved Project Scope. Proposals for these services shall be submitted to the CITY for review and
approval.
Task 5.3 Topographic&Specific Purpose Survey: The CONSULTANT shall arrange for and coordinate
the efforts of licensed surveyors to update the existing topographical and specific purpose survey provided
by the CITY within the Project limits to meet the intent of the approved Project Scope. Proposals for these
services shall be submitted to the CITY for review and approval.
CONSULTANT shall obtain all available As-Built drawings, and provide an updated detailed topographic
survey of the existing Project site. The existing survey provided by the CITY shall be updated by a
Professional Land Surveyor in the state of Florida, and shall meet the minimum technical standards
identified in Chapter 61 G17-6, FAC and Florida Statutes. All survey files shall be prepared in AutoCAD. At
a minimum, the survey shall address the following:
• Baseline of survey shall be tied into the right-of-way and sectionalized land monuments. Right-of-
way information shall be obtained from available records by the CONSULTANT.
• The CONSULTANT shall set benchmarks at convenient locations along the site to be used during
both the design and construction phases of the Project.
• The CONSULTANT shall locate and identify existing surface improvements /topographic features
that are visible within the Project site, including but not limited to, the following:
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• Marking of all property corners, location and details of the existing buildings including overall
dimensions and finished floor elevations including existing valve boxes, water / electrical meter
boxes, electrical pull boxes, telephone/cable risers, fences, hydrants, etc.
• Aboveground and underground utilities invert elevations of accessible underground utilities, wood /
concrete utility poles, culverts, guardrails, pavement limits, headwalls, endwalls, manholes, vaults,
mailboxes, driveways, side streets, trees, landscaping, traffic signage and any other noted
improvements. Survey shall identify fence material / height, and driveway construction materials.
Landscaping materials with a trunk diameter greater than six (6) inches in diameter shall be
identified individually. Materials with smaller diameters shall be illustrated in groupings.
• Survey limits shall include the entire Project site and an additional overlap to encompass all
adjoining areas potentially impacted by the Project.
• Survey Topographic survey/ base map shall be prepared in AutoCAD Version 2000 or latest, and
submitted on recordable Compact Disk with three (3) signed and sealed copy on 24-inch by 36-
inch bond paper. Note that all standards from the DSM shall apply to the development of the
survey document. In addition, the CONSULTANT shall submit 3 copies of a preliminary Draft
Survey for CITY review and comment. The CONSULTANT shall prepare a final survey submittal
package based on addressing any and all comments submitted through this review process, to the
satisfaction of the CITY. All CAD mapping shall be performed to a scale of 1:1 in the World
Coordinate System. Text size shall be 100 Leroy for a final product at 1=20 units.
Task 5.4 Underground Utility Verification
The CONSULTANT shall contract the services of an underground utility location service to perform
additional vacuum extraction excavations, as needed, in an effort to better identify existing underground
conditions where work is to be performed. Actual locations shall be as directed by the CONSULTANT,
subject to CITY review and acceptance. Proposals for these services shall be submitted to the CITY for
review and approval.
Task 5.5 Geotechnical Soils Report
The CONSULTANT shall arrange for and coordinate the efforts of a geotechnical firm to perform boring /
test excavations as necessary to adequately define the soil characteristics for the purposes of design.
Proposals for these services shall be submitted to the CITY for review and approval.
Task 5.6 Bridge Load Monitoring and Compliance Measures
Prepare requirements for monitoring for compliance with regard to loading requirements for bridges as
required by the new Federal Government Guidelines on Truck Maximum Weight.
Truck Load Control and Monitoring Plan including requirements for Bridge Inspection Report at Pre-
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Construction and Post Construction and monitoring of bridge loading during construction:
• Legible log with Company name, tag number, delivery location and weight
• Guidelines for restriction of bridge use
Task 5.7 Evaluation of Existing Sewers
The CONSULTANT shall arrange for and coordinate the efforts of a Sub Consultant to furnish a crew and
all necessary equipment to clean and televise sanitary sewer and provide a DVD video with reports which
document the conditions of the existing sanitary sewer system and provide recommendations for repair
and/or replacement.
Task 5.8 Outfall Evaluation
An Outfall Cleaning & CCTV evaluation will be required and any proposed recommendations that for
retrofit and/or replacement of existing outfalls will be coordinated with the proposed storm water collection
system for new outfalls and retrofit of existing outfalls; processing of easements:
As determined by hydraulic modeling, undersized outfalls will be identified and recommended pipe sizes
will be provided. It is assumed that outfalls that may need to be upgraded may include either upsizing the
pipe, and/or replacing pipe due to condition and/or sea wall repair.
The City will be responsible for determining if easements exist to allow for replacement of the piping and
identify landscaping and structures that may be affected. If new easements are required, the DCP shall
provide documentation required and the City will be responsible for obtaining required agreements.
Task 5.9 Drainage Calculations
Drainage inlets and piping will be added where necessary to improve drainage on both islands. Hydraulic
modeling will be performed as the basis for the pipe size design, as well as the adequacy of the existing
outfalls. The proposed system design basis will be the 5 year—24 hour storm event. Drainage
Computations will be calculated based on the revised design.
Task 5.10 Encroachment Analysis and Survey
Update the Encroachment Analysis and Survey and coordinate with CMB/ PWD encroachment policy.
TASK 6 -Additional Services
No additional services are envisioned at this time. However, if such services are required during the
performance of the Work, they shall be requested by CITY and negotiated in accordance with contract
requirements pursuant to the hourly rates identified in Schedule "C".
Note that a separate Notice to Proceed is required prior to performance of any Work not expressly required
by this Scope of Services. If DESIGN CRITERIA PROFESSIONAL, proceeds with 'but of scope" work,
without proper authorization, it does so at its own risk.
TASK 7- Reimbursables
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Task 7.1 Reproduction Services: The CONSULTANT shall be reimbursed at the usual and customary
rate for reproduction of reports, contract documents and miscellaneous items, as may be requested by the
CITY. Unused amounts in this allowance shall be credited back to the CITY at the completion of the
Project.
Task 7.2 Travel and Subsistence:
Travel and Subsistence is included as part of the basic services of this lump sum contract.
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SCHEDULE B—CONSULTANT'S COMPENSATION FEE TABLE
See attached
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SCHEDULE C—HOURLY BILLING RATES SCHEDULE
See attached
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SCHEDULE `C'
Name of Project: Palm & Hibiscus DCP
Miami Beach
Miami Beach RFQ: #35-10/11
Date: January 27, 2012
HOURLY RATES
Project Principal $150
Project Manager $120
Senior Engineer $120
Engineer $101
Senior CAD Tech $60
CAD Tech $55
Clerical $35
Senior CEI Inspector $90